Introduction

Use HCM Spreadsheet Data Loader (HDSL) to provide bulk-data loading capabilities to your business users. You can configure spreadsheet templates for your specific use cases and assign access to those templates to just the roles that require them. For example, your HR Specialist could have access to a New Hire spreadsheet, whereas the Overtime Hours spreadsheet may only be available to your Payroll Administrator.

You design and test spreadsheet templates on your non-production environments. To do this you grant access the Spreadsheet Templates task and configure which business objects the template designer can import and create templates for, using the Spreadsheet Business Object Access task. Tasks 1 through 3 provide the steps to create these roles and assign role access to a template.

The roles required to design and test HSDL templates

Once tested, you export your template and use the Spreadsheet Templates task to import it into production and assign the roles that can perform data-set operations with the template. It's recommended that the role on production used to do this doesn't also have access to load data using HCM Spreadsheet Data Loader. Task 4 provides the steps to configure such a role.

HSDL All Template Role Administrator role

There are many preconfigured roles, such as Human Resource Specialist, Payroll Manager, Learning Specialist and Compensation Manager that are already granted the ability to load data using HCM Spreadsheet Data Loader. However, these roles still need to be granted access to templates embedded in product pages. Task 5 provides the steps to do this.

If you have custom templates or want to provide access to templates not embedded into product pages, you'll need to create a custom role to provide access to the Run Spreadsheet Data Loader task. This will allow users to access all active templates they have a role assigned access to. Task 6 provides the steps to configure this role.

Finally, some business objects can only be loaded by HSDL using the elevated user and templates based on these objects can't be assigned roles to use them. Instead, an administrator role is required. Users with this administrator role can load data using any template and view all data sets created using any template. Task 7 lists the steps to create this role.

Objectives

In this tutorial you will:

  • Create a role to configure the business objects your spreadsheet template designer roles can create and import templates for.
  • Create a role for designing and importing spreadsheet templates.
  • Create a template admin role for granting access to preconfigured templates.
  • Configure the data set operations a role can perform with a spreadsheet template.
  • Create an administrator role that can perform any supported action on all active templates.

Prerequisites

To complete this tutorial, you will need:

  • Access to the Security Console.

Task 1: Grant Access to the Spreadsheet Business Object Access Task

The Spreadsheet Business Object Access task is used to configure which business objects a spreadsheet template designer can create and import templates for. This access would normally be granted to your application administrator. Here you'll define a new custom role to grant access.

  1. Log in to the application with a user that has Security Console access.
  2. Navigate to Tools > Security Console.
  3. Click Create Role.
  4. Specify a Role Name of HSDL Business Object Access or similar and supply a unique role code.
  5. Specify a Role Category of HCM - Job Roles.
  6. Click Next and on the Function Security Policy page, add these policies:
    7. Function Security Policies
    Policy Name Policy Code Grants Access To
    Review HCM Data Loader Business Objects HRC_REVIEW_HDL_BUSINESS_OBJECTS_PRIV View Business Objects task
    Manage Data Exchange Work Area HRC_MANAGE_DATA_EXCHANGE_PRIV Data Exchange work area

    Tip:

    The View Business Objects task lists all supported objects and can be used to find which business objects are owned by each product area.
  7. Navigate to the Role Hierarchy page and add these roles:
    8. Role Hierarchies
    Role Name Role Code Grants Access To
    Manage HCM Spreadsheet Data Loader Business Object Access ORA_HRC_MANAGE_HSDL_BO_ACCESS Spreadsheet Business Object Access task
    Functional Setups User ORA_ASM_FUNCTIONAL_SETUPS_USER_ABSTRACT Setup and Maintenance

  8. Navigate to the Summary page and click Save and Close.

    9. You can now grant this role to the application administrator user responsible for configuring the business objects your HSDL template designers can create and import templates for.


Task 2: Grant Access to Define Spreadsheet Templates

In this step, you'll define a role to design and import spreadsheet templates for a restricted set of business objects.

