ProActive | Spend Cloud
The Spend Cloud Target Connector integrates Spend Cloud as a target system with your source systems through the HelloID Identity and Access Management (IAM) solution from Tools4ever. The connector automates the management of accounts and access rights in Spend Cloud, eliminating manual effort and preventing human errors. This article provides more information about the Spend Cloud Target Connector, its capabilities, and the benefits it delivers.
What is Spend Cloud
Spend Cloud is software developed by Visma | ProActive. The software enables you to manage the complete procurement-to-payment process within your organization. The solution also supports managing smaller employee business expenses, with both expense management software and smart payment cards available. Spend Cloud centralizes and automates the management of organizational expenses.
Why is a Spend Cloud Integration Useful?
To use Spend Cloud, a person record must be created in Spend Cloud for an employee. Through the integration between your source system and Spend Cloud, HelloID automates this process. This ensures that a new employee can start using Spend Cloud on their first day with the correct authorizations. HelloID also ensures that users are assigned the correct roles and revokes these roles when, for example, an employment contract ends. HelloID logs the complete process in a log file, ensuring you always meet applicable compliance requirements.
Using the Spend Cloud connector, you can integrate Spend Cloud with various source systems, including:
- Visma Raet
- Active Directory/Entra ID
- AFAS
- ADP Workforce
- SAP SuccessFactors
More information about these integrations can be found later in this article.
How HelloID Integrates with Spend Cloud
Spend Cloud connects to HelloID as a target system. The Spend Cloud Target Connector supports both persons and their associated roles. The integration uses a SQLite database in which HelloID records all events that are part of the account lifecycle. HelloID exports the information from this database to a CSV file daily, which Spend Cloud then imports periodically. The use of the SQLite database and CSV export requires an on-premises HelloID agent.
Creating and updating person records in Spend Cloud
Through the integration, HelloID automatically creates a person record in Spend Cloud for new employees who join. When an employee's data changes, HelloID also automatically updates the related person record in Spend Cloud. Based on source data, the IAM solution updates this information in the lifecycle within the SQLite database. A full database dump is performed daily, with HelloID forwarding the data to Spend Cloud via a CSV file.
Assigning Spend Cloud roles
HelloID determines a person's roles based on the source data. Each active employment contract of an employee results in a separate role. The IAM solution can assign roles accordingly.
The connector operates through various sub-actions. The account lifecycle in HelloID populates a SQLite database, which HelloID then periodically merges and exports as a CSV file in an automated task. Spend Cloud reads this file in turn. This means that configuration on the Spend Cloud side is also required, including an import job for importing the CSV file. An SFTP task is also commonly used to automatically transport the CSV file to Spend Cloud. Spend Cloud then correlates an existing Spend Cloud person with the data from the CSV file using the employee number.
Note: this is a complex connector. Not only must HelloID be configured correctly, but the correct configuration is also required in Spend Cloud. Always contact us before implementing the Spend Cloud connector; we are happy to guide and support you through the process.
Custom Data Exchange
It is possible to tailor the information HelloID exchanges with Spend Cloud to the specific needs of your organization. A person record in Spend Cloud contains a number of standard fields: external ID, email, last name, first name, prefix, username, and gender. Roles also contain the username, organizational unit, and role profile code. You decide which of these fields you want to use.
HelloID for Spend Cloud Helps You With
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Accelerated account provisioning: HelloID automatically detects changes in your source system and creates a person record in Spend Cloud and assigns the correct authorizations based on those changes. A new employee can start using Spend Cloud on their first day.
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Error-free account management: The integration between your source system and Spend Cloud ensures an error-free process. The IAM solution automatically follows all defined procedures and logs all user and authorization-related activities in a log file. This ensures you always operate consistently, never skip a step, and always meet applicable compliance requirements.
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Improved service levels and stronger security: With persons and authorizations available at the right time, employees always have the resources they need to perform their work optimally, elevating your service level and user satisfaction. At the same time, you ensure that persons and authorizations are never inadvertently left active for too long. This prevents unnecessary authorizations from giving attackers opportunities and ensures unauthorized users never retain unintended access to Spend Cloud.
Connecting Spend Cloud to Systems via HelloID
With HelloID, you can connect various source systems to Spend Cloud. Some examples of common integrations include:
Visma | Raet to Spend Cloud integration: The integration between Visma | Raet and Spend Cloud improves collaboration between HR and IT. When a new employee joins, HelloID can automatically create a person record in Spend Cloud, link the correct roles to that person, and update data as needed.
Microsoft Active Directory/Entra ID to Spend Cloud integration: The Microsoft Active Directory/Entra ID to Spend Cloud integration enables HelloID to automatically process changes in Active Directory or Entra ID in Spend Cloud, such as creating a new person record for new users or updating person records based on changes in Active Directory or Entra ID.
HelloID supports more than 200 different connectors, enabling you to connect the Tools4ever IAM solution to virtually all popular source and target systems. View the complete connector overview on our website.
