Bipsync Integration

Bipsync is a research management system (RMS) built for investment teams. It gives analysts and portfolio managers a configurable workspace for note taking, research capture and process management, so that investment research is tracked in one place rather than spread across notes, inboxes and spreadsheets.

The DiligenceVault integration connects that research environment to your diligence environment. Instead of maintaining the same firms, funds and contacts twice, you set up the connection once, map the Bipsync records to the matching DiligenceVault records, and bring the data across when you need it. Completed diligence projects then travel back to Bipsync as notes, so the research team sees diligence outcomes without leaving their own system.

The integration is typically used to:

• Build out your DiligenceVault firm, contact and product lists from records that already exist in Bipsync
• Avoid manual re-entry of manager and fund data across two systems
• Keep the research team and the diligence team working from the same underlying record set
• Give research users visibility of completed diligence without asking them to leave Bipsync

How the Integration Works

The connection runs in both directions, and each direction serves a different purpose. Records flow from Bipsync into DiligenceVault, and completed project data flows back the other way.

What moves in each direction between Bipsync and DiligenceVault

Bipsync to DiligenceVault

Managers, contacts and funds are imported into DiligenceVault, where they become the firms, contacts and products you raise diligence projects against. Note that multiple Bipsync entities (such as Managers and Organisations) can both be mapped to Firms in DiligenceVault.

DiligenceVault to Bipsync

Completed projects and their documents are written back into Bipsync as notes of a type you choose. Two limits apply here and are worth knowing before you configure anything.

• Only external projects sync back, meaning projects that were sent to responders. Internal projects stay in DiligenceVault.
• Only projects linked to a firm or a product sync back. Projects raised against a vehicle or a strategy do not.
• If an entity was not synced through Bipsync in the first place, its projects will not sync back either.

What you need to know before you begin

On the Bipsync side

• An API URL and an API Token. Both are issued by the Bipsync CSM team, so raise a request with them before you start.
• The email address of the Bipsync user the credentials belong to. You enter this on the configuration screen alongside the credentials.
• An understanding of how your Bipsync schema is set up. Bipsync lets each client name its own entities and fields, so the names in your dropdowns are specific to your installation. In the examples below the Bipsync entities are called Managers, Contacts and Funds, but yours may differ.

On the DiligenceVault side

• A DiligenceVault account with administrator privileges. Free plan users do not see the RMS option in Firm Settings.
• A DiligenceVault API key, generated before you import any data. To create one, go to Firm Settings > Data Integrations > API Key and click Generate API Key. If a key already exists, it appears at the same location and you do not need to create another. This is separate from the Bipsync API Token.

Navigation Path

From the left navigation panel, go to Firm Settings > RMS > Bipsync RMS. The screen opens with four tabs, and you work through them in order.
 

RMS sits below CRM in Firm Settings and expands to show Bipsync RMS
 

How does the process for integration look like : 

The four tabs, in the order you complete them

Step 1: Configure Integration

This tab establishes the connection between DiligenceVault and your Bipsync account.

• Open the Configure Integration tab.
• In Email, enter the email address of the Bipsync user the credentials were issued to.
• In the API URL, enter the URL supplied by the Bipsync CSM team.
• In API Token, enter the token supplied with it.
• Tick the consent checkbox to confirm that DiligenceVault may store the API URL and token in an encoded format, and that they will be used only to establish connectivity with Bipsync RMS.
• Save the configuration. DiligenceVault checks the credentials with Bipsync and displays a green Account Verified badge once they are accepted.
• If the credentials are not accepted, an alert reads Connection Unsuccessful with Bipsync. Please check the credentials and try again. Confirm the values with your Bipsync CSM contact and enter them again.

The Configure Integration tab with a verified account

Updating credentials later

• Once saved, the values are masked on screen, so they cannot be read back from the interface.
• If your credentials expire or Bipsync issues a new set, click Re-Configure and enter the new values. DiligenceVault verifies them the same way.
• If a working set of credentials was already in place, you can restore it rather than being left without a connection while you chase the new details.

Step 2: Map Fields

Mapping is where you tell DiligenceVault which Bipsync records correspond to which DiligenceVault records. The tab is split into two stages, and a banner at the top reminds you to sync firms and contacts before products.

Note: For optimal synchronization, ensure records are synced in the following order: Firms, Contacts, and then Products.

Stage 1: Entity Mapping

• Open the Map Fields tab. It opens on 1. Entity Mapping.
• Against Firm, select the Bipsync entity that holds your manager records, for example Managers.
• Against Contact, select the Bipsync entity that holds people, for example Contacts.
• Against Product, select the Bipsync entity that holds funds, for example Funds.
• Click Save & Next to move to field mapping.

Entity Mapping pairs each DiligenceVault entity with its Bipsync counterpart

Stage 2: Field Mapping and Import

Once the entities are paired, DiligenceVault retrieves the fields available on each Bipsync entity and lists them beside the DiligenceVault fields. Match each DiligenceVault field to the Bipsync field that holds the same information, then save. Multiple Bipsync entities (such as Managers and Organisations) can both be mapped to Firms in DiligenceVault. Users can also map the custom fields added in Diligencevault.

Mandatory Fields:

• Firm: Firm Name, Firm Domain, Primary Contact Email.
• Contact: Contact Name, Associated Firm of Contact, Email.
• Product: Product Name, Associated Firm, Classification. 