Grant Access to Design and Import Templates

  1. Log in to the application with a user that has Security Console access.
  2. Navigate to Tools > Security Console.
  3. Click Create Role.
  4. Specify a Role Name of HSDL Template Creator - Worker & Work Structures or similar and supply a unique role code.
  5. Specify a Role Category of HCM - Job Roles.
  6. Click Next and on the Function Security Policy page, add these policies:
    7. Function Security Policies
    Policy Name Policy Code Grants Access To
    Review HCM Data Loader Business Objects HRC_REVIEW_HDL_BUSINESS_OBJECTS_PRIV View Business Objects task
    Manage Data Exchange Work Area HRC_MANAGE_DATA_EXCHANGE_PRIV Data Exchange work area

    Tip:

    The View Business Objects task is the data dictionary for all HSDL supported objects. Use it to understand the business object shape and supported attributes when designing spreadsheet templates.
  7. Navigate to the Role Hierarchy page and add these roles:
    8. Role Hierarchies
    Role Name Role Code Grants Access To
    Manage HCM Spreadsheet Data Loader Templates ORA_HRC_MANAGE_HSDL_TEMPLATES Spreadsheet Templates task
    Load Data using HCM Spreadsheet Data Loader ORA_HRC_LOAD_DATA_USING_HSDL Load data using HSDL spreadsheets

  8. Navigate to the Summary page and click Save and Close.

Configure the Business Objects the Role Can Create Templates For

Having created a custom role, you need to assign the objects and product areas users with that role can create and import spreadsheet templates for. In this step, you'll configure access to the Worker business object and all business objects within the Global HR - Work Structures product area.

  1. Log into the application with a user that has access to the Spreadsheet Business Object Access task. Refer to Task 1 for how to grant access to this task.
  2. Navigate to My Enterprise > Setup and Maintenance.
  3. Select the HCM Data Loader functional area.

    4. Tip:

    This functional area is available in the Workforce Development and Workforce Deployment setups, amongst others.
  4. Click Spreadsheet Business Object Access.
  5. Search for and select your custom role in the Job and Abstract Roles table.
    6. Search for and select your job role

  6. On the Assigned Business Objects table toolbar, click the Assign choice list and select Assign Individual Business Objects.
    7. Click Assign Individual Business Objects

  7. In the Search and Select Business Objects window, search for and select the Worker business object:
    8. Select the Worker business object

    Tip:

    You can select multiple business objects and add them in one step.
  8. Click Add.
  9. Click the Assign choice list and select Assign All Business Objects in a Product Area.
    10. Click Assign All Business Objects in a Product Area

  10. In the Select Product Area window, select the product area that the role can create templates for, such as Global HR - Work Structures.
    11. Select Global HR - Work Structures

  11. Click Add.

    12. Tip:

    Use the View Business Objects task in the Data Exchange work area to review the business objects that exist within a product area.
  12. Click Save.

Tip:

You can use the Assign All Business Objects option to allow the role to create and import templates for all business objects.

Task 3: Configuring Access to Custom Templates

Once you've created and tested a spreadsheet template, you must assign the roles that can use and maintain the spreadsheet template and make it active.

Note:

Perform these steps with a user that has access to the maintain spreadsheet templates.
  1. Navigate to My Client Groups > Data Exchange > Spreadsheet Templates.
  2. Search for the template to configure role access for and click the template name.
    3. Search for and select the template to assign role access for

  3. On the Define page, check the Upload Data As field is set to Session user.
    4. The template must be configured to upload data as the session user

    Tip:

    Business users can’t load data for all HCM Data Loader objects. If the Elevated User is the only option for your template, the template is based on an object that uses data security in the application but hasn't yet implemented that data security for HSDL. Templates based on such objects can only be used by superusers and not assigned to other job roles.
  4. Click Role Access.
  5. Click Add on the Permitted Data Set Operations table toolbar.
    6. Click Add on the Permitted Data Set Operations table toolbar

  6. Use the Search and Select Roles window to search for an select the job role that should access to the template
    7. Search for and select the role to assign to the template

