HR to ITSM
YouForce BMC Helix ITSM integration: People data and incidents from the Youforce IAM API
With an integration between Visma Raet YouForce and BMC Helix ITSM, every employee from YouForce becomes a person in the BMC Helix People form, with organisation, department, site and job, and KoppelHet creates an incident for the right support group for every new or ended employment. The data comes from the Youforce IAM API, which holds no salary or BSN.
What the integration does
Organisations that keep their HR core in YouForce and use BMC Helix ITSM often load the People form from Active Directory. An end date in YouForce then only becomes visible once someone disables the account, and a new department is missing in Helix until someone creates it by hand.
- KoppelHet fetches persons, employments and organisational units from the Youforce IAM API, from the previous latestSync.
- New units first become an organisation or department in BMC Helix.
- The person is created or updated in CTM:People, looked up on Corporate ID.
- Within the agreed lead time before the start date, an onboarding incident follows for the support group.
- An end date results in an offboarding incident; after that date the profile gets a non-active status.
What to watch for with Visma Raet YouForce and BMC Helix ITSM
- The IAM API only returns records changed after a given latestSync. KoppelHet stores that moment per run, so BMC Helix processes only the YouForce changes every hour and not the whole organisation.
- Deleted records only appear in the IAM API for a limited period with isActive false, depending on the subscription setting. KoppelHet processes them in the same run, so a withdrawn hire does not leave a person behind in Helix.
- YouForce has planned changes on the employment. A transfer from the first of next month only changes the department in BMC Helix on that date, so incidents stay with the current support group until then.
- BMC Helix has two levels below the company, organisation and department, while the organisation tree in YouForce can be deeper. We agree which YouForce level becomes the organisation in Helix.
- For a new person Helix wants a site if someone is office-based. KoppelHet takes it from the location in YouForce; private addresses fall under a separate IAM API scope that KoppelHet does not request.
- The onboarding incident finds the new person through Corporate_ID on the interface form. Because the person is put into CTM:People first in the same run, the incident is linked to the right customer straight away.
- Someone who gets a new employment in YouForce that directly follows the previous one, for example at another employer in the group, stays the same person in Helix. No offboarding and onboarding incidents are raised one after another.
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
Do we still need our import from Active Directory?
For login names and support staff it can stay. We agree per field whether YouForce or Active Directory is the source.
What happens with a transfer dated in the future?
The new department only goes to BMC Helix on the effective date. Until that day everything stays with the current department.
Which YouForce rights does KoppelHet need?
Only the Youforce-IAM:Get_Basic scope of the IAM API. Private contact details stay outside the integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce IAM API with the scope Youforce-IAM:Get_Basic (Persons, Employments, Employment Planned Changes, Organization Units, Locations, Job Profiles), with from on latestSync and paging with take (up to 1,000) and nextLink. Youforce-IAM:GetPrivateContactDetails is not requested.
- BMC Helix through the platform REST API: token through POST /api/jwt/login, valid for one hour, in the Authorization: AR-JWT header. People on /api/arsys/v1/entry/CTM:People (POST and PUT per entryId).
- Incidents through POST /api/arsys/v1/entry/HPD:IncidentInterface_Create with the required core fields (Action CREATE, Status, Service_Type, Impact, Urgency, Reported_Source, Description), the customer's First_Name, Last_Name and Corporate_ID, and Assigned_Group or a TemplateID.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in BMC Helix ITSM | Notes |
|---|---|---|
personCode | Corporate ID | Key for updating |
Voornaam (roepnaam) | First Name | |
Achternaam volgens naamgebruik | Last Name | Through Name Assemble Order |
Zakelijk e-mailadres | Internet E-mail | |
Organisatorische eenheid (bovenliggend niveau) | Organization | |
Organisatorische eenheid | Department | |
Locatie | Site | |
Functieprofiel | Job Title | |
Einddatum dienstverband | Profile Status | Non-active after the date |
Nieuw of beëindigd dienstverband | HPD:IncidentInterface_Create met Assigned_Group |
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