Recruitment to HR
Oracle Taleo to HiBob integration: hires from a Taleo export as new employees in Bob
With an integration between Oracle Taleo and HiBob, applications that reach the hired step in Taleo are collected through an export a few times a day and created as new employees in Bob, with start date, site, department and job title. Because Taleo does not report a hire by itself and Bob only accepts known list values, KoppelHet translates the Taleo values and checks every new employee afterwards.
What the integration does
Organisations that recruit in Oracle Taleo and use Bob from HiBob as their HR system enter every hire in Bob by hand. Locations and organisations in Taleo have different names than the sites and departments in Bob, and a missed hire only shows up when the new colleague arrives.
- We record at which step and status in the selection workflow an application is ready for Bob.
- KoppelHet requests an export from Taleo a few times a day and fetches the result.
- KoppelHet translates location, organisation and job to existing list values in Bob.
- The new employee is created in Bob, and KoppelHet reads it back to check the fields.
- If an export or check fails, HR gets a notice.
What to watch for with Oracle Taleo and HiBob
- Bob rejects a new employee without a site, and site, department and job title must be existing list values. Locations and organisations in Taleo are a structure of their own. KoppelHet translates them with a table and stops with a notice for a Taleo location that is not in it, instead of letting Bob return an error.
- Taleo first returns only a message key for an export request, and the result only follows when processing is done. KoppelHet checks the status until there is a key for the result; if it does not come, KoppelHet reports a stuck export to HR.
- According to Oracle, the export service searches the history table of applications, which is heavy on busy steps such as new applications. KoppelHet therefore only queries the hired step, over the period since the previous export.
- According to HiBob's API documentation, Bob does not report it if the integration's user only has rights for part of the fields. KoppelHet reads back every employee that comes from a Taleo export and reports empty fields to HR.
- Taleo Connect does not export attachments, while Bob can store documents per employee. CV and signed offer therefore do not go along; HR adds them in Bob if needed.
- With a start date in the future, tenure fields in Bob stay at zero until that date. A hire that Taleo passes on weeks before the start therefore only counts in Bob's tenure reports from the first working day.
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
Can it be real time?
No, Taleo does not report hires by itself. With a few exports a day a hire reaches Bob the same day.
Does the new employee get an invitation to Bob right away?
No. HR sends the invitation once the work email address exists.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Taleo through an export configuration from Taleo Connect Client. Submit Document returns a message key; check the status repeatedly until state 5 or higher and a correlation key; Get Document Results fetches the CSV. Filter in the query on step, status and the period since the previous export; columns equal to the export configuration.
- HiBob through POST /v1/people with email, firstName, surname, work.startDate and work.site (required) plus work.title and work.department as existing list values; reading back through People Search. Service user with Add new people to the company, edit rights per category and access to the new employee.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle Taleo | Field in HiBob | Notes |
|---|---|---|
Nummer van de sollicitatie | Eigen veld in Bob | An application that returns is not processed again |
Kandidaat: voornaam en achternaam | firstName en surname | |
Kandidaat: e-mail | email | Required in Bob |
Aanbod: startdatum | work.startDate | |
Requisition: locatie | work.site | Through a lookup table; required in Bob |
Requisition: organisatie | work.department | Through a lookup table |
Requisition: functietitel | work.title | Existing list values only |
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