Onboarding Guides
Regulator makes dealer data integration simple, secure, and low effort. In most cases, your IT team only needs about 2 to 3 hours to set things up. The easiest approach is to send us a complete, unfiltered data export from your ERP system in a format you can generate consistently, such as a CSV or Excel file. From there, we handle the rest, building a custom import, organizing the data, and keeping everything updated automatically through a nightly SFTP feed.
For larger organizations, we can also integrate directly with your ERP via API, enabling a deeper, real-time connection and a higher level of collaboration across your systems.
Your data always remains your confidential property, is used strictly to deliver the service, and is protected under strong security standards, including GDPR compliance where applicable.
Data Format and Delivery
Dealer data should be delivered in a format that is easy to generate and maintain on a consistent basis.
Initial Setup
- Data is typically provided as a CSV or Excel file
- Files are shared via email to initiate the integration process
Automated Data Feed (Preferred)
- Long-term setup is a daily automated feed
- Most commonly delivered via SFTP (Secure File Transfer Protocol)
- Standard cadence is nightly updates via automated scripts
Key Principles
- Provide unfiltered data whenever possible
- Regulator will handle filtering and structuring internally
- Priority is ensuring the file is easy to regenerate consistently
Custom Import Handling
- Regulator builds a custom import process tailored to your file structure
- Any changes to file columns must be communicated in advance
- Unannounced changes may result in import errors
Unique Dealer Identification (Door Level)
All dealer data must be structured at the door level.
Core Requirement
- Each dealer (door) must have a unique identifier
- This identifier is critical for syncing updates across daily imports
Common ID Structure
- Combination of:
- Sold-To Value (buying company)
- Ship-To Value (specific store or location)
- Alternatively:
- A single unique account number is acceptable
Key Fields and Rep Assignment
To ensure proper functionality, Regulator requires core dealer data and user attribution for access control.
Required Data Fields (Minimum)
- Unique Identifier
- Dealer Name
- Address:
- Street
- City
- State/Province
- Postal/ZIP Code
- Country
- Phone Number
Common ID Structure
- Combination of:
- Sold-To Value (buying company)
- Ship-To Value (specific store or location)
- Alternatively:
- A single unique account number is acceptable
Rep Assignment
- Each door must be assigned to a specific sales rep
- This controls visibility and access within the platform
User Identification
- A unique user ID for each rep is strongly recommended
Manager Hierarchy
- Include the rep’s manager where possible
- If unavailable:
- A separate static mapping of rep-to-manager relationships can be provide
Account Status Handling
Regulator supports two methods for managing inactive accounts:
- Remove inactive accounts from the data feed
- Include a column that flags accounts as inactive
Optional Categorization (Recommended)
Additional fields improve filtering, segmentation, and reporting:
- Dealer type (national, regional, local)
- Dealer tiering
- Department classifications
- Any custom segmentation relevant to your business
Data Dictionary
If column names are complex or proprietary:
Example:
- Provide a data dictionary explaining each field
- Include definitions and intended usage
Example:
- Column:
X8Y6-I - Description: Defines dealer tier level