Setting up Integration Between HCM Worker and PSA Resource Records

You can set up PSA to automatically create PSA resources when a worker assignment record is created in HCM using the data mappings or transformation rules provided. For each publication that is to send information that can be received by subscribing applications, you must add the nodes that you want to include. You can add these types of node to your publications:

Warning: Warning Warning triangle
There is no restriction that prevents you from editing fields that originated from HCM. To restrict the fields that you can edit, set up object and field-level security appropriately on your orgClosedSalesforce organization.

Adding Nodes

  1. On the Registered Products tab, click the name of the product containing the publication you want to customize.
  2. Click the name of the publication you want to edit in the Publications related list.
  3. Click Right Arrow Description to expand the Description section.
  4. Click Add node icon. White plus symbol inside green circle at the level to which you want to add a node.
  5. In the Add Node popup:
    1. Select the type Static.
    2. Enter a unique key for the node.
    3. Enter a meaningful description for the node.
    4. Enter the data to be stored in the node.
    5. Click Update or Update and Add New depending on whether you want to add another node at the same level.
  6. Click Save.
  1. On the Registered Products tab, click the name of the product containing the publication you want to customize.
  2. Click the name of the publication you want to edit in the Publications related list.
  3. Click Right Arrow Description to expand the Description section.
  4. Click Add node icon. White plus symbol inside green circle at the level to which you want to add a node.
  5. In the Add Node popup:
    1. Select the type Field.
    2. Select the field that you want.
      Tip:

      If the field that you want is not listed, you might be able to reach it using a lookup field. Lookup fields are indicated by >. When you choose a lookup field another field drop-down is shown to enable you to obtain the value of a field from the related object. You can specify up to five lookup fields. This is known as a composite node.

    3. If required, enter a unique key for the node.
    4. Click Update or Update and Add New depending on whether you want to add another node at the same level.
  6. Click Save at the top of the Description section.
  1. On the Registered Products tab, click the name of the product containing the publication you want to customize.
  2. Click the name of the publication you want to edit in the Publications related list.
  3. Click Right Arrow Description to expand the Description section.
  4. Click Add node icon. White plus symbol inside green circle at the level to which you want to add a node.
  5. In the Add Node popup:
    1. Select the type Field.
    2. Select the lookup field that you want to obtain information from.
      Tip:

      Lookup fields are indicated by >. When you choose a lookup field another field drop-down is shown to enable you to obtain the value of a field from the related object. You can specify up to five lookup fields.

    3. If required, enter a unique key for the node.
    4. Click Update or Update and Add New depending on whether you want to add another node at the same level.
  6. Click Save at the top the Description section.
  1. On the Registered Products tab, click the name of the product containing the publication you want to customize.
  2. Click the name of the publication you want to edit in the Publications related list.
  3. Click Right Arrow Description to expand the Description section.
  4. If the node you want to obtain a value from is not listed, click Add node icon. White plus symbol inside green circle at the level to which you want to add the node.
    1. Select the type Relationship.
    2. Select a lookup from the Object drop-down list.
    3. Enter a unique key for the node.
    4. Click Update.
  5. Add the information in the related object that you want to include in the publication:
    1. Click Add node icon. White plus symbol inside green circle at the level of the node that you created in the previous steps.
    2. Select the type of node you want then complete the fields for that node type.
    3. If required, enter a unique key for the node.
    4. Click Update or Update and Add New depending on whether you want to add another node at the same level.
    5. Repeat these steps until you have added all the nodes that you want.
  6. Click Save at the top the Description section.
  1. On the Registered Products tab, click the name of the product containing the publication you want to customize.
  2. Click the name of the publication you want to edit in the Publications related list.
  3. Click Add node icon. White plus symbol inside green circle at the level to which you want to add the node.
  4. Select the type Relationship.
  5. Select a Related List from the Object drop-down list.
  6. If required, enter a unique key for the node.
  7. Click Update.
  8. Add the information in the related object that you want to include in the publication:
    1. Click Add node icon. White plus symbol inside green circle at the level of the list that you created in the previous steps.
    2. Select the type of node you want then complete the fields for that node type.
    3. If required, enter a unique key for the node.
    4. Click Update or Update and Add New depending on whether you want to add another node at the same level.
    5. Repeat these steps until you have added all the nodes that you want.
  9. Click Save at the top of the Description section.

Transforming Data

You can create data transformation tables that enable you to update target records in the subscribing application with different information depending on the information sent from the publishing application.

For example, you can create a data transformation table that you can converts types of worker from HCM to a boolean value, which is then used to determine whether that resource is an external resource in PSA.

You can also use data transformation tables to map names to record IDs.

The default data transformation tables are:

  1. Click the Data Transformation Tables tab.
  2. Click New.
  3. Enter a name.
  4. Add a meaningful description for the data transformation table.
  5. Click Save.

Data Transformations

To use a data transformation table, it must contain one or more data transformations that determine the source and target values. To add data transformations:

  1. Click New Data Transformation in the Data Transformations related list on the Data Transformation Table Detail page of the data transformation table you want to add to.
  2. Enter the first source value.
  3. [Optional] Enter the second source value.
  4. In the Target Value field, enter the value to return if the criteria in the source values are met.
  5. Click Save.
  6. Repeat these steps for each data transformation you want to add to the data transformation table.
Notes:

Each data transformation must contain a unique combination of source values.

