← Gmail + Personio integrations

Create Application with Personio API on New Email Received from Gmail API

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New Email Received from the Gmail API
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Create Application with the Personio API
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Getting Started

This integration creates a workflow with a Gmail trigger and Personio action. When you configure and deploy the workflow, it will run on Pipedream's servers 24x7 for free.

  1. Select this integration
  2. Configure the New Email Received trigger
    1. Connect your Gmail account
    2. Select a Trigger Type
    3. Optional- Configure Service Account Key JSON
    4. Configure serviceAccountKeyJsonInstructions
    5. Optional- Select a Pub/Sub Topic
    6. Optional- Select a Pub/Sub Topic Name
    7. Optional- Select a Label
    8. Configure permissionAlert
    9. Configure latencyWarningAlert
  3. Configure the Create Application action
    1. Connect your Personio account
    2. Configure Company Id
    3. Configure Recruiting Access Token
    4. Configure First Name
    5. Configure Last Name
    6. Configure Email
    7. Configure Job Position Id
    8. Optional- Configure Recruiting Channel Id
    9. Optional- Configure External Posting Id
    10. Optional- Configure Message
    11. Optional- Configure Application Date
    12. Optional- Configure Tags
    13. Optional- Configure Files
    14. Optional- Configure Attributes
    15. Optional- Select a Phase Type
  4. Deploy the workflow
  5. Send a test event to validate your setup
  6. Turn on the trigger

Details

This integration uses pre-built, source-available components from Pipedream's GitHub repo. These components are developed by Pipedream and the community, and verified and maintained by Pipedream.

To contribute an update to an existing component or create a new component, create a PR on GitHub. If you're new to Pipedream component development, you can start with quickstarts for trigger span and action development, and then review the component API reference.

Trigger

Description:Emit new event when a new email is received.
Version:0.1.0
Key:gmail-new-email-received

New Email Received Overview

The Gmail - New Email Received (Instant) source enables you to trigger Pipedream workflows based on real-time changes to your Gmail inbox.

Trigger Code

import gmail from "../../gmail.app.mjs";
import common from "../common/polling-history.mjs";
import {
  axios, DEFAULT_POLLING_SOURCE_TIMER_INTERVAL, ConfigurationError,
} from "@pipedream/platform";
import { PubSub } from "@google-cloud/pubsub";
import { v4 as uuidv4 } from "uuid";
import verifyClient from "../common/verify-client-id.mjs";

export default {
  ...common,
  key: "gmail-new-email-received",
  name: "New Email Received",
  description: "Emit new event when a new email is received.",
  type: "source",
  version: "0.1.0",
  dedupe: "unique",
  props: {
    gmail,
    db: "$.service.db",
    triggerType: {
      type: "string",
      label: "Trigger Type",
      options: [
        "webhook",
        "polling",
      ],
      description: "Configuring this trigger as a `webhook` requires a Custom OAuth client, which is available on Pipedream's [Advanced plan or higher](https://pipedream.com/pricing?plan=Advanced). Refer to the getting started guide [here](https://pipedream.com/apps/gmail/triggers/new-email-received#getting-started).",
      reloadProps: true,
    },
    serviceAccountKeyJson: {
      type: "string",
      label: "Service Account Key JSON",
      optional: true,
      hidden: true,
      reloadProps: true,
    },
    serviceAccountKeyJsonInstructions: {
      type: "alert",
      alertType: "info",
      content: `1) [Create a service account in GCP](https://cloud.google.com/iam/docs/creating-managing-service-accounts) and set the following permission: **Pub/Sub Admin**
        \n2) [Generate a service account key](https://cloud.google.com/iam/docs/creating-managing-service-account-keys)
        \n3) Download the key details in JSON format
        \n4) Open the JSON in a text editor, and **copy and paste its contents here**.
      `,
      hidden: true,
    },
    topicType: {
      type: "string",
      label: "Pub/Sub Topic",
      description: "Do you have an existing Pub/Sub topic, or would you like to create a new one?",
      options: [
        "existing",
        "new",
      ],
      optional: true,
      hidden: true,
      reloadProps: true,
    },
    topic: {
      type: "string",
      label: "Pub/Sub Topic Name",
      description: "Select a Pub/Sub topic from your GCP account to watch",
      async options() {
        return this.getTopics();
      },
      optional: true,
      hidden: true,
      reloadProps: true,
    },
    label: {
      propDefinition: [
        gmail,
        "label",
      ],
      default: "INBOX",
      optional: true,
      hidden: true,
    },
    permissionAlert: {
      type: "alert",
      alertType: "error",
      content: `Unable to grant publish permission to Gmail API service account.
      \n1. Navigate to your [Google Cloud PubSub Topics List](https://console.cloud.google.com/cloudpubsub)
      \n2. Select "View Permissions" for the topic you intend to use for this source.
      \n3. Click "ADD PRINCIPAL"
      \n4. Select "Pub/Sub Publisher" for the Role.
      \n5. Enter \`serviceAccount:gmail-api-push@system.gserviceaccount.com\` as the principal. 
      \n6. Click "Save"
      `,
      hidden: true,
    },
    latencyWarningAlert: {
      type: "alert",
      alertType: "warning",
      content: "Please allow up to 1 minute for deployment. We're setting up your real-time email notifications behind the scenes.",
      hidden: true,
    },
  },
  async additionalProps(props) {
    const newProps = {};
    if (this.triggerType === "polling") {
      newProps.timer = {
        type: "$.interface.timer",
        default: {
          intervalSeconds: DEFAULT_POLLING_SOURCE_TIMER_INTERVAL,
        },
      };
    }
    if (this.triggerType === "webhook") {
      // verify that a Custom OAuth client is being used
      const isValidClientId = await this.checkClientId();
      if (!isValidClientId) {
        throw new ConfigurationError("You must use a custom OAuth client to use this component. Please see [here](https://pipedream.com/docs/connected-accounts/oauth-clients) for more details.");
      }

