Import Employee Records from Oracle HCM Cloud to Salesforce

Import Employee Records from Oracle HCM Cloud to Salesforce

Use this recipe to import employee records from Oracle HCM Cloud to Salesforce.

Note: This recipe is available as Oracle HCM Cloud — Salesforce | Import Employee Records in the Integration Store. Oracle provides this recipe as a sample only. The recipe is meant only for guidance, and is not warranted to be error-free. No support is provided for this recipe.

Overview

This recipe creates corresponding users in Salesforce for employee records in Oracle HCM Cloud, according to a schedule specified in Oracle Integration.

To use the recipe, you must install the recipe package and configure the connections and other resources within the package. Subsequently, you can activate and run the integration flow of the package manually or specify an execution schedule for it. When triggered, the integration flow reads the employee records from the Oracle HCM Cloud instance and, in turn, creates corresponding user records in your Salesforce instance.
While running the recipe, you can configure the integration flow to read Oracle HCM Cloud employee records created after a specified time, thereby picking up only the new or required employee records in each run.

System and Access Requirements

Before You Install the Recipe

You must perform the following configuration tasks on your Oracle HCM Cloud and Salesforce instances in order to successfully connect to these external systems using Oracle Integration and transfer employee records between them.

Configure Oracle HCM Cloud

To access the Oracle HCM Cloud instance from Oracle Integration and read employee records, you’ll need to create a user account for Oracle Integration on Oracle HCM Cloud, and make a few other configurations. See Prerequisites for Creating a Connection.

Configure Salesforce

To access Salesforce from Oracle Integration and create user records, you must perform certain configurations on your Salesforce instance.

You must create a user account on Salesforce for Oracle Integration. You’ll use the credentials of this user account while configuring the Salesforce connection in Oracle Integration.

Log in to your Salesforce instance as an Administrator and execute the following tasks.

Note: The steps provided here apply to the Salesforce Classic UI. If you’re using the Lightning Experience UI on your Salesforce instance, switch to the Classic UI.

  1. Create an API-enabled custom role. You’ll assign this role to the user account you’ll subsequently create for Oracle Integration.

    1. On the Salesforce Setup page:

      1. Expand Manage Users under the Administer section in the left navigation pane.

      2. Click Profiles.

    2. On the Profiles page, click New Profile.

    3. On the resulting page:

      1. Select Standard User in the Existing Profile field.

      2. Enter a name for the new profile, for example, API Enabled, and click Save.

      The new profile is now saved, and the Profile Detail page of the new profile is displayed.

    4. Click Edit on the Profile Detail page.

    5. On the Profile Edit page:

      1. Scroll to the Administrative Permissions section and ensure that the API Enabled check box is selected.

      2. Scroll to the Standard Object Permissions section and perform the following actions.

        • In the Accounts row, leave the Read, Create, Edit, and Delete boxes checked. Additionally, select the ViewAll check box.

        • In the Contacts row, leave the Read, Create, Edit, and Delete boxes checked. Additionally, select the ViewAll check box.

        • In the Price Books row, leave the Read box checked. Additionally, select the Create, Edit, and Delete check boxes.

        • In the Products row, leave the Read box checked. Additionally, select the Create, Edit, and Delete check boxes.

      3. Scroll to the end of the page and click Save.

  2. Create a user account for Oracle Integration and assign the custom role created previously to this account.

    Note: If you have already created a user account for Oracle Integration, you can assign the API-enabled custom role to the existing account.

    1. On the Profile Detail page of the API Enabled profile, click View Users.

    2. Click New User in the resulting page.

    3. On the New User page:

      1. Enter a first name and last name for the user, for example, Integration User05.

      2. In the Email field, enter a valid email address.
        The email address you enter is automatically populated in the Username field. Note this username.

      3. In the User License field, select Salesforce.

      4. In the Profile field, select the profile you created previously, that is, API Enabled.

      5. Scroll to the end of the page, ensure that the Generate new password and notify user immediately check box is selected, and click Save.
        The user account is now created, and a verification email is sent to the email address you provided for the account.

    4. Log in to the corresponding email account and click the Verify Account button in the email message from Salesforce.
      You’re redirected to the Salesforce instance to set a password for the new user account.

    5. Set a password and note the same.
      Subsequently, you’re signed in to the Salesforce instance with the new account.

      Note: If you’re shown the Lighting Experience UI, switch to the Salesforce Classic UI.

    6. Generate a security token for the new user account. You’ll need this security token along with the password to access Salesforce using Oracle Integration.

      1. Stay signed in as the new user and click the user name at the top of the page to open a menu.

      2. Click My Settings in the menu.

      3. On the My Settings page, in the Quick Links section, click Edit my personal information.

      4. On the resulting page, click Reset My Security Token in the left navigation pane.

      5. Click the Reset Security Token button.
        A new security token is sent to the email address associated with the account. Note the security token.

      6. On the Salesforce instance, click the user name again and select Logout from the menu. Log back in as the Administrator.

  3. Identify your current Salesforce API version. See Find Your Current Salesforce API Version.

  4. Identify your Salesforce instance type. See Identify Instance Type of Your Salesforce Organization.

Install and Configure the Recipe

On your Oracle Integration instance, install the recipe package to deploy and configure the integration and associated resources.