  7. Click Add.

    8. The role will be automatically configured to:

    • Create data sets with a spreadsheet template
    • Save the spreadsheet rows to the data set
    • Upload valid spreadsheet rows to the application
    • Roll back successfully loaded spreadsheet rows, for objects that support roll back.
  8. Uncheck any data set operations users of this role shouldn't have access to.
  9. If users with this job role should be able to view all data sets, not just those they have created themselves, check the View All checkbox.
    10. Review the data set operations

  10. Repeat these steps for all job roles that should have access to use this template.
  11. Optionally configure roles that will maintain the spreadsheet template once it is active. Having access to create and import templates for the object the template is based doesn't grant access to maintain it once it's active.

    Tip:

    If you've configured an all-template access role to maintain your templates, it doesn't need to be added here.

    Note:

    Consider enabling audit of role configuration. Refer to How You Enable Audit of Role Configuration for a Spreadsheet Template
  12. Click Add on the Template Maintenance table toolbar.
    13. Click Add on the Template Maintenance table toolbar

  13. Search for and select the role that can maintain the template, in the same way as assigning data set operations.

    14. Tip:

    This role must have access to the Spreadsheet Templates task.
  14. Click Add.
  15. Click Define
  16. Change the Status to Active if the template is still in Draft status.
    Set the template status to active

  17. Click Validate and Save.

    18. The template will now be available in the Run Spreadsheet Data Loader task to users with a role configured to access it.


Task 4: Grant Spreadsheet Template Administrator Access

Once a template is made active, business object security is replaced by template security and only the users with the job roles configured to maintain a template can assign roles to it. Preconfigured templates don't have any roles configured to access or maintain them.

These steps configure an all-template access role that can be used to assign roles to spreadsheet templates but can't use those templates to bulk-load data.

  1. Log in to the application with a user that has Security Console access.
  2. Navigate to Tools > Security Console.
  3. Click Create Role.
  4. Specify a Role Name of HSDL All Templates Role Administrator or similar and supply a unique role code.
  5. Specify a Role Category of HCM - Job Roles.
  6. Click Next and on the Function Security Policy page, add these policies:
    7. Function Security Policies
    Policy Name Policy Code Grants Access To
    Manage Data Exchange Work Area HRC_MANAGE_DATA_EXCHANGE_PRIV Data Exchange work area

  7. Navigate to the Role Hierarchy page and add these roles:
    8. Role Hierarchies
    Role Name Role Code Grants Access To
    Manage HCM Spreadsheet Data Loader Templates ORA_HRC_MANAGE_HSDL_TEMPLATES Spreadsheet Templates task
    HCM Spreadsheet Data Loader Template Administration ORA_HRC_HSDL_TEMPLATE_ADMINISTRATION Create and maintain templates for all business objects.

  8. Navigate to the Summary page and click Save and Close.

You can now assign this role to users responsible for maintaining all spreadsheet templates.

Task 5: Grant Access to Preconfigured Spreadsheet Templates

Some product pages include embedded HSDL spreadsheets, such as Job and Location. Access these by clicking the Manage in Spreadsheet button, found on the product page.

Other preconfigured spreadsheets are only available from the Run Spreadsheet Data Loader task.

Regardless of how a spreadsheet template is accessed, the data set operations a role can perform must be configured.

  1. Log into the application with a user who has access to maintain all templates. Task 3 describes how to create this role.
  2. Navigate to My Client Groups > Data Exchange > Spreadsheet Templates.
  3. Search for the template to assign access to.
    4. Search for the preconfigured template

    Tip:

    Preconfigured templates have a code that starts ORA_. Restrict your search to the business object the template is for, such as Job, or Location.
  4. In the search results, check that the Upload Data As field is Session User.
    5. Check the Upload Data As value

    Note:

    You can't assign role access to templates configured to upload data as the Elevated User and you can't change the Upload Data As field for preconfigured templates.
  5. Click the template name to edit the template.
  6. Click Role Access.
  7. Click Add on the Permitted Data Set Operations table toolbar.
    8. Click Add on the Permitted Data Set Operations table toolbar

