Identity and access management
Oracle HCM to Google Workspace integration: Google accounts from Oracle Fusion HR
With an integration between Oracle HCM Cloud and Google Workspace, new employees of the Dutch entity in Oracle get a Google account in the right organisational unit, with preferred name, department, line manager and project lead. Accounts of contingent workers are suspended on their projected end date, and a cancelled hire leaves no account behind.
What the integration does
Anyone using Oracle HCM Cloud for HR and Google Workspace for email and collaboration, with many contracted specialists next to their own staff, often creates their Google accounts by hand. Those accounts then stay active for months after the project.
- HR records a hire in Oracle, often weeks before the start. Oracle reports it straight away.
- KoppelHet creates the Google account in the organisational unit for employees or contingent workers, with preferred name, department and managers.
- The work address goes back to Oracle.
- On a new assignment or manager, details and groups in Google follow.
- On the end date, or for contingent workers on the projected end date, KoppelHet suspends the account and transfers the files.
What to watch for with Oracle HCM Cloud and Google Workspace
- Oracle holds several kinds of managers per employee, such as a line manager and a project lead. Google can record a second manager next to the manager. KoppelHet sets the line manager as manager and the project lead as the second manager, so both appear in the profile.
- For contingent workers Oracle records a projected end date. KoppelHet suspends the Google account on that date, even if nobody reports the departure, and moves the date along if Oracle passes on an extension.
- Oracle separately reports that a work relationship has been cancelled, for example when a candidate drops out before the start. KoppelHet then deletes the unused Google account, because Google still charges for a suspended account.
- Employees and contingent workers go into their own organisational unit in Google. Contingent workers can then for example not share files outside the domain or create shared drives.
- Oracle has a field for the preferred name next to the official first name. It is used in Gmail, Chat and Meet, so colleagues find each other under the name they use.
- Oracle serves the whole group, this Google environment only the Netherlands. KoppelHet looks at the legal employer of the primary assignment and keeps employees of other countries out of this 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
How quickly does a new employee appear in Google?
Within an hour of Oracle reporting the hire, usually well before the first working day.
Does this also work with Microsoft 365?
Yes, we build that integration too.
We already have an integration platform. Does this fit alongside it?
Yes. This integration runs on the KoppelHet platform and asks nothing of your existing integration platform. Every action is in the audit logging, so operations and audit know what happened.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud is read through the employee Atom feeds (newhire, empassignment, termination, cancelworkrelship) and the workers resource with names (KnownAs), workRelationships (LegalEmployerName, WorkerType, ProjectedTerminationDate, TerminationDate), assignments and managers. The work address goes back through the emails child.
- Google is written through the Admin SDK Directory API (users with externalIds, name, primaryEmail, orgUnitPath, organizations, relations with type manager and dotted_line_manager, suspended; delete on a cancelled hire) and the Data Transfer API for Drive.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Google Workspace | Notes |
|---|---|---|
PersonNumber | externalIds (type organization) | |
KnownAs of FirstName | name.givenName | |
LastName | name.familyName | |
Naamgevingsregel | primaryEmail | Goes back to Oracle as work email |
WorkerType (E of C) | orgUnitPath | |
Department | organizations.department en groepen | |
Job | organizations.title | |
Line manager | relations (type manager) | |
Project manager | relations (type dotted_line_manager) | |
TerminationDate of ProjectedTerminationDate | suspended = true |
Related
Ashby → Oracle HCM Cloud
Ashby to Oracle HCM integration: an accepted offer on an opening becomes a pending worker
Bullhorn → Oracle HCM Cloud
Bullhorn to Oracle HCM integration: an approved placement of an employee becomes a pending worker
Carerix → Oracle HCM Cloud
Carerix to Oracle HCM integration: successful placement as a pending worker in Oracle HCM Cloud
Greenhouse → Oracle HCM Cloud
Greenhouse to Oracle HCM integration: accepted offer as a pending worker in Oracle HCM Cloud