HR to ITSM
YouForce Jira Service Management integration: employees, teams and onboarding requests from Visma Raet
With an integration between Visma Raet YouForce and Jira Service Management, every employee from YouForce is a customer in the portal and an employee in Assets, and KoppelHet creates a request of the right request type on that employee's behalf for every new employment, unit or job change and end of employment. After the last employment portal access is revoked.
What the integration does
Anyone using YouForce for HR and Jira Service Management for IT and facility matters adds portal customers to organizations by hand, also for a temporary assignment with another team or at another location. Departed staff can still raise requests for months.
- The organisation grants KoppelHet read access to the basic data in YouForce through Visma.
- Organisational units become organizations in Jira Service Management, and new employees become customers and members of their unit.
- A temporary assignment also makes the employee a member of the other team's organization for that period.
- In Assets each employee has a cost centre and manager, so hardware is linked to the right person and cost centre.
- After the end of the last employment KoppelHet revokes portal access and sets the employee object to left.
- When the start date falls within the agreed lead time, four weeks by default, KoppelHet creates a request of the onboarding request type on behalf of the new customer, with start date, job and manager in the fields.
- A new job or department results in a change request; one week before the last working day an offboarding request arrives for laptop and access.
What to watch for with Visma Raet YouForce and Jira Service Management
- A temporary assignment to another team is handled through organization membership. That gives no onboarding request; only a new employment does.
- If someone has two employments and one ends, the employee is not leaving. Only one week before the end of the last employment does KoppelHet create the offboarding request.
- The YouForce IAM API also returns employments that have yet to start. KoppelHet remembers those start dates and creates the onboarding request four weeks ahead, on behalf of the customer who then already exists.
- A temporary assignment places someone with another team in YouForce without changing the employment. KoppelHet makes the employee a member of that team's organization for the period, so they see the shared requests there, and removes them on the end date.
- YouForce leaves persons out of the data it supplies after a set period. KoppelHet remembers which customers come from YouForce, so a departed employee's portal access is revoked even after that period.
- The manager is recorded in YouForce as a role on the organisational unit. KoppelHet derives each employee's manager in Assets from it, so IT knows whom to contact about lost hardware.
- An employee with two employments, for example at two locations, becomes one customer with membership of both organizations. Access only stops after the last employment.
- An employee can be split across several cost centres in YouForce. Assets shows one; KoppelHet picks the one with the largest share, so hardware reports per cost centre add up.
- KoppelHet only requests the basic data scope in YouForce. Home address, BSN and private phone do not reach the portal or Assets.
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
Can we also have tickets created for onboarding and offboarding?
Yes. A new employment results in a request of your onboarding request type four weeks before the start date by default, on behalf of the employee, and the end of the last employment in an offboarding request one week ahead.
What access does KoppelHet need in YouForce?
Only read access to basic data, which the organisation approves itself through Visma.
Do employees get a Jira licence with this?
No. Portal customers do not need an agent licence.
What can be traced afterwards for an audit?
Every action of the integration is recorded in the audit logging of the KoppelHet platform. KoppelHet works with an ISO 27001 certified management system.
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 Youforce-IAM:Get_Basic scope (persons, employments, organization units, assignments, roleAssignments, costAllocations), on latestSync; persons outside the historicaldays are not returned.
- Jira Service Management through the REST API under /rest/servicedeskapi/ - POST customer, PUT customer/user/{accountId}/revoke-portal-only-access, POST and DELETE organization/{organizationId}/user for memberships. Assets through the import source API with the import:import-configuration:cmdb scope.
- Requests through POST /rest/servicedeskapi/request with serviceDeskId, requestTypeId and requestFieldValues (including summary, start date and custom fields), and raiseOnBehalfOf with the accountId of the customer the integration created. KoppelHet fetches the fields per request type through GET /rest/servicedeskapi/servicedesk/{serviceDeskId}/requesttype/{requestTypeId}/field. A comment on an open request through POST /rest/servicedeskapi/request/{issueIdOrKey}/comment.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Jira Service Management | Notes |
|---|---|---|
Roepnaam en achternaam volgens gebruik | Klant: displayName | |
Zakelijk e-mailadres | Klant: email | |
Organisatie-eenheid | Organisatie (lidmaatschap) | |
Tijdelijke inzet (eenheid, begin, einde) | Extra lidmaatschap voor de periode | |
Persoonsnummer | Assets: Medewerkernummer (sleutel) | |
Kostenplaats uit de loonverdeling | Assets: Kostenplaats | Largest share |
Rolverdeling op de eenheid | Assets: Leidinggevende | |
Einde laatste dienstverband | Portaaltoegang intrekken en status uit dienst | |
Indiensttreding, wijziging of vertrek | requestTypeId | Request type for onboarding, change or offboarding |
Klant die de koppeling aanmaakte | raiseOnBehalfOf (accountId) | The request is in the employee's name |
Begin- of einddatum dienstverband | requestFieldValues: startdatum of laatste werkdag | |
Functie en leidinggevende | requestFieldValues: functie en manager | |
Afdeling of locatie | Servicedesk en queue van het request type |
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