SAP SuccessFactors supports HR in managing people and their careers. Employee Central includes employee, employment and organisational data. Service Automation Suite connects relevant changes to access, equipment and the work of HR, IT and facilities.
The work between your applications
Work from SAP SuccessFactors. Connect the next step.
SAP SuccessFactors supports HR in managing people and their careers. Employee Central includes employee, employment and organisational data. Service Automation Suite connects relevant changes to access, equipment and the work of HR, IT and facilities.
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
SAP SuccessFactorsMicrosoft 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?
Start with one integration, register or check. Build on the same data and rules.
Onboarding
The new colleague is in SuccessFactors. Who arranges their start?
Connect confirmed employment with access, equipment and tasks for HR, IT and facilities.
Service Automation Suite · Central coordination
Relate data, verify and determine follow-up
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Work from SAP SuccessFactors
SAP SuccessFactors
Onboarding
For example, with
Microsoft Entra ID
Your other teams and applications
Use the correct start event
Use agreed employee, role and start data. Check completeness and effective date.
Apply the role profile
Compare role and location with your matrix for access, equipment and tasks. Request review where needed.
Track execution
Show the teams what has been arranged and which steps remain open.
Role changes
A new role. Check existing assignments too.
Compare the new situation in SuccessFactors with existing access, equipment and responsibilities. Add what is needed and review what is no longer required.
Service Automation Suite · Central coordination
Relate data, verify and determine follow-up
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Work from SAP SuccessFactors
SAP SuccessFactors
Role changes
For example, with
Microsoft Entra ID
Your other teams and applications
Identify the change
Use confirmed role, department, location and effective date.
Compare old and new
Use your matrix to define which assignments remain, change or can end.
Process and verify
Track approved changes and verify execution against the new situation.
Offboarding
Complete departure with access and equipment.
Connect the confirmed end date to access revocation, handover and equipment return. Keep unresolved work visible.
Service Automation Suite · Central coordination
Relate data, verify and determine follow-up
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Work from SAP SuccessFactors
SAP SuccessFactors
Offboarding
For example, with
Microsoft Entra ID
Your other teams and applications
Check departure arrangements
Use the correct end date and record exceptions or delayed handover.
Have teams complete their tasks
Connect access changes to handover and return tasks for assigned equipment.
Keep unresolved work open
A closed account does not mean all equipment has been returned. Verify confirmed outcomes separately.
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.
Service Automation Suite · Central coordination
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.
Start with the employee
SAP SuccessFactors
Onboarding or role change and agreed equipment
Confirmation & records
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 SAP SuccessFactors to your other applications, map the data and use the response in the next step. Configure it centrally in Service Automation Suite.
Agree access and application scope
Employee Central offers OData interfaces, among others. Review required entities, effective dates, data selection and permissions. Other SuccessFactors modules and write-back require separate configuration decisions.
Choose 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.
Build 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.
Configure 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.
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.
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.
Need 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
SAP SuccessFactors in your wider workflow
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SAP SuccessFactors
Microsoft Entra ID
