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YouForce to Salesforce integration: Salesforce users that follow the organisation in YouForce
With an integration between Visma Raet YouForce and Salesforce, every employee of a customer contact or service department in YouForce automatically gets a Salesforce user with profile, role and manager, and access closes on the end date of the employment. A temporary assignment to another department gives extra Salesforce permissions for that period, which disappear again on the end date.
What the integration does
Organisations that use YouForce for HR and payroll and Salesforce for customer contact regularly have staff move to another team temporarily, for example in busy periods. The Salesforce administrator hears about it from the team lead, and temporary permissions often stay in place afterwards.
- HR records the new employment in YouForce, with job and organisational unit.
- KoppelHet retrieves the changed persons and employments and checks whether the organisational unit or job belongs in Salesforce.
- The employee gets a Salesforce user with their team's profile and role, and the head of their department as manager.
- For a temporary assignment to another team, that team's permissions are added until the end date of the assignment.
- On the end date of the employment the user is deactivated, or frozen first if Salesforce still refuses.
What to watch for with Visma Raet YouForce and Salesforce
- YouForce has no manager on the employee, but it does have a manager role per organisational unit. KoppelHet derives the Salesforce manager from it. If that manager has no Salesforce user, such as a director, KoppelHet picks the first manager higher up who does.
- A temporary assignment in YouForce places someone on another team without changing the employment. The Salesforce profile therefore does not change; KoppelHet adds the temporary team's permission sets and removes them on the end date of the assignment.
- The role hierarchy in Salesforce decides who sees which customer records, and follows the YouForce organisational units only for the teams that work in Salesforce. A lookup table links each YouForce unit to a Salesforce role; a new unit without a rule goes to the administrator.
- That a person is still in YouForce says nothing about whether they still work there. KoppelHet deactivates in Salesforce on the end date of the employment. YouForce no longer returns people who left longer ago than the configured period, so waiting for a later clean-up does not work.
- The type of employment relationship in YouForce distinguishes permanent, temporary and intern. An intern at the customer contact centre gets a read-only Salesforce profile without rights on contracts, according to a rule you set per type.
- If someone has two employments in YouForce, for example in two teams, they still get one Salesforce user. The main employment determines profile and role; the user stays active as long as one employment is running.
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
What if a temporary assignment is extended?
HR then changes the end date in YouForce and the integration moves the removal of the extra permissions along with it. Nobody needs to do anything in Salesforce.
Does payroll data go to Salesforce?
No. The integration only reads basic data on persons, employments and organisation. Salary, citizen service number and private addresses are outside the scope the integration gets in YouForce.
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 (OAuth 2.0 through Visma Connect) with the Youforce-IAM:Get_Basic scope for persons, employments, role assignments and assignments, on latestSync. Persons outside historicaldays are not returned.
- Salesforce is written through the REST API on the User object with a connected app (OAuth 2.0) and an integration user with Manage Users. Required on create include Username (unique across all Salesforce environments), Alias (at most 8 characters), Email, LastName, ProfileId, TimeZoneSidKey, LocaleSidKey, LanguageLocaleKey and EmailEncodingKey. Role through UserRoleId, temporary permissions through PermissionSetAssignment.
- On departure IsActive = false; if Salesforce refuses, UserLogin.IsFrozen = true and an alert to the administrator.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Salesforce | Notes |
|---|---|---|
Persoonsnummer | EmployeeNumber | |
Roepnaam | FirstName | |
Achternaam volgens gebruik achternaam | LastName | |
Naamgevingsregel | Username, Email en FederationIdentifier | |
Roepnaam + achternaam (ingekort) | Alias | |
Functie (job profile) | Title en ProfileId | |
Organisatie-eenheid van het hoofddienstverband | Department en UserRoleId | |
Rolverdeling op de organisatie-eenheid | ManagerId | One level up if the manager leads their own unit or has no Salesforce user |
Tijdelijke inzet (begin en einde) | PermissionSetAssignment | |
Einddatum dienstverband | IsActive |
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