Oracle Cloud HCM: set up and integrate Oracle Cloud HCM with LearnUpon – Knowledge Base

Add learners automatically using Oracle Cloud HCM data

Connect Oracle Cloud HCM to LearnUpon, and map Oracle Cloud HCM attributes to LearnUpon custom user data to create dynamic rules.

Availability: depends on your LearnUpon plan

Contact your Customer Success Manager or Implementation Consultant to discuss.

If you use Oracle Cloud HCM to manage your HR records, you can integrate it with LearnUpon. Oracle Cloud HCM provides account information to set up learners' portal accounts automatically.

Learn more about Oracle Cloud HCM: LearnUpon is not responsible for content outside this website.

Oracle Cloud HCM and LearnUpon: overview

Connect your organization’s HR records to your learning portal

The integration works in one direction, sending user details from Oracle Cloud HCM to LearnUpon: Oracle Cloud HCM provides the single source of truth of learner details.

Oracle Cloud HCM provides default employee attributes from the following information types:

first name
last name
email

Using default attributes, LearnUpon creates learner accounts in your portal. You can add more attributes from Oracle Cloud HCM, by mapping attributes to LearnUpon custom user data fields.

Learners receive a unique link to the email address provided: the link expires after 72 hours.

for invites, learners receive a randomly generated password. They must change the password when they log in
for created accounts, learners must set a password at login

Note: by default, LearnUpon creates all new accounts as learners. After you create accounts, you need to edit some accounts to change their user type from learner to manager, instructor or admin.

See: Add users to your portal

For organizations that use SSO, LearnUpon creates learner accounts from Oracle Cloud HCM data but does not send a conventional email notification. Through SSO credentials, learners already have their login details, and don't need to set a new password.

See: Set up SAML SSO for your portal

LearnUpon checks Oracle Cloud HCM for new user details once a day to synchronize portal records to Oracle Cloud HCM. Optionally, the admin can start a sync manually from LearnUpon.

If a learner’s first name, last name or email address change in Oracle Cloud HCM, LearnUpon updates its version, but doesn’t send a new invitation.

If learners leave your organization, LearnUpon ends their access to the portal based on the termination date in Oracle Cloud HCM.

Tip: any changes you make in Oracle Cloud HCM can be manually synced an hour after the changes occur.

Admins can track invite progress in the portal the same way they track manual learner invites. In LearnUpon terms, invites that are not batch user uploads, or created through the API, are treated as manual.

From main navigation, go to Users > Pending Users for a current list of invites waiting for a response.

You can also export users to a CSV file, to view invite dates and all other user account information. See Users: download all user data in a portal

Once synchronized, you can see learners provided by Oracle Cloud HCM in your LearnUpon portal.

Oracle Cloud HCM status and learner invitations

For Oracle Cloud HCM's employee status field: if the status is inactive, LearnUpon does not synchronize the learner, and does not send them an invite to LearnUpon.

Handle existing learners in the LearnUpon portal

LearnUpon treats Oracle Cloud HCM as the source of truth about learner details.

After setup, the integration “fetches” all the learners from Oracle Cloud HCM based on their email addresses, to map them in LearnUpon, including updating the custom user data for existing portal accounts.

Map your data: connect Oracle Cloud HCM fields to LearnUpon custom user data

Use attributes from Oracle Cloud HCM to fill out custom user data fields in LearnUpon. LearnUpon’s custom user data runs the dynamic rules to add learners to groups.

The integration supports connecting your HRIS fields to any of the field types in LearnUpon.

See: Custom user data: set up custom fields

Note: for custom user data fields that use choice, aka drop-down fields, the drop-down values available must match exactly between Oracle Cloud HCM and LearnUpon. If they don’t match, Oracle Cloud HCM can’t send the correct value to LearnUpon.

When you use the following field types in custom user data, make sure the values are identical to the corresponding field in Oracle Cloud HCM:

String choice
Decimal choice
Integer choice

When you create groups, you can set up courses to enroll learners automatically as soon as they join a group.

