MedTech Leader Leverages Rimsys and Calavista for Seamless Scalable ERP Integration

Introduction

A Rimsys customer in the diagnostics industry needed a way to automate selling status in their ERP system, QAD, when a product’s selling status is changed in Rimsys. With a footprint in hundreds of countries globally, the customer uses the selling status in QAD to determine whether or not it is ok to ship their products. Using Rimsys as their source of truth for their regulatory activities, including registrations and certificate management, they wanted to ensure seamless synchronicity between both systems. Failure to do so could result in delayed or missed shipments and the accidental release of products before they’re cleared to ship.  

In order to save time on burdensome, manual updates, eliminate internal resource constraints, and reduce the risk of errors, the customer engaged Rimsys and its partner, Calavista, to find a solution.  

The Process

1. Leverage Rimsys API
   -Rimsys provides an event-driven webhook that fires whenever a product's selling status changes.
   -This architecture ensures near-real-time data synchronization, eliminating delays and manual entry.
2. Registrations API
   -The integration calls the Rimsys Registrations API to gather detailed product information (e.g., name, part number, country) and linked account data (e.g., Distributors, Authorized Representatives).
   -By parsing the API response, the system compiles the precise data QAD requires to maintain accurate product records.
3. Security & Authentication
   -Critical credentials (API keys, SFTP details) are stored securely in Azure Key Vault and referenced via environment variables.
   -This approach safeguards sensitive information and simplifies credential management.
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Business Outcomes

1. Real-Time Data Accuracy
   -Each time a selling status changes in Rimsys, QAD is automatically updated, ensuring sales, distribution, and regulatory teams always have the latest product availability information.
2. Reduced Manual Effort & Errors
   -Automating data transfers via webhooks and SFTP removes the need for manual export/import tasks, minimizing the risk of typos or incomplete updates.
3. Streamlined Operations
   -By centralizing product and linked account data, the customer can quickly identify which of their customers or regions are affected by a status change, supporting faster, more informed business decisions.
4. Scalability & Flexibility
   -The solution’s modular design—featuring an Azure Function and reusable API calls—can be easily extended to new products, geographies, or additional systems as the business grows.
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Supporting Long-Term Growth: Reusable Integration Elements

1. Azure Function Code Pattern
   -A straightforward serverless function captures webhook payloads, queries the Rimsys API for supplementary data, transforms the data into a JSON file, and uploads it to an SFTP server.
   -This design pattern can be repurposed for other event-driven workflows or third-party system integrations.
2. JSON Data Standardization
   -Standardizing the output in JSON ensures clean, easily parsed data that can be adapted to various downstream systems beyond QAD, such as CRM tools or financial platforms.
3. SFTP Delivery Mechanism
   -Secure file transfer logic is encapsulated in a custom package, making it easy to adapt for other data exchange needs, whether with internal systems or external vendors.

By leveraging the Rimsys webhook and Registration API and Calavista’s extensive integration expertise, the Rimsys customer successfully automated the process of updating product selling status in QAD. This integration eliminates redundant data entry, improves speed and accuracy, and offers a blueprint for future enhancements or expansions. The modular codebase, combined with secure credential management and standardized JSON outputs, showcases the versatility of Rimsys APIs and underscores how businesses can achieve faster, more reliable data flows across their critical systems with trusted technology partners like Calavista.

About Calavista Software

Calavista Software has been delivering high-quality software to enterprise customers for nearly 25 years. With an on-time, on-budget success rate that’s nearly three times the industry average, Calavista has long set the standard for Software Development without the Drama®. Pioneers in development methodology, Calavista originated the concepts around Continuous Integration and Continuous Delivery before they had names, earning patents for those and other innovations. Today, they bring that same focus to innovations like AI and challenges like DevSecOps, using their expertise to improve processes and develop new best practices.  Specializing in both delivering software and helping customers enhance their own development practices, Calavista is the partner of choice for businesses that need either rigorous, dependable software development or practical, actionable consulting.

About Rimsys

Rimsys is improving global health by accelerating delivery and increasing availability of life-changing medical technologies. Rimsys Regulatory Information Management (RIM) software digitizes and automates regulatory activities, helping MedTech regulatory affairs teams to plan more effectively, execute more quickly, and confidently ensure global regulatory compliance.  Rimsys is designed around MedTech workflows and supports a full breadth of regulatory activities including registrations, submissions, UDI, essential principles, and standards management in a single, integrated platform. For more information, visit www.rimsys.io.

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