On January 15, 2026, we launched our Open Office Hours series. These live training sessions run from January through April and cover everything from basic setup to advanced configuration. All Rapidi customers can join live or watch the recordings.
In this article, we will explain how to set up Transfers in MyRapidi - you will also find the recording of the Open Office Hours 2 session - Transfer Design 101
Setting up a transfer in Rapidi connects your source system (like Business Central) to your destination system (like Salesforce). This guide walks you through each configuration step, from creating the transfer to running your first test.
Watch the Replay of our second session: Rapidi Transfer Design 101
How to Set Up Transfers in Rapidi: A Step-by-Step Guide
Setting up a transfer in Rapidi connects your source system (like Business Central) to your destination system (like Salesforce). This guide walks you through each configuration step, from creating the transfer to running your first test.
Step 1: Create a New Transfer
Log in to Rapidi and go to Transfers, then click New. You'll see the General section where you enter the basic information about your transfer.
Code and Description
The code is your naming convention. Pick something that makes sense to you. For example, if you're syncing customers from Business Central to Salesforce, you might use: 01-CustomerSync-AddUpdate-BC-SF
The description gives more detail about what the transfer does. Something like "Customer sync between BC and Salesforce" works well.
Status
When you first create a transfer, set the status to Implementing/Testing. This tells everyone the transfer is still being built. Once you've tested it and everything works, change the status to Ready. Ready means the transfer is production-ready.
Groups
Groups are categories that help you organize your transfers. You might have groups for Customers, Invoices, Orders, and so on. Select the group that fits your transfer. This makes it easier to find related transfers later.
Source and Destination
Select your source connection (the system you're reading from) and your destination connection (the system you're writing to). Then choose the specific tables. For the source, start typing the table name or use the percent sign (%) to see all available options. Do the same for the destination table.
Link Storage (Optional)
Link storage saves the record IDs from both systems. For example, if you transfer a customer from Business Central to Salesforce, link storage keeps track of which BC customer number matches which Salesforce Account ID. This isn't mandatory, but it's useful when you need to track relationships between records across systems.
Actions
First, enable the transfer (it's disabled by default). Then decide what actions you want:
- Add and Update: Creates new records and updates existing ones. Requires a unique key that exists in both systems.
- Update only: Only updates existing records. Also requires a unique key.
- Add, Update, and Disable Destination Lookup (Salesforce): This triggers Salesforce's upsert function. Salesforce decides whether to create or update each record. This option improves performance because records are created faster.
Step 2: Configure Source Control
Source control determines how Rapidi detects which records have changed and need to be transferred.
Timestamp or Datetime Field
For production transfers, use a timestamp or datetime field. This field records when a record was last modified. When someone updates a customer's email address, for example, the timestamp field captures that change. Rapidi then knows to transfer that record. This is the best approach for performance because only changed records get transferred.
Transferred/Confirmation Field (Optional)
You can configure Rapidi to send back a confirmation after a record is transferred. This could be a datetime showing when the transfer completed, or a true/false value. This is useful when you need to track which records have been successfully synced.
Store New ID Field (Write-Back)
When you create a customer in Salesforce, it gets a new Salesforce ID. The Store New ID feature writes that ID back to your source system. This links the records in both systems.
Commit Per Setting
This controls how many records Rapidi processes before committing. The standard setting is 200. But if you're using write-back features (Store New ID or Confirmation fields), set this to 1. With write-back, Rapidi needs to process one record at a time: create the record, get the new ID, and write it back before moving to the next record.
Step 3: Set Up Table Links
Table links define how records in the source system match records in the destination system. This prevents duplicates and makes sure updates go to the right records.
Primary Keys
Add the primary key from your source table and map it to a field in the destination. For customers, this might be the customer number. The key must be unique in both systems.
External IDs in Salesforce
Here's a common problem: your ERP has one type of primary key (like a customer number), but Salesforce uses a different type (like a Salesforce ID). These don't match. The solution is to create an External ID field in Salesforce. Mark it as an External ID so Salesforce knows to use it for matching. This prevents duplicates when you can't use Salesforce's native ID.
Alternative: Link Storage
Instead of external IDs, you can use link storage. Link storage maintains a list of matched records between both systems. When the transfer runs, it checks link storage to see if the customer already exists. If yes, it updates. If no, it creates.
Step 4: Create Field Mappings
Mappings connect fields from your source table to fields in your destination table.
