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      HRIS/HRMS Integration Basics

      With an HRIS/HRMS integration, your employee information in Quantum Workplace is regularly updated according to your organization's employee database. 

      Last Updated: October 25, 2024

      In this article: 

       

      Overview

      With an HRIS/HRMS integration, your employee information in Quantum Workplace is regularly updated according to your organization's employee database. Learn more about integration types and FAQs.

      This ensures employee information is up-to-date as you use other tools and helps with automating user management and Quantum Workplace's features, i.e. Goals, Surveys, Recognition, etc.

      Download a template file of an HRIS integration Excel file.

      HRIS/HRMS Integration Vendors

      HRIS/HRMS integration vendors categorized by type.

      Learn more about the different HRIS/HRMS integration types.

      Quantum Workplace Partner Integrations

      The following HRIS/HRMS integrations have patterned with Quantum Workplace to offer data connectors within their marketplace.

      *Integration has pre-built API connectors with Quantum Workplace.

      API Integrations

      The following HRIS/HRMS integrations have pre-built API connectors with Quantum Workplace. 

      Flat File Integrations

      The following HRIS/HRMS integrations communicate data with Quantum Workplace via an automated file export, learn more.

      • Oracle
      • Paycor

      Set Up an HRIS/HRMS Integration

      To set up a new HRIS/HRMS integration for your organization: 

      1. Click and expand Administration in the left-hand navigation menu 
      2. Click Integrations 
      3. Click the HRIS/HRMS card
      4. Select the Integration Option


        • The rest of this article will cover the Integrate with another system option
        • To set up an integration via ADP Workforce Now, click here
      5. Complete the fields with information for the IT employee who will coordinate with Quantum Workplace to set up the integration
      6. Click Send Request to submit the form

      Once Quantum Workplace receives the Integration request form, your CIM/CSM will follow up with the next steps. This typically includes creating the report on your end and setting up the data transmission.

      Details for Your IT Team

      Integration Methods

      • Flat File: You create a report within your HRIS, and then set up an automated file export to an SFTP site via a CSV file. This file will be automatically imported overnight into your organization in Quantum Workplace's system.
      • Report as a Service: If your organization uses any of the following HRIS vendors, you can create a report within your HRIS, then share API credentials with Quantum Workplace to pull reports nightly via pre-built API connectors.

        Quantum Workplace provides pre-built API connectors for the following HRIS vendors: 
        • Workday
        • BambooHR
        • Ultipro/UKG
        • Namely
      • Partner Integrations: Quantum Workplace has partnered with ADPWFN and Paychex to offer data connectors within their marketplace. Quantum Workplace can send instructions to qualifying organizations to install the data connector, send a sample data file, and map the data in Quantum Workplace's system. 

        Quantum Workplace will send a sample file to approve prior to finalizing to ensure the correct data is being pulled. 

      Frequency and Timing

      Employee data feeds are processed overnight.

      Preferred File Format

      For flat file transfer, the preferred file format is comma-separated values (CSV) with double quotation marks surrounding any text that contains commas. Other delimited file formats can be accommodated upon request. 

      Each day's filename should include a date stamp, e.g. OrganizationName_EmployeeFile_YYY-MM-DD, this ensures the file doesn't overwrite a previous day's file. 

      File Contents

      Each file should contain all active employees and employees terminated within the last 30 days. After a terminated employee has been included in 30 days' worth of files, they can be removed from the file feed.

      In flat file format, each row represents an employee.

      The file should contain demographics required by Quantum Workplace, as well as any demographics you want available in analytics.

      Learn more about users and demographics.


      • Orange header: Demographics required by Quantum Workplace, i.e. EmployeeID, Title, HireDate, etc
      • Blue header: Customizable demographics, can be added/edited as your organization sees fit, i.e. SecondaryEmail, Department, etc.

      Download a template file of an HRIS integration Excel file.

      Note: Ensure the demographic names are in the header row.

      Video: Sample User Data File Instructions

      Refer to this video to learn how to successfully configure and upload your user data file.

      Timestamps:

      • 00:00 - Intro
      • 00:29 - Required and strongly recommended demographics
      • 08:47 - Additional, optional demographics
      • 12:30 - Non-HRIS demographics i.e. self-reported demographics and supplemental data files
      • 14:06 - Column order & etiquette

      Check Integration History

      To check the import history for an existing HRIS/HRMS integration: 

      1. Click and expand Administration in the left-hand navigation menu 
      2. Click Integrations 

      Additionally, any errors associated with the file transfer are noted under the Errors Found column. Use this to identify the date of the file and address the error.