How to extract employee photos to an SFTP folder using Integration Center - SAP SuccessFactors HXM Suite

09:46:00 |


You wish to configure a job to export employee photos from SuccessFactors to an SFTP server.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.


  • SAP SuccessFactors HXM Suite
    • Integration Center


Disclaimer: This KBA will focus on the Integration Center extraction method, but it's also possible to configure a job in your instance's Provisioning to extract employee photos to an SFTP: 2715437 - Batch export of profile photos.

Creating the integration

  1. Go to Admin Center -> Integration Center -> My Integrations;
  2. Click on 'Create' and select 'More Integration Types';
  3. Select 'Attachment' format and click on 'Create'.
  4. Select 'Photo' as the starting entity.

Configuring filters

You may configure filters to limit the integration output to specific groups of employees and a specific photo format (photoType). In the example below, I placed a filter on the user's country to only retrieve photos of users whose country is Brazil (BRA):

As for the photoType value:

  • photoType 1 corresponds to a 130x240 version of the user's profile picture;
  • photoType 20 is the original-sized photo.

There are other photoType values available. To learn more about them and the Photo entity in general, please refer to this page from the OData Reference Guide.

IMPORTANT NOTE: For Attachment export integration types such as this one, there's a limit of 5000 attachments which can be extracted on a single execution, so if your need more than that, it will be necessary to apply filters to reduce the output and split the integration.

Configuring the Destination Settings

Step 1 is just entering your SFTP host address, user credentials and file folder path.

Step 2 allows you to build a custom logic which will define the photo file name of each extracted Photo record. In the example below, I defined the file name calculation as follows:

  • Calculated File name = Photo's User full name + ".jpeg"

Now, all that's left is to run the integration or set a schedule. If you intend to schedule the job to run it regularly, it's recommended to use time-based filters so that it only exports photos which were modified since the last run time. You may refer to Integration Center: Time-based filters. This will dramatically improve performance.

If you're having trouble configuring the integration as you need, please refer to the official Integration Center handbook.


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SAP SuccessFactors HXM Suite all versions
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Basis Daily Monitoring T-Codes

09:46:00 |

SM51: SAP servers

Transaction code SM51 is to display a list of active application servers that have registered in the SAP message server. Further, you can manage & display the status, users, and work processes in all application servers belonging to the SAP System.

SM66: Global Work Process

SM66 is used to check the Active Work Process of all the instances. No, work process status should be in PRIVATE mode if it’s then wp is consuming more memory.

If any work process is in PRIV mode, go to SM51 and Check the server name, instance number, and contact the user if he is working in the system or not. If the user is not available Cancel the process without the core.

SP01: Spool Request Selection

In SP01 t-code we check the Spool Request data.

Execute the report with the required date and if the requested data is more than 500 we will get a popup to select the entries.

At the end of the page, we can find the following data for the spool request.

SMGW: Gateway Monitor

The Gateway Monitor (transaction SMGW) is used for analyzing and administrating the gateway in the SAP system. We check the number of Active gateway connections.

SM37: Job Selection

Transaction code SM37 is used to monitor the background, batch jobs running in the system.

From the initial screen, you can search by the job name, user name, or program name accordingly with the time condition.

  • Scheduled – Job already been defined, but the start condition has not yet been defined.
  • Released – The job has been fully defined, including a start condition.
  • Ready – The start condition of a released job has been met. A job scheduler has put the job in line to wait for an available background work process.
  • Active – The job is currently running. Active jobs can no longer be modified or deleted.
  • Finished – All steps that make up this job have completed successfully.
  • Canceled – The job has terminated. This can happen in two ways:
  1.  An administrator intentionally terminates the job
  2.  A job step contains a program that produces an error, such as:
  3.  An E or A error message in an ABAP program
  4.  A failure return code from an external SAPXPG program

SM12: Lock entries

In SM12 we check the Lock entries. No lock entries should exist for more than 24hours. The number of lock entries should not exceed more than 500.

Check the list.

SM21: System logs

Transaction code SM21 is used to check and analyze system logs for any critical log entries. The SAP System logs are all system errors, warnings, user locks due to failed login attempts from known users, and process messages in the system log.

  • From the initial screen, go to System Log -> Choose -> All remote system logs. Set the date a day before and click on the Reread system log.
  • In the system log analysis window, you can check/analyze the critical error message by double-clicking it.

