We recently assisted a customer integrate BigCommerce with their Core4 CRM FileMaker solution.
BigCommerce is an online platform that helps businesses build an e-commerce presence. The platform allows customers to build and customize their site, take orders, and manage shipping.
Our client sells restoration parts for the MOPAR auto industry and they recently upgraded to FileMaker 16. We were asked to write a routine to help them better integrate BigCommerce with their elaborate FileMaker solution.
Our client had two problems with their daily workflow.
Problem – Duplicate Data Entry
The first issue they were dealing with was redundant data entry. The same product information needed to be entered into FileMaker, BigCommerce, and QuickBooks Online. The client wanted FileMaker to be the main point of entry for data and from there the data could be pushed to QuickBooks Online and BigCommerce.
Problem – Data Accuracy
It is important that all data is consistent across all three programs (QuickBooks Online, FileMaker, and BigCommerce). When an order is created in BigCommerce it is imperative that the data exactly matches what is in FileMaker, because when the order is placed with BigCommerce, it is then imported into QuickBooks Online and subsequently pulled to FileMaker via the FM Books Connector Online Edition plug-in. This cyclical process is easily broken if any of the data does not match across the three programs.
To solve these issues there were two main objectives.
Objective – Pull BigCommerce Categories
The first task was to “pull categories” directly from BigCommerce so that these categories could be used in dropdown lists in FileMaker.
We used FileMaker 16 and cURL to pull the categories directly from BigCommerce using the BigCommerce API. Once these “official categories” were in FileMaker, users could easily and more accurately pick items for use on their sales orders and invoices directly in FileMaker.
In order to add a new category to their FileMaker dropdown list, the user first adds the category in BigCommerce and then clicks a button in FileMaker to pull the new category into their solution.
We also scripted the customer’s solution with the ability to “push categories” from FileMaker to BigCommerce. This gave the customer the option to either pull or push new categories, but we cautioned them against using both options interchangeably. We recommended selecting a consistent direction (for example, always pulling categories) to ensure better workflow and to make internal training easier. To be consistent with their current workflow, we suggested setting up rules that all categories must be first entered into BigCommerce, then pulled into FileMaker.
Objective – Push Products to BigCommerce
The customer keeps all their product items in FileMaker and is accustomed to entering all data there. The customer asked for the ability to “push these product items” to BigCommerce. Product items consist of a product description, pricing, and additional details.
Now, these items are entered and managed in FileMaker and pushed to BigCommerce. Pictures for the product items are stored on an FTP server (to ensure BigCommerce would have public access to them) and each photo is linked to FileMaker.
As part of their updated process to add a new product to BigCommerce, the user enters the necessary information in FileMaker, then clicks a button and, using the cURL technology in FileMaker 16, the data is automatically entered into BigCommerce.
Due to their workflow, the customer only wanted the ability to push one product at a time. However, as with most data transfers, it would have been easy to create a batch push script and loop through a found set of products in FileMaker and push them all to BigCommerce at once. Likewise, a server-side script could be instituted to run every hour to automatically push products from FileMaker, creating a sense of true synchronization between FileMaker and BigCommerce.
Result – Client Impact
Predictably, as a result of this integration the client has seen several hours of time savings per week. This is due to the fact they are no longer entering the same data into multiple systems and they do not have to spend time fixing data errors associated with manual entry or order errors that occurred because of data errors.
Result – Capabilities of FileMaker Data API
As developers, we strive to learn something from every integration. One of our most prominent revelations from working with this client was the increased integration capabilities available with FileMaker 16. We discovered that these kinds of projects (REST API integrations) can be completed in less time and with less overhead (no plug-in to install) than traditional integrations. REST APIs, in general, can be a little tricky to learn, but once the process is understood it opens up a lot of possibilities to interact with data across other platforms.