HR to ITSM
YouForce to Ivanti integration: employees with department and manager from Visma Raet YouForce, and service requests per employment
With an integration between Visma Raet YouForce and Ivanti Neurons for ITSM, every employee from YouForce is an employee in Ivanti, with the department and job of their main employment and the manager YouForce links to that department. On a new employment, a transfer or the end of the last employment, KoppelHet submits a service request from your published Ivanti template.
What the integration does
Organisations that record their staff in YouForce and use Ivanti Neurons for ITSM for ICT and facilities often hear about new colleagues through a form a manager fills in. Anyone with two employments or working elsewhere temporarily then sits in the wrong department in Ivanti, and approvals end up with a previous manager.
- HR processes a hire in YouForce; as soon as it is processed, KoppelHet sees the new employment.
- KoppelHet determines the main employment and creates or updates the employee in Ivanti, with department, job and manager.
- Within the agreed lead time before the start date, the onboarding request follows from the template that fits the type of relationship.
- When a department's manager changes, all employees of that department get the new manager in Ivanti.
- When the last employment ends, the offboarding request comes one week ahead and the employee becomes inactive after the last working day.
What to watch for with Visma Raet YouForce and Ivanti
- Through the integration YouForce only provides employments that HR Core has already processed. A service request in Ivanti therefore only appears once the appointment is final; a hire still sitting in the HR workflow creates no work for IT.
- Ivanti has one department per employee, while YouForce can give an employee several employments in different units. KoppelHet takes department and job from the main employment; a second employment in another unit becomes a change request for extra access, not a second employee.
- In YouForce the manager is a role on an organisational unit, not on the employee. KoppelHet translates that role into the manager of every employee in that unit, so approvals in Ivanti reach the new person after a change of team leader.
- Whether a record in YouForce is still active only says whether it still exists in HR Core. KoppelHet only sets an employee in Ivanti to inactive after the end date of the last employment, never because a record disappears.
- Interns, on-call staff and permanent employees each have their own type of relationship in YouForce. In Ivanti each template has its own subscription in the service catalog; KoppelHet chooses the subscription per type, so an on-call worker gets an account without a laptop.
- Ivanti asks for the customer's location and the RecID of their employee on a service request. A new employee from YouForce must therefore first exist as an employee with a location in Ivanti; KoppelHet does that in the same run and submits the request afterwards.
- The integration only reads YouForce with the basic data scope. On the Ivanti side KoppelHet works with a REST API key that does not expire; that key belongs to an integration user with its own role, so you can revoke the access separately.
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 citizen service numbers or salary data go to Ivanti?
No. The integration only has the basic data scope in YouForce.
Do existing employees get a request at the start?
No. The first run puts employees, departments and managers right; requests only follow from new events.
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 only the read scope for basic data (persons, employments and role assignments), on records whose latestSync is after the previous run. Access per tenant with OAuth 2.0 client credentials in Visma Connect.
- Ivanti is written through the OData REST API (/api/odata/businessobject/employees): POST for new employees, PATCH on the RecID for changes, $filter and $top (maximum 100) for lookups. Validated fields with _Valid. Authorization header with rest_api_key={Reference ID}.
- Service requests through POST /api/rest/ServiceRequest/new with subscriptionId, strUserId, strCustomerLocation, parameters (par-{RecID}, pick lists with -recId) and localOffset.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Ivanti | Notes |
|---|---|---|
Persoonsnummer | Personeelsnummer op de employee | Fixed key, with Ivanti's RecID in KoppelHet |
Roepnaam, voorvoegsel en achternaam | Voornaam en achternaam | |
Zakelijk e-mailadres | E-mailadres en loginnaam | |
Functie van het hoofddienstverband | Functietitel | |
Organisatie-eenheid van het hoofddienstverband | Afdeling (waarde uit de validatielijst) | |
Leidinggevende rol op de organisatie-eenheid | Manager van de employee | |
Soort arbeidsrelatie | Keuze van het Ivanti-sjabloon | For example a template without a laptop for on-call staff |
Begindatum dienstverband | Parameter startdatum in het serviceverzoek | |
Einddatum laatste dienstverband | Offboardingverzoek en status inactief |
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