Integrations
An integration is a standing connection between Complaia and an outside system. The system can be a marketplace, an online shop, a multichannel hub or a courier. Once an integration is connected, orders arrive by themselves, statuses and payments can travel between the two systems, and courier labels are created from your shipments without typing an address again.
Where to find it: Integrations → Integrations → Integration list
When you'll use it
- You sell on Allegro, in your own shop or through a multichannel hub, and you want the orders in Complaia automatically.
- You ship with InPost, DHL, DPD or FedEx and want labels, pickups and parcel tracking from inside a shipment.
- An integration shows Error and you need to find out why.
- You want orders from a certain day that were not fetched.
- You need to stop a connection for a while, or remove it.
What can be connected
The catalog behind New integration offers ten systems:
| Kind | Systems | What they do |
|---|---|---|
| Marketplaces and hubs | Allegro, Apilo, Base (BaseLinker) | Bring orders in, exchange order statuses and payments, and send tracking numbers back. Apilo and Base can also bring in products on request |
| Online shops | WooCommerce, Shoper, PrestaShop | Bring orders in, exchange order statuses and payments, and bring in products on request |
| Couriers | InPost, DHL, DPD, FedEx | Create shipments and labels, follow parcel statuses and order a courier pickup |
Connectors describes, system by system, what each one needs from you and what it can do.
No integration does the following:
- send your stock levels to a shop, or fetch stock levels from it;
- publish products or change offers in a shop or marketplace;
- import product photos;
- change the items or addresses of an order that was already fetched.
Key concepts
- Integration — one connected account. You can connect the same system several times, for example two shops or two courier accounts. Each connection has its own name, settings, mappings and rules. You choose the name when you connect, and you cannot change it later.
- Test mode — some systems have a practice environment. In it, orders and shipments are not real and nothing is charged. You choose test mode only while you create the integration. An integration in test mode has a Test mode badge on the list and a warning at the top of its page.
- Paused — an integration you switched off without deleting it. Nothing is fetched or sent and its rules wait. Its settings, mappings and rules stay.
- System rule — the one rule that Complaia creates for every integration. It covers all the background work, for example fetching orders every 30 minutes or checking parcel statuses once a day. You set this work on the integration's page. See Automation rules.
- Rule — your own instruction for one integration: "when this happens to an order, do that". See Automation rules.
- Mapping — a table that pairs the other system's names with yours: its order statuses, payment types, sales platforms, delivery methods and couriers. See Mappings.
- Who sets the status and the payment — for marketplaces, hubs and shops you decide which side leads. For example, Complaia can send every status change to the shop, or the shop can send its changes to Complaia. See Mappings → Who sets the order status and payment.
- The integration's own order source — every integration that brings orders gets an order source named after it. Allegro orders always go to a source named Allegro. While the integration exists, you cannot delete, switch off or rename this source.
The integration list
The list shows one tile per connection. The tiles are grouped under Logistics, Marketplace and Other.
| On the tile | Meaning |
|---|---|
| Logo, name and a short description | The name is the one you gave the integration. The line under it shows the connected account or what the system does |
| A red warning icon next to the name | Orders are not fetched automatically. They arrive only when someone fetches them by hand. See Automation rules → Stop fetching orders automatically |
| A coloured dot with the state | Connected — working. Pending — created, but not connected yet. Error — the last connection attempt failed. Paused — switched off |
| Test mode badge | The integration works in the other system's practice environment |
| Sync | When the integration last did any work |
| Rules | How many rules the integration has. The system rule counts as one |
| A red line instead of Sync and Rules | The last run of one of its tasks failed. The line names the task and the reason |
Click a tile to open the integration.
The buttons at the top of the screen are Refresh, Rules (it opens Integration rules), Request integration and New integration. In a narrow window they are in the ⋯ menu.
📷 Screenshot to add: the Integration list with tiles in the Logistics and Marketplace groups, one Connected, one Error and one Paused
An integration's page
The page has a wide left column with the work of the integration, and a narrow right column with the connection itself. Which sections you see depends on the system.
Left column, from the top:
- A warning about test mode, when the integration uses the practice environment.
- The status band — one sentence about the connection. For example: Everything works: last synchronization 5 minutes ago, A connection problem occurred with the last error, or The integration is paused with a Resume integration button.
- Connect Allegro account or Connect WooCommerce store — shown only while such an integration still needs to be connected. See Connectors.
- Last synchronization — the last run of each task, for example fetching orders or sending tracking numbers. Each row shows when it ran, what started it, the numbers (new, updated, errors), the reason if it failed, and when the next run is.
