Accounts in applications
SAP SuccessFactors to Zenya integration: Zenya users with department, position and manager from Employee Central
With an integration between SAP SuccessFactors and Zenya, every new employee from Employee Central gets a Zenya user in time, with organisation unit, position and manager, so mandatory protocols reach them from day one. On termination in SuccessFactors the integration sets the user to inactive in Zenya, while leave keeps the user active.
What the integration does
Organisations that use Employee Central as HR source and Zenya for protocols, reports and risks often manage Zenya users by hand or only through Entra ID. Departments and positions in Zenya then lag behind SuccessFactors, and reading tasks end up with the wrong teams.
- Application management records which departments belong to which Zenya units and which job codes to which positions.
- KoppelHet reads new and changed employees from Employee Central, also when their start date is still to come.
- A new employee becomes a Zenya user with unit, position and manager, shortly before the start date.
- On a transfer or new manager KoppelHet updates the user on the effective date.
- After termination KoppelHet sets the user to inactive; documents and reports remain.
What to watch for with SAP SuccessFactors and Zenya
- Besides active and terminated, SuccessFactors also has statuses for paid and unpaid leave. An employee on long leave stays active in Zenya, so they still have their reading tasks and reports on return. Only the terminated status makes the Zenya user inactive.
- Before the start date SuccessFactors by default returns only a little data on a new employee, such as name, company and start date. KoppelHet therefore requests that employee with the start date as the as-of date, so department, job code and manager are already known when the Zenya user is prepared.
- With concurrent employments one person in SuccessFactors has two standard employments, each with its own department. A Zenya user can belong to several organisation units but has one position. KoppelHet sets both departments as units and takes the position from the main employment.
- An international assignment creates an extra employment in SuccessFactors with its own user number. KoppelHet keeps basing the Zenya user on the home employment, so the assigned colleague does not appear as a second user and does not disappear from their Dutch unit.
- The manager is stored in SuccessFactors as a user number, while Zenya needs the manager as a Zenya user. KoppelHet translates the user number into the person number, uses it to look up the Zenya user by external ID and creates a missing manager first.
- Zenya units have their own external ID. KoppelHet puts the SuccessFactors department code there, so a department renamed in SuccessFactors stays linked to the same unit in Zenya.
- On a rehire SuccessFactors can reuse the existing person profile with a new employment. The person number then stays the same, and KoppelHet reactivates the old, inactive Zenya user instead of creating a new one.
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
Does the integration create positions and units in Zenya?
No. Application management owns the structure in Zenya. A new department or job code without a place in Zenya goes on a list.
Are employees from other countries included?
Only the companies you specify. Zenya users without a SuccessFactors number, such as group accounts, are left alone.
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 and read-only rights. PerPerson with lastModifiedDateTime and asOfDate on the start date for new employees; expand on personalInfoNav, emailNav, employmentNav/userNav and employmentNav/jobInfoNav with emplStatusNav (externalCode A, U, P, T) and departmentNav. assignmentClass ST or GA distinguishes home and international assignment employment.
- Zenya is written through the Zenya REST API v5 (token through POST /tokens with api_key and username). POST /users with login_code and name required, plus email_address, external_id (at most 255 characters), position_id, manager_id and organization_unit_ids; PATCH /users/{user_id} for changes and active = false on departure. GET /users with external_ids, GET /organization_units and GET /positions for the IDs.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Zenya | Notes |
|---|---|---|
personIdExternal | external_id | |
Zakelijk e-mailadres (PerEmail) | login_code en email_address | Or the username SSO expects |
Voornaam en achternaam (PerPersonal) | name | |
department (EmpJob) | organization_unit_ids | Looked up by the Zenya unit's external_id |
jobCode of positie (EmpJob) | position_id | Through the lookup table; position must exist in Zenya |
managerId (userId van de manager) | manager_id | Through the manager's personIdExternal |
emplStatus (EmpJob) | active |
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