EQ Automate is a capability that schedules and executes data exports and imports automatically. This feature removes the burden of manual data transfer, allowing you to integrate EQ Flex seamlessly with ERP systems, accounts packages, ordering tools, and other third-party business-critical software.
Requirements
You need to have the application EQ Automate available to use.
There are 2 parts to configuring an automated task both covered in this article:
1. How to add an automated task
You will begin setup by adding a task and setting the schedule frequency. Once a task is added you can then add Work List Items to define the details about what you want to export or import.
- Click EQ Automate on the main toolbar:
- Click Add to start a new task where you have the blank task details to complete:
- Complete the name and description with an easy to understand title, like "Accounts Exports"
- Under Default Task Files Folder select a location on your computer where the EQ Flex data will be saved. If you are using the data to link to another piece of software, consider a location that both applications can access.
- Under Frequency Details select the frequency you want the data to be exported. For example Daily. You can then specify more information. For example, select a time to run each day.
- In Task Type select Export.
- In Task System select either: Import or Export.
The current Import is from HubSpot.
The current export options are: Power Bi, Sage Accounts, Xero Accounts, HubSpot.
For Power BI please see the article Setting up Power BI dashboards.
- In Task Format select Comma Separated Values.
- Under Processing Date Details you can decide if you want data from a set time period. If so, select a date range, for example This Year.
Otherwise you can tick "Only include if Updated" which always exports the latest data.
If you are exporting to an accounts package it is recommended to select "Only include if Updated".
- In Emails enter an email address which will be used for the sending of successful task emails. (i.e. every time the task is successfully run, an email will be sent).
- In Fail Email enter an email address which will be used for sending of failures or errors with the scheduled task.
- Click Update to save your task.
Your task is now created and you need to add at least one Work List item. These are the details of the tasks that will run.
For example, you could have a Task called "Accounts Exports Daily" and within it you will add 4 Work List items. Those 4 items will detail how to export Customers, Suppliers, Sales Invoices and Purchase Invoices.
All 4 work list items run on the schedule specified in the task.
2. How to add Work List items (to an automated task)
Once you have created a task (which has the default folder and frequency) you then setup details for each type of data you want to import or export.
For example you may have an Automate Task called Accounts Exports and then you can add Work Lists for exporting Customers, Sales Invoices, Suppliers and Purchase Invoices (4 separate work list items within one task).
- Click EQ Automate on the main toolbar:
- Click a task so it is highlighted and click on the Add Work List button on the left:
(It will show Export or Import depending on the task type)
- The window will present different options depending on whether you are adding an Export or Import file. See the section below for either Export or Import tasks.
Note you cannot mix import and export work lists on the same task. Create a separate task instead.
Work List Selections - Export
- To setup file exports, this window opens:
- The Export, System and File Type will be shown at the top of the window, inherited from your task.
- Enter an Export Name and Description to identify your task. For example, Customer exports.
- From Projects File select what you are exporting. For example, Customers.
- The File Folder options will be inherited from your task, but you can change them here to select a specific folder by selecting either Sub Folder or Specific Folder.
- Select the required file extension. For example, CSV.
- The Export File Defaults below allow you to set details about the filename that will be created with your export:
File Prefix will be added to the start of the file. Click the target button to cycle through parts of your data's folder path (useful if you have multiple showrooms across multiple EQ Flex versions).
You can tick the boxes to add these elements to the filename:
Include EQ Project File Name (E.g. Customers)
Include EQ Data Set No (Unique numeric identifier of your company data)
Include Export Run Year
Include Export Frequency
Include EQ Company
Include Export Run Date
Include Export Run Month
With these settings selected, the filename will be XeroAccounts_Customers_31102025.csv:
- If you are exporting data to accounts systems like Xero or Sage, you may want to set the below options:
Set the Export Flag (This means once a record is exported it is flagged and will not be exported again. This is recommended for invoices).
Only Customers with Orders (This only exports customers with orders, so avoids adding prospects and quoted customers to your accounts software).
- Click Update to save and close your changes.
Work List Selections - Import
- When you import data to EQ you have to map the data to EQ's names. To setup file imports, this window opens:
- Enter an Import Name and Description to identify this task.
- In Projects File select the type of data you are importing. E.g. Customers.
- The File Folder Options will be inherited from your task, but you can change them here to select a specific folder by selecting either Sub Folder or Specific Folder.
- Select the required file extension. For example, CSV.
EQ will only act to import files with this extension in your specified folder.
- Under Import File Defaults you should select defaults for new records. These are optional.
These options will depend on how your Customer List classifications have been setup.
For example if you are importing leads/prospects from a third party, you probably want to identify those customer records. You could select a default Sales Person as "Website lead" and maybe Customer Type.
Consider setting defaults that will help you filter on these records, to work with them, later.
- In Create New Records you are setting up how to create new data based on the import file. These are optional.
Create New Communication Entry will create a new entry in the same way as you manually would.
New Communication Entry - You should pick the type of Action to create. (Mandatory if creating new Communication).
Create New Opportunity will create a new entry in the same way as you manually would.
Create New Followup would create a new communication entry a number of days after the initial date. This is good to use if adding leads and you want an forward dated entry as a reminder. Specify the number of Follow Up Days.
- On the Number of Dates + or - you can enter how many days one lead should be considered the same lead as another record that matches.
For example, importing customers, you may have a website lead from the same person who you already have imported last week. Maybe they added themselves to your newsletter list a few days ago and now they specified interest in being quoted. If those two customers match based on your criteria but they are only 3 days apart, you could create a duplicate. But if you set the number of days to 4 then any duplicates that are imported 4 days before or after will be considered the same customer.
- (Optional) In Specify File Name you can enter an exact filename to import. Otherwise EQ will use the folder and extension you specified at the top of this screen.
Work Log & Change Audit
Once automated tasks are scheduled you can keep informed on their progress with the email notifications you configured on the task, and with a full log. The Work Log tab shows each time your task runs with the date and time, the type of data it is working on, and number of records updates and status.
The Change Audit tab shows a log of activities that have been performed on the task such as editing date, time or file format.