Mass Location Access Changes

Activate User's Guide
Version
2025.2
Mass Location Access Changes

Use the Mass Location Access Changes wizard to assign location assignments in a group to employee records in Dayforce. Location assignments give employees access to one or more locations in the database.

Note: Currently, you can’t do a data load of multiple locations per user record. That functionality will be available in a future release.

Note: Activate uses HR Version 2.0 (NextGen) when loading data during configuration. To streamline the import, First Name and Last Name are excluded when not required.

Before you begin

Employees being included in the Mass Assignment Data File must exist in Dayforce. The employees must also meet the minimum requirements. Examples include having a hire date, work assignment, and employment status data.

Note: You can use the following wizards to load employee data: Getting Started, Employees, or Clean Up Data for Parallel or Go Live.

Tasks

To select fields to assign to a group of employees:

  1. In Activate Central, click Change Employee Data and the Change Employee Data wizards show.
  2. Click Mass Location Access Changes.
  1. On the Field Selector page, answer the questions.

    Note: For information on each question, see the Questions section (below).

  2. Click Next and the Value Selector page opens.
  3. Complete all fields on this page.

    Note: For information on each question, see the Questions section (below).

  4. Click Done and the Mass Assignment Review page shows the employee properties that you assigned.
  5. Review the information to confirm that everything is correct.

    This page gives you a final chance to make changes to the policy fields that you selected at the beginning of the wizard.

    This page is the final review page in the wizard.

  6. If you want to make changes, do one of the following:
    1. Enter the changes in the grid.
    2. Download the Mass Assignment Data File, update the document on your computer, and upload the updated file.

To review and confirm the data:

  1. Review the information shown in the grid.
  2. Make updates to data on the page:

    • To insert a new row in the grid, click the row where you want to insert it and click New.

    • To save the changes you’ve made in the grid, click Save.

    • To delete a row, click the row and click Delete.

    • To save information in the grid to your computer, click Download File and save it to the location you want.

    • To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid. If you made changes in the grid before you uploaded the updated Mass Assignment Data file, a message states that imported files override all data shown in the grid. Click OK.

    • To remove changes that you don’t want to save, click Refresh.

    • To download a complete list of all errors from the data load process so you can review and correct them, click Download Errors File.
  1. When the data is complete, click Done & Install. After you leave the page, the selected values stay in the grid.

To update information in the grid manually:

Note: If you make a change by mistake and haven't saved the change, click Refresh to undo the change.

  1. To move in the grid:
    • Click Tab to move to the right in a row.
    • Click Shift Tab to move to the left in a row.
    • Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.
  2. To update a field, click in the field and enter the new information.
  3. To add a row, click New and enter the information in the row.
  4. To delete a row, click in the row and click Delete.
  5. To save your changes, click Save. Activate verifies the information again.
  6. Click Next.

To install employee role changes:

  1. On the Mass Assignment Review page, click Download File and save a copy of the Mass Assignment Data File to your computer so you can refer to the information later.
  2. Click Done & Install to complete your mass changes.

    The Load page opens with a list of the steps to complete and an estimate of how long the installation usually takes. During the installation, the current step in the process is bolded so you can monitor the progress.

    Important: If someone is signed directly in to Dayforce and potentially applying manual configuration, Activate shows a warning at Done & Install. Don’t continue with the Activate installation if users are actively applying configuration changes. Users’ changes might be lost if a failure occurs during the Activate installation. Download the User Report and follow up with the team members before you continue with the Activate wizard.

  3. Click one of the following:
    • Add Email and enter your email address to be notified when the installation process ends instead of waiting for it to finish.
    • Next when the installation is complete.

    Activate Central opens. The Mass Location Access Changes wizard continues to show in blue text and the icon to the left of the wizard name continues to show in gray.

    Note: You can complete this wizard as often as needed.

Results

In the Dayforce environment, employees' records that were filtered or selected in the Mass Assignment change are updated based on the effective dating selected in the wizard's steps. To view these changes, go to People Profile > Employment and review the relevant statuses on the Employment, Compensation, and Policy Settings page.

The loaded template files include the columns of successfully loaded data only. They don’t include every available field in the wizard. To download the successfully loaded files, go to the dedicated section for each wizard on the Download Template Files page. After downloading the files, you can use them for auditing purposes or you can update them, if needed.

Fields populated in Dayforce

The data uploaded by the Mass Employee Compensation Changes wizard shows on the System Admin > User > User Record > Location Access page in Dayforce.

File generated by the Mass Location Access Changes wizard

After completing the Mass Location Access Changes wizard, a single import file is automatically generated and placed on the customer’s FTP site.

HR Import

  • FTP Subdirectory: Import/HRImport
  • Filename: <Namespace>-HRImport-<DateTime>.xml

Example illustrating how translates the template data to XML:

Copy 
<?xml version="1.0" encoding="UTF-8"?>
-<EmployeeImport>
    -<Employee>
        <XRefCode>0001</XRefCode>
        <EmployeeNumber>0001</EmployeeNumber>
        <FirstName>Employee</FirstName>
        <LastName>Dummy</LastName>
        -<UserOrg>
            <OrgXrefCode>Site 01</OrgXrefCode>
            <EffectiveStart>2000-01-01</EffectiveStart>
            <EffectiveEnd>2030-07-01</EffectiveEnd>
            <IsDefault>y</IsDefault>
        </UserOrg>
    </Employee>
</EmployeeImport>

Next steps

Complete the next wizard, as appropriate.

Questions

Select the fields that you want to assign as a group

You can select more than one field in a single mass assignment update.

  • User Location Access: You must select a location to be assigned to a record.
  • Is Default: Click Yes or No.

Note: You must complete both of these fields so the wizard can assign the location and indicate whether the location is the default.

When do you need these new values to be effective on the employees' records?

Select the effective date for the mass assignment changes.

  • To the current period: Changes apply on the date of the employee's current active record.
  • To the earliest record: Changes apply on the date of the employee's earliest record.
  • As of original hire date: Changes apply on the day when the employee was first hired.
  • As of most recent hire date: Changes apply on the day that the employee was most recently hired.
  • As of the next pay period: Changes apply on the first day of the employee's nearest upcoming pay period.
  • As of a specific date: Select the date in the date selector field.

Select the employees

Select the group of employees that you want to update.

  • All Employees: Applies the assignment to all employees in the organization. This option is the default.
  • Filter for groups of Employees: Narrow down the number of employees by selecting a specific group of employees using the following filters:
    • Employee Details: You can select from the following: Employment Status, Pay Type, Pay Class, Primary Work State/Province, Primary Work Country, Primary Job, Primary Department, Primary Work Onsite, Primary Work Site, Home State/Province, Home Country, and Legal Entity.
    • Employee Group & Policies: You can select from the following: Time Entry Policy, Pay Policy, Pay Holiday Group, Pay Group, Time Off Policy, Shift Rotation, Schedule Rule Policy, and Payroll Policy.

    After you make your selection, the total number of employees that will be updated based on your selection shows.

Select the values you would like to assign

The default values in the Select the fields that you want to mass assign field on the Field Selector page are shown in the table. Select how you want to assign the values.

  • Quickly assign values to all selected employees: Select a single User Location Access Value to assign to all selected employees and indicate whether it’s the default. When you select this option, select a value for each field shown, as applicable, to apply to all selected employees.
  • Specify values for each selected employee: Assign different values to different employees. Although this option takes longer, it offers more flexibility.

Note: This page populates the next page. However, your selection of employees isn’t completed.