Join, move & leave
Use employee changes to coordinate agreed account, equipment and service tasks.
All integrations
Employee data
Connect Youforce through API Composer, Endpoint Composer or webhooks. Use available data and events to start agreed processes, pass information on and return status. We choose the right route based on available API functions, permissions and webhook capabilities.
From product to process
How to use the integration
Keep people records current
Synchronise agreed person and organisation fields between the relevant applications.
Handover & return
Connect staff changes to equipment handover and confirmed return.
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 Youforce 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 Youforce to TOPdesk Popular
Keep people and companies current in TOPdesk.
Use Youforce 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 Youforce. 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.
Onboarding
From employee change to a complete start.
Service Automation Suite connects IAM to the wider employee workflow. Use a matrix in Service Automation Suite to relate roles to access, assets and tasks, for example. Combine those rules with current HR and TOPdesk data and agree who maintains the matrix. This determines the changes and actions needed.
Lifecycle matrix, form & exceptions
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Employee, date & current situation
Microsoft Entra ID
Microsoft Intune
Activities, accounts, handover & signing
Combine available information
Use the HR change and current person, access and asset data. Forms or reviews supply missing information and exceptions.
Let the matrix define the route
Service Automation Suite applies role profiles, conditions and effective dates. Start or update the TOPdesk change with appropriate activities for HR, IT and facilities.
Execute, confirm and update
Connect account and group actions to asset handover and confirmation. Include ValidSign signing and file storage where needed. Return outcomes to the activities.
Complete the loop with HR
Once the account is created, write agreed account data or status back to AFAS or the chosen HR source. The TOPdesk activity receives the same outcome. HR and IT no longer need to copy or chase confirmation separately.
View the complete employee lifecycle
Role change
A different role. An appropriate new setup.
Service Automation Suite connects IAM to the wider employee workflow. Use a matrix in Service Automation Suite to relate roles to access, assets and tasks, for example. Combine those rules with current HR and TOPdesk data and agree who maintains the matrix. This determines the changes and actions needed.
Lifecycle matrix, form & exceptions
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Employee, date & current situation
Microsoft Entra IDChange, activities, accounts & assets
Combine available information
Use the HR change and current person, access and asset data. Forms or reviews supply missing information and exceptions.
Let the matrix define the route
Service Automation Suite applies role profiles, conditions and effective dates. Start or update the TOPdesk change with appropriate activities for HR, IT and facilities.
Execute, confirm and update
Connect account and group actions to asset handover and confirmation. Include ValidSign signing and file storage where needed. Return outcomes to the activities.
Complete the loop with HR
Return confirmed changes or revocations to TOPdesk activities and, where agreed, the HR source. Employee records, execution and follow-up stay aligned.
Offboarding
Departure known. Access and assets follow through.
Service Automation Suite connects IAM to the wider employee workflow. Use a matrix in Service Automation Suite to relate roles to access, assets and tasks, for example. Combine those rules with current HR and TOPdesk data and agree who maintains the matrix. This determines the changes and actions needed.
Lifecycle matrix, form & exceptions
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Employee, date & current situation
Microsoft Entra IDChange, activities, accounts & assets
Combine available information
Use the HR change and current person, access and asset data. Forms or reviews supply missing information and exceptions.
Let the matrix define the route
Service Automation Suite applies role profiles, conditions and effective dates. Start or update the TOPdesk change with appropriate activities for HR, IT and facilities.
Revoke, recover and complete
Connect revocation of access and groups to asset returns. Update relationships and records, keeping open activities visible until their outcome is known.
Complete the loop with HR
Return confirmed changes or revocations to TOPdesk activities and, where agreed, the HR source. Employee records, execution and follow-up stay aligned.
IAM & auditability
From access decision to demonstrable execution.
A closed ticket does not explain why access was granted or what actually happened. Connect the IAM decision to approval, TOPdesk activities and outcomes from the systems involved. Support auditability and accountability, including within BIO2.
Applied rules, actions & exceptions
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Person, request, reason & approval
Microsoft Entra IDActivities, outcome & follow-up
Record the decision with the request
Connect the person, reason and required approval to the requested access or assets.
Connect activities to actual outcomes
Return system actions and manual confirmations to the TOPdesk change and activities. A sent command does not prove successful execution.
Keep exceptions actionable
Show what was executed, what differs and who must act. This supports controls and reviews; compliance also requires appropriate policies and operations.
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 Youforce 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
Youforce in your workflow
Pull up a chair. Or join us online.
Over coffee, tea or online: tell us what you are working on.
We can help with the integrations, automation and coordination your process needs, even if your application is not listed yet.
