Understanding sources

In iDMS, a source defines where your data comes from. Sources are used in modules like iImport, iUpdate, iTransfer, and iWorkflow to retrieve, process, and move data into or out of iMIS.

Understanding sources is essential, because they determine the following:

  • What data is available to your job
  • How that data is structured
  • How iDMS matches and updates records in iMIS

Types of sources in iDMS

iDMS supports several types of sources. The most common are:

  • File-based sources (Excel, CSV)
  • Query-based sources (IQA queries)
  • API and webhook sources

File-based sources (spreadsheets)

File-based sources are commonly used with iImport. These sources use spreadsheets (such as Excel or CSV files) to supply data to iDMS.

How it works

  • You upload a spreadsheet containing your data
  • Columns in the file are mapped to iMIS fields
  • iDMS processes each row as a record

Common use cases

  • Importing new contacts or members
  • Updating addresses or profile information
  • Loading event registrations or activities

Note: Password-protected spreadsheets are not supported in iDMS.

Query-based sources (IQA)

Query-based sources use iMIS IQA (Intelligent Query Architect) queries to define the data that will be processed. These are commonly used with iUpdate and workflows.

How it works

  • An IQA query selects records directly from iMIS
  • The query defines which fields and records are included
  • iDMS uses the query results as the source dataset

Common use cases

  • Updating existing records in bulk
  • Applying business rules to filtered datasets
  • Identifying records that meet specific conditions

IQA sources are powerful because they allow you to work directly with live iMIS data without needing a file. They also support filtering, joins, and calculated fields.

API and Webhook sources

API and webhook sources are used when integrating iMIS with external systems. These are commonly used with iTransfer, iWorkflow, and iHook.

iDMS uses the iMIS REST API to send and receive data, allowing external systems to interact with iMIS programmatically. :contentReference[oaicite:0]{index=0}

How it works

  • External systems send or request data via API calls or webhooks
  • iDMS processes the incoming or outgoing data
  • Actions are triggered based on events or requests

Common use cases

  • Receiving data from third-party systems (for example, LMS completions)
  • Sending data to external platforms (for example, fulfillment or certification systems)
  • Triggering workflows in real time

Understanding source structure

Regardless of the source type, all sources share a common concept:

  • Fields – Columns or data points (for example, First Name, Email, Activity Type)
  • Records – Individual rows or entries of data
  • Keys – Unique identifiers used for matching (such as iMIS ID or ContactKey)

When working with sources, it is important to ensure the following:

  • Fields are correctly mapped to iMIS
  • Matching criteria is clearly defined
  • Data formats align with iMIS requirements

Choosing the right source

Selecting the right source depends on the goal:

  • Use a file when importing external or one-time data
  • Use an IQA query when working with existing iMIS data
  • Use API/webhooks when integrating with other systems or automating real-time processes

Key takeaways

The following are key takeaways:

  • A source defines where your data originates in iDMS
  • Common sources include files, IQA queries, and APIs/webhooks
  • The structure and quality of your source directly impacts job success
  • Choosing the correct source is critical for accurate and efficient data processing