There have been many blogs on integrating
SAP SuccessFactors employees into
Qualtrics project. Although most of these blogs are well written, I find that many details are missing and an average SuccessFactors / Qualtrics consultant needs to spend hours reading and understanding Help documents from both Qualtrics and SuccessFactors Support sites to piece together the right solution.
In this blog, I will list all the relevant steps needed when integrating SuccessFactors users to the Qualtrics survey platform.
Prerequisites
- Super Admin privilege in SuccessFactors instance.
- SuccessFactors SFTP login credentials.
- Qualtrics instance URL (it looks like: https://instancename.qualtrics.com)
- Qualtrics employee experience license is required.
- In Qualtrics, Brand Administrator permission.
SuccessFactors configuration
Start by enabling Qualtrics integration:
In SuccessFactors click
upgrade Centre.
Then search and click for
Qualtrics Employee experience.
Click
upgrade now.
Make sure that you have your Qualtrics’ instance URL, then paste it into dialog and press
Validate.
The address should look like that:
https://instancename.qualtrics.com.
When validated, click
Yes.
When finished, click
OK.
Now, go to
platform feature setting and make sure that
Enable Qualtrics feature is checked.
In the following steps you will set the RBP permission in SuccessFactors.
Open your Super Admin permission roll, under
Admin Center Permission and check the following:
- Access Qualtrics Integration
- Show Qualtrics in Main Navigation menu (check only if you want to see link to Qualtrics in the SuccessFactors menu)
Click
Done and
Save Changes
Object definitions
Before continuing, you should check that that the Qualtrics object definitions are correctly configured.
In most of the cases you do not need to change any configuration in this part.
Go to
Configure Object Definitions and find 3 objects:
QualtricsProjectAndSiteData, QualtricsEmailSurveyJobRespons, and
QualtricsEmailSurveyData
For all 3 Qualtrics objects, make sure the following:
Under
Security, permission category:
Miscellaneous Permissions.
If all objects’ configurations are set, you can continue to the next step.
Under
Miscellaneous Permissions find
QualtricsEmailSurveyData to enable access to
Email Survey Integrations.
Assign users with
View permission.
Assign administrators with
Edit permission.
Find
QualtricsProjectAndSiteData to enable access to in-app survey
Assign users with
View permission.
Assign administrators with
Edit and
Import/Export permissions.
When finish, Click
Done and
Save Changes
That’s it, all permissions are set, and you finally can start configuring the integration.
If you plan to setup In-app feedback of SuccessFactors performance evaluation process with Qualtrics Surveys, you can stop now
Configuring the integration
Search for
Business Scenarios and look for
Qualtrics Integration Definition - EC User Export to SFTP, and activate the integration.
Click the pencil icon to edit the integration
In the following screens you will configure the integration
Set the Output file type to
True SCV
Click Next to go to
Configure Fields, find
Username column, right click on
Username. Then select
Edit Calculation
Select
Concatenate/Append and then add # following by your Qualtrics instance name.
Example: if your Qualtrics instance URL is
https://acme.qualtrics.com, then in text to append is “#acme”
Please note that this is important only If you want to set up SSO between Qualtrics and SuccessFactors.
You can add more fields to your integration such as language or business units or any other by applying standard integration center practice.
In the next step,
Destination Setting, fill the relevant SFTP credentials.
You
only need to feel the
SFTP Username.
Do not forget to
Enable Server-Side Pagination.
Click
Next to move to the next step and schedule the integration then run the integration once.
Login to the SFTP and make sure that the user file correctly exported.
Download the integration file and save it. You will need it in the next step.
Tips:
You may find that the integration has some errors due to incorrect field mapping. This can be corrected by changing and correcting the
fields associations. you can also add new fields to the integration by requirements.
This is the last step in SuccessFactors integration, let’s move on to Qualtrics.
Qualtrics configuration
In the following steps you will configure the integration in Qualtrics side.
Open Qualtrics instance and go to
Directories and click on
Employee Directory.
Click on
New Automation
Name the automation then click
Create Automation.
Start by scheduling the automation. For example, once or two times per day.
Click
Continue.
In the next step, set the SFTP credentials. In this example you will use SFTP server.
Click
Continue
Insert SuccessFactors SFTP server credentials.
Note: Do not encrypt the file.
When finish click
Continue
Mapping SuccessFactors exported file to Qualtrics automation
Now map SuccessFactors exported file to Qualtrics automation.
- Download EMPLOYEE_EXPORT from SuccessFactors SFTP server.
- Click Select File and upload EMPLOYEE_EXPORT file to start mapping the fields.
Make sure that the fields map according to the following list:
Field name |
Field type |
UniqueID |
Person Unique ID Field |
Email |
Person Field |
Username |
Person Field |
ManagerID |
Person Field (important!) |
All rest of the fields |
Metadata Field |
When finish click
Continue
When done, the following screen displays the automation summary
Click
Enable Automation
Run
Start Manual Run or
Resume Automation
Conclusion
In this blog I listed all the necessary steps for configuring both SuccessFactors and Qualtrics users’ integration to create XM Qualtrics projects.