How to set up a SAP SuccessFactors integration for Provisioning

In this article, we’ll run through how you can seamlessly integrate your SAP SuccessFactors system to provision and de-provision their users on Reward Gateway.

How to enable the SAP SuccessFactors integration?

To enable the SAP SuccessFactors integration, log into the Reward Manager portal, go to the Integration Dashboard, and search for SAP SuccessFactors under the ”Explore Integrations” tab.

Click on the integration icon which will lead you straight to the Initial Setup.

Setting up SAP SuccessFactors for Reward Gateway

Step 1: Initial Setup

You will be asked to provide your SAP SuccessFactors Company ID first.

Then type in the admin's username account which will be used to sync employee data.

Select which data center (API server) you’re using.

Select how often the Reward Gateway system will sync with your SAP SuccessFactors directory. Currently, there's the option to sync the directory daily, weekly, or once a month.

You can choose to automatically dispatch welcome emails to all newly provisioned users.

Step 2: Set up Client ID for OAuth 2.0

Before Reward Gateway can access your SAP SuccessFactors data, you must authorize Reward Gateway to access your SAP SuccessFactors account. To do this, you need to set up a Client ID.

Client ID can be created by registering an oAuth2 client application in your SAP instance. You must log in with your SAP instance and navigate to Manage OAuth2 Client Applications.

Click Register Client Application.

Enter an Application Name – give it an arbitrary but meaningful name and enter an Application URL – http://OAuthtest.

In the client's integration page, click on the X.509 Certificate checkbox which will display a certificate specifically created for you.

Copy the string between -----BEGIN CERTIFICATE----- and -----END CERTIFICATE----- and paste it into the X.509 text area in your SAP instance and save your changes. Go to your oAuth application now and take a note of the API Key.

This is the required Client ID, copy the value and paste it into the Client ID input field on the integration page in Reward Manager.

Step 3: Mapping

Before Reward Gateway can sync the SAP SuccessFactors directory, you need to map the fields that are going to be synced. To do this, use the mapping stage of the setup and use the fields displayed.

By default, Reward Gateway maps the Employee ID to uniquely identify a member. Any other additional mapping fields can be mapped during this stage, however, the Email Address field must be mapped as it is a mandatory field to create an account with Reward Gateway.

Once you are happy with the mapping, you can proceed to the next step.

Step 4: Review and Publish

You can review the details now and if you’re happy, publish the connection. This will make the integration live on the platform and Reward Gateway will start syncing the data based on the frequency selected at the Initial step.

FAQ / Troubleshooting tips

How can I find which data center I am using?

You can find the full list of API servers/data centers SAP SuccessFactors is using by visiting the SAP Help Portal.

How can I find my company ID?

You can find the company ID in the SAP SuccessFactors welcome email (see image below).

How will clients monitor when their SAP SuccessFactors data syncs?

Every time their SAP SuccessFactors data is synced, Reward Gateway sends an email to the user who set up the integration with details on how many accounts it has impacted.

The client also has the option of going to the integration Dashboard and selecting the "Importing History" option to see a log of all data syncs that have been performed on their platform.

If there were any issues with their data sync, the client can download a file containing all of the errors.

How will the client's employees get onboarded once their SAP SuccessFactors data has been synced?

If it's a new employee record that is synced from SAP SuccessFactors, Reward Gateway will create a new account for this employee based on the information mapped and will send them an invitation to join the program. 

If it's an existing employee whose data has already been synced, Reward Gateway will not issue any communication and will update their information to match their SAP SuccessFactors information.

How will the client's employee data be removed once an employee is removed from their SAP SuccessFactors directory?

Reward Gateway syncs the client's full directory every time. This means that if there is an employee missing from their SAP SuccessFactors directory but has an account on Reward Gateway, they'll be marked as an account to be removed. 

The employee's account will then follow Reward Gateway's standard account close down procedures.

How can clients trigger their membership provisioning imports on demand?

The client has the option to trigger the import on-demand from 'Import data now' link in the tools dropdown. This will redirect them to the import page where they can start the process. Once started, a progress bar will be presented and when the upload is completed, clients will be able to download any warnings and see the impact on their program.

This process is an enhancement to the current flow which asks clients to specify a frequency to their imports (Daily, Weekly, Monthly) and this part will still be functioning.

An Error Was Encountered error message (SF Odata Query Error)

Known formally as "SF Odata Query Error [COE0020]Permission picklists_sys_admin is required", this error is known to be because of insufficient permissions. In Reward Manager, it's going to say, "An Error Was Encountered". It will look like this:

According to SAP, you need the below Permission enabled for the Role assigned to the API User. You can check this by navigating to:

Admin Center > Manage Permission Roles > Manage system properties > "Picklist Management and Picklists Mappings Set Up"