Overview

The Integrations screen is your central hub for managing external data connections in Datarails. From here, you can monitor connection health, check sync statuses, run syncs, manage sync schedules, and control access to your data sources.

This article explains how to access the Integrations screen, understand its key features, and manage your data sources and connected Fileboxes.

Before you start

Make sure that:

• You're signed in to the Datarails web app.
• You have the appropriate permissions to access the Setup section.

Accessing integrations 

There are two way to access the integrations screen.

From the left navigation

1. Open Setup in the left navigation.
   
2. Select Integrations.
   
   
3. Choose the appropriate tab at the top of the screen:
   
   

• Integration Fileboxes: View individual Fileboxes connected to data sources, including their sync status and data status.
• Data Sources: View and manage external connections. Data sources that support multiple entities display each entity as a nested row.

Integration Fileboxes

The Integration Fileboxes tab displays each Filebox connected to a data source. Use this tab to monitor sync activity, investigate errors, and take action on individual Fileboxes.

Understanding the Integration Fileboxes table

Understanding sync statuses

The Sync Status badge indicates the current state of a Filebox sync.

Reviewing sync and schedules

The Last Synced column shows when the most recent sync completed and who triggered it.

If an automatic sync schedule is configured, a clock icon appears next to the schedule information. Hover over the icon to view the schedule details, such as Every Monday at 7:00 AM. 


 

Understanding data statuses

The Data Status column indicates whether the data has been successfully processed and is available for use.

Status	Meaning	Recommended action
	The data has been synced and is included in the Datarails database.	No action required.
	The data has been synced but hasn't been mapped.	Review the data in Mapper and complete the required mapping.
	An error occurred during mapping.	Open Mapper and review the mapping configuration.

Actions and CTA Button

A context-aware button appears at the end of each row based on the Filebox state, showing the recommended next action. Additional actions are available in the ⋮ (three-dot) menu:

• Filebox settings - Opens the Filebox in the settings tab
• Sync - Triggers an immediate sync of the Filebox
• Share - Opens the sharing modal to manage who has access to this Filebox
• Test sync - Runs a sync in test mode (data is fetched and validated but not written to the Filebox)
• Error Details - Shows the full error message and suggested resolution steps
• Go to Mapper - Opens the Filebox mapper for unmapped or mapping-failed data

Syncing Fileboxes

Sync a Single Filebox

Click the Sync Now button on the row, or open the ⋮ menu and select Sync. You can choose to sync with:

• Latest Date-tag - Uses the most recently available data from the source
• Multiple Date-tags - Select a date range to sync to a particular snapshot

Sync Multiple Fileboxes

Select multiple rows using the checkboxes on the left, then click Sync from the bulk-action toolbar.
If all Fileboxes share the same date tag you can also select multiple Date-tags.

Test Sync

Use ⋮ → Test Sync to run a sync in test mode — data is fetched and validated but not written to the Filebox. Useful for verifying a new configuration before committing changes to live data.

Archiving Integration Fileboxes

You can archive one or multiple Integration Fileboxes directly from this tab:

• Single Filebox — open the ⋮ menu and select Archive
• Multiple Fileboxes — select rows using the checkboxes, then click Archive in the bulk-action toolbar

Archiving a Filebox removes its sync schedule and pauses data syncing. The Filebox remains accessible in the archived view and can be restored.

Data sources

The Data Sources tab provides an overview of your external connections. Each row represents a data source, such as an ERP, HRIS, CRM, or database.

Data sources can be active, meaning they pull data on demand, or passive, meaning they receive data when triggered.

Understanding the Data Sources table

The table includes the following columns:

Understanding source statuses

The Source Status badge indicates the current health of a data source.

Entities

For Data-Sources that support multiple entities (Netsuite, Quickbooks Online, Quickbooks desktop & Xero), each entity appears as a nested row under its parent data source. You can collapse or expand the entity rows using the toggle on the data source row. Entities are sorted alphabetically by vendor name; within a vendor, entity rows appear first and are also sorted alphabetically.

Auto-Sync Setting

Indicates whether an automatic sync schedule is configured. Shows the schedule frequency (e.g., "Daily, 6:00 AM"), "Mixed" if the frequencies differ across Fileboxes, or "No schedule" if none is set. The last sync timestamp is displayed below the schedule.

Actions Menu

The rightmost column contains action buttons per row:

• Edit integration - Opens the integration configuration settings
• Share - Opens the sharing modal to manage who has access to this data source
• View Fileboxes - Opens the Integration Fileboxes tab filtered to this data source
• Sync connected Fileboxes - Triggers an immediate sync of all Fileboxes linked to this data source
• Edit auto-sync - Opens the schedule editor for this data source
• Archive - Archives the data source (see below)

Adding a New Data Source

Click the + New button in the top-right corner of the screen to connect a new data source.

A gallery opens showing all available integration types, organized by category (e.g., ERP, HRIS, CRM, Database, Banking). Each integration is displayed with its logo and name.
 

Sharing a Data Source

To control who can view or manage a data source:

1. Click Share on the data source row (or open ⋮ → Share)
2. The Share Data Source modal opens
3. Search for users with the Admin and Contributor roles by name or email.
4. Assign a permission level:
   • Data Source Owner — Full control: edit integration settings, manage schedule, share with others
   • Data Source Sync — Can trigger syncs with Editor or Owner permissions on a Filebox

When you share a data source with a user, they receive an email notification.

Requesting Access

If you can see a Filebox linked to a data source but don't have access to the data source itself, you'll see a Request Access option under the Actions column along with a locked Data-Source . Submitting it sends a notification to the Data Source Owner. This request is sent once per data source.

Managing Sync Schedules

You can set or edit the automatic sync schedule for all connected Fileboxes to a  data sources at once.
If you wish to edit each filebox in a different cadence go to the Filebox settings and adjust the schedule from there - when doing so the auto-sync setting will be labeled as "Mixed Schedule". 

When a Data-Source is paused the sync are skipped until the connection is restored. 

Archiving a Data Source

Archiving replaces permanent deletion — it stops syncing without destroying your configuration, and can be undone.

How to archive

1. Open the ⋮ menu on a data source row and select Archive.
2. A confirmation modal appears. Choose what to archive:
   • Archive only data-source — Drops the data-source credentials and the connected Fileboxes sync schedules but keeps the Fileboxes active.
   • Archive data-source and all connected Fileboxes — archives both together.
3. Click Archive to confirm. All sync schedules on connected Fileboxes are removed.

Viewing archived data sources

Archived data sources are hidden from the main view by default. Click the archive icon in the toolbar to open the Archived data sources view, showing all archived connections with their archive date. Owners can restore a data source using the Restore button.

Managing integration errors

Integration errors appear in several places throughout Datarails, making it easier to identify issues and navigate directly to the affected data source or Filebox. You can find integration errors in the following locations:

• Home page: The Integration Status box displays the number of errors that require attention. When everything has synced successfully, it displays Successfully synced!
• Data Sources tab: Error badges appear next to affected data sources.
• Integration Fileboxes tab: Errors appear next to individual Fileboxes, with additional details to help you troubleshoot.

From the home page

If a data sync requires attention, you can navigate directly to the relevant integration from the home page:

1. Click the Integration status box at the top of the page. When there are errors, the box shows how many. When everything is syncing, it shows Successfully synced! and there's nothing to fix.
   
2. The Integration status window opens. Errors are grouped into Data source errors and Filebox integration errors. Click a group to expand it.

3. Click the name of the data source or Filebox. The Integrations screen opens in a new browser tab, on the matching tab, with that item already in the search box. 

Updated October 27, 2026 21:22