Adding Mappings
For each field you want to transfer, select the source field and the destination field. Start typing the field name, or use the percent sign (%) to see all available fields. You can add as many mappings as you need.
Managing Mappings
You can disable a mapping without deleting it. A disabled mapping won't transfer data when the transfer runs. This is useful for testing or when you temporarily don't need certain fields. You can also delete mappings entirely if they're no longer needed.
Browse Table Layout
The Browse Table Layout feature shows all available fields in a table. Use it to see field names, types (text, number, etc.), sizes, and whether fields can be blank. If you can't find a field you expected, it might not be published. Publish the field in the source system, then refresh the table layout in Rapidi.
Step 5: Add Filters (Optional)
Filters let you include or exclude specific records from the transfer.
When to Use Filters
- Testing with a single record or a small set of records
- Excluding specific customer types or categories
- Running targeted transfers for specific data subsets
Filter Syntax
Add the field name and your filter condition. ERP systems typically follow SQL-style syntax. Salesforce has its own syntax (SOQL). If you get an error, the system doesn't support that specific filter format. Try a different version.
Step 6: Activate and Run
After making any changes to your transfer, click Activate Changes. This commits and saves your work. Without this step, your changes won't take effect.
To test your transfer, click Run Transfer. Watch for any errors from the destination system. If something fails, adjust your configuration and run again.
Quick Reference: Transfer Setup Checklist
- Create a new transfer with code and description
- Set status to Implementing/Testing
- Select group category
- Choose source and destination connections
- Select source and destination tables
- Enable transfer and set actions
- Configure source control with a timestamp field
- Set commit per (200 standard, 1 for write-back)
- Define table links with primary keys
- Create external IDs in the destination if needed
- Add field mappings
- Add filters if needed
- Click Activate Changes
- Run transfer and test
Related Resources
Frequently Asked Questions
What's the difference between Add/Update and the Salesforce upsert option?
With standard Add/Update, Rapidi checks if the record exists before deciding to create or update. With the Salesforce upsert option (Add, Update, and Disable Destination Lookup), Rapidi sends everything to Salesforce and lets Salesforce decide. The upsert option is faster because it skips the lookup step.
Do I need source control for testing?
No. Source control is optional during testing. But for production transfers, you should configure a timestamp or datetime field. This way, only changed records get transferred, which improves performance.
When should I set commit per to 1 vs 200?
Use 200 (the standard) for most transfers. Use 1 when you're using write-back features like Store New ID or Confirmation fields. Write-back requires processing one record at a time to capture and return the new values.
What's an External ID and why do I need one?
An External ID is a field in your destination system (like Salesforce) that stores a unique identifier from your source system. You need it when the primary keys in your source and destination don't match. For example, your ERP uses customer numbers, but Salesforce uses its own IDs. The External ID holds your ERP customer number in Salesforce, allowing Rapidi to match records correctly and prevent duplicates.
What's the difference between Table Link and Link Storage?
Table Link uses external IDs in your destination system to match records. Link Storage is a separate list maintained by Rapidi that tracks which source records match which destination records. Both prevent duplicates. Use Table Link with external IDs when you want the matching logic in your destination system. Use Link Storage when you need Rapidi to manage the relationships.
A field I need isn't showing up in the mapping options. What do I do?
The field might not be published in your source or destination system. Publish the field in that system, then go back to Rapidi and refresh or re-read the table layout from the connection. The field should appear in your options.
My filter is giving me an error. What's wrong?
Different systems use different filter syntax. ERP systems typically use SQL-style operators. Salesforce uses SOQL syntax. If your filter doesn't work, check the syntax for your specific system and try a different format.
Do I need to click Activate Changes every time I make an edit?
Yes. Activate Changes, then commit and save your modifications. If you skip this step, your changes won't be applied when the transfer runs.
When should I change the status from Testing to Ready?
Change the status to Ready when your transfer is fully tested and ready for production use. Keep it in Implementing/Testing while you're still configuring, troubleshooting, or testing.
Can I disable a mapping without deleting it?
Yes. Disabling a mapping keeps it in your configuration but stops it from transferring data. This is useful when you want to temporarily exclude a field without losing your mapping setup.
What happens if my destination system returns an error during a transfer?
Review the error message to understand what went wrong. Common issues include missing required fields, data type mismatches, or duplicate records. Adjust your configuration, mappings, or data, then run the transfer again.
Where can I find more help?
Each section in Rapidi has a question mark icon that links to the wiki documentation. You can also contact Rapidi support if you need help with a specific setup.
