ADP Totalsource integration

Easily send over your payroll data from Bob to ADP Totalsource via Bob's connector, found in Bob's Integrations area.

Integration Details 

Pricing

To connect the two systems, you'll need to buy ADP's Hibob connector in the ADP marketplace.

What data syncs?

The data is transferred into the following separate reports:

• New hires: people who joined your organization
• Changes: updates to personal, employment, or payroll information
• Terminations: people who are permanently leaving your organization, and need to be removed from the payroll system

How to set up the ADP Totalsource integration in Bob

When setting up the ADP Totalsource integration, you’ll go through a setup wizard that will guide you. To make this process as easy as possible, we’ve created some preset default settings which are greyed out.

Before you begin

• Note the email address used to login ADP Marketplace 
• List the field names you have set up in Bob and which fields they correlate with in ADP Totalsource, e.g. departments, job titles, etc.
• Ensure you have custom fields in bob that correspond with ADP Totalsource's Position ID and Supervisor fields.
• List any company codes (CO codes) you might have.
• Choose which fields you would like Bob to update in ADP Totalsource.
• Export the following validation tables from ADP Totalsource to import into bob during the value mapping step:
• Job title
• Departments
• Termination Reason

How to access the setup wizard

1. From the left menu, select Settings > Integrations.
2. Select Payroll.
3. On the ADP Totalsource integration tile and click Connect.

The setup wizard will open with some preset settings in gray.

Step 1: Details:

This step has already been preset, so click Next to continue. 

Step 2: Fields

This step has already been preset, so click Next to continue. 

Step 3: Value Mapping

Map Bob values to the corresponding payroll codes to make sure employee information is well translated.

You can map the values using one or both of the following methods: 

• Via an imported value mapping list. 
• Directly in Bob’s interface.

You may find that you only need one method or might choose to use both as needed. 

Note: While the Source in Bob and Name fields are configurable in the Value mapping step, we recommend to keep them as is as they were set up to allow for a seamless integration. That said, we have included the instructions on how to do so in case you wish to reconfigure this part.

How to map values via an imported value mapping list. 

You may import and export any other value mapping list to Bob using the following steps.

How to edit a pre-set value mapping list (e.g. add new job titles to the mapping list) via an imported value mapping list:

1. Click the three-dot menu of the list you’d like to edit and select Edit
2. From the Source in Bob dropdown, select the field from which the Bob list values are derived, e.g. “Job Title”
3. Enter the Name of the corresponding field in ADP Totalsource, e.g. “Job Title”
4. Click the import icon to override the existing value mapping list.This opens the Import value mapping list popup
5. Click Select template to open a Bob values list template dropdown.
6. Scroll or search for the Bob value list (derived from a Bob field) you wish to use and select it.
7. Click Download.
8. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file.
9. Go back to the value mapping list and click the import icon.
10. Click on the Upload xlsx button.
11. Search for your file and click to select it.
12. Click Open.
13. Click on Run import to begin importing your document to Bob.
14. Review the value mapping list’s data for accuracy.

How to map values via Bob

In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:

To edit a pre-set value mapping list (e.g. add new job titles):

1. Click the three-dot menu of the list you’d like to edit.
2. Select Edit.
3. To change the field that serves as the selected list’s Source in Bob field, click on its dropdown.
4. Scroll or search for the bob field you’d like to change to.

To edit an existing value:

1. To edit the Bob value name: select the text in the Bob value field you wish to change (on the left) and enter the new Bob value name.

   Note: Make sure to use the exact name of the value in Bob.

2. To edit the payroll system’s value name: select the text in the corresponding right field and enter the new ADP Totalsource value name

To add a new value:

1. Scroll to the row beneath the value mapping table.
2. Enter the exact name of the value in Bob in the left text field.
3. Enter the exact name of the value in ADP Totalsource in the right text field.