Map your data: connect customized HRIS fields to LearnUpon custom user data

Contact your Customer Success Manager or the Support team, to map your custom fields to LearnUpon custom user data. Use your custom fields to run dynamic rules in LearnUpon, and automate assigning learners to groups and enrollments.

Access permissions

admins with full portal permissions: can set up the feature

The integration is available for top-level and sub-portals.

Note: each portal requires a separate Oracle Cloud HCM instance.

The LearnUpon admin who sets up the integration requires access to a Oracle Cloud HCM admin account and appropriate permissions in Oracle Cloud HCM. During setup the admin gives consent for LearnUpon and Oracle Cloud HCM to connect to each other.

Prerequisites

In Oracle Cloud HCM: create an account and set permissions

appropriate administrator account and admin permissions
REST server URL
user name
password

You obtain the credentials required for an API connection by completing a form for Oracle Cloud HCM. See instructions about obtaining your Oracle Cloud HCM REST server URL, user name and password.

In LearnUpon: set up groups, custom user data and dynamic rules

To make the most of the integration, you need groups and dynamic rules set up, based on LearnUpon custom user data. See:

Add Oracle Cloud HCM to your portal: first-time setup

Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.

See instructions about obtaining your Oracle Cloud HCM REST server URL, user name and password.

From main navigation go to Settings > Integrations > HR Integrations.
Select Oracle Cloud HCM.
From Oracle Cloud HCM page, select + Connect.
In the Oracle Cloud HCM dialog that opens, select Continue to access Oracle Cloud HCM from LearnUpon.
In the Oracle Cloud HCM dialog that opens, enter the following credentials and select Next to continue:
- REST server URL
- user name
- password
Review the data that LearnUpon can now receive from Oracle Cloud HCM and select Continue.
Select Finish.

On HR Integrations, the integration appears as Active.

Map your data from Oracle Cloud HCM to LearnUpon

The integration uses standardized field names to make connecting between applications easier. The listed attributes for Oracle Cloud HCM may vary slightly from what you see in Oracle Cloud HCM pages.

From main navigation go to Settings > HR integrations.
Select Oracle Cloud HCM.
From the main page select Map your data > Add new mapping.
From Select attribute field, select an Oracle Cloud HCM attribute name.
From Select CUD field, select a LearnUpon custom user data field to match.
When required:
- repeat these steps to create as many fields as you need
- select X next to a row to remove a connection
Save changes to finish.

Set defaults to add Oracle Cloud HCM learners

This process sets the default behavior for the integration, to add accounts from Oracle Cloud HCM. These settings apply during the daily synchronization, or when you run a manual sync.

From main navigation go to Settings > HR integrations.
Select Oracle Cloud HCM.
Select Invite configuration.
From When do you want to invite them? select 1 of:
- When they are added to Oracle Cloud HCM
- On their hiring date
From How to add new users? select 1 of:
- Create as an active user and send a welcome email
- Create as active user only
- Create as pending user and send invitation email
Save changes to finish.

Synchronize between LearnUpon and Oracle Cloud HCM

A sync prompts Oracle Cloud HCM to add learners, based on settings in Invite configuration. After the first sync, LearnUpon synchronizes its records with Oracle Cloud HCM once per day automatically.

You can sync manually once per hour, as required: for example, if you add a number of new accounts to Oracle Cloud HCM, and want to see them set up in LearnUpon.

From main navigation go to Settings > Integrations > HR Integrations.
Select Oracle Cloud HCM.
Select Sync.

This process takes a short time depending on the number of accounts.

Confirm the sync worked:

for created accounts, go to Settings > Users and filter for users created after the selected date
for invited accounts go to Settings > Users. From secondary navigation select Pending Users to view the progress of invites

Remove Oracle Cloud HCM from your portal

From main navigation go to Settings > Integrations > HR Integrations.
Select Oracle Cloud HCM.
From Oracle Cloud HCM, select Disconnect.
In the dialog that opens, select Disconnect to confirm.

See:

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