The Data sources tab of the Integrations screen lists every external connection in your organization, such as your ERP, CRM, HRIS or database. From here you can connect a new data source, see its entities and sync schedule, share it with colleagues, and archive or restore it.
On the Integrations screen, click the Data sources tab.
Understanding the Data Sources table
The table includes the following columns:
| Column | Description |
| Type | Identifies the integration vendor. Hover over the icon to see the integration name. |
| Name | Displays the name assigned to the data source during setup. |
| Organization | Shows the Datarails organization associated with the data source. |
| Connected Fileboxes | Displays the number of connected Fileboxes and their statuses. |
| Source Status | Indicates the current connection status. |
| Auto-Sync Setting | Displays the configured sync schedule, if applicable. |
| Actions | Provides options to edit, share, sync, schedule, or archive the data source. |
Understanding source statuses
The Source Status badge indicates the current health of a data source.
| Status | Meaning | Recommended action |
|---|---|---|
| Connected | The last sync completed successfully without issues. | No action required. |
| Error | The sync failed. | Review the error details and follow the recommended troubleshooting steps. |
| Paused | Paused after repeated authentication errors. The tooltip reads: “Syncing is paused – reconnection required.” | Review the authentication configuration and take corrective action. |
| Ready to Sync | No sync has been run yet, or syncing is disabled. | Run a sync or review the sync configuration, as appropriate. |
View a data source's entities
Some data sources, such as NetSuite, QuickBooks and Xero, can connect several entities (companies). These data sources show a building icon next to their name, and each entity appears as its own row under the data source.
- Click the arrow at the start of the data source's row.
- The entity rows open under the data source, in alphabetical order. Each entity shows its own connected Fileboxes, status and schedule. To add another entity, click New entity under the list.
- To hide the entities again, click the arrow a second time.
Read the Auto-sync settings column
The Auto-sync settings column shows whether the data source's Fileboxes sync automatically:
- Daily auto-sync, Weekly auto-sync and so on: all connected Fileboxes follow the same schedule. The time of the most recent sync appears underneath, as Last sync.
- Mixed schedule: the connected Fileboxes have different schedules, or only some of them have one.
-
No schedule: none of the connected Fileboxes syncs automatically.
The data source menu
Click the ⋮ menu at the end of a data source's row to see what you can do with it. The options depend on the data source and on your permission on it.
| Option | What it does |
|---|---|
| Sync connected Fileboxes | Syncs every Filebox that uses this data source. |
| View Fileboxes | Opens a window that lists the Fileboxes connected to this data source. |
| Share | Gives colleagues access to the data source. See Share a data source. |
| Edit integration | Opens the data source's connection settings. |
| Set auto-sync or Edit auto-sync | Sets the sync schedule for all connected Fileboxes. See Set an auto-sync schedule. |
| Error details | Appears when the data source has an error, and explains what went wrong. |
| Add new entity | Appears on data sources that support entities. |
| Archive | Archives the data source. See Archive a data source. |
Entity rows have their own menu, with Rename and Delete.
Connect a new data source
- On the Data sources tab, click + New in the top-right corner.
- The Add Integrations window opens. Pick a category on the left or search for the integration you need, then click it and follow the setup steps. Integrations marked Entity can connect several entities.
Share a data source
- Click the ⋮ menu on the data source's row and select Share.
- The Invite members to data source name window lists everyone who already has access, with their permission. Click + Invite.
- Under Email, start typing a name or email address, then select the person from the list. You can invite Admins and Contributors. To invite a whole group, select Groups first.
- Under Integration Permission, choose a permission:
- Owner: can edit, delete and share the integration.
-
Sync: can only sync the data source.
- Click Invite.
Don't have access to a data source? If you can see a Filebox but not the data source it syncs from, the Filebox's row on the Integration Fileboxes tab shows a Request access button. Click it to ask the data source's owner for access. After you've asked, the button is greyed out.
Set an auto-sync schedule
You can set one schedule for all of a data source's connected Fileboxes at once. To sync one Filebox on a different schedule, change it in that Filebox's sync settings. The data source then shows Mixed schedule. To turn auto-sync off, turn off Enable Auto-sync. You can still sync manually at any time.
- Click the ⋮ menu on the data source's row and select Edit auto-sync. If the data source has no schedule yet, the option is called Set auto-sync.
- In the Auto-sync schedule window, turn on Enable Auto-sync, choose how often to sync (Daily, Weekly, Monthly, Yearly or Advanced), and set the day and time.
- Optionally, select Align Fileboxes date tags with sync schedule timezone.
- Click Save changes. The schedule applies to all connected Fileboxes.
Paused data sources: If a data source is paused after repeated sign-in errors, its Fileboxes don't sync until you reconnect it with Edit integration.
Archive a Data Source
Archive a data source you no longer use. Archiving stops data syncing for its connected Fileboxes and deletes their sync schedule. You can restore the data source later.
- Click the ⋮ menu on the data source's row and select Archive.
- In the Archive data source window, choose what to archive:
- Archive only data source: archives the data source and keeps its Fileboxes.
- Archive data source and all number connected Fileboxes: archives the Fileboxes too.
- To check which Fileboxes are affected, click View connected Fileboxes.
- Click Archive.
Restore an archived data source
- On the Data sources tab, click the Archived data sources icon next to the search box.
- The Archived data sources page lists each archived data source and the date it was archived. Find the data source and click Restore.
- In the Restore data source window, click Restore. The data source becomes active again.
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