Connecting data sources will unify your operations, but the process can often be challenging.
We specialise in integrating Dynamics 365, web portals, SQL databases, finance systems and other data sources. For example, our solutions have included integrations with diverse service providers such as D&B, PayPal, Stripe, DAVIS, and Creditsafe.
Power Automate provides over 1000 prebuilt connectors to simplify integrations, but some requirements demand a bespoke approach. This article highlights eight questions to help you develop a resilient, unified data source that streamlines your processes and reduces operational costs.
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, you are looking to modernise specific processes with integrated data.
Clearly articulating your goals at the outset is crucial define your project scope. Like any project, having a clearly defined goal will serve as a north star and provide clarity throughout.
2. Which data flow direction?
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 strategy. 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 involving triggered data updates from a defined action, such as a newly created record.
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?
Critically assess data accuracy, consistency, and relevance in your 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 data mapping enhance compatibility?
Data mapping and transformation are 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 requires careful evaluation to align data types, formats, and values for source and target systems interoperability. 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. How are data conflicts resolved?
Achieving precision in your integration requires data to be 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 there are coinciding updates.
Consider a scheduled data sync between Dynamics 365 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 is your strategy to manage system change?
Comprehensive documentation underpins reliable integration and resilient processes. Detailed documentation helps 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.
With this careful approach, you’ll find that subsequent modifications avoid disruptions and actively enhance your workflows.
Final Thoughts
Reliable data integration for Dynamics 365 and Power Platform requires careful planning. Addressing these key questions from the outset will help you create a roadmap tailored to your business process for efficiency and scale.
At ServerSys, our integration experts can help you make this a reality. Contact us today to discuss your requirements.
Related:
- 17 Power Automate Examples to Streamline Your Business Processes
- Dynamics 365 Data Import Best Practices
Updated: April 10, 2025
