Import organizational data from SAP SuccessFactors (preview)

You can import organizational data into Microsoft 365 with the SAP SuccessFactors connector. Here's how.

Prerequisites

Before you can set up a connection between SAP SuccessFactors and Microsoft 365, you'll need the following information about your SAP SuccessFactors environment from your SAP SuccessFactors Administrator:

• Company ID
• Base URL
• User ID
• API key
• Completed steps within SAP SuccessFactors described below in Step 2

Steps

1. Set up your SAP SuccessFactors connection

Applies to: Microsoft 365 Global Administrator

1. Start the import from the Data Connections page on the Organizational Data in Microsoft 365 page (Home > Setup > Migration and imports > Organizational Data in Microsoft 365 > Data Connections).

2. Select Get started (if this is the first time you're importing data), or New import (if you've already imported data).

3. On the Select connection type page, select Start SuccessFactors setup.

4. On the Download your SAP SuccessFactors certificate page, select Download certificate. A x509 certificate file will download called "publicKey.pem." Open the file in a text editor and copy its contents. Share this with the SAP SuccessFactors admin.

5. Read the acknowledgment note and select Next.

6. Under Set up SAP SuccessFactors connection:

   1. Enter a name for your connection.
   2. Contact your SAP SuccessFactors admin to complete the steps in SAP SuccessFactors described below in Step 2. Enter the SAP SuccessFactors Company ID, Base URL, User ID, and API key provided by the SAP SuccessFactors admin.
   3. Select how frequently you want SAP SuccessFactors to send data to Microsoft 365: weekly or monthly.

7. Confirm you understand that the data you upload here might be processed by Viva and Microsoft 365, as well as non-Microsoft services to which you've granted access through Microsoft Graph, and select Next.

8. Review your connection details, then select Confirm.

   Note

   If you set up periodic exports, your data will be validated for Viva and Microsoft 365 services requirements. Validation takes a few hours; however, it can take up to three days for your complete data upload to be available in the profile store. You can check the validation status on the Organizational data page in the Microsoft 365 admin center. When the validation is complete, a message lets you know that your data is in use and managed by Viva and Microsoft 365.

2. Steps within SAP SuccessFactors

Applies to: SAP SuccessFactors Admin

1. Create/identify an API user to be used for OData API access. The UserId/Username of this user is required for future steps. This user is assigned permissions to access user data through the SAP SuccessFactors OData APIs.

2. Create an API Permissions Role

   1. In the SAP SuccessFactors Admin Center, navigate to Manage Permission Roles, and select Create to create a new role.

   2. Add a Role Name and Description for the new permission role. The name and description should indicate that the role is for API usage permissions.

   3. In the Add Permissions section, on the left under Administrator Permissions, search for "Employee Central API." This role requires the Employee Central Foundation OData API (read-only) and Employee Central HRIS OData API (read-only) permissions.

   4. Some permissions are required under the Employee Data section. This restricts which fields are ingested. Ensure the view column is selected for all the fields you want to share, such as User id, email, or manager. The relevant fields are listed under Standard Element on this page. A subset of these can be selected to start for testing, such as User id, email, and manager.

      Note

      The status and lastModified fields are required because they're used for filtering. These fields must always be included for the connector to work.

   5. Once all the permissions are set up, select Next and then save the permission role.

3. Create an API Permissions Group for the assigned role. Navigate to Manage Permission Groups in the Microsoft 365 admin center and create a new group. Search for the user created in Step 1 and assign that user to the newly created group, for example:

   

4. Assign the Permission Role to the new Permission Group. In Manage Permission Roles, select Add Role Assignments to assign the created role to the group. Name the role assignment whatever you want, then on the Grant Access To page, select the group you created in Step 2c, for example:

   

   Then, advance through the rest of the screens and select Save. You now have all the required permissions to create an OAuth token and fetch user data.

5. Register a new OAuth2 Client Application

   1. In the Microsoft 365 admin center, navigate to the Manage OAuth2 Client Applications page and select Register Client Application. Learn more.
   2. The Application Name can be anything but it must be unique, such as "Microsoft 365."
   3. Set the Application URL to any valid URL.
   4. Enable Bind to users and enter the User ID from Step 1 into the "User IDs" field. This ensures that only the created user is allowed to generate OAuth tokens.
   5. X.509 Certificate should contain the full public key copied in Step 2.
   6. After registering the client application, view it so you can copy the "API Key" for the next step.
   7. Save the following information and share it with the Microsoft 365 global admin to enter in the Microsoft 365 admin center:
      • Company ID is your SAP SuccessFactors company ID
      • Base URL is your SAP SuccessFactors data center URL. See a list of SAP SuccessFactors API Servers.
      • User ID is the user that has the required API permissions. If you enabled bind to user, that user's id must be used in the "User ID" field.
      • A "Secret" or "SecretUri" is required depending on how you provide the API key.

How SAP SuccessFactors sends data to Microsoft 365

When you connect SAP SuccessFactors to Microsoft 365, SAP SuccessFactors sends a set of predefined source columns. These columns are mapped to fields in Microsoft 365. You can't change these predefined fields.

Field mapping

The table below shows how SAP SuccessFactors fields correspond to Microsoft 365 fields. Learn more about Microsoft 365 fields, including data type and formatting requirements.