Update Modes are used to determine what type of action to take when creating or updating records within Oracle HR.
The Update Mode is used in conjunction with the Effective Date (examples follow).
The Update Mode within Employee Wizard may be one of the following values:
• Create – A new record needs to be created in this section. For example, set the Update Mode in the address section to ‘Create’ if you are adding a new address for an employee.
On Creation of an Employee (or Applicant/Cont. Worker) the start date of the Employee is used for all other sections in the layout, unless the user expressly adds a start date to those applicable sections such as Address and Phone.
• Correct – Overwrite/replace the old values with the new values. The interface program will use the effective date to find which record to correct. This is particularly relevant if there have been a series of changes over time and you are going back in time to correct a particular record.
• Update – This will automatically End date the current record and create a new record starting on the effective date with the new information. The old record will have an end date the day before the effective date. The new record will have an end date of 31-Dec-4712.
Note - The effective date in 'Update' mode is the Ribbon Effective Date.
This mode cannot be selected if the record you are updating started on the same day as the effective date. In this situation, you should be choosing to ‘Correct’ the record.
This mode cannot be used if records already exist that start after the effective date. In this situation either the ‘Update Override’ or ‘Update Insert Change’ mode must be selected. If you choose ‘Update’ and future records exist, the upload program will reject the record and you will be able to choose one of the other options.
• Update-Override – The changes being made take effect from the effective date until 31-DEC-4712. All future dated changes are deleted.
Note - The effective date in 'Update' mode is the Ribbon Effective Date.
This mode can only be used if records already exist that start after the effective date.
• Update-Insert Change – The changes being made to the record will take effect from the effective date until the end date of the current record. At that point the next change (that already exists) will take effect.
Note - The effective date in 'Update' mode is the Ribbon Effective Date.
This mode can only be used if records already exist that start after the effective date.
• Accept - The Accept mode is specific to Applicant Assignments. Before you can hire an applicant you need to formally accept the application assignment. There is a method to bypass this by switching on the ‘Auto Accept Hired Applicants’ control on the setup ribbon. If this control is set the acceptance and the hiring occur together when uploading the Applicant with Update Mode = Hire, if this is not set you need to accept the Applicant Assignment prior to hiring the Applicant.
• Reference – This record will not be changed in Oracle HR, it is only included as a reference for other sections. For example you may need to include the employee section (Person ID, Employee Number and Name fields) within the spreadsheet as a reference when updating other sections, but you may not actually want to change any of this information within Oracle HR. This is effectively the same as leaving the field blank except the warning messages re no Update Mode will be suppressed.
• Blank (No Update Mode entered) – This record will not be changed in Oracle HR. You will receive a warning message indicating that no Update Mode has been entered and that this section will not be processed for this employee.
You may intentionally leave many Update Modes blank. For example you may download several hundred employees with their addresses and phone numbers. You may only need to change some addresses and phone numbers, leaving the remainder with no Update Mode. You can then upload the entire sheet and only those with an Update Mode will be processed.
Note: Some sections within Employee Wizard have a reduced list of update modes available. This has been determined by what the Oracle API (programmable interface) will allow for each section.
Within Employee Wizard there is an Effective Date set on the ribbon. The Effective Date will default to ‘Today’, which you can change by using the calendar button or selecting a previously used session value from the dropdown list.
The Effective Date on the ribbon affects the List of Values available in the Employee Form. Values will only be listed if they are valid as at the Effective Date.
The Effective Date on the ribbon also affects the records that are downloaded into the worksheet. Employee and Assignment information will be downloaded as at the Effective Date on the ribbon.
The Effective Date on the ribbon is also used in most Update modes to avoid the 'ORA-20000: hr_person_api.update_person returned: DateTrack update not allowed for a record which started today' error. The only exception to this is in the Applicant Mode, when converting Ex Employees/Cont Workers to Applicants the Date Received, if populated in the Wizard is applied.
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