Integrations

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Overview

The Integrations page allows you to connect WorkSuite with external systems like ERPs, accounting software, shipping platforms, e-commerce sites, and CRM tools. Integrations automate data synchronization, reducing manual entry and ensuring consistency across your business systems.

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Accessing Integrations

Navigate to Integrations from the main menu or directly via /integrations to view all your connected systems.

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Integrations List

The main integrations page displays all configured integrations in a searchable card-based layout.

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Integration Cards

Each integration card shows:

• Integration Name: Custom name for this connection
• Connection Type: Type of integration (Custom API, Database, REST API, SFTP, Webhook, etc.)
• Status Badge: Current connection status
  • Active (green): Integration is connected and functioning
  • Testing (blue): Integration is being tested or configured
  • Inactive (gray): Integration is configured but not active
  • Suspended (red): Integration encountered errors and is suspended
• Account Name: Associated account or tenant identifier
• Last Sync: Timestamp of the most recent data synchronization

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Searching Integrations

Use the search bar to filter integrations by:

• Integration name
• Connection type
• Account name

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Adding a New Integration

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Managing an Integration

Click any integration card to open the detailed integration management page.

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Integration Detail Tabs

The detail view provides category-specific tabs based on the integration type:

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Legacy ERP Integrations

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Accounting Integrations

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Shipping Integrations

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E-commerce Integrations

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CRM Integrations

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Automation/Custom Integrations

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Overview Tab

The Overview tab provides:

• Connection Status: Real-time status indicator (Connected, Disconnected, Error)
• Configuration Summary: Key settings and credentials (masked)
• Last Successful Sync: Timestamp and record counts
• Next Scheduled Sync: For scheduled integrations
• Performance Metrics: Sync duration, error rates, throughput

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Running Manual Syncs

For certain integration types (e.g., Legacy ERP):

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Disconnecting an Integration

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Monitoring Integration Health

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Connection Status Indicators

• Green (Active): Integration is connected and syncing successfully
• Blue (Testing): Integration is in testing mode - data may not be fully synced
• Gray (Inactive): Integration is configured but not actively syncing
• Red (Suspended): Integration encountered errors and automatic syncs are paused

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Error Monitoring

Each integration has an Errors tab showing:

• Recent Errors: Latest synchronization failures
• Error Type: Category of error (authentication, data validation, network, etc.)
• Timestamp: When the error occurred
• Details: Error message and affected records
• Resolution: Suggested fixes or next steps

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Sync History

The History tab provides a complete audit trail:

• Sync Timestamp: When the sync ran
• Records Processed: Number of records imported/exported
• Duration: How long the sync took
• Status: Success, Partial Success, or Failed
• User/Trigger: Who initiated the sync (automatic, manual, system)

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Integration Categories

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Legacy ERP

Connect to traditional ERP systems to synchronize:

• Master item/product data
• Customer master records
• Orders and fulfillment status
• Inventory levels
• Pricing information

Common ERP Systems:

• SAP
• Microsoft Dynamics NAV
• Oracle
• Custom ERP systems

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Accounting Software

Sync financial data with accounting platforms:

• Invoices and payments
• Customer/vendor records
• Chart of accounts
• Tax information

Common Accounting Platforms:

• QuickBooks
• Xero
• NetSuite
• Sage

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Shipping Platforms

Integrate with carriers for shipment management:

• Create shipping labels
• Track packages
• Calculate rates
• Manage returns

Common Shipping Platforms:

• FedEx
• UPS
• USPS
• ShipStation

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E-commerce Platforms

Connect online stores to WorkSuite:

• Import orders automatically
• Sync product catalogs
• Update inventory availability
• Track fulfillment status

Common E-commerce Platforms:

• Shopify
• WooCommerce
• Magento
• BigCommerce

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CRM Systems

Link customer relationship management tools:

• Sync contacts and leads
• Track sales pipeline
• Update deal status
• Share customer notes

Common CRM Systems:

• Salesforce
• HubSpot
• Zoho CRM
• Microsoft Dynamics 365

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Custom Integrations

Build bespoke integrations using:

• REST APIs: Standard HTTP-based integrations
• SFTP: Secure file transfer for batch data
• Webhooks: Real-time event notifications
• Database Connections: Direct database-to-database sync

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Best Practices

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Connection Security

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Sync Scheduling

• Schedule syncs during off-peak hours to minimize system load
• Stagger sync times if you have multiple integrations
• Match sync frequency to business needs - hourly for critical data, daily for less time-sensitive
• Monitor sync duration to ensure syncs complete before the next scheduled run

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Error Handling

• Set up alerts for integration failures
• Review errors promptly to identify patterns
• Document resolutions for common errors
• Test after configuration changes to catch issues early

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Data Quality

• Validate data before syncing to prevent bad data from propagating
• Map fields carefully to ensure data lands in the correct place
• Handle missing data gracefully with defaults or fallback values
• Review sync results periodically to ensure data accuracy

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Troubleshooting

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Integration Shows Suspended Status

Possible Causes:

• Multiple sync failures in a row
• Authentication credentials expired or changed
• External system is down or unreachable
• Data validation errors exceeding threshold

Resolution:

1. Check the Errors tab for specific error messages
2. Verify credentials are still valid
3. Test connectivity to the external system
4. Fix data issues or update configuration
5. Use “Run Import Now” to test before re-enabling automatic syncs

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Data Not Syncing

Check:

• Integration status is Active (not Inactive or Testing)
• Last sync timestamp - has it run recently?
• Errors tab for failed syncs
• External system is operational
• Filters or sync settings limiting data scope

Steps:

1. Check integration status on the Overview tab
2. Review recent sync history
3. Run a manual sync to test
4. Check Errors tab for clues
5. Contact support if issue persists

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Duplicate Records

Possible Causes:

• ID field mapping incorrect
• External system changed record IDs
• Manual records conflict with synced records

Resolution:

1. Review field mapping configuration
2. Check for unique identifier consistency
3. Deactivate one source of data (manual or synced)
4. Use merge/deduplication tools if available

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Slow Sync Performance

Possible Causes:

• Large data volumes
• Network latency
• External system performance
• Complex data transformations

Resolution:

1. Review sync history to identify trends
2. Optimize data filters to sync only necessary records
3. Schedule syncs during off-peak hours
4. Consider batch size adjustments
5. Contact support for performance tuning

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