To create a new value mapping list:

1. Click + Create new.
2. From the Source in bob dropdown, select the field from which the Bob list values are derived, e.g. “Job Title”
3. Enter the Name of the corresponding field in ADP WFN, e.g. “Job Title”.
4. Create a mapping between a Bob value and the ADP WFN’s value using the following steps:
   • In the Bob value field, enter the name of the value in Bob  e.g. “Account Manager”
   • In the field to the right of the Bob value field, enter the name of the value in ADP Totalsource e.g. “AM”.
     

     Note: In some instances, the list values may be similar or identical while in other instances they may vary greatly. To ensure that data transfers accurately, enter each value in the value mapping.

   • Click + Add value.
   • Repeat as necessary.
   • Click Done.
5. Repeat the above to create different value mapping lists as needed.
6. Click Next once you’re done with the value mapping step.

Step 4: Field Mapping

Begin mapping the data flow between fields and values across Bob and ADP WFN.

Note: ADP WFN’s fields are already listed from the details entered in prior steps.

1. To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To view only the editable fields, switch the toggle on.
2. Starting from the first row, select one of the following options from the Mapped with column that will best relay the data to the specified ADP WFN’s field.
   • Const: a constant value used by your ADP WFN settings, e.g. a company code, that will be the same value in every employee’s mapped field in ADP WFN.
   • Exact: a field in your ADP WFN settings that are an exact match with a bob field, e.g. ADP WFN’s “Location” field is the exact match with bob’s “Site” field.
   • Value mapping: a value mapping list that has been mapped in the previous value mapping step that best matches the field, e.g. “Job Title” value mapping list.
   • Empty value: a blank value if the field needs to transfer an empty value to the payroll system each time the data transfers.
3. Under the Source column, select the Bob field or value that best corresponds with the external payroll’s field (specified in the same row):
   • If Const was selected, enter the value in the row’s Source text field.
   • If Exact was selected, scroll or search for the corresponding bob value or field, e.g. “Site”, and select it.
   • If Value mapping was selected, select the value mapping list option as created from the Value mapping step, e.g. “Job title”.
4. Repeat as needed for each row.
5. Click Done.

How to set up the HiBob connector to work with ADP Totalsource

Following the ADP Totalsource integration configuration in Bob, you will need to connect the two systems using the instructions below.

Note: the Bob ADP integration uses SSO in order to validate the connector. For that reason, you will need to login the ADP marketplace with a user whose work email is an invited employee in Bob. If the email used to login to ADP marketplace is different from the work email in Bob, you may change the email used in ADP netsecure.

To complete the integration between ADP Totalsource and Bob, follow these steps:

1. From the left menu, select Settings > Integrations.
2. Select Payroll.
3. Click Manage on the ADP Totalsource integration tile (either US or Canada).
4. Click Copy token next to the randomized token field.
5. Log in to your ADP Marketplace and head over to the HiBob connector.

   Note: If you’ve yet to purchase ADP’s HiBob connector via ADP’s marketplace, go here, click Buy now and follow the onscreen guidance to purchase the connector.

   During this process, you’ll be asked to enter the token copied from Bob.
6. Log into your ADP app manager.
7. Click on the HiBob Connector.
8. Provide consent as prompted for SSO and the connector

   Note: If for any reason you are not prompted to consent to both the SSO and the connector you can provide consent via the ADP Consent Manager here.

How to set up the ADP Applicant Onboard Template

Follow these steps to confirm that the Applicant Onboard Template is active in ADP. This will be used to seamlessly transfer your new hires’ payroll information from Bob to ADP Totalsource via the Payroll Hub.

1. Log into your ADP WFN account.
2. Navigate to Setup.
3. Click Template Management.
4. Click Hire/Rehire. You will be directed to the New Hire Templates screen.
5. Locate the HR + Payroll (System) template and check that Applicant Onboard is enabled.
6. Check that a Practitioner profile is assigned to the Applicant Onboard template

Tip: Once you have configured you ADP Totalsourceintegration you can set up the pay cycle(s) associated with ADP Totalsource. Then, you can begin tracking and syncing payroll  information using Bob’s Payroll Hub here.