HR to ITSM
YouForce to ServiceDesk Plus integration: users from Visma Raet YouForce in ManageEngine ServiceDesk Plus, with requests for joiners, movers and leavers
With an integration between Visma Raet YouForce and ManageEngine ServiceDesk Plus, every employee from YouForce is a user in ServiceDesk Plus, with the department 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 creates a request from the template that fits the type of relationship.
What the integration does
Organisations that use YouForce for HR and ManageEngine ServiceDesk Plus for ICT tickets often learn about new colleagues through a manager's form, sometimes only after the first working day. Employees who work in two departments or are temporarily assigned elsewhere sit in ServiceDesk Plus in the department where they once started.
- HR processes a hire in YouForce; KoppelHet then sees the new employment.
- KoppelHet determines the main employment and creates or updates the user in ServiceDesk Plus, with department, job and manager.
- Within the agreed lead time before the start date the onboarding request follows, with the start date as due date.
- When a department's manager changes, the users in that department get the new manager.
- When the last employment ends, the offboarding request comes one week ahead.
What to watch for with Visma Raet YouForce and ManageEngine ServiceDesk Plus
- Through the integration YouForce only provides what HR Core has processed. The onboarding request in ServiceDesk Plus therefore only appears after that processing; if the start date is already within the lead time, the request comes straight away, with the start date as due date.
- In YouForce the manager is a role on an organisational unit. In ServiceDesk Plus reporting to points to another user. KoppelHet ensures the role holder exists as a user before they are filled in as their team's manager.
- An employee with employments in two units is one user in ServiceDesk Plus with one department, that of the main employment. When a second employment is added, KoppelHet creates a change request for access to the other department, not a new onboarding.
- With a temporary assignment someone works at another unit in YouForce for a period without a new employment. KoppelHet sets the department in ServiceDesk Plus to the unit of the assignment for that period and back afterwards, so tickets reach the team where the employee works at that moment.
- A user's status is read-only in the ServiceDesk Plus API. After the last employment KoppelHet therefore puts closing off the user as a task in the offboarding request, instead of promising something the API cannot do.
- Whether a record in YouForce is active only shows whether it is still in HR Core. KoppelHet starts an offboarding request only on the end date of the last employment, not because a record drops out of the delivery.
- Interns, on-call staff and permanent employees have their own type of relationship in YouForce. KoppelHet picks a different ServiceDesk Plus template per type, so the template for an on-call worker contains no laptop task.
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 ServiceDesk Plus?
No. The integration only has the basic data scope in YouForce.
Can leavers be deleted automatically?
The API allows it, but then the link with their history is lost. By default closing off becomes a task in the offboarding request.
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.
- ServiceDesk Plus Cloud through Zoho OAuth 2.0 (EU: sdpondemand.manageengine.eu, api_domain from the token response) and /api/v3/requesters; on premises from build 11000 through /api/v3/users with the authtoken header. User fields employee_id, name (mandatory), email_id, login_name, jobtitle, department, reporting_to; status read-only.
- Requests through POST /api/v3/requests with input_data (JSON) and Accept: application/vnd.manageengine.sdp.v3+json; subject mandatory, plus requester (email_id), template, group, site, due_by_time and udf_fields.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in ManageEngine ServiceDesk Plus | Notes |
|---|---|---|
Persoonsnummer | employee_id | Fixed key |
Roepnaam, voorvoegsel en achternaam | first_name, middle_name, last_name en name | |
Zakelijk e-mailadres | email_id en login_name | |
Functie van het hoofddienstverband | jobtitle | |
Organisatie-eenheid van het hoofddienstverband | department (met site) | |
Leidinggevende rol op de organisatie-eenheid | reporting_to | |
Soort arbeidsrelatie | template van de aanvraag | |
Begin- of einddatum dienstverband | due_by_time |
Related
ADP Workforce Now → Visma Raet YouForce
ADP Workforce Now to YouForce integration: requests for new Dutch hires and contract changes
Bullhorn → Visma Raet YouForce
Bullhorn to YouForce integration: a placement becomes a hire request
Carerix → Visma Raet YouForce
Carerix to YouForce integration: a placed candidate starts the hire workflow in YouForce
Darwinbox → Visma Raet YouForce
Darwinbox to YouForce integration: hires and pay changes from Darwinbox as a request in YouForce