CRM Connector Setup

CRM connectors let AcaTrove exchange data with institutional research management systems such as Pure, Converis, Symplectic Elements, and other CRIS (Current Research Information Systems) platforms. These connectors enable bidirectional sync of researcher profiles, publications, grants, and organizational data. Admin role is required.

Accessing CRM Connectors

Navigate to /admin/crm-connectors from the admin sidebar.

CRM connector setup page with available connector types

Setting Up a Connector

1. Click + New Connector and select the CRM platform type.
2. Enter the connection details:
   • API Endpoint -- The URL of your CRM's API.
   • Authentication -- API key, OAuth credentials, or service account details depending on the CRM.
   • Sync Scope -- Which data entities to sync (Researchers, Publications, Grants, Organizations).
3. Test the connection by clicking Test Connection. AcaTrove validates the credentials and confirms connectivity.
4. Click Save.

Field Mapping

Each CRM has its own data schema. Field mapping defines how AcaTrove's fields correspond to the CRM's fields.

1. After saving the connector, click Configure Field Mapping.
2. For each AcaTrove entity (User, Publication, Grant), you see a mapping table with:
   • AcaTrove field -- The field in AcaTrove's data model.
   • CRM field -- The corresponding field in the CRM. Select from the CRM's available fields via the dropdown.
   • Direction -- Whether data flows from CRM to AcaTrove, from AcaTrove to CRM, or bidirectionally.
   • Transform -- Optional data transformation rules (e.g., date format conversion, name splitting).
3. AcaTrove pre-populates common mappings based on the CRM type. Review and adjust as needed.
4. Click Save Mapping.

Field mapping editor showing AcaTrove and CRM field correspondence

Conflict Resolution

When the same record is modified in both AcaTrove and the CRM between syncs, a conflict occurs. Configure how conflicts are handled:

• CRM wins -- The CRM's version overwrites AcaTrove's data. Use this when the CRM is the authoritative source.
• AcaTrove wins -- AcaTrove's version is preserved. Use this when researchers actively manage their data in AcaTrove.
• Manual resolution -- Conflicts are flagged for an administrator to resolve. Both versions are preserved until a decision is made.
• Most recent wins -- The version with the most recent modification timestamp takes precedence.

The default strategy is "Manual resolution" to prevent accidental data loss. You can set the strategy globally or per field.

Running Syncs

After configuration, syncs can run in several modes:

• Manual -- Click Sync Now to trigger an immediate sync.
• Scheduled -- Set the sync to run automatically at a defined interval (hourly, daily, weekly).
• Real-time -- For CRMs that support webhooks, sync events as they occur.

The sync log shows the results of each run, including records created, updated, skipped, and any conflicts encountered.

Monitoring Connector Health

The connector dashboard shows each connector's status:

• Connected -- The connector is active and syncs are running.
• Error -- The last sync encountered errors. Click for details.
• Disconnected -- The connector has lost its connection (expired credentials, API changes).

Tips

• Map only the fields you actively use to reduce sync complexity and the likelihood of conflicts.
• Start with one-way sync (CRM to AcaTrove) and enable bidirectional sync after validating data quality.
• Review the conflict resolution log weekly during initial setup to ensure data integrity.
• Test the connector with a small data subset before running a full sync.