Creating workflows for SAP SuccessFactors users

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You'll get visibility of your SAP SuccessFactors users by creating configurable workflows to automate tasks such as:

• • Workflows for creating users'
  • Workflows for getting a user's information by username
  • Workflows for deactivating a user by username

Before you start

Creating workflows

Create user workflows

SAP SuccessFactors Create User

SAP SuccessFactors Update User

SAP SuccessFactors Deactivate User

Before you start

Before you create workflows, you need to have added your SAP SuccessFactors credentials to Oomnitza. Follow the steps in Adding your SAP SuccessFactors credentials to Oomnitza.

We recommend that you also create the extended integration for SAP SuccessFactors users. You can use the information retrieved in this integration to trigger workflows that can create, update, and deactivate users.

Setting the API Server URL as a global variable

To save time entering information when you create workflows, you can add the SAP API Server URL as a global variable in Oomnitza.

1. From the menu, click Configuration > General > Global Settings.
2. Click Add new variable (+).
3. Add the SAP SuccessFactor.API Server variable and its value. If your API Server is located in Amsterdam, your API Server URL would behttps://api2.successfactors.com. For further information, refer to the SAP Help Portal.
4. Save your changes.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add (+) and select People from the list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter SAP SuccessFactors in the search field. 
5. Select a preset:
   • SAP SuccessFactors Create User
   • SAP SuccessFactors Update User
   • SAP SuccessFactors Deactivate User
6. To choose a preset, click the forward arrow (>).
7. Select the credentials that you created in Adding your SAP SuccessFactors credentials to Oomnitza.
8. Your API Server URL should be derived from the global variables you created when Setting the API Server URL as a global variable. Alternatively, click Set Manually to manually enter the details.
9. Configure the API Block following the preset instructions below, and save your changes.
10. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
11. Connect the Blocks. 
12. Save, validate, and activate your workflow.

Using the Create User preset

The Create User preset enables you to create a SAP SuccessFactors user. When you select this preset you need to supply the user information, including the Manager Username and Email.

You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab to review or edit the user information you have entered. 
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. For information on creating custom fields, see Creating Custom Fields in Oomnitza.

Using the Update User preset

The Update User preset enables you to update or modify a SAP SuccessFactors user by their SAP SuccessFactors username. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab. You will notice that the SAP SuccessFactors User ID is referenced in the property {{sap_username}}. Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. For information on creating custom fields, see Creating Custom Fields in Oomnitza.

Using the Deactivate User preset

The Deactivate User preset enables you to deactivate a SAP SuccessFactors user by their SAP SuccessFactors username. You can configure the message payload by following the steps in Using the Update User preset.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block