The list can be restricted for Problems Only, Problems, and all messages.

SM13: Update Records

Here we check the update records of the system which are getting canceled. If the records are reached more than 50 then we need to take action.

ST22: ABAP dumps

Transaction code ST22 is used to lists the ABAP dumps generated in the system, we can check for a date, user as required.

Every dump indicates the reason for the error, transaction code, variables that caused the error. The types of error can be of various kinds for which action is to be taken to fix this error from happening again after analysis.

SMQ1: qRFC Monitor (Outbound queue)

We need to check if any outbound entries got stuck in the queue. If so check with the respective job owner and re-execute the entries.

SMQ2: qRFC Monitor (Inbound queue)

We need to check if any Inbound entries got stuck in the queue. If so check with the respective job owner and re-execute the entries.

SM58: Transactional RFC

In SM58 we can check the transactional RFC errors if any occurred.

We can observe different types of errors for different functional modules check the target system entries and perform the required analysis if the user requires it then we can re-execute those entries or else we can delete the entries from the system. For example, we are deleting the WORKFLOW_LOCAL_100 Entries.

Go to the log file -> Reorganize

Enter the target system name in Destination box->And check the boxes as shown in the below screenshot-> Execute the program.

We are supposed to delete only Connection errors, System error, and Already Executed.

ST02: SAP Memory Configuration monitor

SAP Memory Configuration monitor checks the SAP Buffers and SAP Memory areas for problems such as swapping.

It is a snapshot of the utilization of SAP shared buffers.

High watermarks of utilization for example extended, roll, paging, and heap memory can be obtained from the SAP memory configuration monitor.

ST06: Memory Overview / Operating System Monitor

The operating system provides the instance with the following resources:

  • Virtual Memory
  • Physical Memory
  • CPU
  • File system Administration
  • Physical disk
  • Network

You can use the operating system monitor to monitor the system resources that the operating system provides. The operating system collector SAPOSCOL collects these resources.

DB02: DBA Cockpit

Transaction code DB02 is to analyze and monitor database statistics (DB growth, tablespace size, missing index &, etc.).

  1. Check Tablespace size. Go to Tablespaces -> Overview. If a tablespace size is reaching a 95% level, it’s advisable to increase the size. The Auto-extend should be Yes.

SMLG: Load Distribution

We need to check this tcode for performance issue, here we check the Response Time in load distribution of the Instance.

Go to-> SMLG -> Load Distribution icon

ST03N: Workload analysis

The ST03 Workload Monitor is the central access point for analyzing performance problems in the SAP system. ST03N is a revised version of the transaction ST03. In the current SAP Releases transaction, ST03N replaces transaction ST03 and is automatically started when you enter transaction code ST03.

Here you can compare the performance values for all instances, and compare the performance of particular instances over a period of time. Due to the number of possible analysis views for the data determined in transaction ST03, you can quickly determine the cause of performance problems.

You can use the workload monitor to display the following, among other things:

  • Number of instances configured for your system
  • Number of users working on the different instances
  • Response time distribution
  • Distribution of workload by transaction steps, transactions, packages, sub-applications, and applications
  • Transactions with the largest response times and database time
  • Memory usage for each transaction or each user per dialog step
  • Workload caused by RFC, broken down by transactions, function modules, and destinations
  • Number and volume of spool requests
  • Statistics about response time distribution, with or without the GUI time
  • Optional: table accesses
  • Workload and transactions used by users, broken down by users, accounting numbers, and clients
  • Workload generated by requests from external systems

STMS_IMPORT: Transport Request

This tcode is used to import the transport requests to the system. But for daily monitoring purposes, we use it to check the import history.

Go to-> STMS_IMPORT -> select the History Icon.


SCC4: Clients Overview

In SCC4 we check whether the client is open or closed.

Go to -> SCC4 -> select the Production Client

If the Changes and Transports for Client-Specific Objects are -> No Changes Allowed then Client is Closed. Other than that any option is selected then the client is Opened.

Also, make sure Cross-Client Object Changes are set to No Changes to Repository and cross-client Customizing Objects.

Many thanks for taking the time to read my blog and I hope by reading this blog you can perform all the System monitoring activities in SAP ECC&S/4, BW, GRC Systems. I also welcome any comments, opinions, and feedback on my blog

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SAP Monitoring & Performance Checks: Complete Tutorial with Tcodes

09:43:00 |

 Link :

What is System Monitoring?

