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Onboard process and initial synchronization

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About the onboard process

To request the Eptura Engage + Eptura Workplace integration, contact Eptura through your usual channels. Existing Eptura Engage customers can raise a support ticket or contact their Eptura representative. Contact Eptura Support

Supported environments: Customers implementing a new Eptura Engage and/or Eptura Workplace environment can use the Eptura Engage + Eptura Workplace integration, however, if both Eptura Engage and Eptura Workplace are already implemented, the integration is not supported.

The onboarding processes for new Eptura Engage customers and customers with an existing Eptura Engage environment are outlined below.

New customers with no existing data in Eptura Engage

If you do not have an existing Eptura Engage environment populated with location and resource data, the following process is required once the integration is enabled:

  1. Download the Eptura Workplace space data template (XLS) file and enter your building information. Learn more about Eptura Workplace space data and download the template
  2.  Provide the completed Eptura Workplace space data file to the Eptura support team via the agreed method.
  3. The Eptura support team uploads your building data from the Eptura Workplace space data file to Eptura Workplace.
  4. When Eptura Workplace is propagated with your building data, you then add your space and space type information into Eptura Workplace.

Eptura Workplace 'we/me spaces' are synchronized to Eptura Engage 'meeting space/personal space' resources and Eptura Workplace 'space types' are synchronized to Eptura Engage 'workspace types'.

  1. The initial synchronization can then be activated by Eptura. Learn more about the initial synchronization
Existing Eptura Engage customers

For existing Eptura Engage customers, the Eptura Engage location and resource data are merged into Eptura Workplace by Eptura.

The process involves extracting the location and resource data from Eptura Engage and uploading it into the new Eptura Workplace environment, following the Eptura Workplace onboarding and manual/bulk upload procedures.

Once the data is uploaded to Eptura Workplace, an initial synchronization process is initiated. The synchronization process merges and maps the data from both systems. During the merging process, the entities are checked for existing entries in the Eptura Engage database and a mapping is established between the unique primary ID in Eptura Workplace and the external ID in Eptura Engage .

The merging process encompasses all Eptura Engage entities, such as country, region, location, floor, and resource, ensuring the data remains consistent across both platforms.

Initial synchronization

When Eptura Workplace is populated with the required building and space information as noted above, Eptura activates the initial synchronization process to push all building and space data from Eptura Workplace to Eptura Engage.

Learn how Eptura Workplace entities and fields are synchronized to Eptura Engage

See also 

Scheduled synchronization

After the initial synchronization is performed during the onboard process, a scheduled synchronization executes once a day to maintain continuity.

The synchronization state and data mappings are maintained by intermediate storage using external IDs, which are unique identifiers assigned to each record in both systems.

Learn how Eptura Workplace entities and fields are synchronized to Eptura Engage

Synchronization failure management

In the event of a synchronization failure, the sync process is automatically restarted. In addition, the mapping state information from both systems is saved to the intermediate storage and utilized during the restarted synchronization. This ensures all changes to buildings or spaces made in Eptura Workplace are accurately reflected in Eptura Engage locations and resources.

The integration is designed to handle high-load and high-performance scenarios, with a robust synchronization failure process that maintains continuity.