Recruitment to HR
Jobvite to SAP SuccessFactors integration: hires from the Jobvite file as employees in Employee Central
With an integration between Jobvite and SAP SuccessFactors, every new hire in Jobvite's new hire file becomes an employee in Employee Central, with person, employment and job including company, job code and manager. Jobvite delivers hires as a fixed CSV file on an SFTP server; KoppelHet collects it, translates the values and puts them into Employee Central in the right order.
What the integration does
Organisations that recruit in Jobvite and use Employee Central from SAP SuccessFactors as their HR system receive hires as a CSV file that Jobvite does not adapt. HR retypes every hire in Employee Central, looks up company, job code and manager per line, and a rehire there needs a different approach than a new employee.
- Jobvite places the new hire file on the SFTP server according to schedule, optionally PGP encrypted.
- KoppelHet collects the file and reads the hire type per line.
- For a new hire KoppelHet creates person, employment, job and personal information in Employee Central, in that order.
- A rehire or internal transfer goes to HR as a notice with all the data.
- If Employee Central rejects a step, the error message per line is shown in the KoppelHet platform.
What to watch for with Jobvite and SAP SuccessFactors
- SAP prescribes a fixed order for new employees - first the person, then the employment, then the job and then the personal information. A Jobvite line is therefore processed in four steps, and KoppelHet remembers per line which step has already succeeded.
- A job in Employee Central needs an event reason, company, business unit, job code and manager on creation. The Jobvite file only knows the hiring manager; company, business unit and job code we put as custom fields on the requisition, with the data feed enabled.
- The hiring manager is in Jobvite's new hire file. KoppelHet looks that person up in Employee Central and sets them as manager in the job. If the manager does not exist there, the line stops with a notice instead of a job without a manager.
- Jobvite marks a line as a new hire, rehire or internal transfer. For a rehire SAP wants the job before the employment, the opposite of a new employee. In the first version KoppelHet only processes new hires and passes the other two to HR.
- Jobvite can import departments and locations through its own CSV import. If we supply them from the Employee Central foundation objects, the new hire file already contains the codes Employee Central knows and no lookup table is needed.
- According to Jobvite's Statement of Work, transformation and translation of values lie with the customer, and Jobvite does not adapt the standard file. Date format, country codes and combining name parts for Employee Central are therefore done by KoppelHet after collection.
- Employee Central rejects a job if the start date lies before the effective date of the position or cost centre. With a newly created position this gives an error about an invalid code. KoppelHet recognises that message and asks HR to check the effective date.
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
What happens to internal transfers?
They go to HR as a notice. Creating a job change automatically can be added later as an extension.
Does the BSN come from Jobvite?
No. Jobvite's onboarding export is built for the US SSN and we do not use it. HR or payroll adds the BSN.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Jobvite Standard CSV Flat File Integration - New Hire Export with New Hire, Rehire and Internal Transfer; fields from candidate, application, requisition, hiring manager and custom fields with Data Feed. CSV on an SFTP server hosted by Jobvite, optionally PGP. Department Import and Location Import (code and name) according to the order form.
- SAP SuccessFactors Employee Central through OData v2 upserts in the order PerPerson (userId, personIdExternal), EmpEmployment (startDate), EmpJob (jobCode, startDate, eventReason, company, businessUnit, managerId) and PerPersonal (firstName, lastName); then PerEmail and PerPhone. For a rehire EmpJob before EmpEmployment. API user with OAuth 2.0.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Jobvite | Field in SAP SuccessFactors | Notes |
|---|---|---|
Kandidaat- en sollicitatie-ID uit het bestand | personIdExternal en userId | With a fixed prefix, so a line creates an employee only once |
Voornaam en achternaam | PerPersonal firstName en lastName | |
E-mail en telefoon | PerEmail en PerPhone (privé) | |
Startdatum | EmpEmployment.startDate en EmpJob.startDate | |
Hiring manager (e-mail) | EmpJob.managerId | Looked up in Employee Central |
Afdeling en locatie van de requisition | EmpJob department en location | Same codes as Employee Central through the Jobvite import |
Eigen requisitionvelden voor bedrijf, business unit en functiecode | EmpJob company, businessUnit en jobCode | Only if the fields are enabled for the data feed |
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