Recruitment to HR
Oracle Taleo to SAP SuccessFactors integration: hires from a Taleo export as employees in Employee Central
With an integration between Oracle Taleo and SAP SuccessFactors, applications that reach the hired step in Taleo are collected through a scheduled export and created as employees in Employee Central, with person, employment and job on the position from the requisition. Taleo sends no message on a hire by itself, so the integration works with exports at set times, a few times a day.
What the integration does
Organisations that still recruit in Oracle Taleo while SAP SuccessFactors Employee Central is the HR system enter every hire in Employee Central by hand. Taleo reports nothing, the requisition knows no SAP codes, and a job that must go on a new position fails if the position is not yet effective in SAP.
- We record at which step and status in the selection workflow an application is ready for SAP.
- KoppelHet requests an export from Taleo a few times a day and waits for the result.
- For each new hire KoppelHet creates person, employment, job and personal information in Employee Central.
- KoppelHet remembers per application which steps succeeded.
- If an export or step fails, HR gets a notice with the reason.
What to watch for with Oracle Taleo and SAP SuccessFactors
- An export request to Taleo is synchronous on the outside, but Taleo processes it in the background and first only returns a message key. KoppelHet uses it to check the status until Taleo is done and has a key for the result, and only then fetches the CSV.
- Employee Central wants a company, business unit, job code, event reason and manager for a job. A Taleo requisition does not have those SAP codes; we put them as custom fields on the requisition and include those fields in the export configuration.
- Employee Central rejects a job with a start date before the effective date of the position or cost centre, with a message about an invalid code. When recruiting for a new position that happens easily. KoppelHet recognises that error and asks HR to check the position's effective date.
- Taleo has a setting for exportable statuses, but according to Oracle it only works for Oracle Fusion. For SAP we put the filter on step, status and period in the export query itself, and only on the hired step.
- The columns of the export result must match the export configuration exactly, otherwise Taleo returns an error. If Taleo administration adds a field to the configuration, KoppelHet updates the processing at the same time, so the export does not stop silently.
- SAP prescribes the order person, employment, job and personal information for a new employee. If one step fails, for example because of an unknown job code from Taleo, KoppelHet repeats only that step with the next export and not the whole hire.
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 Employee Central the same day.
Do CV and contract go along?
No. Taleo Connect does not export attachments; they stay in Taleo or HR adds them in SuccessFactors.
We will move to SuccessFactors Recruiting later. Does this make sense?
If the move takes more than a few months, yes. We only build the hire flow, so little is lost.
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; the status is checked repeatedly until state 5 or higher and a correlation key is present; Get Document Results fetches the CSV. Columns must match the export configuration; several query parameters with repeated filtering nodes. Filter on step, status and the period since the previous export.
- SAP SuccessFactors Employee Central through OData v2 upserts in the order PerPerson (userId, personIdExternal), EmpEmployment (startDate), EmpJob (jobCode, startDate, eventReason, company, businessUnit, managerId) and PerPersonal; then PerEmail and PerPhone. EmpJob.startDate must fall within the effective period of position and cost centre. API user with OAuth 2.0.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle Taleo | Field in SAP SuccessFactors | Notes |
|---|---|---|
Nummer van de sollicitatie | personIdExternal en userId | With a prefix; an application that returns is not processed again |
Kandidaat: voornaam en achternaam | PerPersonal firstName en lastName | |
Kandidaat: e-mail en telefoon | PerEmail en PerPhone (privé) | |
Aanbod: startdatum | EmpEmployment.startDate en EmpJob.startDate | |
Requisition: eigen velden voor bedrijf en business unit | EmpJob company en businessUnit | |
Requisition: eigen veld met SAP-positie of functiecode | EmpJob position of jobCode | |
Requisition: hiring manager | EmpJob.managerId | Looked up in Employee Central |
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