System monitoring is a daily routine activity and this document provides a systematic step by step procedure for Server Monitoring. It gives an overview of technical aspects and concepts for proactive system monitoring. Few of them are:

  • Checking Application Servers.
  • Monitoring System-wide Work Processes.
  • Monitoring Work Processes for Individual Instances.
  • Monitoring Lock Entries.
  • CPU Utilization
  • Available Space in Database.
  • Monitoring Update Processes.
  • Monitoring System Log.
  • Buffer Statistics

Some others are:

  • Monitoring Batch Jobs
  • Spool Request Monitoring.
  • Number of Print Requests
  • ABAP Dump Analysis.
  • Database Performance Monitor.
  • Database Check.
  • Monitoring Application Users.

Why Daily Basic checks / System Monitoring?

Daily Basic checks / System Monitoring

How do we do monitor a SAP System?

Checking Application Servers (SM51)

This transaction is used to check all active application servers.

Checking Application Servers

Here you can see which services or work processes are configured in each instance.

Monitoring Work Processes for Individual Instances SM50

Displays all running, waiting, stopped and PRIV processes related to a particular instance. Under this step we check all the processes; the process status should always be waiting or running. If any process is having a status other than waiting or running we need to check that particular process and report accordingly.

Monitoring Work Processes for Individual Instances SM50

This transaction displays a lot of information like:

  1. Status of Work process (whether it’s occupied or not)
  2. If the work process is running, you may be able to see the action taken by it in the Action column.
  3. You can which table is being worked upon

Some of the typical problems:

  • The user takes a long time to log on/not able to logon/online transaction very slow. This could be the result of the DIA work processes are fully utilized. There could be also the result of long running jobs (red indicator under the Time column). If necessary you can cancel the session by selecting the jobs then go to Process>Cancel Without core. This will cancel the job and release the work process for other user/process
  • Some users may have PRIV status under Reason column. This could be that the user transaction is so big that it requires more memory. When this happen the DIA work process will be ‘owned’ by the user and will not let other users use. If this happens, check with the user and if possible run the job as a background job.
  • If there is a long print job on SPO work process, investigate the problem. It could be a problem related to the print server or printer.

Monitoring System-wide Work Processes (SM66)

Monitoring System-wide Work Processes

By checking the work process load using the global work process overview, we can quickly investigate the potential cause of a system performance problem.

Monitor the work process load on all active instances across the system

Using the Global Work Process Overview screen, we can see at a glance:

  • The status of each application server
  • The reason why it is not running
  • Whether it has been restarted
  • The CPU and request run time
  • The user who has logged on and the client that they logged on to
  • The report that is running

Monitor Application User (AL08 and SM04)

This transaction displays all the users of active instances.

Monitor Application User

Monitoring Update Processes (SM13)

Execute Transaction SM13 and put ‘*‘ in the field USER and click on Monitoring Update Processes button.

Monitoring Update Processes

If there are no long pending updates records or no updates are going on then this queue will be empty as shown in the below screen shot.

Monitoring Update Processes

But, if the Update is not active then find the below information:

  • Is the update active, if not, was it deactivated by the system or by a user?
    • Click on Monitoring Update Processesbutton and get the information.
    • Click on Monitoring Update Processesbutton and get the below information:
  • Is any update cancelled?
  • Is there a long queue of pending updates older than 10 minutes?

Monitoring Lock Entries (SM12)

Execute Transaction SM12 and put ‘*’ in the field User Name

Monitoring Lock Entries

SAP provides a locking mechanism to prevent other users from changing the record that you are working on. In some situations, locks are not released. This could happen if the users are cut off i.e. due to network problem before they are able to release the lock.

These old locks need to be cleared or it could prevent access or changes to the records.

We can use lock statistics to monitor the locks that are set in the system. We record only those lock entries which are having date time stamp of the previous day.

Monitoring System Log (SM21)

We can use the log to pinpoint and rectify errors occurring in the system and its environment.

We check the log for the previous day with the following selection/option:

  • Enter Date and time.
  • Select Radio Button Problems and Warnings
  • Press Reread System Log.

Monitoring System Log

Tune Summary (ST02)

Step 1: Go to ST02 to check the Tune summary.

Step 2: If you see any red values, in SWAPS, double –click the same.