      newProps.http = "$.interface.http";
      newProps.timer = {
        type: "$.interface.timer",
        default: {
          intervalSeconds: 24 * 60 * 60,
        },
        hidden: true,
      };

      props.serviceAccountKeyJson.hidden = false;
      props.serviceAccountKeyJson.optional = false;
      props.serviceAccountKeyJsonInstructions.hidden = false;

      if (!this.serviceAccountKeyJson) {
        return newProps;
      }

      props.topicType.hidden = false;
      props.topicType.optional = false;

      if (!this.topicType) {
        return newProps;
      }

      // create topic prop
      let topicName = this.topic;
      if (this.topicType === "new") {
        const authKeyJSON = JSON.parse(this.serviceAccountKeyJson);
        const { project_id: projectId } = authKeyJSON;
        topicName = `projects/${projectId}/topics/${this.convertNameToValidPubSubTopicName(uuidv4())}`;
        props.topic.default = topicName;
        props.topic.reloadProps = false;
      } else {
        props.topic.hidden = false;
        props.topic.optional = false;
      }

      if (this.topic || this.topicType === "new") {
        const topic = await this.getOrCreateTopic(topicName);

        // Retrieves the IAM policy for the topic
        let hasPublisherRole;
        try {
          const [
            policy,
          ] = await topic.iam.getPolicy();
          hasPublisherRole = policy.bindings.find(({
            members, role,
          }) => members.includes("serviceAccount:gmail-api-push@system.gserviceaccount.com") && role === "roles/pubsub.publisher");
        } catch {
          console.log("Could not retrieve iam policy");
        }

        if (!hasPublisherRole) {
          // Grant publish permission to Gmail API service account
          try {
            await topic.iam.setPolicy({
              bindings: [
                {
                  role: "roles/pubsub.publisher",
                  members: [
                    "serviceAccount:gmail-api-push@system.gserviceaccount.com",
                  ],
                },
              ],
            });
            console.log("Permissions granted to Gmail API service account.");
          } catch {
            props.permissionAlert.hidden = false;
            return newProps;
          }
        }

        props.latencyWarningAlert.hidden = false;

        const historyId = await this.setupGmailNotifications(topicName);
        newProps.initialHistoryId = {
          type: "string",
          default: historyId,
          hidden: true,
        };
      }
    }
    props.label.hidden = false;
    return newProps;
  },
  hooks: {
    ...common.hooks,
    async activate() {
      if (this.triggerType === "polling") {
        return;
      }

      const sdkParams = this.sdkParams();
      const pubSubClient = new PubSub(sdkParams);

      const currentTopic = {
        name: this.topic,
      };