Firm field reference

DiligenceVault requires a primary contact email on a firm, but most Bipsync schemas do not hold a lookup field for it. Where the field or the value is missing, you can still create the firm records. DiligenceVault then prompts you to run the contact sync so that contacts are associated with their firms using the company id, or you can add the contacts manually from the DiligenceVault interface.

Contact field reference

The fields marked as required are mandatory in DiligenceVault. Bipsync itself does not enforce mandatory fields, so a Bipsync record can be complete on its side and still be missing something DiligenceVault needs. Records with a blank value in a mandatory field are not synced.

Step 3: Import Data

This tab brings the records across. It works in two stages, and a banner at the top shows how many records of the selected type have been synced to date, with a Refresh Now link to update the count.

• Open the Import Data tab. It opens on 1. Import from Bipsync.
• From Select Entity, choose the pairing you want to bring across. The dropdown shows each pairing you configured, for example Managers to Firm, Contacts to Contact and Funds to Product.
• Click Import. DiligenceVault retrieves the matching records from Bipsync and lists them. Data is only uploaded only when rows are selected and not after your click import.
• Move to 2. Upload to DiligenceVault, review the list and select the records you want to keep. You do not have to take everything that comes back.
• With records selected, use the action to add them to the platform. The selected records are written into DiligenceVault.
• Repeat for the remaining entities.

Import Data shows the running synced count and the entity pairings you can pull

Import in the right order

Import firms first, then contacts, then products. The banner on the Map Fields tab makes the same point. A contact is only created when the firm it belongs to already exists in DiligenceVault, and a product is checked for uniqueness against its parent firm, so importing in this order means the parent record is always in place before the record that depends on it.

How Records Are Created and Updated

DiligenceVault checks each incoming record before writing it, so that an import does not create duplicates or overwrite data that is already in active use.

• Firms: a firm is created or updated when its id is unique and the duplicate check against existing records passes. If a firm already has at least one active contact associated with it, the firm name and domain are not updated and no duplicate record is created. Where a firm was originally created manually in DiligenceVault and the same firm now arrives from Bipsync, the Bipsync record id is stored against it so that contacts can still be linked correctly.
• Contacts: a new contact is created when the contact email and the firm it belongs to do not match an existing contact, and the associated firm is already present in DiligenceVault. Existing contacts are updated only when they are not active.
• Products: a product is created when the product name and the associated firm are unique. A product that already has an active associated firm and contact is not updated.

Step 4: Manage Settings for Project Sync

The Manage Settings tab controls how completed DiligenceVault projects are written back into Bipsync. A banner at the top shows how many projects have synced and when the last sync ran, with a Refresh Now link.

• In Select Project Status, choose the status a project must reach before it syncs, for example All Completed Projects. Only external projects with the status you choose are sent.
• Turn on Enable Project Auto Sync if you want the sync to run on a schedule.
• Under Select Frequency, choose Daily, Weekly, Monthly or Quarterly. The screen confirms the schedule below your choice, for example everyday at 12:00 AM UTC.
• In Select Bipsync Note Type, choose the type of Bipsync note the project data should be written as, for example Compliance. Your DiligenceVault document types are then added as subtypes under that note type in Bipsync.
• Click Save Changes. To run a sync immediately rather than waiting for the schedule, click Sync Now.

Manage Settings controls project status, schedule, note type and advanced field mapping

Advanced options

Expand Advanced Options to map DiligenceVault fields to the corresponding Bipsync note fields, so the project data lands in the right place rather than as unstructured text. Typical pairings are the DiligenceVault As of Date to the Bipsync Effective Date, Products to Funds, and Firms to Managers.

If Something Does Not Sync

• Connection fails during configuration: the API URL or API Token is incorrect or has expired. Confirm both with the Bipsync CSM team and enter them again using Re-Configure.
• Credentials expire mid session: if the authentication has expired when you click Import, the import stops. Re-configure the credentials and run the import again.
• Import times out: large record sets can time out while data is being retrieved from Bipsync. Retry the import. If it times out repeatedly, contact your DiligenceVault representative.
• Records are skipped: records where a DiligenceVault mandatory field is blank or null in Bipsync are not allowed to sync. Complete the value in Bipsync, or add the record manually in DiligenceVault.
• Duplicate records reported: firms are matched on id first, then on firm name with type and firm domain with type. Products are matched on product name and parent firm. Where a duplicate is found, the record is reported rather than written.
• Contacts do not appear: a contact in Bipsync can exist on its own without being linked to a company or a fund. Standalone contacts cannot be imported into DiligenceVault. Associate the contact with a company in Bipsync, or add it manually in DiligenceVault.
• Contacts fail to sync: a contact fails when the firm it is associated with does not match a firm record created in DiligenceVault. Import the firm first, then run the contact import again.
• A project does not reach Bipsync: check that it is an external project sent to a responder, that it has reached the status selected on the Manage Settings tab, that it is linked to a firm or a product rather than a vehicle or a strategy, and that the entity it belongs to was itself synced from Bipsync.

FAQ’s

Will I receive notifications after a sync?
Yes, email notifications summarize sync results, highlighting successful and failed records.

Can I access reports for unsynced data?
Yes, detailed reports list unsynced records along with reasons and suggested corrective actions.

Who receives auto-sync reports for projects?
The user who last updated the project settings in DV receives the auto-sync report.
 

Need Help?

Please reach out to our Client Success Team at ask@diligencevault.com.