“Automating Workflows with BizTalk Cross Reference Data Manager”

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How to Configure BizTalk Cross Reference Data Manager for Enterprise IntegrationsEnterprise integrations often require reliable translation and routing of identifiers and references between disparate systems: customer IDs, product SKUs, account numbers, and other keys rarely match across ERP, CRM, warehouse, and partner systems. BizTalk Server’s Cross Reference Data Manager (CRDM) provides a central way to manage these mappings and use them at runtime in orchestrations, pipelines, and maps. This article walks through planning, configuring, and using CRDM for robust, maintainable enterprise integrations.

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What is BizTalk Cross Reference Data Manager?

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BizTalk Cross Reference Data Manager is a component (often part of a broader add-on or custom solution in BizTalk environments) that stores and serves cross-reference mappings between identifiers used by different systems. It usually exposes a database for storage, a management UI or API for CRUD operations, and runtime adapters/components to resolve mappings from within BizTalk artifacts.

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Key benefits:

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• Centralized mapping repository: single source of truth for translations.

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• Runtime lookup capability: resolve identifiers dynamically in maps/pipelines/orchestrations.

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• Auditing and versioning: track changes to mappings over time.

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• Easier maintenance: business users or integration teams update mappings without changing code.

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Planning: define scope and design considerations

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Before installing or configuring CRDM, plan how mappings will be used and governed.

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• Identify systems and integration points that require cross-reference mappings (ERP, CRM, WMS, suppliers, partners).

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• Determine the mapping keys: natural keys (e.g., SKU), surrogate keys (GUIDs), composite keys, or combinations.

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• Decide mapping directionality: one-way, bidirectional, or many-to-one.

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• Consider cardinality: one-to-one, one-to-many, many-to-many.

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• Define data stewardship and governance: who can create/update mappings, approval workflows, and auditing requirements.

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• Performance and scale: estimate number of mappings and expected lookup throughput; plan indexing, caching, and sharding strategies accordingly.

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• High availability and disaster recovery: database clustering, backups, and failover plans.

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• Security: authentication/authorization for management UI and runtime lookups, encryption at rest/in transit, and auditing access.

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Architecture options

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CRDM can be deployed in several architectures depending on organization size and requirements:

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• Database + Management UI + BizTalk Adapter: a common setup where the mapping repository lives in SQL Server, a web application or desktop UI manages mappings, and a BizTalk adapter (or custom pipeline component/lookup functoid) performs lookups at runtime.

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• Microservice API: expose CRUD and lookup operations through REST/HTTP microservices; BizTalk calls the API via HTTP adapters or custom components.

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• Embedded/Local: small environments may store mapping tables inside BizTalk application databases or use custom .NET components and configuration files (not recommended for large environments).

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• Hybrid: cache frequently used mappings in-memory in BizTalk host instances or use distributed cache (Redis) while storing the master set in SQL Server.

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Installing and preparing the environment

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1. Provision infrastructure:
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   • SQL Server instance for the CRDM database (production-grade sizing).

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   • Web server or application service for management UI / API.

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   • SSL certificates for secure communication.

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2. Database schema and objects:
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   • Deploy CRDM database schema (tables for entities, mappings, metadata, audit logs).

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   • Create indexes on lookup columns (source system, target system, source key).

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   • Add stored procedures for CRUD and query operations if the solution uses them.

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3. Service accounts and security:
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   • Create least-privilege SQL logins and service accounts.

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   • Configure application pool/service account permissions.

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4. Backup and DR:
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   • Configure automated backups and log shipping or Always On availability groups as needed.

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Configuring Cross-Reference Entities and Mappings

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1. Define entity model:
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   • Entities typically represent domain objects such as Customer, Product, Account, Location.

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   • Each entity has attributes and may support multiple identifier types (ERP ID, CRM ID, Partner ID).

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2. Create system definitions:
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   • Register participating systems (source/target systems) with unique codes and metadata (owner, environment).

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3. Add mapping records:
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   • For each entity, insert mappings with fields such as EntityType, SourceSystem, SourceKey, TargetSystem, TargetKey, ValidFrom, ValidTo, Status, and Comments.

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   • Use bulk import tools or ETL (SSIS) jobs for large initial loads.

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4. Versioning and effective dates:
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   • Support effective dating so mappings can change over time without breaking historical processing.

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5. Metadata and attributes:
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   • Maintain attributes like mapping confidence, transformation rules, and preferred system for master data.

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Example table structure (conceptual):

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• Entities: EntityId, Name, Description

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• Systems: SystemId, Code, Name, Endpoint

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• Mappings: MappingId, EntityId, SourceSystemId, SourceKey, TargetSystemId, TargetKey, EffectiveFrom, EffectiveTo, Status, CreatedBy, CreatedAt

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Integrating CRDM with BizTalk at runtime

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There are multiple options to call CRDM from BizTalk artifacts:

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• Lookup Functoid (custom):
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  • Create a custom map functoid that calls CRDM via database, WCF, or REST to resolve a source value to a target value during map execution.

