HR to ITSM
AFAS to ServiceDesk Plus integration: employees from AFAS Profit as users in ManageEngine ServiceDesk Plus, with requests for joiners and leavers
With an integration between AFAS Profit and ManageEngine ServiceDesk Plus, every employee from AFAS is a user (requester) in ServiceDesk Plus, with department, job title, employee number and manager, and KoppelHet creates a request from your template on every hire, transfer or departure. It works for the cloud edition and for on-premises from build 11000; only address, login and endpoint differ.
What the integration does
Organisations that use AFAS for HR and ManageEngine ServiceDesk Plus for their service desk usually fill the requesters in ServiceDesk Plus from Active Directory. A new colleague only exists there once their account exists, so the request for that account arrives by email, and leavers remain selectable as requesters.
- HR completes the workflow for the new employee in AFAS, with the choices for laptop and access in free fields.
- KoppelHet creates the user in ServiceDesk Plus, in the department of their organisational unit, with the manager as reporting to.
- Within the agreed lead time before the start date the onboarding request follows from the template, with the choices from AFAS in custom fields.
- A transfer results in a change request and updates department and manager.
- An end date gives the offboarding request a week ahead; afterwards the user is closed off as agreed with you.
What to watch for with AFAS Profit and ManageEngine ServiceDesk Plus
- In the ServiceDesk Plus API a user's status is read-only. Setting a leaver to inactive is not possible there; deleting is, but then the link with their history is lost. KoppelHet therefore creates the offboarding request on departure and puts closing off the user as a task in it, unless you want deletion after a fixed period.
- A department in ServiceDesk Plus belongs to a site. An AFAS environment with several employers gets a site per employer, with that employer's organisational units below it, so two employers can each have their own Finance department.
- The manager in ServiceDesk Plus refers to another user. If a new employee and their new manager come from AFAS at the same time, KoppelHet creates the manager first, so the reference is correct and approvals work straight away.
- Free fields in AFAS, such as laptop or phone, go to custom fields of the request in ServiceDesk Plus. The service desk template can base tasks and approvals on them, without anyone having to read the text of an email.
- If ServiceDesk Plus runs on premises on a build before 11000, the old integration routes for requesters stop working after the upgrade. KoppelHet therefore builds on the version 3 API and checks beforehand which build you run.
- A user already in ServiceDesk Plus from an Active Directory import is linked by KoppelHet on work email at the start. After that the AFAS employee number in employee_id is the key, so a name change or new email address does not create a second user.
- With the cloud edition in the European data centre the integration runs through Zoho's EU address and login. KoppelHet only requests the rights for requesters and requests, not for the rest of the admin environment.
This integration is also part of joiner, mover, leaver.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does this work with both cloud and on-premises?
Yes, if on-premises runs build 11000 or later. Address, login and the users endpoint differ; the integration logic is the same.
Is the Active Directory import still needed?
Not for employees any more. If ServiceDesk Plus also uses AD for sign-in, we agree which fields come from AD and which from AFAS.
Do salary data go to ServiceDesk Plus?
No. The AFAS connector holds no salary, BSN or private address.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS is read with dedicated GetConnectors (employees with employment and free fields, organisational units, employers) under its own app connector, filtered on modification date. The classic token expires on 31 August 2027.
- ServiceDesk Plus Cloud: OAuth 2.0 through Zoho Accounts (scopes in the form SDPOnDemand.{module}.{operation}, the api_domain from the token response, EU on sdpondemand.manageengine.eu); requesters through /api/v3/requesters (create, update, view, delete; /api/v3/users is view-only there). On premises from build 11000: /api/v3/users with the authtoken header; fields include name (mandatory), employee_id, email_id, login_name, jobtitle, department (with site), reporting_to and user_udf_fields; status is read-only. The v1/v2 requester APIs stop working after 11000.
- Requests through POST /api/v3/requests with input_data as a form parameter (JSON) and the header Accept: application/vnd.manageengine.sdp.v3+json; only subject is mandatory. requester by email_id, template, group, site, due_by_time in milliseconds and udf_fields. Lists are paged with row_count and start_index.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in ManageEngine ServiceDesk Plus | Notes |
|---|---|---|
Medewerkernummer | employee_id | Fixed key |
Roepnaam, voorvoegsel en achternaam | first_name, middle_name, last_name en name | name is the only mandatory field |
E-mail werk | email_id en login_name | |
Functie | jobtitle | |
Organisatorische eenheid | department (binnen de site van de werkgever) | |
Leidinggevende | reporting_to | |
Indiensttreding, overplaatsing of vertrek | Aanvraag met template, group en subject | |
Datum in dienst of uit dienst | due_by_time (milliseconden sinds 1970) | |
Vrije velden laptop, telefoon en toegang | udf_fields van de aanvraag |
Related
ADP Workforce Now → AFAS Profit
ADP Workforce Now to AFAS integration: Dutch employees from the US HR system in AFAS Profit
AFAS Profit → 4PS Construct
AFAS to 4PS Construct integration: payroll journal per employer in the right 4PS company
AFAS Profit → Adobe Creative Cloud
AFAS to Adobe Creative Cloud integration: users and product profiles from AFAS Profit
AFAS Profit → AG5
AFAS to AG5 integration: employees, employments and absence from AFAS Profit in the skills matrix