Get the Most from OpenAir with API Integrations

OpenAir is a powerful professional services automation (PSA) platform. But getting the most value requires connecting it to other business systems. Integrating via OpenAir’s API unlocks new capabilities without expensive middleware tools.  

Why Integrate via the API?

Integrating OpenAir with surrounding systems via the API opens new possibilities:

• Eliminate manual data entry: Send data seamlessly between OpenAir and tools like Salesforce, Jira, and HubSpot without repetitive manual entry. This saves time and prevents human errors.
• Create real-time workflows: Push OpenAir data into tools like Slack and Teams to trigger instant notifications, reminders, and alerts based on events like timesheet approvals.
• Access more data: The full power of OpenAir’s database is available via the API. As opposed to manual exports, any data can be pulled on demand to feed reports, dashboards, and AI tools.
• Enable automation: Automated handoffs between systems eliminates manual effort. For example, automatically open tickets in Jira when projects are created in OpenAir.
• Future proof: Direct API connections abstract away dependencies on OpenAir’s out-of-the-box integration capabilities. Custom integrations will continue working even as OpenAir evolves.

An API integration is often faster and lower cost than commercial middleware tools. And OpenAir’s API provides full access to all platform capabilities. API integration adds flexibility to adapt OpenAir to an organization’s changing needs. 

Three Tips for API Integrations

Follow these tips when planning an API-based integration for OpenAir:

1. Leverage OpenAir’s built-in JavaScript functions.

OpenAir provides functions like Get and Post that simplify interfacing with external systems. You don’t need to build API connections from scratch. These functions handle authentication, formatting, error handling, and more behind the scenes.

For example, pulling data from Salesforce is a simple call:

var account = Get(salesforceURL, auth);

This abstracts away all the complexity of API calls. The biggest challenge is usually just determining the right API endpoints to interface with the other application.

2. Carefully manage usage limits.

OpenAir enforces daily quotas on API usage. They provide a set allocation of “units” per day shared across all scripts. Each API call consumes units based on factors like the amount of data transferred.

It’s easy to hit limits by polling other systems too frequently or pulling too much data. Audit existing scripts and plan new integrations carefully. Consider caching data locally in OpenAir to reduce external calls.

3. Use least privilege permissions.

Most external applications require admin access to setup API connections. But lock down to more limited permissions after completing development and testing.

For example, switch the integration to run as a service account in the connected app. Never keep open-ended admin access in production.

Follow the principle of least privilege for Oauth scopes, user accounts, etc. This reduces security risks if credentials are ever compromised.

Real-World Examples

Top Step has built dozens of API integrations for clients. Two high value examples are Slack and Jira:

Slack

The Slack integration pushes real-time OpenAir notifications into team channels. For example:

• When an employee submits a timesheet, the approver gets a Slack message alerting them to the pending approval.
• Late timesheet reminders are pushed via Slack every hour, improving compliance.
• Project managers receive Slack notifications when issues are logged in OpenAir so they can promptly follow up.

This integration keeps team members informed of important events faster than email. It also creates a record of notifications in Slack channels for easier searching later.

Jira

A Jira integration syncs key data between the project management systems. When properly configured, it can:

• Create a Jira ticket for every new project added in OpenAir.
• Sync assignments so resources are allocated correctly in both systems.
• Push completed time entries from OpenAir into Jira for up-to-date hours tracking.
• Prevent duplicate data entry between the systems.

This results in perfectly synchronized project management data. It also gives leadership a consolidated view of resource utilization across all systems.

Ready to explore how API integrations can unlock new value from OpenAir? Contact us today for a free consultation. Our experts can map out a plan tailored for your unique needs.