Epicor ECM Datalinks: The Key to Smarter Automation

07/03/2025

Enterprise Content Management (ECM) systems provide a platform to store documents safely and securely, but they can do so much more! Epicor ECM offers a plethora of ways to push the boundaries on just what an ECM system can provide.

Automation in Epicor ECM

Two key automation solutions in Epicor ECM are the Accounts Payable (AP) Automation and Sales Order (SO) Automation licenses. It enables the system to automate several data entry and validation tasks otherwise requiring completion by an individual. Each of these integrations relies on what is known as “datalinks” to deliver the automation.

So, What Are Datalinks in ECM?

A datalink is a connection between databases that facilitates the transfer of data. This is the fundamental concept behind the automation within Epicor ECM.

How Datalinks Work in Epicor ECM?

Epicor ECM seamlessly integrates with Epicor ERP and other ERPs to provide a two-way connection that transfers data via datalinks. These standard datalinks are found in various areas of each workflow and serve different purposes, such as:

• Validating data (e.g., verifying if a PO number matches the vendor)
• Populating fields with data from Epicor ERP for users to view and analyze
• Testing data integration to ensure records are properly created or updated in Epicor ERP

These proprietary datalinks are the backbone of the AP and SO Automation workflows, but the platform also allows users to configure datalinks for tailored solutions.

Custom Datalinks: Expanding Epicor ECM’s Capabilities

While the default datalinks supply a user with many options for achieving the results they require out of a workflow, many ECM developers are looking for more unique and practical solutions; this is where custom datalinks become one of the most powerful tools available.

Why Use Custom Datalinks?

Virtually any REST API call Epicor performs within its operations can be utilized at the developer’s whim. These custom datalinks can be designed to integrate with Epicor or other systems via several methods, including SQL, ODBC, and JSON connections.

Our team at TeccWeb has created several datalinks that have expanded Epicor ECM’s capability well beyond the available defaults.

Examples of Custom Datalinks Created a TeccWeb

• Buyer Lookup – A datalink designed to retrieve the associated Buyer of a PO to alert them to any variances found, including pricing issues.
• Currency Conversions – A datalink designed to convert the currencies found on an invoice to Epicor’s base currency to match the values needed when evaluating pack slips properly. This can even handle circumstances where the exchange rate on the PO is locked.
• Cost Per Code – A datalink designed to evaluate the cost of a part that may have a cost based on /100 or /1000 and adequately return the correct values to be matched with a packing slip.

These three examples are relatively straightforward in their design and application, but datalinks can become much more complex and give users outcomes simply not available out of the box.

Advanced Custom Datalinks: Solving Complex Challenges

Automating Job Miscellaneous Charges

Our team at TeccWeb has successfully created custom solutions to handle job miscellaneous charges, which otherwise would require the user to manually add them after AP Automation has created a record within AP Invoice Entry.

This solution enabled the automation of much of the functionality as this data was already available in Epicor’s job detail records and so could be pulled into the workflow using custom datalinks.

Integrating Advanced Payments

Another advanced solution involved developing a method to integrate advanced payments with the rest of the AP Automation workflow. These are just two more examples of how datalinks can be used in conjunction with the AP and SO Automation integrations that Epicor has developed.

Datalinks Beyond Business Processes Automation

While the examples above are explicitly related to Epicor’s licensed automation workflows, the functionality can also be obtained through a separate license that enables datalinks as a standalone option.

This option gives the Epicor ECM platform capabilities beyond being a document repository. It is often a perfect solution for users who may only be looking to develop basic workflows related to specific documents they wish to attach in Epicor ERP and have stored in ECM.

Using Datalinks for Engineering Workflows

The most common solution we have designed is for engineering drawings, in which there can be several steps in drafting and ultimately approving the drawings for use.

Using custom-built workflow steps and datalinks, Epicor ECM can supply developers with the tools needed to facilitate such a task.

• Capture and use metadata from Epicor ERP
• Request and process approvals via email
• Attach, finalized, approved drawings to part records automatically

Maximizing Business Efficiency with Datalinks

Epicor ECM’s datalink functionality enables businesses to analyze, streamline, and automate critical processes. Whether through standard integrations or custom-built solutions, datalinks help organizations eliminate manual tasks and enhance efficiency.

At TeccWeb, we specialize in designing custom datalinks that extend Epicor ECM’s capabilities. From AP and SO Automation to engineering workflows and advanced payment processing, our solutions empower businesses to get more from their Epicor investment.

Are you looking to enhance your Epicor ECM workflows with datalinks?

Author: Victor Leveris, ECM Team Leader at TeccWeb