Identity and access management
SuccessFactors to Google Workspace integration: Google accounts from HR
With an integration between SAP SuccessFactors and Google Workspace, every new Dutch employee from SuccessFactors automatically gets a Google account, with department, manager and groups. A transfer or departure takes effect in Google on the date in SuccessFactors, not the day HR enters it, and an assignment within the group does not produce a second account.
What the integration does
Anyone managing employees in SAP SuccessFactors Employee Central and working with Google Workspace in the Netherlands only gets the Google account once someone locally sends an email. A transfer within the group produces a second account.
- HR hires the employee in SuccessFactors, with start date, department and manager.
- KoppelHet picks up the new employee, even when the start date is later.
- Before the start date the Google account is ready in the Dutch entity's organisational unit, with the manager set.
- A transfer from a later date is queued and takes effect on that date; department, job and groups follow then.
- On departure the account is suspended on the last working day. Deletion or archiving follows after the agreed period.
What to watch for with SAP SuccessFactors and Google Workspace
- SuccessFactors records every job change with an effective date. KoppelHet also fetches changes that only take effect later, so a transfer per the first of the month only changes in Google on that day.
- A change HR enters today but that takes effect next month is seen by KoppelHet straight away. The change in Google waits until the effective date.
- For a temporary assignment SuccessFactors creates an extra user for the same person. KoppelHet links the Google account to the person, so an assignment to the Netherlands does not produce a second Google account.
- SuccessFactors knows the manager by their own user number, Google by email address. KoppelHet first looks up the manager's Google account and then sets the relation.
- SuccessFactors often serves every country, while this Google environment is only for the Netherlands. KoppelHet only includes the Dutch entity, so colleagues from other countries do not get a Google account.
- Google Workspace can also archive an account. For leavers whose mail and files must be kept, KoppelHet can archive instead of delete, if you have licences for that.
- In SuccessFactors the integration may only read personal and job data. Salary and pay are excluded.
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
What if a change is entered retroactively?
It applies immediately. KoppelHet sees the change in the next round and applies it straight away, because the effective date has already passed.
Can Google groups per department be automated?
Yes. Per department, location or job from SuccessFactors we agree which groups someone joins.
Can the email address go back to SuccessFactors?
It can, if the integration is also allowed to write in SuccessFactors for that. By default the integration only reads.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SuccessFactors Employee Central is read through the OData API v2, filtered on lastModifiedDateTime and with fromDate and toDate for effective-dated EmpJob records (startDate is part of the key). Authentication with OAuth 2.0 and a SAML bearer assertion; API user with role permissions on person and job only.
- Global assignments get an extra user ID; the integration uses the person ID in externalIds (type organization). managerId is converted to relations (type manager) with the manager's Google address.
- Google is written through the Admin SDK Directory API (primaryEmail, organizations, orgUnitPath per legal entity, suspended).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Google Workspace | Notes |
|---|---|---|
Persoons-ID (person) | externalIds (type organization) | On the person, not the user ID, because of extra employments |
Roepnaam of voornaam | name.givenName | |
Achternaam | name.familyName | |
Naamgevingsregel | primaryEmail | |
Functietitel (EmpJob) | organizations.title | |
Afdeling (EmpJob) | organizations.department | |
Kostenplaats (EmpJob) | organizations.costCenter | |
managerId (EmpJob) | relations (type manager) | Converted to the manager's Google address |
Legal entity (EmpJob) | orgUnitPath | |
startDate (EmpJob) | Moment van aanmaken of wijzigen | |
Einddatum dienstverband | suspended = true |
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