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SAP SuccessFactors Integration with SMARTFENSE

  • Updated

This article describes how the one-way integration of SMARTFENSE with SAP SuccessFactors works and how to configure the daily export of audit logs via secure FTP.

Configuration available on our platform in the Settings > Integrations > SAP SuccessFactors section

Integration Overview

The integration allows SMARTFENSE to send audit logs to SAP SuccessFactors for direct processing, without additional tasks from the administrator. Communication is done via a secure FTP connection. Each log is generated from the interaction of a single user with a single SMARTFENSE campaign.

Contents of the logs
Each log includes user identification data, specific information about the user and the campaign, and general information necessary for integration with SAP SuccessFactors. The interactions that trigger the creation of an audit log are:

  1. Interactive Modules: completion of an Interactive Module.
  2. Videos: completion of a Video.
  3. Video Games: completion of a Video Game.
  4. Newsletters: opening of a Newsletter.
  5. Phishing Simulation: sending a Phishing simulation email.
  6. Ransomware Simulation: sending a Ransomware simulation email.
  7. Exams: passing or failing an exam.
  8. Surveys: completion of a survey.
     
Note: each log reflects a unique interaction between user and campaign, facilitating traceability for auditing and reporting.

 

SAP SuccessFactors Configuration

The following fields are part of the exported audit logs. They are configured globally and apply to all logs. The Duration in hours field can be adjusted per campaign from the Advanced menu during the creation of all campaign types.

Global Variables

  • Duration in hours: global value that can be edited per campaign from Advanced.
  • Component type: defines the component type in SAP SuccessFactors.
  • Completion status: sets the status upon finishing the activity.
  • Time zone: time zone used for timestamps.
  • Use time zone abbreviation: enables the use of zone abbreviations.
  • Abbreviation: defines the time zone abbreviation if used.
  • Tool name*: identifies SMARTFENSE as the source.
  • Adjust Employee ID to 8 characters: normalizes the employee identifier.
  • Completion date format: date format that SAP will receive.
  • Institution name: reference to the organization.
  • Currency of the adjusted hourly rate: currency for hourly rates.

Once configuration is complete, click Save.

Export via FTP

Communication between SMARTFENSE and SAP SuccessFactors is done via FTP. The export is daily, and each run sends only the logs generated the previous day.

  1. Complete the Server Data:
    • Server: domain name or IP address of the FTP server containing the CSV file to import.
    • Port: port through which SMARTFENSE will establish the connection with the server indicated above.
    • Use TLS: allows deciding whether the FTP connection will be made through a secure channel (Yes option) or an insecure channel (No option). recommendation: always use TLS, since the CSV file contains private data.
  2. Complete the User Data:
    • User: username of an account authorized to log in to the FTP server indicated in Server Data.
    • Password: password of the user account indicated above.
  3. Complete the Data of the file to export:
    • Directory Location: path where the file will be deposited.
    • File name: identifier of the export file.

    • File Format: select TXT or CSV.

      Note: if no name is specified, the file will default to "Reporte_SAP_Success_Factor". The extension is added automatically according to the selected format.
  4. Verify connectivity:
    • Click Check connection to validate access, credentials, and directory permissions.
  5. Define the Export status:
    • Export every day at 01:00 AM local time: select Yes or No according to operational need.
  6. Confirm:
    • Once data is completed and connection verified, press Save.



 

💡 Best practices:

  • Verify with the SAP partner or technical support the Completion date format and Time zone to avoid reporting discrepancies.
  • Keep Use TLS enabled and rotate the Password periodically to comply with auditing and security notification.
  • Standardize the Adjust Employee ID to 8 characters according to the SAP instance or license system to prevent import rejections.
  • Test Check connection after any change in Server, Port, or Directory Location to ensure process continuity.

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