Recruitment to HR
Oracle Taleo to Personio integration: hires from a Taleo export as a person in onboarding in Personio
With an integration between Oracle Taleo and Personio, applications that reach the hired step in Taleo are collected through a scheduled export and created as a person with employment in Personio, in onboarding status, with start date, job title, department and legal entity. Taleo does not report a hire itself, so KoppelHet requests an export a few times a day and only processes new hires.
What the integration does
Organisations that recruit in Oracle Taleo and use Personio as their HR system enter every hire in Personio by hand. Organisation and location from the Taleo requisition must be translated to entity, department and office in Personio, and an export that does not run goes unnoticed.
- We record at which step and status in the selection workflow an application is ready for Personio.
- KoppelHet requests an export from Taleo a few times a day and fetches the CSV.
- KoppelHet translates organisation and location to entity, department and office and checks whether the email address already exists.
- Person and employment are created in Personio in onboarding status.
- A stuck export or rejected hire goes to HR as a notice.
What to watch for with Oracle Taleo and Personio
- Taleo processes an export request in the background and first only returns a message key; the result only comes when the status is far enough and there is a key for the result. KoppelHet tracks per export how long that takes and tells HR when an export does not finish, so hires do not drop out unnoticed.
- Personio accepts an email address for one person only. A candidate who previously worked for the organisation and applies in Taleo with the same address therefore does not get a second person in Personio; KoppelHet passes the hire to HR.
- In Taleo a requisition belongs to an organisation from Taleo's own structure. Personio wants a legal entity and a department as an org unit with type and ID. KoppelHet translates the Taleo organisation to both with a table.
- Personio calculates the part-time factor from contract hours and full-time hours per week. A Taleo requisition has no fixed field for that, so we have recruiters put the hours in a custom requisition field and include it in the export configuration.
- According to Oracle, Taleo's export service searches the history of applications and is therefore heavy on busy steps. KoppelHet only filters on the hired step and on the period since the previous export, so every hire comes through once.
- Taleo Connect does not export attachments. Personio can store documents with a person, but the CV and the signed offer from Taleo do not go along; HR adds them if needed.
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 Personio the same day.
Does Personio run Dutch payroll?
No. Personio supplies data to a Dutch payroll; that is a separate integration.
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 on step, status and period since the previous export; columns equal to the export configuration.
- Personio through POST /v2/persons (scope personio:persons:write; first_name and last_name required; email unique; employment with status ONBOARDING, employment_start_date, weekly_working_hours, full_time_weekly_working_hours, legal_entity, office, org_units with type and id and position.title; custom_attributes with id and value).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle Taleo | Field in Personio | Notes |
|---|---|---|
Nummer van de sollicitatie | Eigen attribuut in Personio | An application that returns is not processed again |
Kandidaat: voornaam en achternaam | first_name en last_name | |
Kandidaat: e-mail | email | Unique in Personio |
Aanbod: startdatum | employment_start_date | |
Requisition: functietitel | position.title | |
Requisition: organisatie | legal_entity en org_units (department) | Through a lookup table |
Requisition: locatie | office | Through a lookup table |
Requisition: eigen veld met uren per week | weekly_working_hours |
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