There have been many blogs on integrating SAP SuccessFactors employees into Qualtrics 360 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)
- 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 | Field type |
| UniqueID | Person Unique ID Field |
| 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
