8.3 Mass Data Management for Job Information, Job Relationships, and Positions
Key Takeaways
- Mass Data Management is a UI-based tool for bulk changes to Job Information, Job Relationships, and Position data without CSV files.
- Administrators configure the UI in Manage Data with a Mass Changes Job Configuration: default filters, filterable fields, and editable fields.
- Access needs Enable Mass Data Management plus the MassChangesJob and Mass Changes Job Configuration object permissions.
- The optional minimum record limit for synchronous processing must not exceed 50, and up to 50 Job Information fields can be added.
- Mass Data Management triggers all onSave and PostSave rules unless the rule context for mass changes is set to No.
8.3 Mass Data Management for Job Information, Job Relationships, and Positions
Quick Answer: Mass Data Management changes many records at once through a UI, without CSV files. It supports Job Information, Job Relationships, and Position data. An administrator first creates a Mass Changes Job Configuration in Manage Data, deciding which fields are default filters, which are filterable, and which are editable. Users then build, review, share, and submit mass change requests.
Why Use Mass Data Management
Organizational changes such as reorganizations or manager reassignments can affect many employees. Mass Data Management offers:
- Advanced filtering to build a precise target group
- Change review and collaboration: changes are highlighted, and drafts can be saved, edited, and shared with colleagues before submission
- Audit and reporting: downloadable logs of executed changes
- Field customization: extra fields can be made filterable or editable
- Custom field editing
Permissions
| Permission | Where |
|---|---|
| Enable Mass Data Management | Administrator Permissions (Manage Mass Data Management); opens the Mass Data Management page |
| MassChangesJob | Miscellaneous Permissions; create and manage mass change requests |
| Mass Changes Job Configuration | Miscellaneous Permissions; create and manage the UI configuration |
For positions, users also need permission to view and edit the fields they change, especially generic-object fields.
Step 1: Configure the Mass Change UI
The UI is not pre-configured. In Manage Data > Create New > Mass Changes Job Configuration:
| Setting | Meaning |
|---|---|
| External ID / Name | A unique identifier for the UI |
| Target Type | The supported object, for example Job Information or Position |
| Min Record limit to Trigger Job | Optional. Up to this many records, the request is processed synchronously (instantly); above it, asynchronously in the background. The value must not exceed 50. |
| Fields | Add fields from the target object (up to 50 Job Information fields) and mark each as a default filter, filterable, or editable |
Default filters appear in the request header. Filterable fields appear under Adapt Filters. Editable fields are the only ones users may change. For positions you can also add a matrix relationship through the association name. Position fields set to Not Visible in the object definition cannot be selected.
Step 2: Create a Mass Change Request
- Open Mass Data Management and choose Create.
- Choose the category:
- Job Information: effective date, person type, legal entity, and a title
- Job Relationship: relationship type, effective date, and a title
- Use the default filters in the header, or Adapt Filters for more, then choose Go.
- Select the target records and choose Edit. Only fields configured as editable can change.
- Apply the changes and review the highlighted draft, which is saved automatically.
- Submit. Watch the status, for example Processed Successfully, and download the log.
Limits
- Job Information: up to 1,000 records per request.
- Positions: you cannot mass change 1,000 or more. If a search returns more than 999 positions, the error "Too many matching records found" appears, and you can select at most 999. For positions, Effective Date is the only mandatory filter, and up to 8 filters (besides Effective Date) are allowed.
Rules, Workflows, and Mass Changes
SAP highlights one behavior: all onSave and PostSave rules are triggered by Mass Data Management. If you do not want onSave rules such as workflow derivation to run for every changed employee, set the rule context for mass changes to No in Manage Business Configuration (Section 5.4). This keeps a reorganization of 800 employees from producing 800 approval requests.
Mass Data Management Versus Other Bulk Tools
| Tool | Best for |
|---|---|
| Mass Data Management | UI-based bulk changes to Job Information, Job Relationships, and Positions, with filters, drafts, sharing, and logs |
| Import Employee Data | File-based creation and updates of any EC entity, including partial imports (Section 8.2) |
| Import and Export Data | File-based changes to MDF objects such as positions or foundation objects |
| Mass Change Run (Manage Mass Changes for Metadata Objects) | Rule-based mass updates of positions, with Simulate and Run modes (Section 13.2) |
Troubleshooting Mass Change Requests
| Symptom | Likely cause |
|---|---|
| The Mass Data Management page is missing | Enable Mass Data Management is not granted, or the user has not logged out and back in |
| A field cannot be changed in the request | It is not marked editable in the Mass Changes Job Configuration |
| A position field cannot be added to the configuration | The field is set to Not Visible in the Position object definition |
| Unexpected approval requests after submission | onSave rules such as workflow derivation ran; set the mass change rule context to No |
| A position search returns an error | More than 999 positions matched; narrow the filters |
Worked Example from THR79: Incentive Plan for Manager Positions
Some manager positions lack an Incentive Plan:
- Confirm permissions: Mass Changes Job Configuration and Mass Changes Job (View, Edit, Import, Export) and Enable Mass Data Management.
- Create configuration PositionMassChangesUI: targetGOType Position, minRecordLimitToTriggerJob 25, fields effectiveStatus, externalName, division, jobCode (default filters), jobLevel (filterable and editable), and cust_IncPlan (editable).
- In Mass Data Management, Create, rename the request Incentive Plan Change, filter Position Title = Manager, select all, Edit, set Incentive Plan = Manager, and Apply. The draft is saved.
- Submit, refresh until Processed Successfully, and download the log to spot-check positions.
Which objects does Mass Data Management support?
An administrator sets the Min Record limit to Trigger Job in a Mass Changes Job Configuration. Which rule applies?
A reorganization is processed with Mass Data Management, and every changed employee starts an approval workflow. How can this be prevented without deleting the workflow rule?