Identity and access management
Factorial to Google Workspace integration: Factorial's Google app, and when custom work is needed
Factorial itself offers a free Google Workspace app that, according to Factorial, creates Google accounts for new employees and deletes them on departure, and handles signing in to Factorial with Google. KoppelHet comes into the integration between Factorial and Google Workspace when accounts must first be suspended and files transferred, or when legal entities have their own domains and organisational units.
What the integration does
Organisations with Factorial and Google Workspace often use Factorial's Google app to sign in with Google. For one legal entity and one domain that is enough. It gets harder when a leaver has to leave their files behind, or when a second country has its own domain and its own policy in Google.
- We look at which parts of Factorial's Google app you use and what must happen to accounts and files on a departure.
- If the app is enough, you set it up and KoppelHet builds nothing twice.
- With custom work the administrator switches off account creation and deletion in the app, and signing in with Google stays on.
- KoppelHet creates accounts per legal entity, adjusts them on the effective date of a contract version and suspends them after the end date.
- After the retention period KoppelHet transfers the Drive files to the manager and deletes the account.
What to watch for with Factorial and Google Workspace
- Factorial's Google Workspace app is free, built by Factorial and available worldwide. According to Factorial, the app creates Google accounts and deletes them on departure. How quickly, and with which fields, is not on the integration page; we test that in your environment first.
- When something deletes a Google account, mail and Drive files go with it, and only a super administrator can restore the account within twenty days. KoppelHet therefore suspends first, transfers the files to the manager from Factorial and only deletes afterwards.
- Factorial reports changes per type, such as new hire, contract change and termination, filterable by legal entity. Each entity can have its own domain and organisational unit in Google. KoppelHet reads the notifications per entity and uses that to choose the address and the unit.
- A new job or another team is stored in Factorial as a contract version with an effective date, often weeks ahead. KoppelHet changes title, department and groups in Google on that date, not at the moment HR enters the version.
- Google requires a password for every new account. KoppelHet sets a random initial password that must be changed at first sign-in; with sign-in to Factorial through Google the new colleague then has one account for both.
- Factorial retries a failed notification up to twenty times in 48 hours and then switches the subscription off. KoppelHet checks that the subscription is still on and compares the active employees with Google every day, so a departure does not get stuck.
- When an employee's name and therefore the Google address changes, the old address remains as an alias for mail and cannot be issued again. KoppelHet checks this when making a new address, so a new colleague with the same name gets a different address.
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
Why not just use Factorial's Google app?
For one legal entity without special requirements on departure it is often enough. Choose custom work when files must be kept or entities have their own domains.
Does signing in to Factorial with Google keep working?
Yes. KoppelHet only touches the accounts in Google; sign-in through the app stays as it is.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Factorial through the Factorial API (dated version in the path) with OAuth 2.0 - employee updates (new hires, contract changes, terminations) filtered on legal_entities_ids, employees, contract versions, teams and legal entities. Webhook subscriptions with up to twenty attempts in 48 hours.
- To Google through the Admin SDK Directory API (users with externalIds, name, primaryEmail, password and changePasswordAtNextLogin, orgUnitPath, organizations, relations type manager and suspended; groups and members) and the Data Transfer API, with a service account with domain-wide delegation.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Factorial | Field in Google Workspace | Notes |
|---|---|---|
Employee id | externalIds (type organization) | |
first_name en last_name | name.givenName en name.familyName | |
Naamgevingsregel per entiteit | primaryEmail | |
Legal entity | orgUnitPath en domein | |
Functie (contract version) | organizations.title | |
Team | organizations.department en groepen | |
Manager | relations (type manager) | |
Einddatum (termination) | suspended = true |
Related
Factorial → 4PS Construct
Factorial to 4PS Construct integration: fitters and site managers with their cost centre as a dimension in 4PS
Factorial → Active Directory
Factorial to Active Directory integration: domain accounts from Factorial
Factorial → ADP iHCM
Factorial to ADP iHCM integration: contract versions and terminations of the Dutch entity to ADP
Factorial → AFAS Profit
Factorial to AFAS integration: employees and contracts from Factorial in AFAS Profit Payroll