MEDIUM story-external-system-integration-configuration-organization-admin-003 5 pts

User Story

As a Organization Administrator
I want to define when and how often data is automatically synchronized to external systems
So that our accounting team receives timely data exports without requiring manual intervention each time

Acceptance Criteria

  • Given I am editing an integration, When I navigate to 'Sync Schedule', Then I see options for Manual Only, Daily, Weekly, Monthly, and Custom schedule
  • Given I select Daily sync, When I set the time to 02:00 and save, Then the system schedules a nightly sync job and displays the next scheduled run timestamp
  • Given I select Custom schedule, When I enter a cron expression, Then the system validates the expression syntax and shows a human-readable description of when syncs will occur
  • Given a scheduled sync fails due to a network error, When the system retries, Then it attempts up to 3 retries with exponential backoff and notifies the admin via in-app notification if all retries fail
  • Given a sync completes successfully, When I view the sync history, Then I see the timestamp, number of records exported, and any records skipped with reasons
  • Given I need to trigger an immediate sync, When I click 'Sync Now' from the integration dashboard, Then the sync runs immediately and I see a progress indicator until it completes

Business Value

Automated sync schedules eliminate the need for accounting staff to manually initiate exports, reducing the risk of missed exports and ensuring the accounting system always reflects current approval status. For HLF, whose Dynamics portal requires frequent data updates, scheduled nightly syncs reduce accounting staff workload by an estimated 3-4 hours per week and eliminate the end-of-month backlog that currently causes delayed payments to peer mentors.