      // Create subscription
      const pushEndpoint = this.http.endpoint;
      const subscriptionName = this.convertNameToValidPubSubTopicName(pushEndpoint);
      const subscriptionOptions = {
        pushConfig: {
          pushEndpoint,
        },
      };
      const [
        subscriptionResult,
      ] = await pubSubClient
        .topic(currentTopic.name)
        .createSubscription(subscriptionName, subscriptionOptions);
      this._setSubscriptionName(subscriptionResult.name);
    },
    async deactivate() {
      if (this.triggerType === "polling") {
        return;
      }

      const sdkParams = this.sdkParams();
      const pubSubClient = new PubSub(sdkParams);

      const subscriptionName = this._getSubscriptionName();
      if (subscriptionName) {
        await pubSubClient.subscription(subscriptionName).delete();
      }
    },
  },
  methods: {
    ...verifyClient.methods,
    ...common.methods,
    _getTopicName() {
      return this.db.get("topicName");
    },
    _setTopicName(topicName) {
      this.db.set("topicName", topicName);
    },
    _getSubscriptionName() {
      return this.db.get("subscriptionName");
    },
    _setSubscriptionName(subscriptionName) {
      this.db.set("subscriptionName", subscriptionName);
    },
    _getLastProcessedHistoryId() {
      return this.db.get("lastProcessedHistoryId");
    },
    _setLastProcessedHistoryId(lastProcessedHistoryId) {
      this.db.set("lastProcessedHistoryId", lastProcessedHistoryId);
    },
    sdkParams() {
      const authKeyJSON = JSON.parse(this.serviceAccountKeyJson);
      const {
        project_id: projectId,
        client_email,
        private_key,
      } = authKeyJSON;
      const sdkParams = {
        credentials: {
          client_email,
          private_key,
        },
        projectId,
      };
      return sdkParams;
    },
    async getTopics() {
      const sdkParams = this.sdkParams();
      const pubSubClient = new PubSub(sdkParams);
      const topics = (await pubSubClient.getTopics())[0];
      if (topics.length > 0) {
        return topics.map((topic) => topic.name);
      }
      return [];
    },
    convertNameToValidPubSubTopicName(name) {
      // For valid names, see https://cloud.google.com/pubsub/docs/admin#resource_names
      return name
        // Must not start with `goog`. We add a `pd-` at the beginning if that's the case.
        .replace(/(^goog.*)/g, "pd-$1")
        // Must start with a letter, otherwise we add `pd-` at the beginning.
        .replace(/^(?![a-zA-Z]+)/, "pd-")
        // Only certain characters are allowed, the rest will be replaced with a `-`.
        .replace(/[^a-zA-Z0-9_\-.~+%]+/g, "-");
    },
    makeRequest({
      $ = this,
      path,
      ...opts
    }) {
      return axios($, {
        url: `https://gmail.googleapis.com/gmail/v1${path}`,
        headers: {
          Authorization: `Bearer ${this.gmail.getToken()}`,
        },
        ...opts,
      });
    },
    async setupGmailNotifications(topicName) {
      // Set up Gmail push notifications using OAuth token
      const watchResponse = await this.makeRequest({
        method: "POST",
        path: "/users/me/watch",
        data: {
          topicName,
          labelIds: [
            this.label || "INBOX",
          ],
        },
      });
      console.log("Watch response:", watchResponse);
      return watchResponse.historyId;
    },
    async getOrCreateTopic(name) {
      const sdkParams = this.sdkParams();
      const pubSubClient = new PubSub(sdkParams);
      const topicName = name || this.topic;
      // Create or get Pub/Sub topic
      let topic;
      try {
        [
          topic,
        ] = await pubSubClient.createTopic(topicName);
        console.log(`Topic ${topicName} created.`);
      } catch (error) {
        if (error.code === 6) { // Already exists
          topic = pubSubClient.topic(topicName);
        } else {
          throw error;
        }
      }
      return topic;
    },
    processEmails(messageDetails) {
      // Process and structure the email data
      return messageDetails.map((msg) => {
        const headers = msg.payload.headers;
        return {
          id: msg.id,
          threadId: msg.threadId,
          subject: headers.find((h) => h.name.toLowerCase() === "subject")?.value,
          from: headers.find((h) => h.name.toLowerCase() === "from")?.value,
          to: headers.find((h) => h.name.toLowerCase() === "to")?.value,
          date: headers.find((h) => h.name.toLowerCase() === "date")?.value,
          snippet: msg.snippet,
        };
      });
    },
    getHistoryTypes() {
      return [
        "messageAdded",
      ];
    },
    generateMeta(message) {
      return {
        id: message.id,
        summary: `A new message with ID: ${message.id} was received"`,
        ts: message.internalDate,
      };
    },
    filterHistory(history) {
      return this.label
        ? history.filter((item) =>
          item.messagesAdded?.length
            && item.messagesAdded[0].message.labelIds
            && item.messagesAdded[0].message.labelIds.includes(this.label))
        : history.filter((item) => item.messagesAdded?.length);
    },
  },
  async run(event) {
    if (this.triggerType === "polling") {
      let lastHistoryId = this._getLastHistoryId();

