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Oracle HCM to Salesforce integration: Salesforce users that follow the work relationship in Oracle
With an integration between Oracle HCM Cloud and Salesforce, a new worker with a sales or service job in Oracle HCM gets a Salesforce user just before the first working day, with profile, role, manager and the language and time zone of their country. When the work relationship in Oracle ends, the Salesforce user is deactivated and the licence is released.
What the integration does
Organisations with Oracle HCM Cloud for HR and Salesforce for account managers and inside sales often create new salespeople in Salesforce as soon as HR enters them in Oracle, sometimes months before the start date. Licences thus already run for people who are not working yet, and a candidate who drops out at the last moment leaves a user behind.
- HR records a new worker in Oracle HCM, even if the start date is still far ahead.
- KoppelHet sees the new worker come in and uses job and department to decide whether a Salesforce user is needed, and with which profile and role.
- An agreed number of days before the start date KoppelHet creates the user, with the language and time zone of the country where the worker is based.
- On a new job, a different manager or a transfer to another employer within the group, KoppelHet updates the same user.
- When the work relationship ends, the user is deactivated. If that is not yet possible, the user is frozen and the Salesforce administrator gets an alert.
What to watch for with Oracle HCM Cloud and Salesforce
- Oracle HCM reports a new worker as soon as HR records a future hire, while a Salesforce user takes a licence from the moment it is created. KoppelHet holds the notification and only creates the user shortly before the start date.
- If someone does not show up or a candidate withdraws, HR cancels the work relationship in Oracle. A Salesforce user that already existed cannot be deleted, and even an inactive user keeps its username. That is another reason KoppelHet creates users late, and it deactivates them straight after such a cancellation.
- A transfer to another legal employer within the group is a new work relationship in Oracle, with the old one ended. KoppelHet recognises the worker by the fixed person number, only changes the company name and keeps the same Salesforce user with its accounts and opportunities.
- Salesforce needs a language, a locale and a time zone per user, in its own notation such as nl_NL. Oracle HCM records the location and country per worker. KoppelHet derives those three values from the location, so a salesperson in another country sees Salesforce in their own language and time zone.
- A changed work email must first be confirmed in Salesforce before it takes effect. If HR changes the email address in Oracle after a change of name, the user keeps their fixed username and only the confirmation of the new address runs through Salesforce.
- Oracle HCM also reports contingent workers, such as contracted salespeople, alongside its own employees. KoppelHet agrees per worker type who gets a Salesforce licence, so contractors only get a user when that is intended.
- Usernames are unique across all Salesforce environments together, sandboxes included. If the organisation tests in an Oracle test environment against a Salesforce sandbox, each username there gets a fixed suffix, so the test never clashes with production.
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 through Oracle Integration Cloud or our own middleware?
You can, if a team already builds and maintains those flows. KoppelHet is meant for organisations that want the rules around start date, cancellation, transfer and licences handled for them, with logging per worker.
What happens to a leaver's accounts and opportunities?
They stay owned by the deactivated user. The sales manager or administrator transfers them in Salesforce; KoppelHet reports the departure as soon as Oracle passes it on.
Does any salary data go from Oracle to Salesforce?
No. The empassignment feed also reports salary changes, but KoppelHet only takes job, department, location and manager. Salary stays in Oracle HCM.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM is read through the Atom feeds of the employee workspace (newhire, empassignment, empupdate, termination, cancelworkrelship and workrelshipupdate) at /hcmRestApi/atomservlet/employee/, with extra details from the workers REST resource. The feeds apply to employees, contingent workers and pending workers and must be enabled in the Manage HCM Atom Feeds task.
- Salesforce is written through the REST API on the User object, with a connected app and an integration user with API Enabled and Manage Users. Required on create include Username (unique across all Salesforce tenants), Email, Alias, ProfileId, TimeZoneSidKey, LocaleSidKey, LanguageLocaleKey and EmailEncodingKey. Email changes wait for confirmation.
- On departure KoppelHet sets IsActive to false. If Salesforce refuses because the user is still in a hierarchy field or set as a default owner, KoppelHet sets IsFrozen on the UserLogin record; a frozen user cannot sign in but keeps their licence until deactivation.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Salesforce | Notes |
|---|---|---|
PersonNumber | EmployeeNumber en FederationIdentifier | Fixed key, unchanged on transfer and rehire |
FirstName / KnownAs | FirstName | |
LastName | LastName | |
Werk-e-mail | Email en Username | In a sandbox with a fixed suffix |
Naamgevingsregel | Alias | At most 8 characters |
Job en Department | ProfileId, UserRoleId, Title en Department | Through a lookup table |
Legal employer | CompanyName | |
Location (land) | TimeZoneSidKey, LocaleSidKey en LanguageLocaleKey | Through a table per country or location |
Manager van de primaire assignment | ManagerId | Looked up through the manager's person number |
Einde work relationship | IsActive | If blocked, UserLogin.IsFrozen first |
- Oracle HCM – Working with Atom feeds
- Oracle HCM – Employee Atom feeds
- Oracle Fusion Cloud HCM REST API
- Microsoft Learn – Salesforce provisioning (unieke gebruikersnaam, verplichte velden, e-mailbevestiging)
- Salesforce Help – Considerations for deactivating users
- Salesforce Help – Freeze or unfreeze user accounts
- Salesforce – User object
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