CRM Sync Process
There are two different ways to sync information between Ajera and CRM. The first option is an automatic sync. The settings for the automatic sync can be found in the Auto Run settings set in 
> Setup > Company > Preferences > CRM tab. The second sync option is a manual sync. You can run the sync manually from Setup > Utility > Synchronize with CRM.
Information about the records in Ajera and CRM synced together are stored in mapping tables. Mapping table information can be viewed on the CRM Sync Details Dashboard. You can check the process of any sync on the Integration Dashboard.
When the sync process is run, if no information exists in the mapping tables, the process is considered a first time sync. The CRM and Ajera databases are searched for records with the same name and the sync will add those existing records to the mapping table. Once there is information in the mapping table for the record type, Ajera will not search for additional existing records to add to the mapping table. For projects, you can run the manual sync and mark Map Unsynced Ajera projects to existing CRM projects option to achieve the same thing.
Sync historical project consultants to CRM updates CRM with any consultant vendors entered to mapped CRM projects.
Once the mapping table contains information, only information that is marked to Sync to Ajera or Sync to CRM will be considered in the synchronization process. Records set to sync between Ajera and CRM will always be checked for an existing record with the same name. If that record is found, the two records will be mapped together.
| For example | If you add a new client in CRM called ACME SUPPLIES and set it to sync to Ajera, the sync process will first look for a client with the description Acme Supplies. If it finds that client and the client is not currently mapped to another CRM record, then it will map the two records together. If the sync process does not find an existing record, then a new client will be created. Ajera does not support two records with the same name so if it finds the client with the same name mapped to another client in CRM, an error will appear on the Integration Log. |
Once records are added to the mapping table, the information between the two applications will be updated during the sync process, if the records change. The sync process uses the last modified date in each application to determine what needs to be changed. If the record has not changed since the last sync, it will not be include
If the amount of projects that need to be synced from Ajera to Vantagepoint CRM exceeds 500, the projects will sync in batches of 500 at a time. This means the sync process will need to be run multiple times to completely sync all of the projects. The Integration Log will track your progress. For example, if you have 1600 projects to update from Ajera to CRM, your Integration log will contain a message like:
"The sync contained more than 500 projects. Please re-run the manual or auto sync 3 more times to sync all remaining projects."
You will need to finish syncing all of the project batches before the normal project syncing will proceed. Once all the batches have been synced, a ‘Sync Completed’ message will appear on the Integration Log and there will be no mention of additional batches. Additional processing involving projects being created in CRM or information updated from CRM will also have occurred.
