There is a lot of data that flows between Ignition and XPM and it can be difficult to understand how the systems sync with each other.
In this article, we will explore how data flows between Ignition and XPM as well as what you can control and the best practices in selecting a data source.
Creating Clients
Once Xero Practice Manager is enabled, clients can be created in either Ignition or XPM regardless of the Sync direction (From Xero Practice Manager, To Xero Practice Manager) or level of sync (Everything, Client Name, Nothing) settings.
Creating Clients from Xero Practice Manager
Once a client has been created in XPM, you will be able to select the existing client when creating a new proposal. XPM Clients can be differentiated through the XPM Clients label and the green XPM logo. Client records will be created in Ignition once they are saved.
Previously, if you create a new client in XPM this record will be created in Ignition as a lead either overnight or after the sync has been manually triggered. These clients will not be automatically created in Ignition on the new sync.
Creating Clients from Ignition
New clients created in Ignition will only create in Xero Practice Manager when workflow has first been deployed from client workflow or an accepted proposal.
Why have we made this change?
Creating clients from XPM automatically has led to issues of client duplication, which can be time-consuming to correct.
This process will give you more control over your client data and give you more confidence in your Ignition database.
How the XPM Client Sync works
There are two main factors to understanding the new XPM Client Sync.
1. Data syncs one-way
Previously, our integration supported a two-way sync of client information once a client is linked in both systems. This means, if you update a field in either system (such as the client name) the other app will automatically update based on the most recent change.
How does this work?
You will now be able to choose which direction you want your client data to sync from, as well as choose what level of data to sync.
Sync Direction
To Xero Practice Manager - this means updates in Ignition will flow to XPM. If you update fields in XPM these will be overridden by Ignition. For this direction, you should make your desired changes in Ignition and allow the integration to sync changes to XPM.
From Xero Practice Manager - this means updates in XPM will flow to Ignition. If you update fields in Ignition these will be overridden by XPM. For this direction, you should make your desired changes in XPM and allow the integration to sync changes to the client record in Ignition.
Note: When enabling this option, you may need to sync the connection manually from the Apps → XPM Tile → Sync to make your contacts to appear in Ignition if you wish to start sending proposals ASAP.
💡 Best practice advice: We suggest that you choose either Ignition or XPM to manage client data from now on, depending on what sync you have selected. Consider your workflow and also which system may be easier for you to create new clients from.
2. Select the level of data you want to sync
Previously, our integration only supported syncing everything* however you can now nominate what data you want to sync based on the categories below:
Sync Data
Everything (Changes to these fields* in XPM will be synced)
Client names only (Changes to the client name will be synced)
Nothing (No changes will be synced. You’ll still be able to use XPM clients to create a new Ignition client, but future changes to that client record in XPM will not be reflected in Ignition.)
* What information is synced in Everything?
Client name, client address, postal address, phone, fax
Contact name(s), emails, phone/mobile and salutation
Note the following data can only be synced from XPM to Ignition:
Client group
Website and tax registration
Company Structure
Sync times
Sync Data | From Xero Practice Manager | To Xero Practice Manager |
Everything* | Changes in XPM to these fields will be automatically updated in Ignition overnight, or after the manual sync has been pushed. | Changes in Ignition to these fields will be automatically updated in XPM immediately. |
Client Name | Changes in XPM to the client name will be automatically updated in Ignition overnight, or after the manual sync has been pushed. | Changes in Ignition to the client name fields will be automatically updated in XPM immediately. |
Nothing | Once the record has been created no further updates will be synced across. | Once the record has been created no further updates will be synced across. |
FAQ
Which system should I create clients in?
Clients can be created in the system of your choosing:
If creating a client in Ignition, the client will be created in XPM once the first workflow has been deployed.
If creating a client in XPM, the record will need to be selected from the client drop-down in the proposal editor.
Once the client has been created, then updates to the client will follow the one-way sync direction selected.
Will the client sync have any effects on existing job templates or deployment?
The client sync has no impact on how workflow is deployed or any existing workflows are set up in XPM.
Will the Sync Direction have any effects on job templates or deployment?
No, the sync direction will only dictate how client data flows between Ignition and XPM.
Why have we made this change?
Maintaining a two-way sync can impact the reliability of data as it’s difficult to identify the definitive source of your CRM. A one-way sync will ensure you can control which system is your ‘source of truth’ and this can be more easily maintained.