A healthcare organization needed to automatically transfer order fulfillment data from their WordPress website to their inventory management system.

Manual data entry between systems was creating delays in order processing and increasing the risk of errors that could impact patient care.

Solution

84EM developed a custom WordPress integration that automatically exports Gravity Forms order data and transmits it to the inventory system via secure SFTP connection.

The system provides automated data synchronization with incremental exports, admin controls for monitoring, and flexible trigger options for scheduled processing.

Technical Implementation

• Gravity Forms API integration: Direct integration with Gravity Forms API to retrieve form entries with flexible filtering and sorting capabilities.
• Incremental data export: Smart tracking system that only exports new entries since the last successful transfer, preventing duplicate data and reducing bandwidth.
• SSH2 SFTP connection: Secure file transfer using SSH2 protocol with configurable authentication and directory targeting.
• CSV data formatting: Automated conversion of form data into tab-delimited CSV format optimized for the inventory system’s import specifications.
• URL-based trigger system: Protected endpoint that can be called by external cron services for scheduled automation with access control via unique key.
• Admin dashboard: WordPress settings interface for configuring SFTP credentials, monitoring last export status, and manually triggering exports or downloads.
• Error handling and logging: Response codes and messages for troubleshooting connection issues, authentication failures, and data transmission problems.

Results

The automated integration eliminated manual data entry between systems, reducing order processing time and human error.

The healthcare organization now processes orders with faster fulfillment cycles while maintaining data accuracy critical for patient care.