At Pandium, we support leading SaaS companies every day by helping them build integrations that meet the needs of their users. A critical part of this process is creating a comprehensive integration specification document, which lays the groundwork for a successful project. In this article we outline what you need to include in your integration specification document to ensure everything goes smoothly (and provide you with a template we use at the end).
"Why are we doing this?"
This section provides a quick overview of the integration project, summarizing its purpose and the problems it solves. Describe the two systems being connected and outline the main goals of the integration. Keep it concise and clear enough for anyone to understand the core objectives.
Why it’s important: Without a clear overview, teams can easily lose sight of the big picture. We advise the customers we support to include this section so that everyone stays focused on the primary goals, preventing unnecessary detours or misunderstandings.
"Where do we find what we need?"
List all relevant resources, including API documentation, technical guides, and any reference materials. Include links to documentation and specify any required credentials or access levels.
Why it’s important: Having all the resources in one place streamlines the process and ensures that team members aren’t scrambling to find critical information when they need it.
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"How does the data flow between systems?"
Insert a diagram that illustrates the data flows between the systems. A flowchart or data flow diagram can be particularly helpful here.
Why it’s important: Diagrams make complex data flows easier to grasp and can help prevent misunderstandings about how the integration should function.
"What data moves where and how does it get from point a to point b?"
This entire section is for outlining the key interactions between systems. Describe the main data flows that the integration supports, and for each data flow, provide a brief description of what happens when data moves from one system to another. Provide a detailed field mapping table that shows how data from one system maps to fields in the other system.
Field mapping in the context of integrations refers to the process of defining how data fields from one system (or data source) correspond to fields in another system. When two systems need to exchange data, they may use different names, formats, or structures for similar pieces of information. Field mapping ensures that the data from one system is correctly translated and interpreted by the other system, maintaining data consistency and accuracy during the integration process.
For example, in an integration between a CRM system and an e-commerce platform, the customer’s email address might be stored in a field called "customer_email" in the CRM and "email_ address" in the e-commerce platform. Field mapping would establish that "customer_ email" in the CRM should map to "email_ address" in the e-commerce platform so when data is transferred, it’s correctly understood by both systems.
Why outlining data flows and field mappings for each is important: From our experience, clearly defined data flows make sure everyone knows how the different systems will talk to each other. By clearly laying out the key data flows, you're helping everyone—whether they're tech-savvy or not—understand what data is being shared, when it's happening, and in which direction it's moving. This kind of clarity is essential to avoid any mix-ups about how the integration is supposed to work.
Incorrect data mapping can lead to data loss or errors, so it’s important to get this right. Field mapping is like the translation guide between two systems. Each system might have its own way of naming or structuring data, so field mapping makes sure that the data from one system is correctly understood by the other.
"What are we assuming, and what should we keep in mind?"
List any assumptions made during the integration planning, such as expected data formats or default behaviors. Also, note any special considerations that could impact the integration’s success, like rate limits or system constraints.
Why it’s important: Documenting assumptions helps prevent surprises later on and ensures that everyone is aware of potential challenges before they become issues.
At Pandium, we know that a well-thought-out integration specification document is key to delivering successful, user-focused integrations.
Ready to dive in? Here's an editable template of our Integration Specification Document Template to get started!
