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Configure the Data Extraction API

Updated

The SmartSimple Data Extraction API provides a RESTful interface for programmatic access to SmartSimple data. Built for bulk data extraction and BI and data warehouse pipelines, the API allows system administrators to target specific records and retrieve only the data that changed within a given period, reducing data transfer volume and processing overhead.

Who: Global administrators 

When to Use the Data Extraction API

Use the Data Extraction API when:

  • You need to expose a narrow, admin-controlled subset of your data to an internal pipeline or third-party tool — without granting access to the full API surface. Authentication tokens are scoped to specific objects and fields, so a BI integration only sees what it's been granted. 
  • BI dashboards, data warehouses, or reporting tools need to pull SmartSimple data on a schedule. For example, syncing grant application records nightly into a downstream system.
  • Your data pipeline benefits from filtered, field-level queries rather than bulk record exports. For example, pulling a defined set of fields from organization records, or only those updated in the past 30 days. 
  • Your organization requires secure, token-based API access with Bearer authentication and request-level logging suitable for compliance review.
NOTE  The Data Extraction API requires technical expertise or developer support for integration. SmartSimple supports the API itself. Clients are responsible for maintaining the custom integrations they build on top of it.

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Enable SmartSearch

To setup the data extraction API, enable SmartSearch:

  1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu. 

  2. Click the System tab.

    System tab

     

  3. Locate the System Performance Options section, and toggle Enable SmartSearch for List Views on.

    Enable SmartSearch toggle

     

  4. Allow SmartSearch to complete its initial index before proceeding.

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Create an API User

The Data Extraction API requires a dedicated user account configured for API access. To create an API user:

  1. Create a new user in SmartSimple.

  2. Select API Access as the Access Type.

    API access radio button

     

  3. Click Save.

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Generate an API User Token

To generate a Data Extraction token for the API user:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings, and click the Integrations tab.
  2. Locate the API Settings section, and then click API Users.
  3. Click the edit [pencil] icon next to the API user you created.
  4. Click Generate User Access Token.
  5. Enter a note for reference.
  6. Set the Token Type to Data Extraction.
  7. Select the entities the user should have access to.

  8. Click Generate User Access Token.

    Generate User Access Token button

     

  9. Copy the generated token and store it securely. The token is required in the next section and will not be displayed again.
⚠ WARNING  Copy and store the generated token immediately. SmartSimple does not display the token again after you navigate away from this screen.

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Access and Test the API

The Data Extraction API includes an interactive Swagger UI for exploring endpoints and running test requests. To access and test the API:

  1. Navigate to your instance URL with the Swagger path appended. Replace youralias.smartsimple.com with your actual instance URL: https://youralias.smartsimple.com/swagger/extapi-swagger-ui.html

  2. Click Authorize.

    Authorize button

     

  3. Paste the token copied in the previous section.
  4. Expand the Health or Data sections to view available endpoints.
  5. Select the desired endpoint and click Try it out.
  6. Add any required fields and click Execute to run the request.

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