This articles describes how the Desk-Net WordPress plugin exchanges data between the two systems.
For setting up the plugin and connecting Desk-Net and WordPress please refer to the post dedicated to the setup.
The two systems exchange data in a bi-directional way. Depending on where this process is triggered for an individual post we can differentiate between two use cases:
- Planned stories
- Breaking news and other non-planned stories
These two use cases simply differ in where the story originates. The subsequent exchange processes are identical.
Use Case 1: Planned stories originating in Desk-Net
These are the types of stories which are typically planned and coordinated with Desk-Net.
Once a story has been entered in Desk-Net most of the story's data is immediately transferred to WordPress. This immediate transfer can be restricted to certain status levels. If the story is not assigned to one of the triggering status levels no transfer will be initiated.
In WordPress the plugin automatically creates a post in a pre-defined status (typically Draft).
Now an editor can access the post, edit and then publish it.
Use Case 2: Breaking news - stories originating in WordPress
Certain stories cannot or do not need to be planned in advance in Desk-Net (e.g. breaking news).
Such stories can simply be published with WordPress. The plugin ensures the story appears in the story lists in Desk-Net. This way the story lists are kept current no matter where the story originated.
Subsequent data exchange processes / scope of data exchange
Once the initial set of data has been transmitted in either use case certain data is synced bi-directionally between both systems as soon as a change has been made to it in either system.
The plugin synchronizes the following data:
- Story description
- Assigned user
About 1. Story Description
If the story originates in Desk-Net it is being inserted as the headline in WordPress. Subsequent changes either to the headline in WordPress or to the description are not synced between these two fields.
However, a hard-coded version of the story description from Desk-Net is displayed below the post's headline in WordPress making sure the user always sees the current description when working in WordPress.
If the story originated in WordPress its headline is sent to Desk-Net as the story description.
About 2. Status
Status levels are synced back an forth instantly between WordPress and Desk-Net (exception: if a status level is defined in Desk-Net as not triggering a data export).
Many of our customers use more status levels in Desk-Net than in WordPress. For that reason the plugin allows you to map multiple status levels on one side to just one on the other.
About 3. Category
Just like for status levels there is a matching of categories.
Multiple categories in Desk-Net can be matched with just one in WordPress and vice versa.
About 4. Assigned User
Users are automatically matched based on their email addresses.
When a story assignment is handed over from Desk-Net to WordPress the plugin checks for a WordPress user with the same address. If that search is successful the post is assigned to that user.
It works identically the other way around with posts originating in WordPress and then being handed over to Desk-Net.
About 5. URLs
Desk-Net sends one URL to WordPress and receives two.
URL sent from Desk-Net to WordPress:
- URL to story in Desk-Net: When editing a post in WordPress sees a link called "View in Desk-Net" below the hard-coded Desk-Net story description above the post body. A click here takes the user straight to the story in Desk-Net.
WordPress URLs in Desk-Net:
- URL to post in WordPress: This link takes the user straight to the editing form of the post in WordPress.
- URL to post on the website powered by WordPress: This is the URL to the post on the website which is powered by WordPress.
The two WordPress URLs received by Desk-Net can be accessed in two places:
- Story lists: Hovering over a story entry opens a contextual layer. On the left part of the layer there are the two links mentioned above.
- On the Detailed Entry form: Hovering over the platform name opens a contextual layer with the two links.
About 6. Content
Desk-Net users can enter text and upload files such as video files to their assignments in Desk-Net.
If this content is related to the WordPress website it is automatically transferred.
Depending on the settings in the plugin files are either sent only to the Media area in WordPress or - in addition to that - also straight to the post's body. Text is always sent straight to the post's body area.
Content is currently not transferred in any way from WordPress to Desk-Net. However, this is planned for future versions of the plugin.
End of data exchange
The data transfer stops completely or partially as soon as one of the following conditions has been met:
- The post is in status Published or Scheduled in WordPress: In such a case Desk-Net no longer updates the post's body, i.e. it no longer adds text, picture files, etc.
- The story in Desk-Net is set to a status level which has been set to not trigger the export of data to WordPess.