Integrations connect systems or software, such as Quickbase, Trello, MailChimp, Salesforce, or Autodesk, to allow data to move automatically between them. When systems are connected through integration, they can share data without relying on manual updates.
Integrations transform data between systems by converting, mapping, and enriching information from one system’s format and rules into another. For example, one system may store checkboxes as 1 or 0, while another stores them as true or false. An integration maps and transforms the data between the checkbox fields. This article explains the basics of integrations, what they do, and what to consider before getting started.
Integration basics
Integrations connect two systems to share data. Integrations can help you:
Keep information up to date across systems
Reduce manual data entry
Improve reporting and visibility
Automate workflows that support your business goals
Here are some key terms for understanding integrations:
Term | Definition |
|---|---|
Systems | A system is any software or tool that stores data, like Quickbase, a website, or a finance system. Every integration connects at least two systems. |
Data, objects, or entities | Data is the information that moves between systems. It is often grouped into objects or entities, such as customers, invoices, orders, or projects. |
Triggers | A trigger is the event that starts the integration. Common triggers include:
|
Actions | An action is what happens after the trigger. For example, creating a new record, updating an existing one, or sending data to another system. |
Direction | Direction describes how data moves: • One-way sync—Data moves from one system to another • Two-way sync—Data moves back and forth between systems |
Common ways to integrate
There are a few common ways to integrate systems. Your method depends on what each system supports.
Use a Pipelines channel
Quickbase Pipelines includes ready-to-use channels for many popular systems like Slack, QuickBooks, Google Docs, Jira, and more. Channels simplify setup by providing built-in triggers, actions, and authentication.
Use APIs
When there isn’t a pipeline channel, and API (Application Programming Interface) is the other option. An API is a standard way for one system to talk to another. You can typically find an API for a system in help content or by searching online.
If the other system has a public REST API, you can often connect to it using Pipelines (for example, the HTTP step) or custom code. APIs need to be called to send or receive data. Triggers can be scheduled to call the API upon a specified action or on demand.
Webhooks
A webhook is a trigger that sends automated HTTP messages to third-party services when specific events occur.
Webhooks can help when you want faster updates without checking for changes manually. If an external system can send webhooks, it can call Quickbase via our XML, HTTP, or REST APIs, within that system’s limits, to POST data into Quickbase. The webhook events are defined by the external system. Quickbase can emit outbound webhooks via Pipelines.
Scheduled sync
If the other system can’t send webhooks, integrations often run on a schedule to check for changes or updates to data. This is sometimes called polling.
Scheduled sync is preferred for bulk data.
Middleware
Middleware is software that systems use to communicate with each other. Use middleware to translate data formats, authorize and authenticate, and manage APIs. Examples of middleware include:
Zapier
Workato
Other options
When a full data sync isn’t possible through an API or API access, you can use other options like:
File-based exchange, such as CSV on a schedule
Embedded views (like iFrames) for context, not data sync
On-premises connectivity tools to reach systems behind a firewall
API security and access
Even if a system has an API, you might not be allowed to use it. Some vendors only include API access in certain plans or editions. Before using an API, confirm:
The other system has the endpoints you need. For example, Contacts or Invoices
Your account is entitled to use them
System administrators can allow or deny API access
Most integrations need a secure way to connect. In Quickbase, API calls never bypass permissions. If a user role can’t edit a record in the app, an integration running as that user can’t edit it either. Learn more about Quickbase permissions
Different integrations require different methods, here some security and access terms:
Term | Definition |
|---|---|
Authentication | Authentication is code that proves an identity |
Authorization | Authorization controls access |
User token | A key tied to a Quickbase user (treat it like a password) |
Temporary token | A temporary user token used for safer, on-the-fly access |
App token | An extra lock some apps require for the XML API (it’s not a user identity) |
OAuth | A common sign-in and permission method used by many services |
Determine where the automation runs based on your security and access needs. The code can run on either the client-side or server-side.
Client-side (in a browser)
Client-side code runs in a person’s browser and often uses their logged-in session. If the user closes the tab, the work can stop. Secured data stored in the browser can be exposed.
Server-side (on a server or cloud service)
Server-side code runs on a reliable machine and can keep keys, tokens, and passwords protected. Server-side automations are best for scheduled jobs, high-volume syncs, and work that must run even without a user being logged in.
Build an integration
Integrations only do what they are configured to do. The data you want to move between systems using an integration must exist and be valid in the source system and there should always be only one central source for updating the source data.
Allowing updates in both systems can interrupt the integration. For example, if you have contacts in both systems, you should only allow editing and updating contacts in one system. Changes to one system can affect the integration. Errors can happen and need monitoring. If an integration stops or fails, data may not update until the issue is resolved.
Before you get started, answer the following questions to define the integration you want to build:
What systems need to connect
What should happen; what will trigger the integration and what action will it take
In which direction should the date move
Should the updates happen in near real time or at a scheduled time
Where will you update source data
Who owns and supports the integration
If you want to integrate Quickbase with another software or system ask:
Does your Quickbase system administrator allow integrations with the system
Is system available as a Pipelines channel
Does the system offer an API, and does your Quickbase plan include access
Support
Quickbase Support can help with questions about Quickbase API and Pipelines.
Contact Quickbase Services for integration planning and implementation assistance.