Training and certificates
Oracle HCM to StudyTube integration: users and teams from Oracle, certificates back as learning records
With an integration between Oracle HCM Cloud and StudyTube, every new employee in Oracle automatically gets a StudyTube user in their department's team, with their manager as team manager. Achieved certificates from StudyTube then arrive as external learning records on the employee in Oracle Learning.
What the integration does
Organisations with Oracle HCM Cloud as HR system and StudyTube as learning platform for their Dutch employees often load users and teams into StudyTube with a file. Teams and managers then lag behind Oracle, and certificates are only in StudyTube while the learning history belongs in Oracle.
- KoppelHet puts the departments from Oracle into StudyTube as teams, parent departments first.
- A new employee becomes a StudyTube user with their person number as uid, on the start date.
- The manager from Oracle becomes team manager of their employees' team.
- On departure KoppelHet first fetches the latest certificates and then removes the user from the academy.
- New certificates go to Oracle Learning as external learning records, with achievement date.
Back: Certificates with achievement date
What to watch for with Oracle HCM Cloud and StudyTube
- StudyTube has one call that creates, updates or reactivates a user based on the uid. KoppelHet uses the Oracle person number as uid, because it does not change on a new assignment or a move to another legal employer.
- StudyTube does not store a contract end date, and an end date in the past removes the user immediately. A termination entered in Oracle after the fact would then wipe a user before their certificates were fetched. KoppelHet therefore never sends an end date and only removes after fetching the certificates.
- Oracle reports in a separate feed when a work relationship is cancelled because someone does not show up. KoppelHet only creates the StudyTube user on the start date; a cancellation in advance therefore produces no user and no licence.
- Teams in StudyTube are sent in bulk, at most 500 at a time, and a parent team must already exist. KoppelHet therefore orders the Oracle departments by hierarchy and uses the department ID as external ID, so a renamed department stays the same team.
- In Oracle the manager and cost centre are on the assignment, not on the person. If someone has more than one assignment, KoppelHet takes the primary one, so they are in one team and under one manager in StudyTube.
- StudyTube distinguishes certificates that fulfil a qualification from other certificates. KoppelHet can send only the first kind to Oracle, so the learning history there shows mandatory training and not every single course.
- A StudyTube certificate is not in the Oracle catalogue. KoppelHet creates an external learning record in Oracle Learning with the certificate name and achievement date, linked to the internal person ID it looks up through the person number.
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 new employees get an invitation from StudyTube?
If you want. StudyTube can send an invitation; with single sign-on that is often not needed.
What happens to certificates when someone leaves?
They are already in Oracle, because KoppelHet fetches them before the user disappears from StudyTube.
Do employees from other countries go to StudyTube too?
Only the legal employers you specify. Other countries stay outside the integration.
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 Employee Atom feeds (newhire, empupdate, empassignment, termination and cancelworkrelship) and the workers REST resource with assignments and managers. Certificates go to Oracle Learning through POST /hcmRestApi/resources/11.13.18.05/learnerLearningRecords with learningItemDetails for external learning (assignedToId, completedDate, learningItemTitle).
- StudyTube through the Academy API v2 with OAuth 2.0 client credentials (scope read write). POST /api/v2/users (uid, email, first_name, last_name, company_role, employee_number, external_id, cost_centre, language; contract_end_date not used), POST /api/v2/academy-teams/bulk/upsert (at most 500, parent first), POST /api/v2/academy-teams/managers/sync by employee_number, DELETE /api/v2/users/{id}. Certificates through GET /api/v2/certificates with created_at and qualification.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in StudyTube | Notes |
|---|---|---|
PersonNumber | uid en employee_number | |
WorkEmail | email | |
First en last name | first_name en last_name | |
Job name | company_role | |
Department | Team (external_id, parent_id) | |
Cost center uit de assignment | cost_centre | |
Manager uit de assignment | Teammanager | By employee_number |
Correspondentietaal | language | nl, en, de, fr and others |
Certificaat (terug) | Extern leerrecord met completedDate |
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