Mapping data refers to matching data fields in one application to another application. Understanding how to map data in ConnectMyApps is an essential aspect of software integration because it determines where records should be transferred or synchronized between your apps.
For example, the ‘First Name’ field on a contact card in your CRM system should probably be mapped to the ‘First Name’ field on a contact card in your Accounting software. However, your CRM might have three options for Address – ‘Visiting’, ‘Delivery’, ‘Post’ – yet your Acccounting software may only have an option for ‘Invoice’ address. Therefore, you need to decide which of the three address options in your CRM should be used in your Accounting software.
ConnectMyApps workflows come with pre-configured mappings by default, based on common sense and our years of experience working with small business software. But because we know that every business is different, we give you the option to change the mappings if necessary.
It is relatively straightforward to map data in ConnectMyApps if you follow the steps below. In this example we will use 24SevenOffice – a popular ERP system – as the Source App and MailChimp email marketing software as the Destination App. We will use the workflow Subscribe Companies i.e. when a new company is added in 24SevenOffice, they are automatically added to an email subscription list in MailChimp.
1. Firstly, note that some of the mappings have the same app for both fields. This is because some apps have default settings. For example, the default option in MailChimp is to send a welcome email to any new subscriber.
Therefore, in the first mapping row, we need to decide whether MailChimp should do this automatically when a company is added. In this case we select False i.e. do not send a welcome email automatically.
2. Some applications have complex or ambiguous field names so it can be difficult to know which field it refers to. Where possible, ConnectMyApps shows a sample of data from the application in grey text next to the field name, making it easier to identify the particular field. In this example it shows True next to SendWelcomeEmail and DoubleOptIn.
3. Also note that in the third mapping row, the Destination App is now on the left and Source App on the right. This is because you need to specify the field where you want data to go, and some fields only accept certain types of data, such as numbers or pre-set options from the Source App. In this case, the SubscriberEmail in MailChimp will be taken from the EmailAddress [Primary].Value in 24SevenOffice.
4. You can add new fields to map between your apps by clicking New. You can also delete existing mappings by clicking the red X button, though it is recommended not to delete mappings that come as default with a workflow.
5. Once you have edited the mappings to your requirements click Save.
Remember, in many cases you will not need to change the mappings for your workflows as we have done the work for you, so don’t be intimidated by many dropdown fields on the mapping screen. However, if you do need it, you have the flexibility to map data in ConnectMyApps to suit your specific processes.