Skip to main content

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:

  • Manual data exports are consuming staff time or creating bottlenecks in reporting workflows.
  • BI dashboards or reports need to reflect current SmartSimple data without full dataset re-exports (for example, syncing grant application records nightly to a data warehouse).
  • Data pipelines require filtered, field-level access rather than bulk record downloads (for example, retrieving only updated organization records from the past 30 days).
  • Your organization requires auditable, secure API access with Bearer token authentication and full audit logging.
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.

↑ Back to top

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.

  2. Click the System tab.

    System tab

     

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

    data api 2.png

  4. Click Reindex.

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

↑ Back to top

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. Set the Access Type to API Access.
  3. Save the user record.

↑ Back to top

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. Click API Users.
  3. Locate and 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.
  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.

↑ Back to top

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.
  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.

↑ Back to top

Helpful Links