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How to Set Up SuccessFactors API Integration: Complete Setup Guide

This article should be referenced prior to beginning your CLARA / SAP SuccessFactors integration.

Updated this week

Prerequisites

  • Before You Begin

  • Required Access Level: Administrative privileges are essential for this setup process. Without admin access, the configuration sections mentioned in this guide won't be accessible through your SuccessFactors interface.

  • For Non-Admins: If you lack administrative permissions, delegate this integration setup to your SuccessFactors administrator.

  • System Requirements: Your SuccessFactors environment should have OData v2 API functionality enabled (this is typically active by default).

Overview

Integration Timeline & Process

Expected Duration: Approximately 30 minutes

This integration requires completing four essential components:

  1. User Account Creation: Establish a dedicated user account with appropriate permission grouping.

  2. Role Configuration: Build and configure a custom permission role.

  3. Group Assignment: Link the permission role to your newly established group.

  4. Credential Generation: Create API authentication credentials for the configured role.

Step 1: Locating Your API Endpoint

Your API endpoint location depends on your geographical region and data center placement.

Method 1: Using SAP's URL Directory

  • Navigate to the official SuccessFactors API URLs documentation. SuccessFactors API URLs list.

  • Apply filters to show production environments (skip this for preview instances).

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Quick Reference: Your API server URL often mirrors your login domain structure (e.g., if you access pmsalesdemo8.successfactors.com, your API might be at salesdemo12345.successfactors.com ).

Alternative Method: Contact your SAP consultant directly for the correct API domain, as SAP recommends this approach when the self-service method isn't feasible.

Step 2: Finding Your Company Identifier

  1. Click your profile image (top-right corner).

  2. Select "Show version information" from the dropdown.

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3. Copy the alphanumeric value displayed next to "Company ID."

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Step 3: Setting Up the Integration User

Accessing the Import Tool

  1. Open the admin center's search console.

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2. Enter "Import Employee Data" in the search field.

3. Click the matching result that appears.

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Preparing the Import Template

  1. Click "Import data" followed by "Download Template."

  2. Select "Basic Import" from the entity dropdown.

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3. Click "Generate Template" to download the CSV file.

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Configuring User Data

Add a new row to your downloaded CSV with these minimum required fields:

Field

Example Value

Notes

Status

active

Must be active

User ID

SFAPI_INTEGRATION

Choose any unique identifier

Username

SFAPI_INTEGRATION

Should match User ID

First name

API

Any descriptive name

Last name

Integration

Any descriptive name

Email

Doesn't need to be valid

Manager

NO_MANAGER

Standard value

HR

NO_HR

Standard value

Default locale

en_US

Regional setting

Important: Always generate your own template rather than using examples, as SuccessFactors instances have unique configurations.

Now click on "Download Template" and then on "Import Data" to switch back.

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Importing the User

  1. Select "Basic Import."

  2. Upload your modified CSV file using the "Browse" button.

  3. Click "Validate Import File Data."

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4. Upon successful validation, click "Import."

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5.. Confirm the success dialog appears.

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Please keep the .csv file open in the background, as you will need to reference it later.

6. Verification: Search for your new user by name or username in the "People" section. Note that new users may take several minutes to appear in search results.

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Once the user shows up as described in step 12, you can move on to creating the permissions group.

Step 4: Establishing Permission Groups

Creating the Group

  1. Search for "Manage Permission Groups" in the admin interface.

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2. Click the corresponding action.

3. Select "Create New" on the resulting page.

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Configuring Group Settings

  1. Assign a descriptive name to your group.

  2. Click "Pick a category" and select "Username.”

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3. Search for your previously created user using their username.

4. Check the box next to the user and click "Done."

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5. Verify the user appears in the people pool and click "Done" again.

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Step 5: Building Permission Roles

Role Creation

  1. Search for "Manage Permission Roles."

  2. Click the matching action.

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3. Select "Create New" on the new page.

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4. Enter a descriptive name for your permission role.

5. Click the "Permission" button.

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Assigning Permissions

The specific permissions required depend on your integration needs. To identify the correct permissions:

  1. Refer to your connection flow documentation for required scopes.

This is just an example. To see the scopes that are required for you, open the connection flow.

2. For each permission category listed, locate the corresponding section in the SuccessFactors sidebar.

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3. Use STRG+F to quickly find specific permission names.

4. Check each required permission within its category.

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5. Click "Done" when all permissions are selected.

Linking Groups to Roles

  1. Click "Add" in section 3 of the role configuration.

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2. Click "Select" in the new window.

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3. Enter your permission group name and select it. (if you haven't created one yet, click here) and select it.

4. Click "Done" to confirm the selection.

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5. Click "Done" again to finalize.

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6. Save your changes.

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Step 7: Finalizing the Integration

Retrieving Credentials

  1. Search for "Manage OAuth2 Client Applications.”

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2. Click the corresponding action.

3. Select "Register Client Application."

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Application Configuration

  1. Enter a descriptive application name.

  2. Provide any valid URL (the specific URL doesn't matter for functionality).

3. Check the "Bind to Users" option

4. Click "OK.”

User Binding and Certificate Setup

  1. Enter the USERID of your created integration user.

Important: Do not generate an X.509 certificate. Instead, copy the certificate from your connection flow.

2. Paste the certificate and click "Register."

3. Click "View" in the top row of results.

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4. Get the API key.

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Completing Setup

  1. Paste the API key and the name of the API user into the connection flow.

  2. Click "Set up integration" to finalize the process.

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Troubleshooting Tips

  • User Search Issues: New users may take several minutes to appear in search results

  • Permission Problems: Ensure all required permissions are checked before saving the role

  • API Domain Questions: When in doubt, contact your SAP representative for the correct endpoint

  • Template Errors: Always generate fresh CSV templates rather than reusing old ones

This integration establishes a secure connection between your SuccessFactors instance and external applications, enabling automated data exchange while maintaining proper access controls.

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