Introduction to Data Feeds

Data Feeds is a powerful feature in Merchanter that automates the export and email distribution of system data. This functionality allows you to schedule regular exports of information – such as stock levels, order summaries, or supplier updates – which are then sent as file attachments (CSV, Excel, etc.) to designated recipients via email.

Originally developed in response to client needs for daily stock CSV distribution to drop-ship customers, this feature now enables you to send scheduled data feeds to customers, suppliers, or employees, ensuring stakeholders receive timely, relevant information without manual intervention.

How Data Feeds Work

Recipients (customers at this time) subscribe to specific data feeds through Merchanter. Each subscription defines when the feed begins, when it ends (optional), and how frequently data should be sent. The system processes these subscriptions through scheduled queue jobs that run daily, generating and emailing files only to recipients whose subscriptions are due that day. This efficient approach ensures resources are used only when needed.

Enabling the Feature

Data Feeds are disabled by default and will need to be switched on by the Ten25 Administrator. To activate this functionality, navigate to Settings → Organisation Settings → Ledger Settings, select the Ledger Options and Premium tab, 

Now enable the Data Feed feature. This makes the necessary menu options available for configuration.

Initial Setup Requirements

Proper implementation requires two key setup stages:

• Data Feed Definitions: Establishing what data can be exported and who can receive it
• Scheduled Jobs: Creating the automated processes that generate and distribute the data

Setting Up Data Feed Definitions

Before subscriptions can be created, the data feed definitions need to exist. As well as a code and a name, a data feed definition defines the type of entity that is to receive the data feed (i.e. customer, supplier, employee) and what queue job microflow implements the data feed. The data feed definition also provides default scheduling and email output information that will be used when new subscriptions are created.

 To set up the definitions for all known data feeds under the user’s ledger, navigate to Settings → Data Feeds → Data Feed Definitions 

and click Setup Data Feed Definitions in the top right. 

OK the message and the definition is created

If you click on the definition and click edit, you can change the default behaviour of the feed. We would recommend these settings are left as they are, except maybe changing the default email recipient…

During this setup, basic email templates are automatically created for each feed. But it is recommended that you review and customise these templates to ensure professional, clear communication with recipients.

To edit these templates, go to Settings → Document management settings → Email Settings → Email templates

All data feed templates should be prefixed with [DF]

Select the template and click edit to amend.

More information is available on setting up templates in its own knowledge base entry.

Next you may also need to set up the CSV Export that goes with the scheduled job.

To do this, go to Settings → System Admin → CSV Templates.

We can import the report with an XML file by clicking the orange Import Template button

Currently, we only have one data feed:- Stock CSV Export. 

Please download the XML file here (right-click and save as)

Then you can import the CSV Report.

Example output from the stock CSV

Configuring Scheduled Jobs

To queue jobs that would ultimately execute the data feed microflow, a scheduled job definition is required. Each data feed requires a scheduled job to trigger its generation and distribution. Access Settings → Data Feeds and select "Data Feed Job Setup" to create these scheduled processes.

Confirm the creation

Ok, the success message.

 Newly created jobs appear in Settings → System Administration → Scheduled Jobs with a disabled status by default, 

allowing you to review and adjust settings before activation. Typically, these jobs are configured to run daily to support regular data distribution.

After configuring and activating, make sure you click save.

Managing Data Feed Subscriptions

With the feature enabled, users with appropriate permissions can view and manage subscriptions through the "Data Feed Subscriptions" tab in the customer record.

Simply find your customer, click the Data Feeds Tab, select a record from the list and click edit to amend an existing record or click the New button to set up a new subscription.  

Each subscription includes these configurable properties:

• Data Feed: Select from a list of data feeds previously set up.
• Start and End Dates: When the subscription begins and ends
  • Leaving the end date blank will run the subscription indefinitely.
• Schedule Type: How frequently data is sent (by interval, day of month, or specific days of the week)
  •  By Interval – data feed repeats after an interval of time (defined by both a type and an amount) has passed
    •  Interval types are Day, Week or Month
  •  Day of Month – data feed repeats on a fixed day of the month (zero signifying last day of the month)
  •  Selected Days of the Week – data feed repeats on certain days of the week
• Paused Status: Temporarily suspending distribution without deleting the subscription
• Email Outputs: Recipient lists (primary, CC, BCC) and the email template used
  • Email template – email template to use for this output
  • Primary recipients – main recipient(s) of this data feed
  • CC recipients – carbon copy recipient(s) of this data feed
  • BCC recipients – blind carbon copy recipient(s) of this data feed
• Recipients can be selected from existing contacts or entered manually. 

Email output options.

Additional Data Feed Management Options

Beyond creating new subscriptions, the Data Feeds interface provides several management functions for existing feeds through dedicated action buttons.

Editing an Existing Data Feed

To modify the configuration of an established data feed, select the relevant record from your subscriptions list and click the Edit button. This opens the feed's settings, allowing you to adjust parameters such as scheduling frequency, recipient lists, output format, or content selection. Remember to save your changes.

Unsubscribing from a Data Feed

If you need to permanently stop a data feed subscription, select the record and click the Unsubscribe button. This action completely removes the subscription from the system—future scheduled distributions will not occur, and the feed will no longer appear in your active subscriptions list. Please note this action is irreversible; if you need the feed again, you must create a new subscription.

Manual Feed Execution

The "Run Manually" button provides immediate, one-time generation and distribution of a selected data feed, independent of its scheduled frequency. This function is particularly valuable for:

• Testing feed configuration and output formatting
• Responding to urgent requests for current data
• Verifying recipient addresses and delivery success
• Generating ad-hoc reports outside regular schedules

When activated, the system processes the feed immediately and sends it to all designated recipients, while preserving the original subscription settings for future scheduled distributions.

Data Feed Subscription Overview

Administrators with T25Admin privileges can access a Data Feed Subscription Overview at Settings → Data Feeds → Data Feed Subscriptions. This dashboard displays all active feeds and subscriptions, providing centralised management. From this interface, you can create multiple subscriptions simultaneously by selecting a data feed, clicking "New", and choosing recipients from a selection interface that appears.

There are filters to help you find the correct customers, and you can multi-select if required to add several customers to the subscription at the same time. Just click the subscribe button to add the customer(s) to the data feed subscription.

From the main page, the individual details can be edited for each customer by selecting the record and clicking edit.
To unsubscribe a customer from the data fee , select the record and click the unsubscribe button. 

Conclusion

Implementing Data Feeds in Merchanter transforms routine data sharing from a manual, time-consuming task into an automated, reliable process. By establishing clear definitions, configuring scheduled jobs, and managing subscriptions effectively, you can ensure that customers, suppliers, and employees receive timely, accurate information exactly when they need it.

This feature not only saves valuable staff time but also enhances communication with stakeholders through consistent, professional data distribution. Whether you're providing daily stock updates, weekly order summaries, or monthly reports, Data Feeds help maintain transparency and strengthen business relationships without ongoing manual effort.

Remember to customise email templates to reflect your organisation's voice, review scheduled jobs before activation, and utilise the subscription overview for efficient management. With proper setup, Data Feeds will operate seamlessly in the background, delivering value while your team focuses on core business activities.

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