Most organizations use a big box full of applications to streamline all front and back office processes. We rarely cross the path of a customer who has implemented everything into one single software platform. Knowing this it will come as no surprise that, during the setup of Vivaldi Process2Flow, the proper configuration of data exchange with 3rd party software systems is key to a successful implementation.
In this blog article we cover two different situations: the use of external master data sources on the form of a process flow; and the creation of a new process flow by a 3rd party application.
Using master data from 3rd party applications in Vivaldi Process2Flow.
A lot of the master data that you want to use in Vivaldi Process2Flow process flows is already stored in the database of one or more of the software tools that your organization is using. A good example is a list of prospects and customers in your CRM software, or the list of product items in an ERP database. The last thing we want is to let your users key in duplicate data, so how can we make Vivaldi Process2Flow use this existing data?
Vivaldi Process2Flow offers 2 different solutions:
- One-way synchronization of the data (from an external source into the Vivaldi QMS database).
- Create a live connection between the 2 systems.
The first step in the setup of a synchronization is to configure the 3rd party software to generate a daily export of the required data in a “.csv” file. The second step is to configure the Vivaldi Process2Flow Synchronization Agent to pick up this export file and import the data into the Vivaldi QMS database. If a record does not exist in the Vivaldi QMS database it will be created, if it already exists the data will be updated.
2. Live link
The second solution is the configuration of a live link between both systems. This is done on the level of the MS SQL database. The Vivaldi QMS database will pull the data from another MS SQL Server database or from another data source through an ODBC link. This is a 100% live on-demand process, so you are sure that you always have the most recent data, without any delay. If a new customer has been created in your CRM software, the data will be instantly available in Vivaldi QMS.
Which solution you choose depends on your data source. If the database of the 3rd party application is not in the same network environment, or if this database is simply not reachable through a direct connection, then the synchronization solution is the only way to go. Otherwise a live connection might be the best choice.
Initiating a new process flow in the Vivaldi Process2Flow database by a 3rd party application.
Technically it is perfectly possible to create a customized web form on your website or intranet portal to start up a new instance of a process flow. You simply need to respect certain rules when saving the data from this web form, and pass it on to the Vivaldi Process2Flow Offline Registration Agent. This background service of the Vivaldi QMS software will process the data and start up a new instance of a process flow.
API or direct database connection?
As you have probably noticed, some situations require a direct connection to the MS SQL database of Vivaldi QMS, and others can be solved with one of the Vivaldi QMS API tools.
Do you need help with data exchange in Vivaldi Process2Flow or do you have a question? Contact us, we will be glad to help you.