- Order synchronization — for systems that bring orders. Here you set how often orders are fetched and whether fetching is on. See Automation rules.
- Background work — for couriers. The hour of the daily parcel status check and of the daily courier pickup. See Automation rules.
- Order statuses and Order payments — who sets them and how the statuses and payment types match.
- Order source mapping — for Apilo and Base.
- Delivery method from the platform — how the other system's delivery methods match your carriers.
- Tracking numbers — the switch for sending tracking numbers, and the courier mapping. For Allegro, Apilo and Base.
- Linked rules — the system rule and your own rules, with a New rule button.
- How this integration works — a short guide. It lists what the integration does on its own, what happens only when you click something, and common questions.
Right column:
- The connection card — the system's name and a state badge (Connected, Disconnected or Error). Under it: the connected Allegro account, Active, the external account, your note, the date it was added and the last error. At the bottom are Test connection, Pause (or Turn on) and a bin icon for deleting.
- Technical details — folded away. Click Show to see the integration's identifier, how long the access to the other system is valid, and the Connection details form. Support may ask you for the identifier.
At the top of the page are Refresh, Sync orders and Sync products. The two sync buttons appear only for systems that support them and only if you have the Integrations: Manage permission.
📷 Screenshot to add: a shop integration's page with the status band, Last synchronization, Order synchronization and the connection card
Common tasks
Connect a system
- Open Integrations → Integrations → Integration list and click New integration.
- Find the system with the search box or the filter buttons, and click its card.
- Fill in the form. You choose the Integration name yourself. The other fields differ for every system. Connectors lists them one by one.
- For a system that brings orders, choose How often should orders be fetched?: every 15, 30 or 60 minutes.
- Click Create integration.
What happens next depends on the system:
- Allegro — your browser goes straight to Allegro. Sign in and approve access, and you come back to the integration's page.
- WooCommerce, if you chose to connect through the shop — your browser goes to the shop's administration panel. Approve access, and you come back.
- All other systems — Complaia saves the integration, tries to connect at once and opens the integration's page.
If the connection fails, the integration is still saved and shows Error. Read the reason on its page, correct the details under Connection details and test again.
Check that a connection works
- Open the integration.
- On the connection card on the right, click Test connection.
A window says whether the connection works and what exactly the test checked. If it failed, the window also shows the other system's answer. The test only reads data. It never creates or changes anything. After a test, the button counts down 15 seconds before you can test again.
For PrestaShop and WooCommerce the window can also say that the connection works but the key is missing a permission. See Connectors.
Fetch orders or products right now
You do not have to wait for the schedule. This is also the way to get orders from before the integration was created.
Orders
- Open the integration and click Sync orders at the top.
- Leave New orders ticked and choose the period: Today, Yesterday, Last 7 days, Last 30 days or From last synchronization. You can also set your own From and To dates.
- Decide on Do not run rules for these orders. It is ticked when the window opens. While it is ticked, your rules with the Created event do not run for orders from this period that were placed before the integration started fetching. This protects you from, for example, a courier label being created for an old order.
- If the window offers more options, tick the ones you need. Depending on your settings, you can also bring in the statuses and payments of orders already fetched, or send status changes that did not reach the other system.
- Click Run sync.
A message then shows how many orders were created and updated, and how many failed. The same numbers appear under Last synchronization.
Products
- Click Sync products at the top.
- Read the window and click Run product sync.
Complaia goes through the whole product catalog of the other system and creates only the products you do not have yet. It recognises an existing product by the other system's product code, then by SKU (stock keeping unit), then by EAN (European Article Number). It does not change products you already have, does not import photos and does not touch stock levels. A product that you have as a simple product but that has variants in the other system is skipped together with its variants. The window lists these products at the end.
Running the same sync twice is safe. Orders that are already in Complaia are updated, not duplicated. After a manual sync, wait 30 seconds before you start the next one.
Pause and resume an integration
Pause an integration when it must stop for a while, for example while you change something in the shop.
- Open the integration.
- On the connection card, click Pause.
- The window lists what will stop: fetching orders, changes in fetched orders, sending tracking numbers, statuses and payments, the rules of this integration and, for a courier, its shipments and pickups. Confirm.
While the integration is paused:
- nothing is fetched or sent, and its rules wait;
- the mapping lists and the test and sync buttons are switched off;
- for a courier, you cannot dispatch, refresh or cancel its shipments.
