Introduction
In this article, we’ll run through how you can seamlessly integrate your SAP SuccessFactors system to provision and de-provision users on Reward Gateway.
How To Enable the SAP SuccessFactors Integration
To enable the SAP SuccessFactors integration, log in to the Reward Manager portal, navigate to the Integration Dashboard, and search for SAP SuccessFactors under the Explore Integrations tab.
Click the integration icon which will lead you straight to the Initial Setup.
Setting Up SAP SuccessFactors for Reward Gateway
Step 1: Initial Setup
First, you will be asked to provide your SAP SuccessFactors Company ID.
Next, type in the admin's username account that will be used to sync employee data.
Select the data center (API server) you’re using.
Then 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 monthly.
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.
A 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. Try to give it an arbitrary but meaningful name and then enter the Application URL – http://OAuthtest.
On the client's integration page, click the X.509 Certificate checkbox to generate 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 click Save. Next, go to your oAuth application and take a note of the API Key.
After the Client ID has been generated, copy and paste the value into the Client ID 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 fill in the fields displayed below.
By default, Reward Gateway maps the Employee ID in order 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 have completed all of the mapping steps that you want to complete, you can proceed to the next step.
Step 4: Review and Publish
You can review the details and publish the connection if no other changes are required. 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.
Troubleshooting Tips
Determine Which Data Center You Are Using
You can find the full list of API servers/data centers SAP SuccessFactors is using by visiting the SAP Help Portal.
Find Your Company ID
You can find your company ID in the SAP SuccessFactors welcome email (see image below).
Monitor 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 Client's Employees Get Onboarded Once Their SAP SuccessFactors Data Has 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.
Removing Client's Employee Data When 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 they have 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.
Triggering Membership Provisioning Imports On Demand
The client has the option to trigger the import on-demand from the Import data now link in the tools dropdown list. 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 complete, 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 With Error Message (SF Odata Query Error)
Known formally as SF Odata Query Error [COE0020]Permission picklists_sys_admin is required, this error is caused due to insufficient permissions. In Reward Manager, the following message will be displayed: An Error Was Encountered. It will look like this:
According to SAP, you need the have the correct permissions enabled for the Role assigned to the API User. You can check this by navigating to:
Admin Center > Manage Permission Roles > Manage System Properties > and then select Picklist Management and Picklists Mappings Set Up