Salesforce Connect lets you access ERP data in real time from external sources without storing it in Salesforce.

Why on-demand data access matters in modern integrations

Let’s cut to the chase: when you’re connecting Salesforce to an external ERP, you don’t want to drown Salesforce with copies of everything. You want speed, accuracy, and a clean data footprint. That’s where the idea of on-demand data access—without piling up data inside Salesforce—really shines. The method that nails this combination is Salesforce Connect with external data sources. It’s the kind of approach that feels almost invisible to end users: they click, they see, they work, and the data still lives where it belongs—in the ERP.

What “on-demand data access” actually means

Think of on-demand access as a live bridge. You’re querying data in the ERP, and Salesforce presents those results as if they were part of Salesforce itself. The data isn’t copied into Salesforce storage, so you don’t burn through space or run into synchronization nightmares. Users get real-time or near-real-time visibility, without a lag that happens when data sits in two places.

Now, let’s walk through the common options you might consider and why they don’t quite measure up to this ideal.

Option A: scheduled imports—the old-school approach

If you’ve ever set up a nightly batch import, you know the vibe: you pull data from the ERP, stash it in Salesforce, and call it a day. The upside is familiar—simple, predictable, easy to set up with a few data maps. The downside? The data can be stale by the time your users log in. If you’re chasing real-time insight, daily imports feel like a calendar with yesterday’s news. And storage usage climbs: every imported data set occupies Salesforce space, sometimes for legacy records that aren’t actively used. In short, it’s a decent workaround when you must have a self-contained copy, but it can’t deliver true on-demand access without paying storage and latency costs.

Option C: APEX triggers for real-time updates—immediate but heavy

Real-time updates via APEX triggers might sound ideal at first blush: a change in ERP propagates to Salesforce the moment it happens. The truth is a bit messier. Building near-perfect real-time logic often means extra middleware or custom integration layers, careful handling of rate limits, and complex error handling. You end up wrestling with governor limits, error retries, and maintenance overhead that grows faster than you expect. It’s powerful, yes, but it’s also brittle if you don’t design for fault tolerance. If your goal is to keep Salesforce storage lean and still enjoy live data, relying on triggers alone tends to be louder than necessary and harder to sustain.

Option D: standard API calls for data retrieval—on-demand, with caveats

APIs can fetch data on demand, which sounds perfect in theory. You can request only what you need, when you need it, so you don’t bulk-load Salesforce with data. The catch? API calls often require some form of caching or local storage to avoid repeated latency, especially for dashboards and reports. You may also run into authentication, latency, and rate-limit considerations. For highly volatile ERP data, the plumbing becomes a bit of a tangle. On-demand retrieval is great for certain transactions, but to minimize Salesforce storage while preserving performance, you typically need additional design work—caching layers, selective replication, or hybrid patterns—that add complexity.

The winner: Salesforce Connect with external data sources

Here’s the thing, and it’s worth leaning into: Salesforce Connect is designed for this exact scenario. It establishes a live link to external systems, so users can interact with ERP data as if it were native to Salesforce, but the data itself stays in the ERP. That means you get real-time or near-real-time access without populating Salesforce storage with copies of the data. It’s a clean separation that pays dividends in both storage efficiency and data accuracy.

A few quick why-not details that clinch the case

• Storage footprint: Since data remains in the ERP, Salesforce storage isn’t bloated with large data dumps. You’re not duplicating data to keep it available. Users see the same data model they’re used to in Salesforce, but the source of truth sits on the ERP side.

• Real-time experience: With a live data surface, users perform searches, edits (where supported), and reference checks just as they would with native Salesforce records. The ERP’s latest state is what they touch, without manual refresh cycles.

• Seamless UI integration: Salesforce presents external data through External Objects—objects that look and feel like standard Salesforce objects. You get the familiar Salesforce experience, including search, list views, and related records, but the data originates elsewhere.

• Lower maintenance overhead: While any integration needs care, Salesforce Connect avoids the heavier maintenance burden of keeping large data copies in Salesforce or wrangling a bespoke real-time bridge. It’s designed for scalable, manageable cross-system access.

