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YouForce to Zenya integration: Zenya users with position, unit and manager from Visma Raet
With an integration between Visma Raet YouForce and Zenya, every employee from YouForce gets a Zenya user with position, organisation unit and manager, so protocols, tasks and reports reach the right people. A temporary assignment gives access to the other team's user group for that period, and after the last employment the user becomes inactive.
What the integration does
Organisations that run HR in YouForce and manage quality, protocols and reports in Zenya often maintain users through an export or by hand. Reports end up with a former manager, new colleagues miss their department's reading tasks, and stand-ins from another team do not see the protocols of their temporary place.
- Together we link the jobs in YouForce to positions in Zenya and the organisation units to units in Zenya.
- KoppelHet fetches the changed persons, employments, assignments and role assignments from YouForce.
- On the start date KoppelHet creates the Zenya user with position, unit and manager, or makes an inactive user active again.
- A change of manager in YouForce updates the manager of the unit in Zenya and of the employees below it.
- After the last employment KoppelHet sets the user to inactive.
What to watch for with Visma Raet YouForce and Zenya
- YouForce records the manager as a role on the organisation unit. Zenya knows a manager in two places, on the user and on the organisation unit. KoppelHet fills both from the same role assignment, so reports about a department and an employee's tasks reach the same person.
- When a department changes manager, one role assignment changes in YouForce. KoppelHet sets the new manager in Zenya on the unit and on all employees of that unit at once, so open reports do not stay with the departed manager.
- A temporary assignment has its own start and end within the employment in YouForce. KoppelHet adds the employee to the other team's Zenya user group for that period and removes them again on the end date, without touching the rest of the group.
- Jobs in YouForce come from a fixed list, positions in Zenya are a list of their own. A lookup table sets the position per job; a job without a rule goes on a list for application management instead of producing a user without a position.
- YouForce shows planned changes of job and unit before HR processes them. Zenya has no effective date on a user; KoppelHet keeps the change and only applies it on the effective date, so reading tasks of the new department do not appear too early.
- A leaver disappears from YouForce's IAM data after a set period. Zenya can set a user inactive or delete them; KoppelHet sets them inactive, so their earlier reports and confirmations stay traceable, and keeps its own record of which users come from YouForce.
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
Why not through Entra ID and SCIM?
That works if Entra ID is already filled from YouForce. SCIM does not set position, unit and manager as Zenya data though; those then still come from YouForce.
Does the integration create new units or positions?
No. Application management maintains the structure in Zenya; a new unit or job without a place in Zenya goes on a list. Creating them automatically can follow later as an extension.
What happens to a leaver's documents?
They stay in Zenya. The user becomes inactive, and application management transfers documents and open reports.
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 (api.youforce.com/IAM) with the Youforce-IAM:Get_Basic scope for Persons, Employments, Employment Planned Changes, Assignments, Organization Units, Role Assignments and Job Profiles, on latestSync with take and nextLink. The work email only with Youforce-IAM:GetPrivateContactDetails.
- Zenya is written through the Zenya REST API v5 (bearer token through POST /tokens). POST /users with login_code and name required, plus email_address, external_id, position_id, manager_id and organization_unit_ids; PATCH /users/{user_id} for changes and active = false on leaving; GET /users with external_ids for lookup. PATCH /organization_units/{id} with manager_user_ids, PATCH /user_groups/{id} with add_user_ids and remove_user_ids.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Zenya | Notes |
|---|---|---|
Persoonsnummer | external_id | Fixed key, at most 255 characters |
Naamgevingsregel of werkadres | login_code | |
Roepnaam en achternaam volgens naamgebruik | name | |
Zakelijk e-mailadres | email_address | |
Functie (job profile) | position_id | Through the lookup table |
Organisatie-eenheid | organization_unit_ids | |
Rol leidinggevende op de eenheid | manager_id van de medewerker en manager_user_ids van de eenheid | |
Inzet bij een andere eenheid | Gebruikersgroep via add_user_ids en remove_user_ids | |
Einddatum laatste dienstverband | active = false |
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