Data Integration Guide

Find the right integration type for different data categories

This guide helps you pick the right integration option based on your data type and goal.

Quick Selection by Data Type

Data Type / GoalRecommended Integration TypeStart Here
Documents & knowledge basesData Pools (RAG)Data Pools (RAG)
Cloud tools with live dataConnectorsConnectors
Internal custom APIs/servicesCustom MCPCustom MCP Server
Workflow orchestrationNo-code (Make, n8n, Power Automate)Make Integration
On-prem/private systemsOn-Premise ConnectionsOn-Premise Connections

Typical Selection Logic

  1. Need live data and actions?
    Start with connectors or custom MCP.
  2. Need semantic search over large knowledge sets?
    Use Data Pools (RAG).
  3. Target system is internal/on-prem?
    Plan via On-Premise Connections.
  4. Need process automation?
    Add no-code flows.

Connectors vs. Data Pools in Detail

FeatureConnectorsData Pools
Data freshnessReal-time dataSynchronized index
Access methodLive API callsVector search in index
AuthenticationPer user (OAuth)Centrally managed
AdministrationEach user themselvesAdmins only
SpeedDepends on APIVery fast
Offline capabilityNoYes (after sync)

When to Choose Which Option?

Choose Connectors when you...

  • Need real-time data (current emails, calendar events)
  • Want to perform actions (create tickets, send emails)
  • Need personalized data (only your own files)
  • Want to quickly connect something without waiting for admins

Choose Data Pools when you...

  • Want to search large document collections
  • Want to share company-wide knowledge
  • Need consistent answers across all users
  • Want to make data from systems without APIs available

Activating a Data Pool

Attention

A selected data pool only becomes active after saving the assistant. Without saving, the assistant cannot access the data.

Common question: "I selected a data pool, but the assistant cannot find any documents."

This usually happens because the assistant was not saved after selecting the data pool. The configuration is only sent to the backend service when you save.

Practical Examples

Support Assistant

Recommendation: Data Pool + Connector

  • Data Pool: Product documentation, FAQs, known issues
  • Connector: Atlassian (Jira) for creating and updating tickets

The assistant can find knowledge base articles AND directly create tickets in the ticket system.

Sales Assistant

Recommendation: Connectors

  • Google Calendar: Check availability for demos
  • CRM Integration: Retrieve current customer data
  • Email: Send follow-up emails

Here, real-time data and actions are more important than archived knowledge.

Legal Department Assistant

Recommendation: Data Pool

  • Data Pool: Contract templates, compliance guidelines, internal policies

This is primarily about searching documents that rarely change.

Onboarding Assistant

Recommendation: Data Pool + Connector

  • Data Pool: Onboarding materials, process descriptions, HR policies
  • Connector: Google Workspace for calendar appointments and email notifications

New employees can ask questions AND the assistant can automatically set up appointments.

The most powerful assistants often combine both methods: data pools for stable company knowledge, connectors for current data and actions.

Deep Dives

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