Connecting two tools can save repetitive data entry while creating a new dependency. If failures go unnoticed, the team may rely on information that is incomplete, delayed or duplicated.
Before enabling an API, webhook or ready-made connector, design what should happen in a successful flow and what should happen when that flow fails.
1. Define the source of truth
For each field, decide which system creates it and which may correct it. If a customer's name changes in both tools, which change takes precedence? Without a clear rule, every synchronisation risks replacing correct information with outdated information.
2. Describe the unit being transferred
Go beyond “it sends leads to the CRM”. Record the required fields, their format, how the same person or event is recognised and which data must not be transferred. Avoid unnecessary personal or confidential details and define who can access the integration.
3. Design for failure and delay
A request may be rejected, delayed or repeated. Define how failed attempts are identified, when retries occur, how duplicate records are prevented and who is notified if the problem persists. Retrying without a uniqueness check can create more data than it fixes.
4. Set limits and keep records
The integration needs only the permissions required for its particular task. Keep execution records that help the team establish when an error occurred, which event was affected and whether it was corrected, without storing sensitive content longer than necessary. Assign an owner and a way to revoke access if the provider or purpose changes.
5. Test cases that are not straightforward
Do not test only one normal record. Try an empty field, a duplicate, a large value, a change to the source field, a temporary failure and a delayed webhook. Check what the end user sees and whether anyone must intervene manually. Use test data and confirm that real customers are not affected.
6. Measure whether automation is worthwhile
Record how long manual transfer currently takes, how many errors occur and how much time monitoring the connection will subsequently require. Compare savings with setup, maintenance and exception-handling costs. At very low volume, a controlled manual process may be clearer.
7. Create a disconnection plan
Record how the flow is disabled, which work continues manually and how data is exported if the relationship ends. Test disconnection before you need it during a crisis. A good integration is usable when it works and understandable when it stops.
This design checklist and these test cases were developed independently by DigitalNow.