Map one real workflow
Choose a task that happens regularly, such as moving an approved enquiry into a CRM. Write down the trigger, the information involved, who checks it and what the next person needs. Include the exceptions: missing fields, duplicates and rejected requests. This reveals what an integration needs to do before any tool is chosen.
Check the systems can cooperate
An integration depends on the interfaces and permissions the systems provide. Review whether APIs, exports or supported connectors are available, and whether the relevant subscription includes them. Agree field mappings, record ownership and the direction of updates. Avoid assuming that two products can share every type of information.
Make failure visible
A workflow should not quietly lose information when a connection stops working. Define where errors are recorded, who is alerted and how failed items can be reviewed or retried. Test duplicate submissions and incomplete information as well as the successful route. Keep a manual fallback for important business processes.
Use AI where it earns its place
Predictable tasks often need straightforward rules. AI may help with less structured inputs, but its output can need checking. Decide what data it may process, what users should review and how mistakes are handled. Begin with a small scope and compare the improvement with the cost and effort of maintaining it.
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