On an average, small distributors connect anywhere between 2 to 5 software systems and medium-sized distributors might integrate around 3-7 software systems. This is an approximation and the actual number may vary depending on other factors like complexity of the operations, and their industry-specific needs.
What is important to note is that integrating ERP, CRM, eCommerce or any of their business software helps to streamline their operations by making it more efficient, reducing the costs, reducing supply chain friction, and improving customer satisfaction.
But how to choose the right integration platform or software?
Listed below are the ten must-have features of an integration platform viewed from a high-level.
1. Connect and support different systems and protocols
An effective integrator will offer different ways of connecting to a wide range of systems, including cloud-based services, on-premises software, and legacy systems.
Additionally, the integrator should support common data exchange protocols, such as: REST API, SOAP API, EDI, FTP/SFTP, and HTTP/HTTPs.
By supporting different types of systems and protocols, the integrator ensures you can connect all the tools and technologies your business relies on.
2. Simple to implement, learn, and use
Most of the small and medium distributors do not have the luxury of running a dedicated IT team due to cost constraints and limited IT needs.
So, the integrator must have an intuitive, user-friendly interface so that the implementation, adaptation, and the management (post-implementation) of the integrator is easier.
The Integrator must also have readily available connectors that can integrate with various widely-used eCommerce, ERP, CRM or other similar systems like Magento, BigCommerce, Shopify, WooCommerce, SAP, Acumatica, HubSpot, NetSuite, Salesforce, Epicor P21 and more.
Configuring the software or making small business-logic changes must be simple and should require just minimal coding knowledge.
Also, ensure that proper documentation and other learning resources are available for training.
3. Intuitive Data Mapping and Data Translation Tool
Data mapping refers to the process of defining how data fields from one system correspond to data fields in another system. Data Mapping ensures that when data is moved between systems, it is correctly aligned and understood by both the systems.
Example: Suppose you are integrating your online store’s e-commerce platform with your inventory management system. The e-commerce platform might have a field named “ProductID” to identify products, while the inventory system has a field named “ItemCode” for the same purpose.
Data mapping involves creating a relationship between “ProductID” in the e-commerce platform and “ItemCode” in the inventory system.
This way, when the Integrator transfers product data from the e-commerce platform to the inventory system, it knows that “ProductID” in the e-commerce platform should be matched to “ItemCode” in the inventory system.
In simple terms, data mapping ensures that the right information gets to the right place, even if different systems use different names for the same data.
Data translation involves converting data from one format or structure to another so that different systems can understand and use it properly.
This process is crucial when integrating systems that use different data formats, ensuring that data is accurately interpreted and processed by each system.
Example: Imagine you are integrating an e-commerce platform with an ERP system. The e-commerce platform records product prices with a dollar sign, like “$100”, but the ERP system only accepts numerical values without any symbols, like “100”.
Data translation would automatically convert the price data from “$100” in the e-commerce platform to “100” before sending it to the ERP system.
This ensures that the ERP system can correctly process the price information without any errors.
In simple terms, data translation makes sure that different systems can “talk” to each other effectively by converting data into the formats that each system understands.
4. Real-Time Integration
In today’s fast-paced world, it is best to work with current data. Distributors gain a competitive advantage when they have access to upto-the-minute data on inventory levels, order statuses, or customer information.
Why? Imagine the sales person with the latest inventory data, the warehouse team knows what orders to pick and pack, and allows the customer to track his or her order status in real-time. That is the power of real-time integration.
The integrator should provide the flexibility to move the data in real-time data transfer as well as in batches.
5. Scalability
As businesses evolve and scale, so do their data and integration needs. As business expands, there will be more data flow, more frequent transactions, and the addition of new systems.
An integrator, to reduce upfront investments, must be able to start small , evolve, and scale along with the business. The integrator must adapt to the new business needs, like adding a new cloud software system, like, for instance, a CRM, or changing data formats.
The integrator software must be future-proof in terms of business needs and technological advancements.
6. Advanced Automation
An integrator automates tasks that otherwise would have to be done manually. Essentially, moving data between systems, updating orders, and triggering actions based on specific events are done automatically.
Automation in the Integrator includes several key features:
- Data Synchronization: Automatically updates and syncs data between different systems in real-time or batches.
- Workflow Automation: Executes complex, multi-step processes without manual intervention.
- Error Handling: Automatically detects and handles errors during data integration, logging issues for review.
- Event-Driven Actions: Triggers specific actions based on predefined events.
- Scheduling: Allows for automated tasks to be scheduled and run at specific times.
- Notifications: Alerts users if something fails during the process.
These features streamline operations, reduce manual tasks, and improve efficiency.
7. Extensive Error logs
Error logs are files very similar to tools used by doctors to monitor patients. These logs help the system managers and developers to figure out what went wrong, how, when, and why. Detailed error logs are needed to do root-cause analysis, finding issues early-on, and fixing them beforehand.
Here are some important logs that an integrator needs.
General logs that capture high-level errors and data synchronization information including its success or failure.
Detailed logs individual items in the data synchronization (products, customers, orders etc). These logs pinpoint which one caused the problem.
Console logs help understand the data that is flowing in the integrator. These logs are related to workflows and they help developers debug the issues.
Activity logs are used for tracking user activities which may help in fixing issues caused by their actions.
The integrator system must keep records (logs) of all data transactions for a specific period of time as defined by the provider’s data retention policy.
There must be options to enable, disable and delete the logs based on user needs.
8. Security and Compliance
An integrator must ensure strong security and compliance throughout the integration process.
It must encrypt user credentials and store them securely, saving only the meta data instead of the actual data. Activity logs must track user activities with different levels of access for like admin and regular users.
The integrator must be hosted in a secure infrastructure that complies with high-security standards.
Additionally, an integrator must use various authentication methods to protect access and encrypt data-in-transit ensuring all integrated systems are protected.
9. API Management
First, what are APIs- APIs help systems to communicate with each other. For instance, a fitness app needs to get data from the smart watch. APIs do this job fetching and delivering the data to the fitness app in a language it understands.
An API manager is necessary to move data between systems, automate it and reduce errors.
The integrator must have functionalities and features to add, edit, manage and store any number of system APIs. Here systems refer to eCommerce or other similar applications.
There must also be options to create custom APIs. These Custom APIs handle unique data formats, or integrate with specialized systems that are not supported by generic APIs.
API management also involves setting up, organizing, and monitoring the APIs, making sure they are secure and reliable. This process is essential for maintaining efficient and connected business operations.
10. Effective Data Handling
An integrator must be able to handle varied and complex flows of data effectively.
For example, it must be able to handle batch processing which involves handling large volumes of data at once. It should also support dynamic processing by handling data flow in real time.
Event-driven architecture is crucial, meaning the integrator must be able to trigger actions based on certain events.
The integrator must also have the ability to direct the data flow and execute actions based on conditions
Beyond connecting systems, the integrator must also automate complex workflows and ensure accurate and efficient data processing.
Conclusion
Choosing the right integration platform is a game-changer for distributors.
By automating tasks and ensuring accurate data flow, integrators can free up valuable resources, improve efficiency, and enhance customer satisfaction. Data accuracy also improves and so does customer experience.
So, before you sign on the dotted line, do your homework and explore the top 10 must-have features we have outlined.
Remember, investing in the right integrator is a competitive advantage.
Distributors looking to explore the capabilities of DCKAP Integrator can find more detailed case studies and testimonials on DCKAP’s website.
If you are interested in learning more about how to integrate your systems securely, Please Contact Us today. We would be happy to help you get started.
