Recruitment to HR
SmartRecruiters to Oracle HCM integration: hire as a pending worker in Oracle
With an integration between SmartRecruiters and Oracle HCM Cloud, a candidate hired in SmartRecruiters appears in Oracle as a pending worker, with legal employer, location, projected start date and FTE. In SmartRecruiters KoppelHet sets the onboarding status to successful or failed, so the recruiter knows whether Oracle has the new colleague.
What the integration does
Organisations with Oracle HCM Cloud as their HR system that recruit in SmartRecruiters enter hired candidates in Oracle by hand. That often happens just before the first working day, and recruiters check with HR whether someone is in yet.
- The recruiter sets the candidate to hired in SmartRecruiters.
- SmartRecruiters only reports a number; KoppelHet fetches candidate, job and offer.
- Country and location of the job determine employer, business unit and location in Oracle.
- KoppelHet creates a pending worker with the projected start date and the FTE.
- In SmartRecruiters the onboarding status becomes successful, or failed with the reason for HR.
What to watch for with SmartRecruiters and Oracle HCM Cloud
- Oracle has its own status for someone who has signed but is not working yet. KoppelHet therefore creates the SmartRecruiters candidate as a pending worker; HR converts them to an employee in Oracle when onboarding is done.
- SmartRecruiters has an onboarding status per candidate and job. If Oracle accepts the pending worker, KoppelHet sets it to successful; if Oracle rejects a value, to failed, with Oracle's error message in the platform.
- Oracle wants a legal employer and a location code for every pending worker. A SmartRecruiters job has an address with country and city. KoppelHet determines the employer by country and the location code by city, through a table HR maintains.
- Oracle measures the size of an assignment in FTE. SmartRecruiters has no fixed hours field; hours and start date sit in offer properties that each organisation configures. During setup we record which properties those are.
- In Oracle a name belongs to a legislation, so the Dutch name format with prefixes works. KoppelHet sets that legislation based on the country of the job, not the candidate's place of residence.
- A candidate can be in progress on several jobs in SmartRecruiters. KoppelHet only reacts to the job with the hired status and remembers which pending worker belongs to it, so a second notification does not create a second person in Oracle.
- SmartRecruiters retries a failed notification up to ten times, over at most a day, and keeps a log for thirty days. KoppelHet compares that log with the pending workers in Oracle every day, so a hire during Oracle maintenance is not lost.
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 an employee in one go?
With a pending worker HR can complete onboarding in Oracle before someone becomes an employee. That matches how Oracle itself handles new colleagues.
Does the BSN come from SmartRecruiters?
No. HR adds it in Oracle during onboarding.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SmartRecruiters through a webhook subscription (only the ID in the notification; HMAC-SHA256 in smartrecruiters-signature; 202 within 5 seconds; up to ten retries; GET /subscriptions/{id}/callbacks-log for 30 days) and the Customer API. Onboarding status through PUT /candidates/{id}/jobs/{jobId}/onboardingStatus with READY_TO_ONBOARD, ONBOARDING_SUCCESSFUL or ONBOARDING_FAILED (scope candidates_manage). Offer through the Offer API (candidates_offers_read).
- Oracle HCM Cloud through POST /hcmRestApi/resources/11.13.18.05/workers with workRelationships (LegalEmployerName, WorkerType P) and assignments (ActionCode ADD_PEN_WKR, ProjectedStartDate, BusinessUnitName, LocationCode, workMeasures in FTE), plus names with LegislationCode, emails and addresses. Integration user with rights to create workers for the employers involved.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SmartRecruiters | Field in Oracle HCM Cloud | Notes |
|---|---|---|
firstName en lastName | names (FirstName, LastName, LegislationCode) | |
email | emails (privé, primair) | |
location.country en city (vacature) | LegalEmployerName en LocationCode | Through a lookup table |
department (vacature) | BusinessUnitName en afdeling | Through a lookup table |
Startdatum (offer property) | ProjectedStartDate | |
Uren per week (offer property) | workMeasures (FTE) | Converted against the full-time week |
Kandidaat-ID en job-ID | onboardingStatus in SmartRecruiters |
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