The HiBob integration allows you to sync user data directly from your HiBob instance to your WorkRamp instance via a daily S3 file transfer.
Please note: in order to most accurately provision users and provide a seamless login experience, a user data sync should typically be configured via SCIM (Okta, Azure, etc.). The HiBob integration should only enabled if you can't utilize SCIM with your WorkRamp instance. Reach out to support@workramp.com if you have questions about the best integration solution for your instance.
The features of the HiBob integration include:
New employees created in Hibob will be automatically created in WorkRamp
Departing employees or employees deleted in HiBob will be automatically deactivated in WorkRamp
Updating user attributes in HiBob (such as name, email, etc.) will be automatically updated in WorkRamp
Custom user attributes in HiBob (such as department, location) can be automatically synced and updated in WorkRamp
About
At a high level, you will be generating a custom report from within HiBob (a CSV file) that includes all the users and their attributes that you want to sync to WorkRamp. You will configure HiBob to generate and upload this CSV file every night to a location on Amazon S3 where WorkRamp will be able to access it. WorkRamp will process the CSV file nightly and sync the information to your WorkRamp instance.
Note: We automatically sync the file once a day at 10am UTC. You can click "Sync Now" from the Admin Integration Settings to sync data on-demand.
The HiBob integration will update (overwrite) every field on your user except for the "manager" with every nightly sync. For example, if your user changes her name from "Samantha" to "Sam" in HiBob, her name will be updated to "Sam" in WorkRamp during the next sync.
For the "manager" field, you can choose whether the field is overwritten or not.
Turning this toggle on means that the manager value will be overwritten upon each sync, so that WorkRamp users will have the same manager values that you see in HiBob.
Turning this toggle off will have the effect of a sync making additive changes, meaning we will append any new managers we find. Given managers can be updated in multiple ways (for example, manually updated in WorkRamp's user table), this ensures that those manual overrides are not lost.
Enabling The HiBob Integration
Getting the integration working involves two steps:
Enabling the integration in WorkRamp. As part of this process you will obtain configuration details that you will need for the next step.
In HiBob, you will add these configuration details to the S3 integration interface. You'll generate a scheduled report that sends a csv to the WorkRamp S3 bucket.
Enabling the Integration in WorkRamp
Contact support@workramp.com to turn on the HiBob feature in your WorkRamp instance
Once the feature is turned on, go to the Settings > Integrations > HiBob and click on the "Enable" button. Once enabled, you will be presented with some configuration details. Please make note of these details as they will be needed for the next step in the process.
Configuring in HiBob
Click the button "New S3 destination"
The following fields are required:
Name
A name of your choosing that describes the destination, e.g. "WorkRamp"
Bucket
Folder
AWS access key ID
AWS secret access key
After you have entered the values in these fields, click Save.
From there, create a new report at https://app.hibob.com/reports/company-reports
Then click "Generate"
Click the gear icon to edit the column names, following the format that WorkRamp expects.
Update the column names on the required fields to match the following
A few things to note:
external_id is a required column needed to match the user's profile in WorkRamp
The column "active" is renamed from HiBob's "Status" field which can be found under Lifecycle. Please make sure you are using internal.status and not internal.lifecycleStatus.
The expected values for this data point are Active or Inactive.
8. Any extra columns will be treated as custom attributes (e.g. location)
For any Date values, the expected format is in
DD/MM/YYYYorYYYY/MM/DDformat.Reach out to support to enable alternate formats, such as
MM/DD/YYYY
Note: custom attribute headers should:
not have any hyphens in them
be in the custom attribute api_name format (with underscores)
e.g.
job_title
9. Click "Save as" in the top right corner, and name the report "import".
10. In the top right corner, a dropdown will appear called "More" navigate to "Schedule"
11. Create a new schedule
File format: csv
S3: choose the S3 destination you created in the steps above
Set the other fields to whatever cadence makes sense for your business. Daily before 10am UTC is recommended.
Call the scheduled report "import"
Click Save
12. You can return to the scheduled report settings by visiting https://app.hibob.com/reports/company-reports/scheduledReports
13. Run the report or wait for the scheduled time (recommended before 10am UTC), then go back to WorkRamp and click "Sync Now" or wait until after 10am UTC for the next sync that pulls the csv from the S3 bucket into WorkRamp.
14. Any errors will be available to download as a csv to help you remediate.
Note: HiBob generates a csv file with a naming structure such as import09202023.csv and WorkRamp accepts any file that follows that format, hence import*.csv with * being a wildcard that can be replaced with the string that HiBob generates.
FAQ
My HiBob instance does not contain a "Full name" field, what can I do?
WorkRamp requires a single field with the entire name in the csv report you are exporting from HiBob, so you will need to create a formula in HiBob and add that to your report. Be sure to name the column "name" after doing so. See this help center article for more details.
I keep getting the error "No import file found in S3 bucket"
Check that your report and schedule in HiBob are both called "import" - don't forget to save after updating the name.
Check that you properly copied over the fields from WorkRamp when setting up your S3 bucket.