Tune Summary

Step 3: In the below screen click on the tab ‘Current Parameters’

Tune Summary

Step 4: Note down the value and the Profile parameters

Tune Summary

Step 5: Go to RZ10 (to change the Profile parameter values)

Step 6: Save the changes.

Step 7: Restart the server to take the new changes effect.

CPU Utilization (ST06)

CPU Utilization

Idle CPU utilization rate must be 60-65%, if it exceeds the value then we must start checking at least below things:

  • Run OS level commands – top and check which processes are taking most resources.
  • Go to SM50 or SM66. Check for any long running jobs or any long update queries being run.
  • Go to SM12 and check lock entries
  • Go to SM13 and check Update active status.
  • Check for the errors in SM21.

ABAP Dumps (ST22)

Here we check for previous day’s dumps

ABAP Dumps

Spool Request Monitoring (SP01)

For spool request monitoring, execute SP01 and select as below:

  • Put ‘*’ in the field Created By
  • Click on Spool Request Monitoring execute button.

Spool Request Monitoring

Here we record only those requests which are terminated with problems.

Spool Request Monitoring

Monitoring Batch Jobs (SM37)

For Monitoring background jobs, execute SM37 and select as below:

  • Put ‘*’ in the field User Name and Job name
  • In Job status, select: Scheduled, Cancelled, Released and Finished requests.

Monitoring Batch Jobs

Transactional RFC Administration (SM58)

Transactional RFC (tRFC, also originally known as asynchronous RFC) is an asynchronous communication method which executes the called function module in the RFC server only once.

Transactional RFC Administration

We need to select the display period for which we want to view the tRFCs and then select ‘*’ in the username field to view all the calls which have not be executed correctly or waiting in the queue.

QRFC Administration (Outbound Queue-SMQ1)

We should specify the client name over here and see if there any outgoing qRFCs in waiting or error state.

QRFC Administration

QRFC Administration (Inbound Queue-SMQ2)

QRFC Administration

We should specify the client name over here and see if there any incoming qRFCs in waiting or error state.

Database Administration (DB02)

Database Administration

After you select Current Sizes on the first screen we come to the below screen which shows us the current status of all the tablespaces in the system.

Database Administration

If any of the tablespaces is more than 95% and the auto extent is off then we need to add a new datafile so that the database is not full.

We can also determine the history of tablespaces.

Database Administration

We can select Months, Weeks or Days over here to see the changes which take place in a tablespace.

We can determine the growth of tablespace by analyzing these values.

Database Administration

Database Administration

Database Backup logs (DB12)

From this transaction, we could determine when the last successful backup of the system was. We can review the previous day’s backups and see if everything was fine or not.

We can also review the redo log files and see whether redo log backup was successful or not.

Database Backup logs

Quick Review

Daily Monitoring Tasks

  1. Critical tasks
  2. SAP System
  3. Database

Critical tasks

NoTaskTransactionProcedure / Remark
1Check that the R/3System is up.Log onto the R/3 System
2Check that daily backup executed without errorsDB12Check database backup.

SAP System

NoTaskTransactionProcedure / Remark
1Check that all application servers are up.SM51Check that all servers are up.
2Check work processes (started from SM51).SM50All work processes with a “running” or a “waiting” status
3Global Work Process overviewSM66Check no work process is running more than 1800 second
3Look for any failed updates (update terminates).SM13
  • Set date to one day ago
  • Enter * in the user ID
  • Set to “all” updates Check for lines with “Err.”
4Check system log.SM21Set date and time to before the last log review. Check for:

  • Errors
  • Warnings
  • Security messages
  • Database problems
5Review for canceled jobs.SM37Enter an asterisk (*) in User ID. Verify that all critical jobs were successful.
6Check for “old” locks.SM12Enter an asterisk (*) for the user ID.
7Check for users on the system.SM04AL08Review for an unknown or different user ID and terminal. This task should be done several times a day.
8Check for spool problems.SP01Enter an asterisk (*) for Created ByLook for spool jobs that have been “In process” for over an hour.
9Check job logSM37Check for:

  • New jobs
  • Incorrect jobs
10Review and resolve dumps.ST22Look for an excessive number of dumps. Look for dumps of an unusual nature.
11Review buffer statistics.ST02Look for swaps.


NoTaskTransactionProcedure / Remark
1Review error log for problems.ST04
2Database Growth Missing IndexesDB02If tablespace is used more than 90 % add new data file to it Rebuild the Missing Indexes
3Database Statistics logDB13
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