To resume, click Turn on on the connection card, or Resume integration in the status band, and confirm. Complaia then catches up in the background with what waited during the pause:
- it fetches new orders and the changes in orders already fetched;
- it checks the status of open shipments;
- it sends the tracking numbers of shipments dispatched during the pause;
- it sends the statuses and payments that changed in Complaia during the pause, if Complaia sets them.
A Catching up note is shown until this is done. A courier pickup is not booked at this moment. The next scheduled run books it.
Delete an integration
- Open the integration.
- On the connection card, click the bin icon.
- Read the window. It shows how many rules and mappings will be deleted. Confirm.
Deleting removes the connection, its connection details, all its mappings and all its rules. It cannot be undone. To use the system again, you connect it from the start.
Deleting keeps everything the integration already brought in: orders, products and entities (customers & suppliers). Shipments already created stay as they are, and the courier does not cancel them.
A courier integration cannot be deleted while any of its shipments is still on the way. A shipment that was cancelled in Complaia but whose label is still valid at the courier also blocks the deletion. Close such a shipment on its card first. If the integration must stop at once, pause it. Pausing is always possible.
Ask for a system that is not in the catalog
- On the Integration list, click Request integration.
- Fill in System name, Functional description (what the integration should do) and Reply email. Your own e-mail address is filled in for you. Website or documentation URL and Additional information are optional.
- Click Send request.
The request goes to the Complaia product team, who reply to the address you gave. If the request cannot be sent, Complaia opens your e-mail program with the request already written.
How orders travel
shop / marketplace / hub
│ fetched on a timer (every 15, 30 or 60 minutes)
▼
order appears in Complaia ──► its lines are matched to your products
│
▼
you reserve stock, pack and create a shipment
│
▼
status changes and the tracking number go back to the shop or marketplace
(depending on your settings)- New orders arrive on the timer, not at the moment they are placed. With the shortest interval an order reaches Complaia within about 15 minutes.
- By default an integration fetches only orders placed after it was created. Fetch older ones with Sync orders.
- Order lines are matched to your catalog automatically. A line that matches nothing stays on the order without a product, and you match it by hand. See Importing products & order product mappings and Orders.
- The status of a new order, and what happens to later status changes, depends on who sets the status. See Mappings → Who sets the order status and payment.
- Sending tracking numbers is off until you switch it on. See Mappings → Send tracking numbers back.
When it doesn't work
| What you see | Why | What to do |
|---|---|---|
| The tile says Error | The last connection attempt failed. | Open the integration. The status band and the connection card show the last error. Fix the cause and click Test connection. |
| A red line on the tile, but the state is Connected | The connection works, but the last run of one task failed. | Open the integration and read the reason under Last synchronization. |
| A new Allegro integration shows Pending | You did not finish approving access in Allegro. | Open the integration and click Connect with Allegro. See Connectors → Allegro. |
| An integration with this name already exists. Use a different name. | Two integrations cannot have the same name. The form suggests the system's own name every time. | Type a different Integration name, for example the shop's address. |
| Field “…” is required. | A required field in the form is empty. | Fill in the field the message names. |
| The integration “…” is paused, so this operation will not be carried out. | The integration is paused. | Resume it. See Pause and resume an integration. |
| Too many requests in a short time. Wait … s and try again. | You started a test or a sync again too soon. | Wait the number of seconds shown. |
| A synchronisation with … is already running. | A fetch for this integration is still in progress. | Try again in a few minutes. |
| The integration cannot be deleted | A courier integration still has shipments on the way. | Wait until they are delivered, or close them on the shipment card. Pause the integration if it must stop now. |
| Sync orders, Test connection or New integration is missing | Your role can view integrations but not manage them. | Ask an administrator for the Integrations: Manage permission. |
| Orders stopped arriving, but the tile says Connected | Fetching is paused or set to manual, or the shop has no new orders. | Open the integration and look at Order synchronization. See Automation rules. Then try Sync orders for Today. |
| Orders from before the integration was created are missing | Automatic fetching starts at the moment the integration is created. | Use Sync orders with a date range. |
Permissions
| To do this | You need |
|---|---|
| See the Integration list, an integration's page, the rules list and the system rule | Integrations: View |
| Connect, test, sync, pause, delete, change connection details and mappings, request an integration, create and edit rules | Integrations: Manage |
Without Integrations: View, the Integrations menu is not shown at all.
Related
- Connectors — what each system needs and what it can do
- Automation rules — the system rule and your own rules
- Mappings — statuses, payments, order sources, delivery methods and couriers
- Orders — where fetched orders land
- Importing products & order product mappings — matching order lines to your products
- Shipments — creating a courier shipment
- Event log — who connected, changed or deleted an integration