Document integrations before the expert leaves

Start with your most critical app integration - the one your team relies on daily. This step captures all the essential details so anyone can understand how this integration works. Why this matters: When integrations break at 2am, having clear documentation means the on-call person can actually fix things instead of waiting for someone who just knows how it works. What to document:App name and what it does for your business How to access it (login URLs, credential format) What other systems it connects to Any API keys or tokens needed (store these securely!) Tip: Include a screenshot of the integration settings screen. It saves a lot of confusion later.

Now document the supporting apps that connect to or extend your primary integration. These might sync automatically in the background or get used only for specific tasks. For each connected app, capture:App name and its relationship to the primary app What data flows between them (and how often) Who has access and who can grant permissions Known issues and workarounds Data flow example: Customer orders from Shopify sync to QuickBooks every 15 minutes. If sync fails, orders pile up in the Shopify webhook queue. Duplicate this step if you have multiple supporting integrations to document. Each one deserves its own clear record.

Before marking this documentation complete, run through these checks. There is nothing worse than outdated docs when something breaks at 2am. Quick Verification Checklist:Can a new team member log in using the documented credentials? Do all the links and download URLs still work? Is the data actually syncing between apps as described? Have you tested the troubleshooting steps for common issues? Set a Review Schedule: Integrations change constantly. Set a calendar reminder to review this documentation every 3 months. Mark the review date below so the next person knows when it was last verified. Contacts for Issues:Technical problems: Who fixes broken integrations? Access requests: Who approves new user access? Billing questions: Who handles subscription issues?

Before any integration goes live (or gets documented as existing), make sure it meets your organization's security standards. Skip this at your own risk. Security Checklist:Does this integration use OAuth or API keys? Where are credentials stored? What data does it access? Is any of it PII or sensitive business data? Does the vendor have SOC 2 or ISO 27001 certification? Is data encrypted in transit (HTTPS) and at rest? Access Control:Who approved this integration originally? Is there a process for revoking access when employees leave? Are permissions scoped to minimum necessary (principle of least privilege)? Compliance Notes: If your org handles HIPAA, PCI, or GDPR data, note any special requirements for this integration. Include links to the vendor's compliance documentation.