HaHR to ITSM
Oracle HCM to HaloITSM integration: users per site and tickets on hire, change and termination
With an integration between Oracle HCM Cloud and HaloITSM, every employee from Oracle becomes a user in Halo, on the site of their work location, and a new hire, changed assignment or termination in Oracle creates a ticket of the right ticket type. Halo has no Oracle HCM integration of its own, so KoppelHet reads the Oracle feeds and writes through the Halo REST API.
What the integration does
Organisations with Oracle HCM Cloud as HR system and HaloITSM as service desk often hear about new colleagues through an email from HR, which IT copies into Halo by hand. Users in Halo then come from Entra ID, so only once the account exists, and the service desk sometimes only notices a departure when the laptop comes back.
- HR records a new hire in Oracle; they appear in the newhire feed, even if the start date is still weeks away.
- KoppelHet fetches the worker and searches Halo on the Oracle person number to see whether the user already exists.
- The user is placed on the site of the work location, and an onboarding ticket goes to that site's team.
- A changed assignment produces a change ticket; a cancelled work relationship a note on the open onboarding ticket.
- A termination produces an offboarding ticket; after the end date KoppelHet sets the user to inactive.
What to watch for with Oracle HCM Cloud and HaloITSM
- KoppelHet reads the Oracle Atom feeds and writes users and tickets through the Halo REST API, with an integration user in Oracle that can only read.
- Oracle reports a rehire in the same newhire feed as a new employee. Creating a user without a Halo id always gives a new user, so KoppelHet first searches on the person number, including inactive users, and reactivates the old Halo user with their earlier tickets.
- If someone does not show up or a candidate rejects the offer, Oracle reports it in the cancelworkrelship feed. KoppelHet does not delete the Halo user then, because deleting in Halo also removes linked data, but sets them to inactive and writes a note on the onboarding ticket.
- In Halo the site's time zone counts. KoppelHet determines the site from the location of the primary Oracle assignment, so the deadline of an onboarding ticket for a colleague in Singapore falls in the Singapore working day.
- A Halo user has no field for the manager in the API. The manager from the Oracle assignment is therefore stated in the text of each ticket, and a manager change from the assignment feed produces no ticket, only a different name in later tickets.
- A new work email arrives from Oracle through the empupdate feed. Because KoppelHet finds the Halo user by person number, the same user gets the new address, even if Halo's Entra ID import runs alongside.
- Halo allows 700 API calls per tenant in five minutes. The feeds only deliver changes, but the first load fetches all workers; KoppelHet spreads it over several runs, so agents in Halo are not slowed down.
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
Do we need Oracle Integration Cloud?
No. The Oracle HCM feeds and REST API can be read directly with an integration user.
Do existing employees get a ticket at go-live?
No. The first run only puts the users right in Halo; tickets only follow from new entries in the Oracle feeds.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud through the Atom feeds at /hcmRestApi/atomservlet/employee/{collection} (newhire, empassignment, empupdate, termination, cancelworkrelship) with a read-only integration user, then the worker with assignments through the HCM REST API. KoppelHet remembers how far each feed has been read.
- Halo through the REST API with an API application (client credentials, token valid for one hour). POST /Users and POST /Tickets add or update (without an id a new record); GET /Users with search and includeinactive for lookups; tickets with tickettype_id, user_id, site_id, summary and details. We do not use DELETE /Users. Limit of 700 calls per tenant per 300 seconds, HTTP 429 above that.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in HaloITSM | Notes |
|---|---|---|
PersonNumber | Eigen veld op de Halo-gebruiker | Lookup key, also on rehire |
DisplayName / FirstName, LastName | name | |
WorkEmail | emailaddress | |
Job of Position van de primaire assignment | Functie op de gebruiker | |
Department | Afdeling op de gebruiker | |
Location van de assignment | site_id | Site with time zone |
Manager van de assignment | Tekst in het ticket | A Halo user has no manager field in the API |
Startdatum en einddatum | Ticket met tickettype_id en deadline |
Related
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Carerix to Oracle HCM integration: successful placement as a pending worker in Oracle HCM Cloud
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Greenhouse to Oracle HCM integration: accepted offer as a pending worker in Oracle HCM Cloud