HR to ITSM
SAP SuccessFactors to EasyVista integration: employees from Employee Central and a catalogue request for joiners and leavers
With an integration between SAP SuccessFactors and EasyVista, every employee from Employee Central is an employee in EV Service Manager, with department, location and employee number, and KoppelHet submits a request from your EasyVista catalogue for every hire or departure. Because KoppelHet passes the employee number, every request reaches the right person, even with two colleagues sharing a name.
What the integration does
Organisations with SuccessFactors Employee Central and EasyVista as service desk often load employees into EV Service Manager with a periodic file. A request for a new colleague can only be submitted once that employee exists in EasyVista, so IT starts too late or picks the wrong person when names are the same.
- At the start we link departments and locations from SuccessFactors to those in EasyVista, and pick the catalogue items for onboarding and offboarding.
- HR records a hire in Employee Central; thanks to a date range far ahead KoppelHet sees it straight away.
- KoppelHet looks up the ID of the department and location and creates the employee in EasyVista.
- Then KoppelHet submits the onboarding request, with the employee number as requester and recipient.
- A termination produces an offboarding request and the employee gets their end date.
What to watch for with SAP SuccessFactors and EasyVista
- When creating an employee EasyVista refuses the fields for department code, department path, location code and location path. KoppelHet therefore first looks up the ID of the department and location that match the SuccessFactors organisation, and writes that ID on the employee.
- From version 2025.2 the EasyVista API can also create departments and locations. If your environment runs that version, KoppelHet puts a new FODepartment or FOLocation from SuccessFactors straight into EasyVista; on an older version the admin gets a notice.
- EasyVista looks up the requester and recipient of a request first by employee number, then by email and only then by name. KoppelHet always passes the person number from SuccessFactors, which stays the same with a second employment.
- According to EasyVista every API call takes up one EV Service Manager user licence. KoppelHet therefore only sends employees whose job record in SuccessFactors has changed, and no full list on every run.
- If a requester falls outside the API user's domains, EasyVista refuses the request. A group in SuccessFactors often has legal entities in several countries. The API user in EasyVista therefore gets the domains of all legal entities KoppelHet passes on, and nothing more.
- Through OData SuccessFactors only shows today's state by default. KoppelHet requests the job records with a date range far ahead, so the employee exists in EasyVista before the onboarding request is submitted. Otherwise EasyVista refuses the request because the recipient does not exist.
- EasyVista returns results in the language and time zone of the API account. Dates in Employee Central are calendar days. KoppelHet sets the account to the service desk's time zone, so a start date does not shift by a day.
This integration is also part of joiner, mover, leaver.
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 send all employees again every night?
Because every API call in EasyVista takes up a licence. Sending only changes keeps the integration light.
What if a catalogue item is changed?
As long as the GUID stays the same, the integration keeps working. If the GUID no longer matches, EasyVista stops the request and KoppelHet sees the error.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SuccessFactors Employee Central through the OData API (v2) with OAuth 2.0 (SAML bearer assertion) and a read-only role. PerPerson, PerPersonal, PerEmail, User, EmpEmployment and EmpJob with fromDate and toDate for future records; FODepartment, FOLocation and FOCompany; EmpEmploymentTermination for terminations.
- EV Service Manager through the REST API at https://{server}/api/v1/{account}/. Employees with POST /employees and PUT /employees/{employee_id} (fields from AM_EMPLOYEE, custom fields prefixed e_; location_code, location_path, department_code and department_path reserved). Departments and locations through /departments and /locations (creation from 2025.2). Requests with POST /requests with catalog_guid, requestor_identification and recipient_identification; 406 if the person does not exist or falls outside the REST user's domains.
- Authentication with an access token (Service Manager Access Token) for a dedicated user with a profile that has REST API enabled. Default timeout per call 60 seconds, configurable up to 300.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in EasyVista | Notes |
|---|---|---|
PerPerson.personIdExternal | identification | Lookup key for requester and recipient |
PerPersonal (achternaam, voornaam) | last_name en naam | |
User.username | login | |
PerEmail (zakelijk) | e_mail | |
EmpJob.startDate | begin_of_contract | |
EmpJob.department (FODepartment) | Afdeling | By ID, not by code or path |
EmpJob.location (FOLocation) | Locatie | |
EmpJob.employeeClass | Eigen veld met e_ | For example permanent or external |
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