Three approaches that can work together
These categories overlap. Shopify Flow, for example, also supports connectors to other services; Microsoft describes custom connectors as a way to expose API operations. Choose around the work, rather than a product label.
- Native automation
- A capability already provided by the software you use: rules, sequences, notifications or internal workflows.
- A connector platform
- A configured workflow using operations exposed by connectors. Check the individual action, not just whether the software’s logo appears.
- Custom integration
- Code or a dedicated connector for specific interfaces and rules. It needs a named maintenance owner.
References: Shopify Help Center — Creating workflows in Shopify Flow · Microsoft Learn — Custom connectors overview
A table for the first decision
Scroll the table to compare all columns.
| Question | Native capability | Connectors | Custom integration |
|---|---|---|---|
| When to consider it | The software already supports the task and has the required data. | The task crosses tools and the necessary operations are exposed. | An operation is missing, or other approaches cannot adequately express a required rule. |
| What to verify | Exact event, fields, conditions, exclusions and features in the actual plan. | Exact action, authentication, limits, update frequency and error handling. | Supported API or import, permissions, data schema and confirmation of the result. |
| A limit to recognise | An internal rule may not see a reply or update received by another system. | A connector may expose only some of the software’s operations. | Custom code does not remove the destination system’s limits or access requirements. |
| Who keeps it working | An owner familiar with the software, rules and notifications. | A workflow owner who checks connections, failures and application changes. | A technical owner for code, access, monitoring and updates. |
| How to assess the commitment | Configuration, testing, required plan and rule reviews. | Configuration, platform usage, testing and connection maintenance. | Design, development, infrastructure, testing and ongoing maintenance. |
| What to receive at handover | Documented rules, tests and instructions for pausing the workflow. | A connection map, account ownership and failure procedure. | Agreed code and configuration, documentation, tests and a recovery procedure. |
Three cases to orient the decision
A reminder within the CRM
Check native capabilities first if the CRM knows the quote, reply and current status. If replies arrive elsewhere and are not recorded, connect that information or keep the reminder internal.
An order must update another tool
Check whether a connector exposes the exact event, fields and action required. Test a repeated event and a temporarily unavailable destination too.
A business system accepts a specific file format
Check its documented import before choosing a dedicated integration. A custom transformation may be enough; automatic writing is not essential to the first project.
A practical test tells you more than a demo
Shopify’s documentation illustrates why the exact event matters: different order events expose different data. Microsoft documents explicit failure and timeout paths. That is why a practical test should cover exceptions and recovery as well as a successful run.
- Show an authorised real example from its source through to the destination result.
- Check a missing field and a case requiring approval.
- Repeat the same event without creating a duplicate.
- Simulate failure and show who sees it, what stays pending and how work resumes.
- Check account ownership, which data moves and how access can be revoked.
- Agree how to pause the workflow without losing outstanding work.
References: Shopify Help Center — Understanding triggers in Shopify Flow · Microsoft Learn — Employ robust error handling
Practical questions
Does an available connector guarantee compatibility?
No. Verify the operation, fields, plan, permissions and actual version or configuration. Compatibility has to be demonstrated for the required process.
Is custom integration always better value?
No. Compare the full commitment, including testing, usage, support and future changes. If an existing capability correctly handles the task, it may be the simplest starting point.
Do we have to choose just one approach?
No. A native rule can start the work, a connection can move the data, and a small custom step can transform it. Each part needs a clear purpose and owner.