Source values are not case sensitive.

When creating data transformations for lookups, we recommend that you enter the Salesforce ID of the item to be included instead of text. This reduces the load on Foundations and increases the performance of your integrations.

  1. On the Registered Products tab, click the name of the product containing the subscription you want to customize.
  2. Click the Subscription Name of the subscription you want to edit in the Subscriptions related list.
  3. Click Right Arrow Description to expand the Description section.
  4. Click the Edit icon Edit icon next to the subscription mapping for which you want to use a data transformation table.
  5. Select the Data Transformation Table you want.
  6. Click Update Mapping.
  7. Click Save.

Create HCM Worker Filters

HCM publishes worker messages with work assignments to Foundations. You can create filters that define which HCM Worker records are imported into PSA.

Note:

This step is optional, but recommended.

To create a worker filter for resources:

  1. If an appropriate key value or node does not exist in the Description related list of the Publication Detail page, add one. See Adding Nodes.
  2. Make a note of the key value of the node from the previous step.
  3. Depending on whether your resources are based on the contact or account object, enter the key values of the nodes on which you want to filter in the Worker Filter Field Key or Worker Account Filter Field Key custom field of the Foundations PSA Messaging Settings custom setting.
  4. Depending on whether your resources are based on the contact or account object, enter a semicolon delimited list of values on which you want to filter in the Worker Filter Values or Worker Account Filter Values custom field of the Foundations PSA Messaging Settings custom setting.
  5. Click Save.

For more information, see Foundations PSA Messaging Settings.

Configuring the HCM Sending Method

You can control the number of messages that HCM sends using the Deliver Now method. For more information, see FDN HCM Messaging Settings.

Recommended Additional Mappings

We recommend adding or creating the following mappings to set critical fields on the Contact object in PSA, and the Account object if Person Accounts are used.

Account ID

Note:

If your organization uses Person Accounts, you do not need to map the Account ID.

If you require all resources to have the same account ID:

  1. In the publication, add a node with type Static and the value of the account ID to use.
  2. In the subscription, map the node to the account ID on the Contact.

If you require resources to have different account IDs:

Create a new data transformation table that determines the account ID to be assigned to each resource. See Transforming Data.

Work Calendar ID

If you require all resources to have the same work calendar ID:

  1. In the publication, add a node with type Static and the value of the work calendar ID to use.
  2. In the subscription, map the node to the work calendar ID on the Contact.

If you require resources to have different work calendar IDs:

Create a new data transformation table that determines which work calendar ID gets assigned to the appropriate resource. See Transforming Data.

Tip:
If you accidentally delete one of the default mappings, you can restore the missing mappings for the publication or subscription. You cannot add these mappings using the Foundations Setup page.
To restore missing mappings:
  1. Navigate to the PSA Administration tab.
  2. Click the Foundations Administration link.
  3. In the relevant Publications or Subscriptions section of the Foundations Administration page, click Load All.

Additional Mappings for Checkbox Fields on Contact Object

Create mappings for these fields on the Contact object.

Is Resource checkbox:

  1. In the publication, add a node with type Static and a value of "true".
  2. In the subscription, map the node to the Is Resource field on the Contact object.

Is Resource Active checkbox:

Mapping the "Is Resource Active" field varies depending on your organization. Here are some examples:

In this scenario, you want only HCM Workers with an "active" status to be PSA Resources with Is Resource Active as true.

  1. In the publication, verify the workerStatus node is present. If it is not present, add it.
  2. In the subscription, transform the text field by creating a Data Transformation. Map the "inactive" and "terminated" values to "false" and the "active" value to "true".
  3. In the subscription, add the mapping. The Target is "Is Resource Active", the Message Key is "workerStatus", and the Transformation is the name of your Data Transformation.
  1. In the publication, add a field with type Static and a value of "true".
  2. In the subscription, map the "Is Resource Active" Target to the "IsActive" value.
  1. In the publication, verify the workerStatus and workerType fields are present.  If they are not present, add them.
  2. Create a Data Transformation with a Value 1 of "Active, a Value 2 of "Employee" and a Target value of "true". List all the permutations of values that equate to "false".
  3. In the subscription, add the mapping.  The Target is "Is Resource Active", the Message Key is "workerStatus", the Data Transformation Table is the name of your data transformation table, and the Additional Message Key is "workerAssignment - Worker Type".
  1. In the publication, verify the Worker fields are present. If they are not present, add them.
  2. Create a Checkbox formula field. Enter the criteria to define an active resource in your formula.
  3. In the subscription, map the "Is Resource Active" field to the formula field.

External Resource checkbox:

  1. In the publication, verify the workerType field is present. If it is not present, add it.
  2. In the subscription, transform the workerType text field by creating a Data Transformation. Map the type (for example "Contractor") to "true".
  3. In the subscription, add the mapping. The Target is "External Resource". The Message Key is "workerType", and the Transformation is the name of your Data Transformation.