Recruitment to HR
Oracle Taleo to AFAS integration: Dutch hires from international recruiting into AFAS
With an integration between Oracle Taleo and AFAS, a candidate who reaches the hired step in Taleo and belongs to a Dutch organisation starts onboarding in AFAS Profit. Taleo does not send notifications itself, so KoppelHet collects the hires with a scheduled export from Taleo Connect and then puts them into AFAS one by one.
What the integration does
Organisations that recruit worldwide in Oracle Taleo and keep their Dutch employees in AFAS receive Dutch hires as a list or email from the central recruitment team. HR retypes them into AFAS and sometimes misses a hire because the list was incomplete.
- In Taleo we agree at which step and status an application is ready for AFAS.
- KoppelHet runs an export several times a day and only takes applications for Dutch organisations.
- For each new hire KoppelHet starts onboarding in AFAS with the data from Taleo.
- KoppelHet remembers which applications have been processed, so a next export does not start a duplicate onboarding.
- HR completes onboarding in AFAS with BSN, payroll tax credit and grading.
What to watch for with Oracle Taleo and AFAS Profit
- Taleo sends no notification on a hire. The data comes from an export set up in Taleo Connect, which KoppelHet requests on a schedule. A hire therefore reaches AFAS within a few hours, not within minutes.
- Taleo processes an export request in the background. KoppelHet submits the request, waits until Taleo has the result ready and then fetches it. An export that gets stuck produces a notification instead of a silently missed hire.
- Taleo has a setting that records at which step and status an application is ready for export, but it is meant for Oracle HCM. For AFAS KoppelHet filters on the agreed step and status in the export request itself.
- Oracle advises against exporting on a step where many candidates sit, because Taleo searches the history of all applications for it. That is why we only export on the hired step and not on earlier recruitment steps.
- An international Taleo environment holds hires for many countries. Only applications on a requisition of a Dutch organisation or location go to AFAS; KoppelHet picks the AFAS organisational unit and onboarding profile per Taleo organisation.
- If the organisation also uses the Taleo onboarding module, Taleo Connect offers a fixed export of new hires as CSV. That can be the basis instead of a custom export on applications.
- The salary in a Taleo offer is often an annual amount in the requisition's currency. KoppelHet only takes amounts in euro and converts them; other amounts are left out and reported to HR.
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 right at the hire?
Because Taleo sends no notifications. Collecting several times a day is well in time for a start date weeks later.
Who sets up the export in Taleo?
KoppelHet creates the export configuration; your Taleo administrator provides a user with rights on the export service.
Are hires for other countries included?
No, only Dutch hires go to AFAS. Other countries can be added later as an extension to their own HR system.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Taleo is read with an export configuration from Taleo Connect Client (TCC). Through the Taleo Enterprise export service KoppelHet submits the request (submit document, returns a message key), checks the status until there is a correlation key and then fetches the result (CSV). The result columns must match the export configuration. The query filters on step, status and organisation.
- AFAS is written through the HrOnboarding UpdateConnector, which starts the Onboarding workflow; the onboarding profile is mandatory and fills missing fields with defaults. For a former employee the employee number is passed along for a rehire.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle Taleo | Field in AFAS Profit | Notes |
|---|---|---|
Kandidaat: voornaam en achternaam | Voornaam, voorvoegsel en achternaam | |
Kandidaat: geboortedatum | Geboortedatum | Only if Taleo asks for it; otherwise HR adds it |
Kandidaat: e-mail en telefoon | Privé e-mail en telefoon | |
Aanbod: startdatum | Datum in dienst | |
Aanbod: salaris | Salaris | An annual amount is converted; currencies other than euro are not passed on |
Vacature: organisatie | Organisatorische eenheid en onboardingprofiel | Through a lookup table |
Vacature: functie | Functie | Through a lookup table |
Vacature: locatie | Standplaats en filter op Nederland |
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