When a new employee is created in Factorial, an employee update is created. You can open it and check that all the data is correct, and then mark it as "Completed" to synchronize the change with Silae.

Other important things to consider:

• When having employees without Social Security Number → You need to create the employee in Silae first to get a provisional social security number (after the first payroll), and then input it into Factorial. From that point on, you will be able to synchronize the changes of this employee from Factorial to Silae.
• The date of birth and the gender provided must be consistent with the social security number.
• The birth name is mandatory. If it is left empty, the surname used will be treated as the birth name to avoid blocking the creation.
• The matricule does not have to be added in Factorial. When the new hire is synced, we will automatically populate the matricule field in Factorial. You can enable an option in Silae to ensure the uniqueness of the personnel number across multiple files or file groups if necessary.
• The employment start reason will be sent by default as the code 001: Hiring, start of activity, direct recruitment or recruitment via competition (public service), start of detachment, start of cultural life (religions). You can modify this in Silae, if needed.

Fields being sent to Silae

1. Employee data
   • First name
   • Last name
   • Social security number (the client must select the social security number in the identification number field)
   • Maiden name (if left blank in Factorial, the first name will be synchronized here as well)
   • Gender
   • Professional email
   • Personal email (if left blank in Factorial, the personal email will be replaced by the professional email)
   • Mobile phone
   • Home address (city, country, state, street, number, and postal code)
   • INSEE commune code
   • Date of birth
   • Birth department (it takes it from the SSN & if it is outside of France, it is sent as code “99” and the user needs to edit it manually in Silae)
   • Birth country code (it takes it from the SSN)
   • Nationality
   • IBAN
   • BIC
2. Contract data
   • Seniority date in the company (based on the Start date field of Factorial’s contract)
   • Entry date (based on the Start date field of Factorial’s contract)
   • Contract start date (based on the Effective date of Factorial’s contract)
   • Contract version Start date (based on the Effective date of Factorial’s contract)
   • End date
   • Start reason (by default synchronized reason: 001)
   • Establishment
   • Job title - under “other job title”
   • Employment contract code (must be a contract type available by default in Factorial)
   • Base salary (must be in a monthly basis)
   • For hourly employees → Working hours in contract (must be in a monthly basis. It will populate the “Normal monthly hours” and “Overtime monthly hours” fields in Silae)
   • For employees on a day-based contract → Number of days

When an employees’ profile or contract data is updated in Factorial, an employee update is created. You can open it and check that all the data is correct, and then mark it as "Completed" to synchronize the change with Silae.

The following fields will generate an employee update that can be synced to Silae:

1.  Employee data
   • Last name
   • First name
   • Professional email
   • Mobile phone
   • Home address (city, country, state, street, number, and postal code)
   • Nationality (only the code is changed, text has to be changed manually from Silae)
   • IBAN
   • BIC
2.  Contract data
   • Employment start date
   • Contract start date
   • Seniority date in the company
   • Entry date
   • End date
   • Establishment
   • Job title (under "other job title")
   • Employment contract code (must be a contract type that is available by default in Factorial)
   • Base salary (must be the monthly salary)
   • For hourly employees:
     • Contractual hours - weekly hours must be entered (these will populate the “Normal monthly hours” and “Overtime monthly hours” fields in Silae)
   • For employees on a day-based contract:
     • Number of days

When an employee's absence is approved in Factorial, a payroll employee update is created. You can verify that all the data is correct, and then mark the incident as “Completed” to sync the data to Silae.

Half-day absences can be synced

Half-day absences will be synced to Silae accurately. However, note that the absences realted to congés annuels, congés pour événements familiaux (mariage, décès, etc.) and congés pour déménagement cannot be created as half-day absence in Silae.

Modifying & Deleting a Synced Absence

Absences that have been modified or deleted and have already being synced to Silae, will need to be manually updated or deleted in Silae. You can extract the delta file for this step directly in Factorial for bulk updates. We are working on improving this process.

The integration retrieves the accrued leave counters from Silae to Factorial on a recurring basis by obtaining the accumulated leave.

How to Retrieve Accrued Leave Counters from SILAE to Factorial?

1. Before activating the counters, you must set the leave counters for all leave policies to 0 available days.
2. Also, you need to configure the leave counters in the Marketplace settings. Each line corresponds to a different counter, linked to a leave policy.
    

3. Once activated and the counter codes completed, the Factorial accrued counters will be adjusted 5 days after the payroll cycle is closed in Silae. Once the adjustment is made, the user will see a note in the counter saying “Automatically updated by Silae + a code.” However, the employee will not receive any notification.
4. The available days must be manually adjusted by the administrator by exporting the data from Silae and importing it into Factorial.

List of counters and their associated codes in Silae:

1. Sign the DPA document. Your Account Manager will send you the DPA document that you will have to review and sign.
2. Verify data consistency between Factorial and Silae. Check that the data from Factorial and Silae is consistent before activating the connector.
3. Provide required Silae and Factorial information. Collect all the required information from your Silae and Factorial account and share it with your Account Manager:
   • From Silae (Your bookkeeper may need to assist in creating these in Silae):
     • Client ID - Silae domain key
     • Client Secret - Silae API model key
     • API Access Configuration Key (referred as Subscription Key or Master Key) - Key for the Silae folder(s) linked to a user account
   • From Factorial:
     • API key (you need to copy once generated since it is only displayed once in Factorial)
4. Install Silae’s integration in Factorial Marketplace. In the menu in the top-left corner, go to Factorial ⇒ Integration ⇒ Silae API Connector ⇒ Click “Install.”

Complete the settings, based on the information your bookkeeper has shared from Silae:

• The folder numbers (corresponding to legal entities)
• The establishment codes (corresponding to workplaces)
• The absence codes that the user wants to synchronize
• The counters codes that the user wants to adjust in Factorial

5. Try the integration in the test environment

Once the connection to the dev environment is established, some testing sessions will be organized with Factorial’s Payroll Consultant team, to show you how the integration works and ensure the data is being synced correctly from Factorial to Silae. It is important that the bookkeeper or accounting person with access to Silae joins these sessions.

Here is the list of data that will be tested during these sessions.

6. Migrate to the live environment

After successfully testing the connector in the test environment, we will migrate the integration to the live environment. To proceed, please provide the following information to Factorial:

• The API key for Silae’s production environment (this may be the same as the test environment)
• The new Silae production environment folder number
• The email address where you would like to receive the anomalies reports

If a synchronization error occurs, an error report will be sent to the client by email. The client must specify the email address to which they would like the report to be sent.

These reports will provide a detailed summary of all the data sent to Silae, along with the status of their update, allowing the user to:

• Verify that all data has been transmitted correctly.
• Identify and resolve any issues regarding data that was not successfully transferred.

Here is an example of an error report:

The new hire will NOT be synced (it will give an error).

The data of the new hire in Factorial will overwrite the data of the existing employee in Silae.