  8. Use the Search and Select Roles window to search for an select the job role that should access to the template
    9. Search for and select the role to assign to the template

  9. Click Add.

    10. The role is automatically configured to:

    • Create data sets with a spreadsheet template
    • Save the spreadsheet rows to the data set
    • Upload valid spreadsheet rows to the application
    • Roll back successfully loaded spreadsheet rows, for objects that support roll back.
  10. Uncheck any data set operations users of this role shouldn't have access to.
  11. If users with this job role should be able to view all data sets, not just those they have created themselves, check the View All checkbox.
    12. Review the data set operations

  12. Click Save on the table toolbar.

    13. Users with the assigned roles can now upload data using spreadsheets generated from the updated template.


Task 6: Grant Access to Run Spreadsheet Data Loader

You'll probably have existing custom roles configured for your business users to access the application, so normally you'd extend an existing role to grant access to HSDL.

  1. Log in to the application with a user that has Security Console access.
  2. Navigate to Tools > Security Console.
  3. Search for and select your custom role to grant spreadsheet data-loading access
  4. Click the action list and click Edit.
    5. Search for the role and click edit

  5. Navigate to the Role Hierarchy page and add the following roles:
    6. Role Hierarchies
    Role Name Role Code Grants Access To
    Access HCM Spreadsheet Data Loader Templates ORA_HRC_ACCESS_HSDL_TEMPLATES Run Spreadsheet Data Loader task
    Load Data using HCM Spreadsheet Data Loader ORA_HRC_LOAD_DATA_USING_HSDL Load data using HSDL spreadsheets

    Note:

    Many preconfigured roles already inherit the Load Data using HCM Spreadsheet Data Loader privilege, so if your custom role is a copy of a preconfigured role, it may already have this access.
  6. Save your changes.

    7. Users with this role will now be able access the Run Spreadsheet Data Loader quick action under the My Client Groups section.

    Tip:

    The Run Spreadsheet Data Loader task is also available in the Data Exchange work area. You can grant access to this work area with the Manage Data Exchange Work Area (HRC_MANAGE_DATA_EXCHANGE_PRIV) function security privilege.


Task 7: Grant Administrator Access to Use All Templates

A few business objects use data security in the application but haven't implemented that data security with HSDL. Templates based on these objects can't be assigned role access. Only users with administrator access can use them.

Tip:

Use the View Business Objects task to review the spreadsheet loading support available for each business object.

In this step you'll configure a role with administrator access that will then be able to use any HSDL template, perform all supported data-set operations and view all existing data sets created by any user.

  1. Log in to the application with a user that has Security Console access.
  2. Navigate to Tools > Security Console.
  3. Click Create Role.
  4. Specify a Role Name of HSDL Run All Templates Administrator or similar and supply a unique role code.
  5. Specify a Role Category of HCM - Job Roles.
  6. Click Next and on the Function Security Policy page, add these policies:
    7. Function Security Policies
    Policy Name Policy Code Grants Access To
    Manage Data Exchange Work Area HRC_MANAGE_DATA_EXCHANGE_PRIV Data Exchange work area

  7. Navigate to the Role Hierarchy page and add these roles:
    8. Role Hierarchies
    Role Name Role Code Grants Access To
    Load Data Using HCM Spreadsheet Data Loader ORA_HRC_LOAD_DATA_USING_HSDL Load data using HSDL spreadsheets
    HCM Spreadsheet Data Loader Data Set Administration ORA_HRC_HSDL_DATA_SET_ADMINISTRATION Run HCM Spreadsheet Data Loader for all templates.

  8. Navigate to the Summary page and click Save and Close.

Users granted this role will now be able to load data with any active HSDL template.

Tip:

The Upload Data As setting of the template will decide if data is loaded by the elevated or session user. When data is loaded using the elevated user the created by and last updated by audit attributes are set to FUSION_APPS_HCM_ESS_LOADER_APPID.

Acknowledgements

  • Authors - Ema Johnson (Senior Principal Product Manager)

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