  1. On the Oracle Integration home page, scroll to the Accelerators & Recipes section.

  2. Click Search All.

  3. Find the recipe package that you want to install.

  4. Select the package, and then click the Install Install icon icon.

  5. After the package is installed, click the Configure Configure icon icon on the recipe card to configure the resources deployed by the package.

    The Configuration Editor page opens, displaying all the resources of the recipe package. Configure the following resources before you activate and run the recipe.

Configure the Oracle HCM Cloud Connection

  1. On the Configuration Editor page, select Oracle HCM Cloud Connection.

  2. Click Edit Edit icon.
    The connection configuration page appears.

  3. In the Connection Properties section, enter the Oracle HCM Cloud host name. For example: https://your_domain_name.fa.DC.oraclecloud.com.

  4. In the Security section, enter the following details.

    Field Information to Enter
    Security Policy Select Username Password Token.
    User Name Enter the user name of the account created for Oracle Integration on Oracle HCM Cloud. See Configure Oracle HCM Cloud.
    Password Enter the password of the account created for Oracle Integration on Oracle HCM Cloud.

  5. Click Save. If prompted, click Save for a second time.

  6. Click Test to ensure that your connection is successfully configured.
    A confirmation message is displayed if your test is successful.

  7. Click Back Back icon to return to the Configuration Editor page. Click Save again if prompted.

Configure the Oracle Salesforce Connection

  1. On the Configuration Editor page, select Oracle Salesforce Connection, then click Edit Edit icon.
    The connection configuration page appears.

  2. In the Connection Properties section, enter the following details.

    Field Information to Enter
    Select Salesforce.com Instance Type Select Production or Sandbox based on your Salesforce instance type.
    API Version Enter your current Salesforce API version. To obtain the API version, see  Configure Salesforce.

  3. In the Security section, enter the following details.

    Field Information to Enter
    Security Policy Leave Salesforce Username Password Policy selected.
    Username Enter the username of the account created for Oracle Integration on Salesforce. See Configure Salesforce.
    Password

    Enter the password of the account created for Oracle Integration on Salesforce.

    Note: To the password, you must also append the security token generated for the same account.

  4. Click Save. If prompted, click Save for a second time.

  5. Click Test to ensure that your connection is successfully configured. In the resulting dialog, click Test again.
    A confirmation message is displayed if your test is successful.

  6. Click Back Back icon to return to the Configuration Editor page. Click Save again if prompted.

Configure the Lookup Table

Edit the lookup table to map the designations of Oracle HCM Cloud employees to the required Salesforce profiles and roles with which the corresponding Salesforce user records must be created. In addition, enter an email ID to receive error messages.

  1. On the Configuration Editor page, select the lookup table, and click Edit Edit icon.

  2. In the OracleHCMDesignation column, enter a designation available for Oracle HCM Cloud employee records. For example, Consultant or Senior Consultant.

  3. In the Salesforce_Profile_ID and Salesforce_Role_ID columns, enter the IDs of the Salesforce profile and role with which the Salesforce user records must be created, for the specified HCM designation.

  4. Against the EmailTo cell in the Entity column, enter an email ID of your choice to receive error messages.

  5. Click Save. If prompted, click Save for a second time.

  6. Click Back Back icon to return to the Configuration Editor page.

    Note: The lookup table contains some example values. Change them as necessary.

Activate and Run the Recipe

After you’ve configured the connections and the lookup table, activate the recipe package and run it.

  1. On the Configuration Editor page, click Activate in the title bar. In the Activate Package dialog, click Activate again.
    A confirmation message is displayed informing that the integration has been submitted for activation. Refresh the page to view the updated status of the integration.

  2. Run the recipe.

    1. On the Configuration Editor page, select the integration flow.

    2. Click Run Run icon, then click Submit Now.

    3. In the dialog that appears, click Confirm.
      The Schedule Parameters page is displayed, where you can specify a value for the LastRunTime parameter. This parameter stores the date and time of the most-recent successful run of the integration flow. The parameter’s value is automatically updated after each successful run, and only the Oracle HCM Cloud employee records created after the date-time stamp stored as the parameter’s Current Value are processed by the integration in each run. If you want to change the date-time stamp for a specific scenario, enter the date and time of your choice in the New Value field in the format, yyyy-MM-dd HH:mm. To fetch all the employee records from the beginning, set the value as zero.

    4. Click Submit on the Schedule Parameters page.
      You’ve now successfully submitted the integration for execution.

      Note: You can also schedule this integration to run at a date, time, and frequency of your choosing. See Define the Integration Schedule.

  3. Monitor the execution of the integration flow in Oracle Integration.

    1. On the Configuration Editor page, select the integration flow.

    2. Click Run Run icon, then click Track Instances.

    3. On the Track Instances page, you’ll see the integration flow of the recipe being triggered and executing successfully.
      The recipe now imports employee records from Oracle HCM Cloud to Salesforce.

  4. Log in to your Salesforce instance and check for the new users created.

    1. On the Salesforce Setup page (in the Classic UI), expand Manage Users under the Administer section in the left navigation pane.

    2. Click Users.
      The list of users is displayed, which contains the user records created for employee records in Oracle HCM Cloud.

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