Mass Role Changes

Use the Mass Role Changes wizard to assign user roles to all employees or a group of employees. You can also use this wizard to assign roles to managers.

Note: This wizard is available in Activate only after roles have been configured in Dayforce. You can run this wizard as often as is needed.

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

Roles must be configured in Dayforce.

Employees being included in the Mass Role Changes template must exist in Dayforce. They must also meet the minimum requirements. Examples include having a hire date, work assignment, and employment status data.

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

Tasks

To select fields to assign to employees:

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.

3. When the data is complete, click Done & Install. After you leave the page, the selected value 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 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.

   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:

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

   • 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.

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

Results

Employees are assigned the security roles in Dayforce as outlined by the data in the template. The selections you made in this wizard determine the fields that Activate updates in Dayforce. You can check the roles you assigned by going to the System Admin > User page in Dayforce. Assigned user roles are available in the Properties tab on this 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.

File generated by the Mass Employee Role Changes wizard

After completing the Mass Role 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:

<?xml version="1.0" encoding="utf-8"?><EmployeeImport>
    <Employee>
        <XRefCode>1003</XRefCode>
        <EmployeeNumber>1003</EmployeeNumber>
        <FirstName>Ryan</FirstName>
        <LastName>Robert</LastName>
        <Role>
            <RoleXrefCode>MANAGER</RoleXrefCode>
            <IsDefault>true</IsDefault>
            <EffectiveStart>2018-01-12</EffectiveStart>
        </Role>
    </Employee>
    <Employee>
        <XRefCode>1011</XRefCode>
        <EmployeeNumber>1011</EmployeeNumber>
        <FirstName>Nicole</FirstName>
        <LastName>Brennan</LastName>
        <Role>
            <RoleXrefCode>MANAGER</RoleXrefCode>
            <IsDefault>true</IsDefault>
            <EffectiveStart>2018-01-12</EffectiveStart>
        </Role>
    </Employee>
</EmployeeImport>

Next steps

Complete the next wizard, as appropriate.

Questions

Select the fields that you would like to mass assign

The following fields are selected by default. These fields are assigned to the employees that you select in this wizard. You can’t edit this field.

• User Roles
• Is Default

When do you need these values to be effective on the employee's records

Select the date on which you want the change to go into effect. Any employees who don’t exist as of the date selected are excluded.

• To the current record: The start date of the employee's current record. This date is in relation to today's date.
• To the earliest record: The date of the first record of the employee's history.
• As of original hire date: The employee's original hire date.
• As of most recent hire date: The employee's most recent hire date.
• As of next pay period: The start of the employee's next pay period.
• As of a specific hire date: Enter or select a date (past or present).

Select the employees

Select the group of employees that you want to assign the role to.

• All Employees: Applies the assignment to all employees in the organization.
• 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, Entitlement Policy, Time Off Policy, Shift Rotation, and Payroll Policy.

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

Select the values that you want to sign

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

• Quickly assign values to all selected employees: Select a single value to assign to all selected employees. When you select this option, select a value or date 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.