DataBridge already has great support for SuperOffice entities like ‘Company’ and ‘Appointment’, DataBridge imports the data straight into the SuperOffice database to make the data available to your SuperOffice users.
Importing documents into SuperOffice raises a bigger challenge as a physical document file is required besides the document details that go into the database. When we talk about a physical document, we mean the actual digital file like a Word or PDF document. A document entity represents document metadata, as shown in the SuperOffice document dialog. Both are required to represent a document inside SuperOffice.
Source
DataBridge supports the import of documents, including physical documents from:
- FTP and SFTP
- Microsoft OneDrive
- Microsoft SharePoint
Besides the physical document file(s), an import file is needed in which there is more information on the document, like the company to which the document will be linked. The source needs to provide both types of files.
In the example that we use in this article, an import file in Microsoft Excel format holds the details for 3 documents that will be imported. On the FTP location used in this example, you also see the 3 physical documents in PDF format on the same FTP location as the import file.
The maximum size of a document file is determined by the subscription plan. Read more
How to
Details
Create a new integration. The source is FTP, the destination is SuperOffice CRM.
Configure the access to FTP.
Click Next. The Source page is shown.
This is where we’ll make sure the data from your source is loaded the way you would like to have it. In our example, a Microsoft Excel document is used. The File path is a relative path to the FTP location.
Click Next to proceed to the Data page.
This is where we link the details from the import file to the SuperOffice fields. In our example we have details for the company, a sale and the document in our import file. However, we will only link the document to the company to make it visible in the companies’ activity list.
We have mapped the company number and company name. We’ll use the number later for deduplication.
Also mapped are the sale number, heading (name) and the amount and date.
For the document itself we only map the File path here. We map this field to a column that we created with a transformation. The reason is that our source file only gives us the document file name and not the relative path on the FTP server. For example for the first entry in the source file, the file name is ‘order-7666.pdf’. However, by handing over that value we can’t find the file on FTP. If we hand over ‘/webinar/order-7666.pdf’ then we are able to find the document.
To solve this, we added a transformation of type Append Text and created a column with the value we need.
Click Next to proceed to the Destination page.
Select the Company tab.
Set the duplicate match to Number. This to avoid that DataBridge creates a new company for each row in the import file.
Select the Sale tab.
Set the duplicate match to Number. This to avoid that DataBridge creates a new sales for each row in the import file.
Select the Document tab.
In the section Default Values, look for the Document Owner and set the right SuperOffice user so that the new documents in SuperOffice have a proper owner. The owner is a mandatory field when you import documents. In our example, the owner is not available in the import file. This is why we tell DataBridge to always use the selected SuperOffice user as the owner.
The same goes for Document Template. We did not get this value included in our source, so we need to set this value by ourselves since SuperOffice marked this field as mandatory.
What to do when no document is available on the storage location, is configured with the Document Unavailable Action, . The option ‘Continue processing the line‘ allows you to update existing SuperOffice document entities without affecting the file. Marking as failed or skipped will not create or update any document entities in SuperOffice when no file was loaded.
Be careful when using the “Continue processing the line” option. Without a file it’s impossible to create a new document in SuperOffice, so in that case the document entity will fail with the message “A document file is required for this operation but not available”; however other entities on the same line will be processed as usual. So only use this option in case you explicitly want to update existing document entities.
Click Next to proceed.
Finish the integration and run it.
Observe that in SuperOffice the three documents are imported and the document file, a PDF in our example. will open.
Tip: process only a few lines of the source is a safe way to test the integration.