Keep people records current
Synchronise agreed person and organisation fields between the relevant applications.
All integrations
Employee data
Use AFAS, for example, as the HR source and Intune for the user-device relationship. Service Automation Suite updates agreed data in your applications, such as Aha!, TOPdesk or NEDAP. Directly or, where appropriate, through TOPdesk. Offboarding and exceptions are part of the flow.
From product to process
How to use the integration
Join, move & leave
Use employee changes to coordinate agreed account, equipment and service tasks.
Exceptions → tasks
Route missing information or discrepancies to the team responsible for follow-up.
Combine into one controlled process
Data → rules → execution-
Combine
HR + role + start date
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Determine & check
Determine profile, check and approve
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Execute & report back
Entra: account and groups · TOPdesk: laptop handover · Welcome task: arrange flowers
View the complete onboarding example
Check sources and rules, test changes and track the outcome. Manual tasks get an owner and confirmation.
Build visually. Manage easily.
Reuse building blocks, adapt your process and test the change. Manage it yourself, together with us or let Scope4mation take care of it.
More process examples & technical details
The work between your applications
HR updated.
Everything else too?
Service Automation Suite connects AFAS with your other applications, people and rules. Keep data aligned, work moving and outstanding actions visible.
A change, request or alert
Service Automation Suite
Data, people, assets and relationships on one foundation.
- Compare
- What exists? What should exist?
- Determine what is needed
- Matrix · policy · legal requirements
- Coordinate the next steps
- Checks · tasks · approvals · actions
Execution ↔ feedback
Your people and tools
Microsoft Entra ID
For example. Also with other teams, suppliers and applications.
Verify. Inform. Report.
What is complete? Who needs to act? Which exception needs attention?
From AFAS to TOPdesk Popular
Keep people and companies current in TOPdesk.
Use AFAS as the source for people, branches or companies in TOPdesk. Service Automation Suite matches relationships and updates agreed fields, giving tickets and requests the right context.
Match, relate & map
Add a central register and source-of-truth rules. Check differences, request missing data and determine what gets updated.
People, branches & companies
Person and company records
Read the right source data
Read relevant people and organisation data from AFAS. Use agreed identifiers to match the same relationships.
Update TOPdesk selectively
Create missing records and update changed fields and relationships. Data managed elsewhere stays with its authoritative source.
Build on that context
Use current person and organisation data in service requests, changes and employee lifecycle workflows. Data sync is the foundation; workflow execution is the next step.
From AFAS to other apps
Put your AFAS data to work across your applications.
Re-entering contacts and companies in every application? Use AFAS as the source and share the data the other system needs. Beyond TOPdesk, Aha! is one example: we keep a customer’s contacts and companies current there using AFAS data.
For another application, we configure the available API, record matching and field mapping.
Match relationships & map fields
Add a central register and source-of-truth rules. Check differences, request missing data and determine what gets updated.
Contacts & companies
Aha!Update contacts & companies
Choose which data to share
Determine which companies and contacts the destination needs and which fields AFAS owns. Share only agreed data and preserve the relationship between person and company.
Match the same relationship across systems
A different name or number need not mean a new relationship. Service Automation Suite uses configured identifiers and a shared mapping table. Reuse that matching in another integration, for example with TOPdesk. If a reliable match is missing, apply the agreed review process.
Update selectively and handle differences
In the Aha! example, agreed contact and company data is updated from AFAS. Configure what happens for a new relationship, a change, an inactive record or an API rejection. This avoids duplicate entry and assigns ownership to discrepancies.
Writing back to AFAS is a separately configured route, not automatic two-way synchronisation.
Back to AFAS Popular
Return the outcome to AFAS too.
AFAS can supply data and receive outcomes. Have a completed workflow step update agreed data in AFAS. This is a separate route, not an automatic reversal of every sync.
Check & map the outcome
Add a central register and source-of-truth rules. Check differences, request missing data and determine what gets updated.
Completed activity or workflow status
Agreed fields or records
Identify confirmed execution
Use the confirmed completion of an activity, such as account creation. The outcome, not merely the command, triggers feedback.
Define what AFAS should receive
Service Automation Suite applies matching, mapping and processing rules. Only selected data is written back.
Update and record the outcome
Process through the available AFAS interface and link success or failure to the original workflow.
Sign for equipment
Equipment handed over. Receipt confirmed.
An employee joins or changes roles. Connect the HR change to a laptop or phone handover and request digital confirmation of receipt, for example through ValidSign. Service Automation Suite brings the employee, asset, document and follow-up together. Configuration follows your rules and the available interfaces.
Connect assignment, handover and signing
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Onboarding or role change and agreed equipment
For example, digital signing and evidence linked to the asset
Define the equipment handover
Use employee and role data from the chosen HR source. Check the assigned equipment, required approval and handover owner. Link employee and asset to the same request or activity.
