Configure and run flows in the Employee Onboarding and Offboarding business process automation for Paylocity

Siddharth Menon

Updated October 16, 2024 07:32

The Employee Onboarding and Offboarding business process automation for Paylocity comprises a set of pre-built integration flows. These flows help you to sync and unsync the information of employee details between Paylocity and various applications.

Before you begin

You need to have Paylocity credentials.
Generate employee data from Paylocity.
The connections should be online to run the flows.
Enable the Developer mode. For more details, view Switch to developer mode.

Limitations and known issues

You will not be able to view the Add application option in the Settings tab for cloned integrations.
For cloned flow, the addition of import is not supported through the Add application setting. The desired applications can be added only to the original flow.
In order to delete the tile, you will first have to delete the flows and then the imports and exports.
Ensure the connection status of the destination application is online, if it is not then the flow discontinues which will affect the subsequent applications.
Other applications not listed in the supported prebuilt destination applications can be added as imports through the Flow Builder.

Provisioning flow: Provision user access from Paylocity

This flow helps you to sync new and activated employees created in Paylocity to all selected applications and give relevant access to the user.

Setup Instructions

Configure output

There are two steps to get employee information from Paylocity:

Get information from Paylocity: Here you can retrieve all the employees from Paylocity through API.

You can add a filter where the status code should be A(Active).

Look up an employee from Paylocity: This step will be based on getting information using the employee id which was selected in the previous step. The export type here is delta, where we have added lastExportDateTime in the Relative URI.

Configure input app(s)

Employee Onboarding and Offboarding business process automation for Paylocity supports 6 applications as end points. Each of the applications have their unique set up for mappings.

Okta:

Configure mandatory mappings for profile.emai and profile.login in Import field (Okta).
The provisioned user will receive an activation email once the user is created.

NetSuite:

Configure mandatory mappings for Subsidiary (InternalId, Currency , Give Access, Roles : Role (InternalId) in the Import field (Netsuite).
Configure the Relative URI with the organization name.
The provisioned user will receive an activation email once the user is created.

Salesforce:

Configure mandatory mappings for Email, Username, Alias, Profile ID, Time Zone, Locale and Language in the Import field (Salesforce).
On configuring the trigger in your salesforce account, the provisioned user will receive an activation email once the user is created.

SAP Concur Expense:

You need to establish a connection between the Concur and Celigo app by following the below steps:

Login to SAP Concur with your credentials.
Go to the App Centre.
Search for Celigo app and select Connect.

Configure mandatory mappings for FeedRecordNumber, Custom21, CtryCode, CrnKey, LedgerCode, LocaleName and LedgerKeyUsername in the Import field (Concur).

Microsoft Entra ID:

Configure the userPrinciplename mapping by providing the unique logon name and the domain name.
No email is sent in the form of notification.

Litmos:

Configure mapping for Active, AccessLevel, IsCustomerUsername, SkipLoginEmail, and Password for your Litmos configuration in the Import field (Litmos).
The provisioned user will receive an activation email once the user is created.

Deprovisioning flow: Deprovision user access from Paylocity

Deprovisioning flow helps you to sync inactive or deactivated employees in Paylocity to all selected applications and revoke access from the user.

Setup Instructions

Configure output

There are two steps to get employee information from Paylocity:

Get information from Paylocity: Here you can retrieve all the employees from Paylocity through API.

Configure input app(s)

Employee Onboarding and Offboarding business process automation for Paylocity supports 6 applications as end points. Each of the applications have their unique set up for mappings.

Okta: The default mapping for inactive is true for your Okta configuration in the Import field (Okta).

NetSuite: The default mapping for inactive is true for your NetSuite configuration in the Import field (NetSuite).

Salesforce:

By default, the search criteria for the userId lookup is based on the user’s email id. You will need to configure this if the requirement for your organization differs from the default.
The default mapping for IsFrozen is true for your Salesforce configuration in the Import field (Salesforce).

SAP Concur Expense: The default mapping for active is N for your Concur configuration in the Import field (Concur).

Microsoft Entra ID: The default mapping for accountEnabled is false for your Azure configuration in the Import field (Azure).

Litmos:

Configure lookup mapping for id for your Litmos configuration in the Import field (Litmos).
The default mapping for active is false for your Litmos configuration in the Import field (Litmos).

Note: Both the flows and integrations can be cloned. Refer Clone flow and integration.

Add application(s)

To add a new application follow the below steps:

Register the connection for the application you wish to add by navigating to the Connections tab. For more details, refer to the Register connection.
Navigate to template settings by clicking on Settings tab.
Select the Provisioning tab in Settings if you wish to add a new application to provision user access from Paylocity. Select the Deprovisioning tab in Settings if you wish to add a new application to deprovision user access from Paylocity.
Select the application from the Add application dropdown.
Navigate to the Flows tab and click on the flow group and then the flow to view and configure the additional applications.

Remove application(s)

To remove an application follow the below steps:

Navigate to the Flows tab and click on the flow from which you want to remove the application.
Remove the import bubbles for the application you wish to remove.