Recruitment to HR
Oracle Taleo to Loket integration: hired candidates from the Taleo export as concepts in Loket
With an integration between Oracle Taleo and Loket, every candidate who reaches the agreed step and status of the selection workflow in Taleo automatically becomes a concept employee in Loket at the right employer. Taleo delivers the hires through a scheduled export, and payroll turns the concept into an employee in Loket.
What the integration does
Organisations that recruit worldwide in Oracle Taleo and run their Dutch payroll in Loket often receive hires as a spreadsheet or email. Payroll then works out which entity the new colleague belongs to and copies the data into Loket.
- The Taleo administrator sets an exportable combination of workflow, step and status for Loket and makes that step mandatory.
- KoppelHet sends an export query on a schedule and waits until Taleo has the result ready.
- Per row KoppelHet picks the Loket employer and payroll administration for the requisition's organisation.
- In Loket a concept employee is in place with the new hire checklist started.
- Payroll adds citizen service number, payroll tax and collective agreement details and converts the concept.
What to watch for with Oracle Taleo and Loket
- In Taleo the administrator sets per external system at which combination of workflow, step and status a submission is ready for export. Loket thus gets its own combination, separate from any export to a global HR system, and only submissions that reached that combination in the requested time window are included.
- Oracle advises against an exportable status on the first New-New step, because the service then has to search the whole history table. For Loket we choose a late step, such as offer accepted, which by definition holds few submissions.
- The export fields are defined in a Taleo Connect Client configuration, and the columns of the CSV result must match it exactly. KoppelHet manages that configuration together with the translation to Loket, so an extra column for Loket does not silently change another system's export.
- Taleo processes an export query in the background and first returns a message key. KoppelHet checks the status until there is a correlation key, only then fetches the full result and then creates the concepts in Loket, so a half-read export does not produce half a batch of hires.
- A concept employee in Loket belongs to an employer, and which fields it needs depends on the payroll administration. Taleo has organisations and locations, not Dutch employers. A lookup table links each Dutch organisation from Taleo to one employer and payroll administration; a requisition outside the table becomes an alert.
- Loket only gives an external application access to production after approval and has an acceptance environment with test data. The first Taleo export runs there, with the lookup table per organisation, before concepts appear at real employers.
- Anyone who accidentally moves a submission back and sets it to offer accepted again appears in a next export once more. KoppelHet recognises the submission number and creates no second concept in Loket.
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 hires for other countries go to Loket too?
No. Only organisations that belong to a Dutch employer in the lookup table. KoppelHet leaves the rest alone.
How quickly is a hire in Loket?
Within a few hours, depending on how often the export runs. Well before the next payroll run.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Taleo Enterprise through the export service with a configuration (wrapsoap.xml) from Taleo Connect Client. Submit Document with a unique alias of at most 30 characters returns a message key; Get Document Status is repeated until state and correlation key are ready; Get Document Results returns the CSV result, which is read in segments. Exportable Statuses sits in Recruiting Administration under Integration.
- Loket through the REST API with OAuth 2.0 (authorization code with refresh token). Metadata for a concept per employer (jobapplicant/metadata) and then per payroll administration; create the concept and start the new hire workflow. Acceptance on api.loket-acc.nl/v2, production only for approved applications.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle Taleo | Field in Loket | Notes |
|---|---|---|
Sollicitatienummer | Eigen administratie van KoppelHet | Prevents a second concept on a next export |
Voornaam en achternaam | Voornaam, voorvoegsel en achternaam | |
Geboortedatum | Geboortedatum | |
Adres | Woonadres | |
Organisatie of locatie van de vacature | Werkgever en loonadministratie | Through a lookup table |
Startdatum uit het aanbod | Datum in dienst |
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