SAP SuccessFactors | 24 Dec 2024

How to Integrate SAP SuccessFactors with Microsoft Office 365 for Enhanced Collaboration

Seamless integration between enterprise applications offers improved collaboration, efficiency, and productivity. Integrating SAP SuccessFactors with Microsoft Office 365 combines the strengths of a leading human experience management (HXM) solution and a robust suite of productivity tools. It enables users to collaborate more seamlessly and complete everyday HR tasks directly within Microsoft 365 applications. Real-time collaboration lets multiple users simultaneously work on documents stored in Office 365 applications like Word, Excel, and PowerPoint, improving collaboration on SuccessFactors-related tasks.

Benefit Integrating SAP SuccessFactors with Microsoft Office 365

Enhanced Productivity:

Employees can access HR-related information directly within Office 365 tools such as Microsoft Teams, Outlook, and Word. They can utilize a familiar interface, which reduces the learning curve and boosts productivity. Additionally, repetitive tasks and workflows between two applications can be automated, such as automatically updating SAP records when a related email arrives in Outlook.

Unified Collaboration:

Microsoft tools enable real-time collaboration on HR documents and reports. Users can collaborate on SuccessFactors data and documents in Microsoft Teams using chat, video calls, and shared workspaces. In Outlook, the data can be accessed and manipulated, enabling interaction with workflows, approvals, and notifications directly from the email client.

Improved Employee Experience:

Deliver HR notifications and tasks using the tools employees use daily. Integrating platforms can foster a cohesive and efficient work environment that enhances collaboration, streamlines operations, improves data management and drives business growth.

Streamlined HR Processes:

Automate routine tasks and streamline workflows like leave approvals, performance reviews, and onboarding, freeing up personnel to focus on more strategic activities and improving overall resource utilization.

Prerequisites

Before starting the integration, ensure you have:

Administrative access to SAP SuccessFactors and Microsoft Azure Active Directory (Azure AD).
Necessary licenses for SAP SuccessFactors and Microsoft Office 365.
API access enabled for SAP SuccessFactors.
A basic understanding of both platforms’ APIs and configuration options.

As the administrator for your organization’s SAP SuccessFactors system, you’ll need specific permissions or support from your Microsoft 365 implementation partners with the following roles:

SAP SuccessFactors System Administrator: Responsible for establishing and configuring the connection between SAP SuccessFactors and Microsoft 365 via the Work Tech Configuration page.
Microsoft 365 Global Admin: Required to grant Microsoft Graph API permissions to SAP SuccessFactors.
Microsoft 365 Teams Admin: Needed to install the SAP SuccessFactors app in Teams and configure the necessary permission policies.

Step-by-Step Integration Process

Set Up Single Sign-On (SSO)

Single Sign-On simplifies the login process for users, ensuring secure and seamless access to both platforms.

Configure Azure AD as the Identity Provider (IdP).
Set up SAP SuccessFactors as a service provider in Azure AD.
Exchange SAML metadata files between the platforms.
Test the SSO configuration to verify seamless login for users.

Enable SAP SuccessFactors APIs

To allow communication between SAP SuccessFactors and Office 365, enable relevant APIs:

Go to the SAP SuccessFactors Admin Center.
Navigate to Manage Integration Tools and enable OData APIs.
Generate an API user and assign the required permissions.

Connect Microsoft Power Automate

Microsoft Power Automate (formerly Microsoft Flow) is a powerful tool for creating workflows between Office 365 and SAP SuccessFactors.

Log in to Power Automate and create a new workflow.
Choose SAP SuccessFactors as the trigger app and Office 365 tools (e.g., Teams, Outlook) as actions.
Examples:
Notify managers in Teams when a direct report submits a leave request.
Send automated emails through Outlook for performance review deadlines.

Integrate Microsoft Teams with SAP SuccessFactors

Microsoft Teams is a central collaboration hub, making it a valuable integration point.

Install the SAP SuccessFactors app from the Microsoft Teams app store.
Authenticate using your SAP SuccessFactors credentials.
Configure notifications and workflows for tasks such as goal updates, feedback requests, and approvals.

Embed Office 365 in SAP SuccessFactors

Integrating Office 365 apps like Word or Excel into SAP SuccessFactors allows HR teams to edit documents without switching platforms.

Use SAP Fiori tools to embed Office 365 apps into the SuccessFactors interface.
Enable contextual data sharing between the platforms to streamline document creation and collaboration.

Leverage Microsoft Graph API

Microsoft Graph API provides a unified endpoint to access Office 365 services and integrate them with SAP SuccessFactors data.

Use Graph API to retrieve and update user data, calendar events, or emails based on HR actions in SuccessFactors.
Example: Schedule meetings in Outlook when onboarding new employees.

What does this Integration Mean for HR?

Start a Teams Chat from SAP SuccessFactors: Depending on the status of the latest People Profile enablement, users can initiate a Teams chat directly from a user’s quick card, profile header, or Profile Preview.
Access Quick Actions and Notifications via the SAP SuccessFactors App in Teams: Perform quick actions related to Continuous Performance Management, Employee Central, Employee Central Payroll, and Time Tracking. Additionally, they receive notifications for approvals, time-sensitive reminders, and other events.
Engage with SAP SuccessFactors Processes Using Outlook or Teams Online Meetings: They can leverage features for interview scheduling, enhancing collaboration and efficiency.
Leverage the AI-Assisted Microsoft Teams App Chat Feature: Powered by a built-in AI engine, users can effortlessly initiate HR transactions or access personal data through natural language queries.

Complete Everyday HR Tasks Right Inside Microsoft 365 Applications

Integrating SAP SuccessFactors with Microsoft Office 365 to unlock powerful synergies that enhance HR operations and improve overall employee experience. Organizations can leverage the combined capabilities of these platforms to streamline workflows, boost productivity, and foster collaboration. Whether you’re automating routine tasks or embedding advanced analytics, this integration ensures that your workforce has the tools to succeed.