Automated Synchronization: To Configure a New Automation Schedule

The following activity will walk you through the process of creating an automation schedule from scratch. To gain greater familiarity with the process, you will create two automation schedules: one that starts data preparation, and one that starts data processing for the customer data.

Attention:
The following activity is based on the U100 dataset.

Story

Suppose that as an implementation consultant helping SweetLife to set up integration with Shopify, you want to configure continuous synchronization of entities. As part of the setup, you need to configure the system to synchronize new and updated customers between MYOB Acumatica and the Shopify store once a day (at night). Because MYOB Acumatica does not provide any predefined automation schedules for the Customer entity, you need to create two automation schedules from scratch. The first schedule will prepare the customer data for processing, and the second schedule will start the processing of the prepared data.

Process Overview

You will do the following:

  1. On the Prepare Data (BC501000) form, define the conditions for preparing the data of the Customer entity.
  2. On the Automation Schedules (SM205020) form, create an automation schedule to start data preparation for the Customer entity once a day.
  3. On the Process Data (BC501500) form, define the conditions for processing the data of the Customer entity.
  4. On the Automation Schedules form, create an automation schedule to start the data processing for the Customer entity once a day.

System Preparation

Before you perform the instructions of this activity, do the following:

  1. Make sure that the following prerequisites have been met:
  2. Sign in to an MYOB Acumatica instance with the U100 dataset preloaded. You should sign in by using the following credentials:
    • Username: gibbs
    • Password: 123
  3. Sign in to the admin area of the Shopify store as the store administrator in the same browser.

Step 1: Schedule the Automatic Data Preparation for Customers

To configure an automation schedule that will start the data preparation process for the Customer entity once every night, do the following:

  1. Open the Prepare Data (BC501000) form.
  2. In the Summary area of the form, specify the following settings:
    • Store: SweetStore - SP
    • Prepare Mode: Incremental

      With this option selected, only data that has been modified since the previous data synchronization will be placed in the processing queue.

  3. In the table, select the Selected check box in the row of the Customer entity.
  4. On the form toolbar, click Schedules > Add to open the Automation Schedules (SM205020) form.
  5. In the Description box, enter Prepare Customers.

    In the Summary area, the system has inserted Prepare Data in the Screen ID box and Prepare All in the Action Name box. Notice that the Active check box has been selected.

    On the Filter Values tab, the system has added the settings summarized in the following table, which correspond to the settings you have made in the Selection area of the Prepare Data form earlier in this step.

    Field Name Value
    Store SweetStore - SP
    Prepare Mode Incremental

    On the Conditions tab, the system has added the conditions summarized in the following table, which also correspond to the settings you have made on the Prepare Data form. The action specified in the Action Name box of the Summary area of the Automation Schedules form will be executed for the entities on the Prepare Data form that meet these conditions.

    Field Name Condition Value
    Connector Equals Shopify
    Store Equals SweetStore - SP
    Entity Equals Customer
  6. On the Details tab, specify the additional settings of the schedule as follows:
    • In the Starts On box, leave the default value, which is the current business date.
    • Select the No Execution Limit check box.
  7. On the Schedule tab, specify the execution dates and times as follows:
    • In the Schedule Type section, select the Daily option button.
    • In the Execution Time section, in the Starts On box, specify 11:30 PM.

      With these settings, the schedule execution will be started every day at 11:30 PM.

  8. On the form toolbar, click Save & Close to save the changes to the automation schedule.

Step 2: Schedule Automatic Data Processing for Customers

To configure an automation schedule that will start data processing for the Customer entity once a day, do the following:

  1. Open the Process Data (BC501500) form.
  2. In the Summary area of the form, specify the following settings:
    • Store: SweetStore - SP
    • Entity: Customer
  3. On the form toolbar, click Schedules > Add to open the Automation Schedules (SM205020) form.
  4. In the Description box, enter Process Customers.

    In the Summary area, the system has inserted Process Data in the Screen ID box and Process All in the Action Name box. Notice that the Active check box has been selected.

    Also, on the Filter Values tab, the system has added the settings summarized in the following table, which correspond to the selections you have made on the Process Data form earlier in this step.

    Field Name Value
    Store SweetStore - SP
    Entity Customer
    Processing Limit (Rows) No Limit
  5. On the Details tab, specify the additional settings of the schedule as follows:
    • In the Starts On box, leave the default value, which is the current business date.
    • Select the No Execution Limit check box.
  6. On the Schedule tab, specify the execution dates and times as follows:
    • In the Schedule Type section, select the Daily option button.
    • In the Execution Time section, in the Starts On box, select 12:30 AM.

      With these settings, the schedule execution will be started every day at 12:30 AM.

  7. On the form toolbar, click Save & Close to save your changes to the automation schedule.

You have configured two automation schedules for the Customer entity. Now the first automation schedule will start the data preparation process every night at 11:30 PM to retrieve the changed customer data if any changes have occurred in MYOB Acumatica, in the SweetStore - SP store, or in both systems (depending on the synchronization direction set for the Customer entity) since the previous data preparation, and will place it in the processing queue. The second schedule will start the data processing for the Customer entity to process the synchronization records that are out of sync. During data processing, the system will also attempt to synchronize the customer synchronization records that could not be processed before (that is, the synchronization records that have the Failed status).