      if (!lastHistoryId) {
        lastHistoryId = await this.getHistoryId();
      }
      await this.emitHistories(lastHistoryId);
    }

    if (this.triggerType === "webhook") {
      if (event.timestamp) {
        // event was triggered by timer
        const topicName = this._getTopicName();
        if (topicName) {
          // renew Gmail push notifications
          await this.setupGmailNotifications(topicName);
          return;
        } else {
          // first run, no need to renew push notifications
          this._setTopicName(this.topic);
          this._setLastProcessedHistoryId(this.initialHistoryId);
          return;
        }
      }

      // Extract the Pub/Sub message data
      const pubsubMessage = event.body.message;
      if (!pubsubMessage) {
        return;
      }
      const decodedData = JSON.parse(Buffer.from(pubsubMessage.data, "base64").toString());

      console.log("Decoded Pub/Sub data:", decodedData);

      const { historyId: receivedHistoryId } = decodedData;

      // Retrieve the last processed historyId
      const lastProcessedHistoryId = this._getLastProcessedHistoryId();
      console.log("Last processed historyId:", lastProcessedHistoryId);

      // Use the minimum of lastProcessedHistoryId and the received historyId
      const startHistoryId =
        Math.min(parseInt(lastProcessedHistoryId), parseInt(receivedHistoryId));
      console.log("Using startHistoryId:", startHistoryId);

      // Fetch the history
      const historyResponse = await this.gmail.listHistory({
        startHistoryId,
        historyTypes: [
          "messageAdded",
        ],
        labelId: this.label,
      });

      console.log("History response:", JSON.stringify(historyResponse, null, 2));

      // Process history to find new messages
      const newMessages = [];
      if (historyResponse.history) {
        for (const historyItem of historyResponse.history) {
          if (historyItem.messagesAdded) {
            newMessages.push(...historyItem.messagesAdded.map((msg) => msg.message));
          }
        }
      }

      console.log("New messages found:", newMessages.length);

      // Fetch full message details for new messages
      const newMessageIds = newMessages?.map(({ id }) => id) || [];
      const messageDetails = await this.gmail.getMessages(newMessageIds);

      console.log("Fetched message details count:", messageDetails.length);

      const processedEmails = this.processEmails(messageDetails);

      // Store the latest historyId in the db
      const latestHistoryId = historyResponse.historyId || receivedHistoryId;
      this._setLastProcessedHistoryId(latestHistoryId);
      console.log("Updated lastProcessedHistoryId:", latestHistoryId);

      if (processedEmails?.length) {
        this.$emit({
          newEmailsCount: processedEmails.length,
          emails: processedEmails,
          lastProcessedHistoryId: latestHistoryId,
        }, {
          id: processedEmails[0].id,
          summary: processedEmails[0].subject,
          ts: Date.now(),
        });
      }
    }
  },
};

Trigger Configuration

This component may be configured based on the props defined in the component code. Pipedream automatically prompts for input values in the UI and CLI.
LabelPropTypeDescription
GmailgmailappThis component uses the Gmail app.
N/Adb$.service.dbThis component uses $.service.db to maintain state between executions.
Trigger TypetriggerTypestringSelect a value from the drop down menu:webhookpolling

Trigger Authentication

Gmail uses OAuth authentication. When you connect your Gmail account, Pipedream will open a popup window where you can sign into Gmail and grant Pipedream permission to connect to your account. Pipedream securely stores and automatically refreshes the OAuth tokens so you can easily authenticate any Gmail API.