Request confirmation of receipt
Prepare a receipt or equipment loan declaration with the correct employee and asset data according to your rules. Start a signing request in ValidSign, for example, and track the available signing status. Sending a request does not mean receipt has been confirmed.
Store evidence and follow up exceptions
After confirmed signing, store the document or its reference with the correct asset and record, for example in TOPdesk. Assign an owner to declined or expired requests and missing data. Configure feedback to HR only where available and agreed.
Under the hood
How to connect, test and manage the integration.
For administrators who want to understand how it works: connect AFAS to your other applications, map the data and use the response in the next step. Configure it centrally in Service Automation Suite.
Example configuration · shaped by your process
Process an HR change and return the outcome to HR
Connect and test
API ComposerChoose the API method, URL and authentication. Manage the host and credentials in an environment. Test a request in Discovery and inspect the fields actually returned by the API.
Combine and compare
Data Flow ComposerSelect fields, translate codes and relate records using shared data. Compare source and target to identify new, changed or incomplete records.
Execute and use the response
API ComposerBuild the request body from validated data and inspect Body Preview before testing. Use the result ID in Data Context for the next request or save output to an entity. Configure write-back separately.
Recognise errors and follow up deliberately
API ComposerConfigure error rules by HTTP code and/or message. A temporary API failure can use bounded retries. A missing relationship or rejection needs another route: record the cause and configure a verification task for the appropriate team, for example.
Which data do you maintain?
An example configuration, not fixed field names or a mandatory combination.
- Employee number and external identifiers
- Relate the HR person to known accounts and service records rather than matching names alone.
- Role, department and effective date
- Combine source data with your matrix and compare desired access and equipment with the current situation.
- Account reference and confirmed execution
- Process the executing application’s response and write agreed data back to HR through its available API.
Sent ≠ processed. Use the response and agreed validation to determine the next step.
Need to publish data yourself?
Use Endpoint Composer to publish a configured Service Automation Suite data object. Choose read and write methods and security profiles so a customer can retrieve agreed service data or a supplier can submit information, for example. Configure data selection and subsequent processing separately.
Endpoint ComposerFrom data to a complete process?
Combine the integration with a form, a shared matrix, a review or collaboration between service teams. For example, an approved request leads to execution in Microsoft Entra, a ValidSign signature request and feedback in TOPdesk. Your process determines the steps needed; not every use case requires all these components.
Explore the connected building blocksBeyond the first integration.
Use the same data and rules in your next process.
Start with one use case. Connect customer, employee and asset data, for example, and agree which source is authoritative. Reuse those relationships, a matrix where needed and configured actions in the next workflow. Agree who maintains the data and rules. Expand without repeatedly connecting and maintaining the same information.
Signature declined. Keep the process moving.
A request awaits a ValidSign signature. Declining, expiry and technical failure each need different handling.
- Combine
- Link the request, signing request and document. Read the available status and apply agreed conditions to determine the next action.
- The outcome determines what follows
- Signed: process the document and confirm the activity. Declined: route the reason to the owner. Temporary technical failure: retry only under the configured error rule.
- The benefit
- Appropriate follow-up for each outcome without counting a sent signing request as completed work.
Temporary access, with the end handled too.
Additional access is approved for a limited period. A checkbox alone does not preserve why, for whom and until when.
- Combine
- Connect identity, approval, expiry date and the available access action. Reuse the same data for a scheduled follow-up check.
- The outcome determines what follows
- Revocation confirmed: record the result. Extension requested: ask for a new decision. Not revoked: raise the exception with the authorised group rather than silently completing it.
- The benefit
- Fewer forgotten exceptions and a traceable relationship between approval and actual access.
A different name does not mean a new record.
A person or organisation has a different name in the source than at a customer or supplier. Matching text again can create incorrect or duplicate relationships.
- Combine
- Retain verified identifiers and source rules in a shared table. Reuse the relationship for requests, tickets and other integrations.
- The outcome determines what follows
- Known key: use the relationship. Multiple candidates or a missing identifier: request review. Once confirmed, reuse the established relationship.
- The benefit
- A consistent data foundation managed by your team instead of investigated again for every connection.
Your process needs more than a standard action?
Configure the missing API request, input and output in API Composer. Use its response in the next step and combine it with data tables, forms and automations. Extend the same product and reuse the configured building blocks.
Use Service Automation Suite to update a ticket in TOPdesk, for example, with fields available through its API, such as category, priority, status and support group. For another application, configure its request and field mapping. The outcome determines the next action: confirm, add information or request review, not merely check whether the request arrived.
Build it yourself: explore the technical approachNeed to publish data or let others submit it? Endpoint Composer exposes a configured Service Automation Suite data object with selected methods and security profiles. Other building blocks handle subsequent processing.
From product to workflow
AFAS in your workflow
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We can help with the integrations, automation and coordination your process needs, even if your application is not listed yet.
