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How to Sync Intranet Data

This guide covers the practical steps for pushing data from an external intranet system into the Wippidu app.

Overview

The sync works in two phases:

  1. Push data — External system sends data to the API → stored in staging tables
  2. Process data — Admin triggers processing → staging data transforms into app tables

Prerequisites

  • An API token (created at /admin/tokens)
  • The external system's IP in the token's allowlist (if configured)

Create an API token

  1. Log in as Admin
  2. Navigate to /admin/tokens/new
  3. Set a friendly name (e.g., "Intranet Production")
  4. Optionally set IP allowlist: 10.0.0.0/8, 192.168.1.100
  5. Save and copy the token (shown only once)

Push data via API

All endpoints require Bearer token authentication. Push data in dependency order:

TOKEN="your-api-token-here"
BASE="https://app.example.com"

# 1. Push locations
curl -X POST "$BASE/api/intranet/location" \
  -H "Authorization: Bearer $TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "records": [
      {"einrichtungs_id": "L001", "name": "Kita Sonnenschein", "adresse": "Hauptstr. 1"}
    ]
  }'

# 2. Push groups (requires locations)
curl -X POST "$BASE/api/intranet/group" \
  -H "Authorization: Bearer $TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "records": [
      {"gruppen_id": "G001", "einrichtungs_id": "L001", "name": "Schmetterlinge"}
    ]
  }'

# 3. Push persons (children, parents, employees)
curl -X POST "$BASE/api/intranet/person" \
  -H "Authorization: Bearer $TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "records": [
      {"external_id": "K001", "vorname": "Emma", "nachname": "Müller", "rolle": "1"}
    ]
  }'

# 4. Push group assignments
curl -X POST "$BASE/api/intranet/belegung/krp" \
  -H "Authorization: Bearer $TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "records": [
      {"id_krp": "B001", "kind_id": "K001", "gruppen_id": "G001", "status": 3}
    ]
  }'

# 5. Push parent-child relationships
curl -X POST "$BASE/api/intranet/parent-child" \
  -H "Authorization: Bearer $TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "records": [
      {"eltern_id": "P001", "kind_id": "K001", "von": "2023.01.01"}
    ]
  }'

# 6. Push employees, location leads, group leads...

Trigger processing

  1. Navigate to /admin/sync
  2. Review pending record counts
  3. Click "Process All" (processes in dependency order)
  4. Or process individually: Locations → Groups → Children → Child-Group assignments

Testing locally

# Test with a local server
curl -X POST http://localhost:8080/api/intranet/location \
  -H "Authorization: Bearer <token>" \
  -H "Content-Type: application/json" \
  -d '{"records": [{"einrichtungs_id": "TEST1", "name": "Test Location"}]}'

# Test with invalid token (expect 401)
curl -X POST http://localhost:8080/api/intranet/location \
  -H "Authorization: Bearer invalid" \
  -H "Content-Type: application/json" \
  -d '{"records": []}'

Error handling

Missing dependency (e.g., group without its location): 

{
  "DataType": "group",
  "RecordsTotal": 2,
  "Created": 1,
  "Skipped": 1,
  "Errors": ["Skipped group G002: location L999 not found"]
}

Invalid payload: 

{
  "success": false,
  "error": {
    "code": "INVALID_PAYLOAD",
    "message": "Field validation for 'ExternalID' failed on the 'required' tag"
  }
}

Configure daily employee group sync

For real-time group assignments (e.g., substitute teachers), configure the outbound intranet API:

  1. Navigate to /admin/settings
  2. Go to the Intranet tab
  3. Configure:
  4. Enable Intranet Sync: Toggle on
  5. API URL: Full URL to the intranet groups endpoint
  6. API Token: Token for authenticating with the intranet

Test the connection

Use the Test Connection button with a known employee ID to verify: - The API is reachable - The token is valid - The response format is correct

How it works

When an intranet-linked employee (one with ExternalID set) logs in:

  1. App checks if they've been refreshed today
  2. If not, calls the intranet API with their Mitarbeiter_ID
  3. Receives JSON with group assignments and Stammteam flags
  4. Stores assignments in employee_daily_groups
  5. Updates intranet_refresh_date on the user

Troubleshooting

Employee doesn't see their group's children: - Check users.external_id matches the intranet Mitarbeiter_ID - Check groups.external_id matches the intranet Gruppen_ID - Check /admin/settings → Intranet settings are configured - Check the user's intranet_refresh_failed flag

Refresh fails silently: - Enable debug logging to see API request/response details - Check network connectivity to the intranet API - Verify token format (must be accepted as Bearer token AND form field)