• Good fit with large data volumes: If your ERP holds massive datasets, the on-demand, near-zero storage model remains practical. You don’t pay for space you don’t use, and you avoid the performance penalties of importing everything.

What to know about the mechanics

• External Data Source and External Objects: In Salesforce Connect, you define an External Data Source (EDS) that points to the ERP, often via an OData adapter. Then you create External Objects that map to ERP entities. It’s not a one-for-one clone; you shape fields to the needs of Salesforce users while keeping the source data under the ERP’s governance.

• Real-time versus near-real-time: The exact latency depends on network, ERP response times, and the type of data being requested. In most cases, you’ll experience a near-real-time feel, which is usually plenty for daily operations and decision-making.

• Security and governance: You’re still enforcing security boundaries. Use the ERP’s access controls to determine who can see which external records, and reflect those permissions in Salesforce. It’s a great reminder that data access is more about governance than sheer speed.

• Cache considerations: If you absolutely must cache certain lookups for user experience, keep it lightweight. The goal with Salesforce Connect is to minimize stored data, not to turn your external data into a cached mess. Use caching thoughtfully, if at all, and document what’s cached and why.

• Deployment considerations: Start small—pilot an area with a handful of external objects that users rely on daily. Validate performance, security, and governance. Then expand methodically, so you don’t overwhelm teams or create surprises.

Real-world flavor: ERP systems like SAP, Oracle, or Microsoft Dynamics

Many enterprises run SAP or Oracle in the back end, with Salesforce as the front-end CRM or ERP-adjacent system. Salesforce Connect fits in beautifully here because it preserves the ERP’s data sovereignty while delivering a Salesforce-native experience. Users don’t need to export data into Salesforce to perform their daily tasks. They search, filter, and collaborate with data that’s dynamically fetched from the ERP, whether they’re preparing a quote, checking inventory, or validating a production order.

One more digression—a practical mindset you can carry

Let me explain it this way: the goal is to “show the data, not own it.” When you’re designing integrations, you’re balancing speed, accuracy, and footprint. Salesforce Connect gives you a lightweight, elegant balance. It’s not about forcing all data into Salesforce; it’s about presenting what matters at the moment it matters, with the ERP as the authoritative source.

Tips to get the most from Salesforce Connect

• Start with the business questions: Which data do users need access to on a daily basis, and what is the acceptable latency? Answering this helps you choose the right ERP data surface and field mappings.

• Lean on the ERP’s strengths: If your ERP has robust access controls, leverage them. Let the ERP govern what users can see, and mirror those rules in Salesforce.

• Plan for governance and lifecycle: Define who can create, update, or delete external records (where supported). Decide how you’ll handle data retention and changes to the data model.

• Keep the surface slim: Map only the fields that Salesforce users actually need. A lean external object model improves performance and reduces complexity.

• Test with real users: Have a few everyday operators try the external data surface in a sandbox. Their feedback on latency, usability, and accuracy will guide refinements.

Putting it all together

If you’re choosing a path for on-demand data access from an external ERP while keeping Salesforce storage lean, Salesforce Connect with external data sources is the most straightforward and effective route. It delivers real-time-like access, preserves the ERP as the single source of truth, and keeps Salesforce storage uncluttered. The other options have their places in different contexts, but for a clean, scalable, user-friendly integration that minimizes storage, Connect stands out.

A closing thought you can carry forward

In the end, the best integration choice often comes down to how you want users to experience data. Do you want them to feel like they’re staring at a separate database that requires constant syncing? Or do you prefer a cohesive, seamless surface where the ERP remains the origin, and Salesforce simply presents what’s needed when it’s needed? Salesforce Connect with external data sources answers that question with a confident, practical yes.

If you’re architecting this kind of link, think of it as building a bridge rather than a tunnel. The ERP stays in its lane, you keep Salesforce lean, and users move smoothly between the two worlds. It’s a small shift in approach that can yield a big payoff in speed, accuracy, and user satisfaction. And frankly, that’s the kind of result that makes everyday work a little bit nicer.