Pipedream requests the following authorization scopes when you connect your account:

emailprofileopenidhttps://www.googleapis.com/auth/gmail.labelshttps://www.googleapis.com/auth/gmail.sendhttps://www.googleapis.com/auth/gmail.modifyhttps://www.googleapis.com/auth/gmail.composehttps://www.googleapis.com/auth/gmail.settings.basic

About Gmail

Gmail offers private and secure email by Google at no cost, for business and consumer accounts.

Action

Description:Creates a new application. [See the documentation](https://developer.personio.de/reference/post_v1-recruiting-applications)
Version:0.0.1
Key:personio-create-application

Personio Overview

The Personio API provides programmatic access to HR management functions, allowing you to manage employee data, time tracking, payroll, and recruitment processes. With Pipedream, you can leverage this API to create automations and workflows that can streamline HR operations, react to events in Personio in real-time, and connect HR data to other systems seamlessly.

Action Code

import {
  parseArray,
  toSingleLineString,
} from "../../common/utils.mjs";
import personio from "../../personio.app.mjs";

export default {
  key: "personio-create-application",
  name: "Create Application",
  version: "0.0.1",
  description: "Creates a new application. [See the documentation](https://developer.personio.de/reference/post_v1-recruiting-applications)",
  type: "action",
  props: {
    personio,
    companyId: {
      type: "string",
      label: "Company Id",
      description: "Your company id provided at https://{YOUR_COMPANY}.personio.de/configuration/api/credentials/management",
    },
    recruitingAccessToken: {
      type: "string",
      label: "Recruiting Access Token",
      description: "Your recruiting access Token provided at https://{YOUR_COMPANY}.personio.de/configuration/api/credentials/management",
      secret: true,
    },
    firstName: {
      propDefinition: [
        personio,
        "firstName",
      ],
      description: "First name(s) of the applicant. Must not be empty or only whitespaces.",
    },
    lastName: {
      propDefinition: [
        personio,
        "lastName",
      ],
      description: "Last name(s) of the applicant. Must not be empty or only whitespaces.",
    },
    email: {
      propDefinition: [
        personio,
        "email",
      ],
      description: "Email address of the applicant.",
    },
    jobPositionId: {
      type: "integer",
      label: "Job Position Id",
      description: toSingleLineString(
        `The personio internal id of the job this application should belong to.
        Access your positions page at https://{YOUR_COMPANY}.personio.de/recruiting/positions; Select a position;
        If your current URL is https://{YOUR_COMPANY}.personio.de/recruiting/positions/12345, then your Job Position ID is \`12345\``,
      ),
    },
    recruitingChannelId: {
      type: "string",
      label: "Recruiting Channel Id",
      description: "The recruiting channel this application was sourced from. See https://{YOUR_COMPANY}.personio.de/configuration/recruiting/channels.",
      optional: true,
    },
    externalPostingId: {
      type: "string",
      label: "External Posting Id",
      description: "The external id of the job posting (E.g. the external id forwarded by Gohiring).",
      optional: true,
    },
    message: {
      type: "string",
      label: "Message",
      description: "The applicant supplied free-text message.",
      optional: true,
    },
    applicationDate: {
      type: "string",
      label: "Application Date",
      description: "The application date (yyyy-mm-dd). It cannot be a date in the future.",
      optional: true,
    },
    tags: {
      type: "string[]",
      label: "Tags",
      description: "Tags to be associated with this application. Non-existing tags will be created. See https://{YOUR_COMPANY}.personio.de/configuration/recruiting/tags.",
      optional: true,
    },
    files: {
      type: "string[]",
      label: "Files",
      description: "A list of references to previously updated files. These will be attached to the new application. Each file item consists of an uuid, an original_filename and a category. [See the documentation](https://developer.personio.de/reference/post_v1-recruiting-applications).",
      optional: true,
    },
    attributes: {
      type: "string[]",
      label: "Attributes",
      description: "A list of attributes for this applicant. Each attribute item consists of an id and a value. [See the documentation](https://developer.personio.de/reference/post_v1-recruiting-applications).",
      optional: true,
    },
    phaseType: {
      type: "string",
      label: "Phase Type",
      description: "The type of application phase.",
      options: [
        "system",
        "custom",
      ],
      optional: true,
      reloadProps: true,
    },
  },
  async additionalProps() {
    const props = {};
    if (this.phaseType) {
      props.phaseId = (this.phaseType === "system")
        ? {
          type: "string",
          label: "Phase Id",
          description: "The Id of the phase.",
          options: [
            "unassigned",
            "rejected",
            "withdrawn",
            "offer",
            "accepted",
          ],
        }
        : {
          type: "string",
          label: "Phase Id",
          description: "The Id for your custom phase can be found under your personio settings (https://{YOUR_COMPANY}.personio.de/configuration/recruiting/phases).",
          default: "",
        };
    }
    return props;
  },
  async run({ $ }) {
    const {
      personio,
      companyId,
      recruitingAccessToken,
      firstName,
      lastName,
      jobPositionId,
      recruitingChannelId,
      externalPostingId,
      applicationDate,
      phaseType,
      phaseId,
      tags,
      files,
      attributes,
      ...data
    } = this;

