A great deal is possible with the Sync module. It helps you to keep your data up to date in your ChurchTools and/or other systems. This way, you have less administrative work and can fully focus on your important tasks.
In this article, we will show you the order in which you should proceed to synchronize data from your ChurchTools with another system. If you don’t know exactly how the individual steps work, we have provided links to the relevant instructions.
1. Connect new system #
Which system should the sync connect your ChurchTools to?
You have the choice between other ChurchTools systems, Optigem and DaviP. Enter the access data of the other system, create the connection and you’re ready to go. You can find out exactly how to do this here.
2. Create and configure order #
What do you want to achieve with your assignment?
With your orders, you define which persons, bookings, accounts, cost centres, account groups, account classes or account types with properties you have selected (e.g. first/last name, age, …) are to be synchronized. We explain how to create them here.
Either you combine several actions for the same data in one order or you configure several orders to be able to select different data. We explain exactly how to configure your orders here.
3. Select actions for your order #
What exactly should happen as a result of your order?
You can choose between actions that create new data pairs and actions that keep existing data pairs up to date. You can find out which actions are available here.
4. Narrow down the data for your order #
What data should be compared in this order?
By default, this includes all people/bookings/accounts… on both sides. Here, you have the option to define rules with conditions that limit the relevant data for both sides. Your order will then be executed only for the selected data. We explain exactly how to restrict the data here.
5. Create property pairs for the connection #
Which data in your system correspond to which data in the other system?
In this step, you first match the properties of the two systems, if this has not already been done. They are linked as so-called property pairs, which apply to the entire connection. How to create these property pairs is explained here.
6. Select property pairs for your order #
Which data should be synchronized in your order?
You select either all or some of these property pairs. Only the selected property pairs are synchronized in your order. You can find detailed information on selecting property pairs here.
7. Execute order #
When and how often should the order be carried out?
We strongly recommend running a simulation first whenever you create a new order. This way, you will receive a detailed log of what would happen if the job had actually been carried out.
If you notice any unwanted changes here, adjust the configuration of your job and simulate again. Repeat this until you are satisfied with the “What would have happened?” result without actually changing any data in your ChurchTools.
If you are satisfied with the result of the simulation, click on Execute and the actions will be executed as you last simulated them. You can either execute your order manually once or have it executed automatically on a recurring basis. We explain all the details about executing an order here.
8. Data pairs are created for the connection #
When you execute your order, the data records that are not yet linked to each other are linked in this step. These person/booking/account … pairs apply to the entire connection and all orders configured for it.
9. Check versions #
You can do this in the log for each individual order. We show you where to find the logs here.
