---
title: "Data Integration Guide"
description: "Find the right integration type for different data categories"
canonical_url: "https://meingpt.com/en/docs/integrations/data-integration-guide"
language: en
---

# Data Integration Guide

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

## Quick Selection by Data Type

| Data Type / Goal | Recommended Integration Type | Start Here |
|---|---|---|
| Documents & knowledge bases | Data Pools (RAG) | [Data Pools (RAG)](/en/docs/integrations/data-pools-rag) |
| Cloud tools with live data | Connectors | [Connectors](/en/docs/integrations/connectors) |
| Internal custom APIs/services | Custom MCP | [Custom MCP Server](/en/docs/integrations/custom-mcp-server) |
| Workflow orchestration | No-code (Make, n8n, Power Automate) | [Make Integration](/en/docs/integrations/make-integration) |
| On-prem/private systems | On-Premise Connections | [On-Premise Connections](/en/docs/integrations/connections-cloud-on-prem) |

## 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

| Feature | Connectors | Data Pools |
|---------|------------|------------|
| **Data freshness** | Real-time data | Synchronized index |
| **Access method** | Live API calls | Vector search in index |
| **Authentication** | Per user (OAuth) | Centrally managed |
| **Administration** | Each user themselves | Admins only |
| **Speed** | Depends on API | Very fast |
| **Offline capability** | No | Yes (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

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

- [Guide: Cost & Effort](/en/docs/integrations/guide-cost-effort)
- [Guide: Data Quality](/en/docs/integrations/guide-data-quality)
- [System Guides](/en/docs/integrations/system-guides/file-shares)
- [Guide: On-Premise](/en/docs/integrations/guide-on-premise)
- [Guide: Permissions](/en/docs/integrations/guide-permissions)
- [Data Sources](/en/docs/integrations/vault/sources)