APIs: Using linqi for interfaces in digital administration

In a Nutshell – How does an API help me in my day-to-day work?

An API is a programmable interface. It is used when information from one system needs to be automatically processed in another system.

For example, if data from an Excel file is to be used in another programme, the API specifies which information is transferred and how the other programme can process it.

With linqi, a no-code platform for administrative processes, specialist procedures, document management systems (DMS), ERP and CRM solutions, SharePoint or SQL databases can be easily integrated in this way. There is no need to replace existing programmes.

Webhooks play a key role here: they automatically notify linqi when something happens in a connected system. If, for example, a new document is saved or a status is changed, linqi can then initiate the appropriate workflow.

Find out more about linqi

Glossary: What is an API?

API stands for Application Programming Interface. An API is a digital interface through which different software solutions communicate with one another. It defines which data can be requested or transferred, the format in which this takes place, and the rules that apply.

How can an API help with day-to-day administrative tasks? In an administrative context, for example, an API ensures that information no longer needs to be transferred manually from one system to another. Via the API interface in linqi, one system can request the required data specifically and transfer it automatically to the other.

linqi uses APIs to connect existing programmes with digital workflows. For example, in digital public administration, a workflow can automatically send data to a specialist process following approval, create an entry in SharePoint and retrieve information from an SQL database.

Find out more about digitalisation via APIs with linqi

Why are APIs important for the digitalisation of public administration?

In public authorities and local councils, many different programmes work together. For example, one system may contain case data, another documents, and a third information from a database or register. If these programmes cannot exchange information, staff often have to transfer data manually. This takes time and can lead to errors.

With APIs, programmes can pass on information automatically. This allows, for example, the next step in a digital process to be initiated without the need to print, copy or re-enter data. APIs help to avoid such breaks in the workflow.

Data exchange can take place within a single public authority and between different public authorities. This requires the systems involved to offer suitable APIs and for access to be authorised. Data protection, access rights and technical regulations must also be complied with. A register API, for example, can enable a digital process to automatically retrieve the necessary information from a register.

The fact that APIs are becoming increasingly important from a strategic perspective for the digitalisation of public administration is also demonstrated by the collaboration between the two federal states of North Rhine-Westphalia and Bremen. The states have agreed to jointly further develop a federal API strategy and to drive forward the establishment of a central API platform. The aim is to harmonise standards and facilitate data exchange between specialist procedures, registers and levels of government.

When it comes to a local authority’s digitalisation strategy, it is therefore not just a question of which new software to purchase. It is at least as important to consider how existing systems can work together.

Request a live demo from linqi now

Step-by-step guide: Integrating APIs with linqi

With linqi, external systems and existing data can be integrated directly into an automated process. To do this, linqi retrieves data from another system or transfers information to it. Many APIs use the HTTP protocol for this – a widely used standard for data exchange between systems.

A step-by-step guide explains exactly how API integration works.

Step 1: Set up a connection to the external system

First, the connection to the desired system is set up in linqi. Depending on the system, the appropriate access details – such as an API key – are stored.

The connection is then managed centrally. Authorised users can utilise it in the process designer without needing to see the API key or other access credentials.

This means that the technical configuration remains the responsibility of IT, whilst process design can take place within the business department.

Step 2: Configure the API call as a workflow action

Next, you specify at which point in the workflow the data exchange should take place. The API call is then inserted there as a process step.

To do this, you specify, for example, the address of the other system, the type of request and the data to be transferred. This makes the API part of linqi’s process automation.

An API call can, for example, be triggered following a task or an approval. The response from the other system is then available for the next steps in the workflow.

Step 3: Reusing JSON responses in the process

Many APIs exchange data in JSON format. JSON is a text format in which information is stored in a clearly structured manner, and stands for JavaScript Object Notation.

If linqi expects a JSON response, a so-called JSON schema can be defined. This enables linqi to recognise the individual details in the response. These details can then be used as placeholders in the workflow. For example, a transaction number transmitted by a line-of-business system can be automatically incorporated into a form, a message or the next step in the process.

What is a webhook?

A webhook is an automatic message sent from one system to another. It is used when linqi needs to be notified immediately that something has happened in a connected system. Unlike with a traditional API query, webhooks mean that linqi does not need to check regularly to see if anything has changed.

To this end, linqi provides its own web address, known as the webhook URL. As soon as the specified event occurs, the connected system sends a message to this address. linqi receives the message and initiates the appropriate workflow. The message may also contain further information, such as a transaction number or a new processing status. This data can then be used within the workflow.

The difference can be summarised as follows: with a traditional API call, linqi actively retrieves or sends data. With a webhook, the external system notifies linqi as soon as something has happened.

Practical example: Integrating specialist procedures, a DMS and linqi into an administrative process

• Suppose a local authority wishes to digitise an application process using linqi. First, a person fills in a digital form. The person responsible then checks the details and approves the application.
• Once approved, linqi automatically sends the relevant data via an API to the existing specialist system. The specialist system assigns a reference number and sends it back to linqi in JSON format. linqi retrieves the number and uses it for the next steps in the process.
• In the next step, the generated document is stored directly in the DMS. If the authority uses SharePoint, for example, linqi can upload documents from within a process, read or create list entries, and create folders.
• Handy: if the processing status changes later in the specialist system, a webhook automatically triggers the linqi process. This means that case handlers do not need to manually check the status across multiple systems.

This example highlights the key point. The administration does not need to replace its existing systems in order to digitise processes end-to-end. linqi can take over the specialist process logic and connect the required systems at the appropriate points.

Find out more about linqi’s features

Which systems and data sources can linqi connect to via an API?

linqi can work with many programmes and databases already in use within public administrations. linqi is designed to integrate existing system landscapes.

In addition to generic web services via HTTP, systems such as SharePoint and external SQL databases can be connected. For example, linqi supports PostgreSQL, Microsoft SQL Server and MySQL. Familiar tools and data sources such as Excel can also be integrated into the process landscape using linqi.

Typical business and administrative applications, such as ERP, CRM or DMS solutions, can also be integrated into processes via existing API interfaces. In the case of an ERP system with API integration, data exchange is linked directly to the relevant process step.

Is your system not listed? We’ll find a solution

Conclusion: APIs connect programmes in administrative processes

APIs are a key component of digitalisation – particularly for government bodies and public administrations – because they ensure that different systems can understand and communicate with one another. With linqi, APIs are integrated directly into processes – from HTTP requests and JSON data right through to webhooks that automatically trigger a new workflow.

This enables public authorities to continue using their existing specialist procedures, databases and tools and to connect them to linqi. linqi brings together the necessary data and tasks at the right points in the process.