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  • Ensure functoid is performant and supports batching if maps translate multiple values.

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• Pipeline component:
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  • Implement a custom pipeline component for lookup and enrichment before the message reaches map/orchestration.

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  • Advantage: reuse across multiple BizTalk applications and avoid map complexity.

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• Orchestration helper component:
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  • Use .NET helper classes in orchestrations to call CRDM services (WCF/REST) and update message context or content.

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• BRE and Rules:
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  • Use Business Rules Engine to decide when to call CRDM or which mapping rules apply.

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• Caching:
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  • Cache frequently used mappings in-memory inside BizTalk host instances or use distributed cache to reduce lookup latency.

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  • Implement cache invalidation when mappings change (e.g., via a message bus or a webhook from the management UI).

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Runtime call patterns:

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• Synchronous lookup: immediate resolution during processing (map/functoid or orchestration). Simpler but must be low-latency.

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• Asynchronous enrichment: process message and enrich later if mapping is not strictly required for the main flow.

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Security and access control

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• Authenticate management UI and APIs (Azure AD, Windows auth, OAuth2).

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• Authorize actions (role-based access control): viewer, editor, approver, admin.

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• Encrypt sensitive identifiers at rest and in transit (TLS for API, TDE/column encryption in SQL).

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• Audit all CRUD and lookup operations for compliance.

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Performance optimization and scaling

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• Index mapping tables on (EntityId, SourceSystemId, SourceKey) and (EntityId, TargetSystemId, TargetKey).

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• Denormalize read models for high-throughput lookup scenarios.

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• Use in-memory caching for hot mappings; implement LRU or TTL-based eviction.

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• Batch lookups where possible: pass lists of keys instead of one-by-one calls.

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• Scale the lookup API horizontally behind a load balancer.

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• Monitor latency and set SLAs for lookup operations. Use retry/backoff logic in BizTalk components.

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Management, auditing, and monitoring

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• Provide audit records for create/update/delete operations with user, timestamp, and reason.

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• Expose monitoring dashboards: mapping usage, lookup latency, error rates, cache hit ratio.

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• Implement alerting for unusual patterns (spikes in misses or latency).

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• Periodic data quality checks: orphan mappings, duplicate keys, stale entries.

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• Reporting for stakeholders (e.g., monthly mapping change summaries).

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Testing and validation

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• Unit tests for mapping lookup components (mock CRDM API).

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• Integration tests: deploy to staging environment and validate end-to-end flows.

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• Regression tests on maps and orchestrations that use CRDM.

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• Performance/load tests to ensure SLAs are met.

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• Data quality tests: verify that mappings translate correctly for representative data sets.

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Operational workflows and governance

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• Change request process: how business users request mapping changes, approvals, and deployment.

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• Rollback procedures: revert to previous mapping version if issues occur.

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• Scheduled maintenance windows for large bulk imports or schema changes.

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• Training for data stewards and integration teams on the management UI and change impact.

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Troubleshooting common issues

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• Slow lookups:
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  • Check indexing on SQL tables, network latency, or API throttling.

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  • Implement caching or batch lookups.

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• Missing mappings:
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  • Verify system codes and keys; check effective dates and status.

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  • Use fallback rules (e.g., default mapping, manual intervention queue).

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• Stale cache:
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  • Ensure cache invalidation events are emitted when mappings change.

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• Data inconsistencies:
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  • Run data reconciliation jobs; log and alert on mapping conflicts.

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Example: simple REST-based lookup flow

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1. BizTalk receives a message with an external CustomerID from a partner.

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2. A custom pipeline component extracts CustomerID and calls CRDM REST API:
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   • GET /api/v1/mappings?entity=Customer&sourceSystem=PartnerA&key=12345

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3. CRDM returns JSON with resolved TargetSystem and TargetKey (e.g., ERP:56789).

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4. The pipeline component injects the ERP ID into the message context or body.

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5. The message proceeds to a map/orchestration using the ERP ID.

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Sample JSON response (illustrative):

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{   "entity": "Customer",   "sourceSystem": "PartnerA",   "sourceKey": "12345",   "targetSystem": "ERP",   "targetKey": "56789",   "effectiveFrom": "2024-01-01T00:00:00Z",   "status": "Active" } 

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Best practices checklist

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• Model entities and systems clearly; choose stable keys.

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• Use versioning/effective dating for mappings.

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• Enforce RBAC and audit trails for governance.

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• Cache hot mappings and batch lookups to improve performance.

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• Provide a user-friendly management UI for non-developers.

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• Test thoroughly (integration, performance, data quality).

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• Monitor usage and errors; automate alerts.

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• Plan for HA/DR for database and API services.

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Configuring BizTalk Cross Reference Data Manager is mainly about designing a reliable mapping model, integrating lookups into BizTalk runtime in a performant way, and running governance and operational patterns that keep mappings accurate and fast. With the right architecture — backed by caching, auditing, and clear stewardship — CRDM becomes a powerful enabler of enterprise integration flexibility and maintainability.

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