Connecting data sources can unify your operations, but the process is often fraught with challenges.
We specialise in integrating Dynamics 365, web portals, SQL databases, finance systems, etc. Our solutions also integrate with service providers including D&B, PayPal, Stripe, DAVIS, and Creditsafe.
Power Automate provides over 1000 certified connectors to simplify integrations, but some situations require a bespoke approach. This article highlights eight questions to help you develop a resilient, unified data source, ensuring streamlined processes and better decision-making.
1. What is your data integration goal?
Are you seeking to achieve real-time data sharing across departments? Is the aim to consolidate data from disparate sources to create a unified view? Or perhaps, are you looking to modernise specific business processes with integrated and accessible information?
Clearly articulating your goals at the outset is crucial to scope your project appropriately. Like any project, having a clearly defined goal will serve as a strategic guide and provide clarity throughout.
2. Which data flow direction aligns with your needs?
Do you need data to move from one system to another in a single path? This unidirectional flow often suits situations where fresh data is fed into Microsoft Dataverse, the central repository for Dynamics 365 and Power Apps.
Alternatively, might a two-way (bi-directional) flow be needed for sync between systems? This is common in environments where near real-time interaction between different business areas is necessary.
Deciding the flow direction will affect the dynamics of your data strategy and the infrastructure’s complexity to support this integration. Specifically, bi-directional integration adds increased complexity to manage data consistency, error handling, and performance loads.
3. How frequently should your data sync?
Real-time sync ensures immediate updates for fast-paced environments where up-to-the-minute accuracy is vital. However, the Microsoft Power Platform limits how many API requests can be made between products within 24 hours.
Scheduled data synchronisation is more commonly used, providing regular updates at specified intervals where ongoing API requests for real-time updates are unnecessary.
An event-driven sync is a third option, which involves triggered data updates from a defined action.
An appropriate sync method and schedule, aligned with your business needs, will ensure smooth operations and maintain data consistency.
4. Is your data ready for integration?
Assess data accuracy, consistency, and relevance within your source systems. Spotting discrepancies or outdated information is crucial, as these could affect the effectiveness of your integration and degrade data quality.
Identifying the need for data cleansing will include purging inaccuracies and resolving duplicate entries to ensure that only high-quality, relevant data is connected.
Equally essential is data normalisation. This entails organising data to be consistently formatted and easily accessible across systems. For instance, it might involve addressing inconsistent date formats, differing measurement units or non-standard categorisations between data sources.
Prioritising data quality will facilitate a smoother data integration process and maximise the efficiency of your newly integrated system.
5. How will your data mapping enhance compatibility?
Data mapping and transformation is about laying a clear roadmap for how data from different systems will be interpreted, associated, and stored.
For instance, consider the necessity of defining new tables and columns within Dataverse to ensure that data remains functional and accessible in Dynamics 365 and other apps.
Mapping data fields between systems entails a careful evaluation to align data types, formats, and values for interoperability between source and target systems. As highlighted above, it may also involve data transformation, where values are converted or reformatted for consistency with the target system. This step should also consider what matching rules will be applied to update existing records or when to create new entries.
A clear and structured data mapping and transformation process will ensure that data retains its quality, relevance, and usability post-migration to support informed decision-making.
6. What mechanisms will resolve data conflicts?
Achieving precision in your integration will ensure that data remains consistent and reliable across connected systems. Essential to the validation process is addressing and defining precise rules for data conflict resolution. This is crucial when integrating systems where there may be coinciding updates.
Consider a scheduled data sync between Dataverse and an ERP system. When updates to similar data points are made nearly concurrently in two systems, a well-defined conflict resolution protocol should be in place. These rules will determine which update should prevail, ensuring data integrity post-sync. The key to forming these standards is identifying a ‘system of record’ for different data types. This foundational decision will guide subsequent conflict resolution processes.
7. How will processing errors be managed?
A streamlined approach for handling integration errors and failures will ensure prompt action. This entails implementing comprehensive error logging to capture discrepancies as they occur, ensuring no detail is missed. Automated notifications are pivotal, alerting administrators to intervene when deviations occur.
Finally, having predefined resolution workflows in place means recognising an issue and providing a clear path to rectify it, ensuring minimal disruption.
Together, these mechanisms form a resilient foundation, enhancing data quality and ensuring consistency across systems, reflecting a commitment to maintaining integrity and reliability in your data-driven processes.
Dataverse provides several mechanisms to manage and troubleshoot data integration errors. These include an admin dashboard providing a real-time view of integration project runs with colour-coded warnings. Email notifications can also be triggered if an integration process returns an error or warning.
8. What are your strategies to manage system change?
Comprehensive documentation underpins efficient integration change management and resilient processes. Detailed documentation will help everyone navigate system changes to preserve your integration setup. Rigorous testing will vet adjustments for integration coherence and data integrity, preventing potential system hiccups.
Meanwhile, consistent communication with stakeholders keeps everyone aligned with the changes, ensuring a unified approach.
With this careful approach, you’ll find that subsequent modifications don’t just avoid disruptions but actively enhance your overall workflow and system capabilities.
Final Thoughts
Effective data integration for Dynamics 365 and Power Platform requires careful planning. By addressing these key questions, you’ll create a roadmap tailored to your business for efficiency and scale.
Our experts provide practical solutions to support you in making this a reality. Contact us today to discuss your requirements and transform your data operations.
Related:
- 17 Power Automate Examples to Streamline Your Business Processes
- Dynamics 365 Data Import Best Practices
Updated: April 10, 2025