    const phase = {};
    if (phaseType) phase.type = phaseType;
    if (phaseId) phase.id = phaseId;

    const info = {
      first_name: firstName,
      last_name: lastName,
      job_position_id: jobPositionId,
      recruiting_channel_id: recruitingChannelId,
      external_posting_id: externalPostingId,
      application_date: applicationDate,
      tags: parseArray(tags),
      files: parseArray(files),
      attributes: parseArray(attributes),
      ...data,
    };

    if (Object.entries(phase).length) {
      info.phase = phase;
    }

    const response = await personio.createApplication({
      $,
      headers: {
        "X-Company-Id": companyId,
        "Authorization": `Bearer ${recruitingAccessToken}`,
      },
      data: info,
    });

    $.export("$summary", "A new application was successfully created!");
    return response;
  },
};

Action Configuration

This component may be configured based on the props defined in the component code. Pipedream automatically prompts for input values in the UI.

LabelPropTypeDescription
PersoniopersonioappThis component uses the Personio app.
Company IdcompanyIdstring

Your company id provided at https://{YOUR_COMPANY}.personio.de/configuration/api/credentials/management

Recruiting Access TokenrecruitingAccessTokenstring

Your recruiting access Token provided at https://{YOUR_COMPANY}.personio.de/configuration/api/credentials/management

First NamefirstNamestring

First name(s) of the applicant. Must not be empty or only whitespaces.

Last NamelastNamestring

Last name(s) of the applicant. Must not be empty or only whitespaces.

Emailemailstring

Email address of the applicant.

Job Position IdjobPositionIdinteger

The personio internal id of the job this application should belong to. Access your positions page at https://{YOUR_COMPANY}.personio.de/recruiting/positions; Select a position; If your current URL is https://{YOUR_COMPANY}.personio.de/recruiting/positions/12345, then your Job Position ID is 12345

Recruiting Channel IdrecruitingChannelIdstring

The recruiting channel this application was sourced from. See https://{YOUR_COMPANY}.personio.de/configuration/recruiting/channels.

External Posting IdexternalPostingIdstring

The external id of the job posting (E.g. the external id forwarded by Gohiring).

Messagemessagestring

The applicant supplied free-text message.

Application DateapplicationDatestring

The application date (yyyy-mm-dd). It cannot be a date in the future.

Tagstagsstring[]

Tags to be associated with this application. Non-existing tags will be created. See https://{YOUR_COMPANY}.personio.de/configuration/recruiting/tags.

Filesfilesstring[]

A list of references to previously updated files. These will be attached to the new application. Each file item consists of an uuid, an original_filename and a category. See the documentation.

Attributesattributesstring[]

A list of attributes for this applicant. Each attribute item consists of an id and a value. See the documentation.

Phase TypephaseTypestringSelect a value from the drop down menu:systemcustom

Action Authentication

Personio uses OAuth authentication. When you connect your Personio account, Pipedream will open a popup window where you can sign into Personio and grant Pipedream permission to connect to your account. Pipedream securely stores and automatically refreshes the OAuth tokens so you can easily authenticate any Personio API.

Pipedream requests the following authorization scopes when you connect your account:

About Personio

Europe’s most valuable HR tech company offering an all-in-one HR software for SMEs.

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