The HRIS integration via Merge Connector allows Paradox to establish a direct, secure connection with a client's HRIS (Human Resources Information System) via our Unified API partner, Merge. This integration enables automated and reliable data synchronization, which reduces manual overhead, improves data accuracy, and streamlines data management.

Product dependencies

Requires: Employee Communications

Use cases

• A new client using Workday can directly connect their HRIS in Connected Apps, authenticate via OAuth, and have employee data flowing into Paradox within days instead of months.

Configuration

Step #1: Ensure users have the proper permissions

Users initiating or configuring the HRIS connection must have the correct role permissions.

• Integration Center Access: Users need full access to the Integration Center and Connected Apps permissions to access the Merge connector.
• Data Feeds Access: To view and configure the synchronized data, users also need the appropriate Connected System permission under Data Feeds.

Step #2: Enable external HRIS system in Client Setup

A Paradox Admin/System Implementor must enable the integration for the account in Client Setup.

1. Select the All Apps button in the top left corner of the header and then select Settings.
2. In the Settings page, select Client Setup under the Paradox Tools section.
3. Client Setup will then open. Scroll down to and select the Integrations section from the left panel.
4. Enable the External HRIS System toggle to enable the Merge Connection in the Integration Center.
5. Once you enable this setting, the Allowed Connection Count setting will display. Update this setting to the maximum number of active Merge HRIS connections for the account.
   • Note: The default is 1, and the maximum is 15. The connection count is determined by client contract.
6. Save the page.

Step #3: Connect Paradox and the HRIS system

Once the proper settings are enabled, the connection between Paradox and the client's HRIS system can be established using one of two methods.

Option #1: Connect to the client’s HRIS as a Paradox Admin

You can use this method if the client is uncomfortable completing the OAuth process themselves. Use the client's HRIS credentials to establish the initial connection by following the steps below:

1. Select the All Apps button in the top left corner of the header and then Integrations in its drop-down menu.
2. From the left panel, open the Connected Apps section.
3. Select Connect HRIS via Merge from the Merge Connector tile.
4. In the modal that opens, select the HRIS you’d like to connect to and then select Connect HRIS.
5. The Merge Magic Link tab displays in a separate tab. On the HRIS system’s authentication screen, select I am an admin.
   • Note: If you are not an admin, you can copy the URL to share with your admin and direct them to the next authentication step.
6. Proceed through the on-screen steps that show what Paradox has read and write access to by selecting Next.
7. Follow the steps for copying an API Key within the HRIS system.
8. Enter the client's API key to complete the authentication in the API key textbox.
   • Note: The screen that displays is different depending on the connected HRIS system.

This completes the authentication. Once authenticated and connected, the HRIS System tile in the Integration Center displays the connection day and the Paradox Admin who initiated the connection.

Option #2: Generate a magic link for the client to connect

You can use this method to generate a secure, shareable link for the client's HRIS administrator to complete the authentication themselves by following the steps below:

1. Select the All Apps button in the top left corner of the header and then Integrations in its drop-down menu.
2. From the left panel, open the Connected Apps section.
3. Select Connect HRIS via Merge from the Merge Connector tile.
4. In the modal that opens, select the HRIS you’d like to connect to and then select Connect HRIS.
5. The Merge Magic Link tab will then display. Do not complete the authentication process. Return back to the Integration Center tab.
6. The HRIS system’s tile now displays in the Integration Center. Select the three-dotted menu (⋯) for the HRIS system’s tile, and then select Credential Settings.
7. From the Merge Magic Link URL textbox, select Copy Link to copy the magic link.
8. Send the link to the client, directing them to complete the authentication process themselves.

Manage connected HRIS systems in Data Feeds

After successfully connecting the HRIS system, you can manage it from Data Feeds.

1. Select the All Apps button in the top left corner of the header and then Settings in its drop-down menu.
2. On the Settings page, select Data Feeds under the Automation section.
3. The Data Feeds page will then open. Select the Connected Systems section from the left panel.
4. Select a system from the list to view its Connection Status, Sync Status, and Latest Sync timestamp.

In the list view for each HRIS system, you can view a list of recent syncs. Each log displays the following information:

• Sync Name – The name of the sync log, which is determined by the user's configuration.
• Status – The current state of the sync.
• Start Time – The time the sync began.
• Duration – The total time it took for the sync to complete.
• Update count – The total number of employees or records that were updated.

• Success: This status indicates that all records in the sync file were processed without any errors. All data was successfully ingested into the system.
• Needs Attention/Resolved: This status indicates that some records failed to sync, but the overall sync was completed. The user needs to review the log to see which specific records encountered issues. You can select Mark as Resolved to review it.
• Error: This is a critical status indicating that a major system error occurred, preventing the sync from completing. The user can view the specific server-side error to understand what went wrong.
• Processing/Pending: The sync is currently in progress. Processing means the system is actively working on the sync, while Pending means the sync is scheduled to start and is waiting in the queue.
• Pulling Data: This status indicates that the system is actively pulling the data from the connected HRIS system.
• Skipped: This status indicates that a scheduled sync did not run, often because no new data was detected.

Configure an HRIS system

To configure the HRIS system, follow the steps below:

1. In the upper-right corner, select Configure.
2. In the Configure tab, fill out the following details:
   • Mapping – Select Edit Mapping to open a slide-out drawer. Map the fields from your HRIS to their respective system fields. Required fields are automatically pre-mapped, but you can edit them.
   • Sync Name Format:
     • Sync Name Prefix (optional) – This field lets you add a prefix to the sync log names.
     • Choose date/time stamp – Select the preferred date/time stamp format for sync log names.
   • Frequency:
     • When to sync – Select the time of day and timezone for scheduled syncs.
   • Error Alerts:
     • Employees dropdown menu – Select the users who should receive email notifications for sync errors.
     • Alert Subject – Customize the subject line of the email.

Manage syncs

You can complete the following sync actions

• Initial Sync: The system performs a full data pull upon first configuration. After this, all subsequent scheduled syncs only pull updated data.
• Manual Sync: Selecting the Sync Data button to trigger an on-demand sync of updated data. This button is disabled if a sync is in progress.
• Pausing/Resuming: The Pause button appears after the initial sync. Selecting Resume triggers a full data pull and resumes the sync schedule.

Disconnect an HRIS system

Disconnecting a system in the Connected Apps section of the Integration Center changes its Connection Status to Disconnected and the Sync Status to Stopped. This action stops all future syncs. Any syncs already in progress will be allowed to finish, but no new syncs—either manual or scheduled—can begin until the system is reconnected.

Permissions

Grant/restrict access

The Connected System child permission lives under the Data Feeds parent permission and the Employees child permission in Roles and Permissions.

Under the Connected System child permission, you can grant or restrict your users access to with the following access levels:

• Full Access: Users can view, add, configure, edit, and delete connected apps and manage sync settings.
• View Access: Users view the section and logs in a read-only state.
• No Access: The section is not visible to the user.

You can additionally grant or restrict your users access to the Manual Sync child permission with the following access levels:

• Full Access: Users can select the Sync Data button to manually sync data.
• No Access: Users cannot select or view the Sync Data button to manually sync data.

In the user’s My Profile, you can enable or disable the Ignore Data Updates toggle. Enabling this prevents the automated HRIS sync from updating that specific employee's information.