APPENDIX B: DATA DICTIONARY TEMPLATE
Generic Overview
Version: 2.0 (Updated November 6, 2025)
Purpose: This appendix provides an overview of what the Data Dictionary will include. The actual Data Dictionary is project-specific and will be created based on the integration scope, applications, and workflows defined in the Commercial Agreement.
Generic Overview
Version: 2.0 (Updated November 6, 2025)
Purpose: This appendix provides an overview of what the Data Dictionary will include. The actual Data Dictionary is project-specific and will be created based on the integration scope, applications, and workflows defined in the Commercial Agreement.
1.Data Dictionary
A Data Dictionary is a specification document that defines how data flows between integrated systems. It documents:
Which data fields are synced from source to target systems
How data is transformed or reformatted
Validation rules for data quality
How records are matched between systems
Error handling procedures
Business logic and conditional routing
The Data Dictionary is the technical specification for the integration and serves as the reference for development, testing, and support.
1.Data Dictionary
A Data Dictionary is a specification document that defines how data flows between integrated systems. It documents:
Which data fields are synced from source to target systems
How data is transformed or reformatted
Validation rules for data quality
How records are matched between systems
Error handling procedures
Business logic and conditional routing
The Data Dictionary is the technical specification for the integration and serves as the reference for development, testing, and support.
When is a Data Dictionary is Created?
The Data Dictionary is created during the development process as the integration is built and refined.
Development Timeline
Week 1-2: Development Begins
Client Prerequisites completed
High-level integration scope confirmed from Commercial Agreement
Development framework established
Week 2-3: Data Dictionary Created
Developers map data fields between systems
Field transformations and business logic defined
Data Dictionary created iteratively during development
Client provides feedback on mappings
Week 3-4: Data Dictionary Finalized
All mappings verified against live system data
Client reviews Data Dictionary and provides final feedback (5 business days)
Data Dictionary finalized in draft form
Week 4-5: UAT & Approval
Client tests integration using Data Dictionary as reference
Proceeding to full UAT testing constitutes formal approval of Data Dictionary
Why Data Dictionary is Created During Development
Many mapping details require examining actual system data and structures
System capabilities and constraints are discovered during development
The Data Dictionary documents the actual implementation that results from development
This approach allows flexibility to refine details as the integration evolves
When is a Data Dictionary is Created?
The Data Dictionary is created during the development process as the integration is built and refined.
Development Timeline
Week 1-2: Development Begins
Client Prerequisites completed
High-level integration scope confirmed from Commercial Agreement
Development framework established
Week 2-3: Data Dictionary Created
Developers map data fields between systems
Field transformations and business logic defined
Data Dictionary created iteratively during development
Client provides feedback on mappings
Week 3-4: Data Dictionary Finalized
All mappings verified against live system data
Client reviews Data Dictionary and provides final feedback (5 business days)
Data Dictionary finalized in draft form
Week 4-5: UAT & Approval
Client tests integration using Data Dictionary as reference
Proceeding to full UAT testing constitutes formal approval of Data Dictionary
Why Data Dictionary is Created During Development
Many mapping details require examining actual system data and structures
System capabilities and constraints are discovered during development
The Data Dictionary documents the actual implementation that results from development
This approach allows flexibility to refine details as the integration evolves
What Will the Data Dictionary Include?
The Data Dictionary for your specific project will include:
Overview Section
Project name and scope
Systems being integrated
Workflows and triggers
Business purpose of the integration
Data Flow Documentation
Source and target systems for each workflow
Data fields being synchronized
How fields are mapped between systems
Transformations or calculations applied
Technical Details
Unique identifiers (how records are matched between systems)
Validation rules (what data is required, what format is acceptable)
Error handling (what happens if data is invalid)
Retry logic (automatic recovery for transient errors)
Testing & Validation
Test scenarios for User Acceptance Testing (UAT)
Expected results for each test case
Error scenarios and how they are handled
Configuration requirements
Approval & Sign-Off
Client confirmation that the Data Dictionary matches requirements
Sign-off that the integration is ready for go-live
Version control tracking any future changes
What Will the Data Dictionary Include?
The Data Dictionary for your specific project will include:
Overview Section
Project name and scope
Systems being integrated
Workflows and triggers
Business purpose of the integration
Data Flow Documentation
Source and target systems for each workflow
Data fields being synchronized
How fields are mapped between systems
Transformations or calculations applied
Technical Details
Unique identifiers (how records are matched between systems)
Validation rules (what data is required, what format is acceptable)
Error handling (what happens if data is invalid)
Retry logic (automatic recovery for transient errors)
Testing & Validation
Test scenarios for User Acceptance Testing (UAT)
Expected results for each test case
Error scenarios and how they are handled
Configuration requirements
Approval & Sign-Off
Client confirmation that the Data Dictionary matches requirements
Sign-off that the integration is ready for go-live
Version control tracking any future changes
How Data Dictionary Relates to the Data Dictionary
The Data Dictionary is specific to your project and is created based on:
Commercial Agreement (Quote): Specifies which systems are being integrated and high-level scope
Applications: The specific systems you use (HubSpot, Xero, Shopify, e-conomic, etc.)
Workflows: Which specific integrations you need (e.g., leads synced to CRM, orders synced to accounting)
Your Business Logic: How your business wants data to flow and be transformed
Example:
Quote says: "Integrate CRM with Accounting"
Data Dictionary will specify: "Lead records from [Your CRM] sync to [Your Accounting] when [trigger occurs], with fields mapped as follows..."
How Data Dictionary Relates to the Data Dictionary
The Data Dictionary is specific to your project and is created based on:
Commercial Agreement (Quote): Specifies which systems are being integrated and high-level scope
Applications: The specific systems you use (HubSpot, Xero, Shopify, e-conomic, etc.)
Workflows: Which specific integrations you need (e.g., leads synced to CRM, orders synced to accounting)
Your Business Logic: How your business wants data to flow and be transformed
Example:
Quote says: "Integrate CRM with Accounting"
Data Dictionary will specify: "Lead records from [Your CRM] sync to [Your Accounting] when [trigger occurs], with fields mapped as follows..."
Data Dictionary Approval Process
Client Review
Data Dictionary provided for client review during or after development
Client has 5 business days to review and provide feedback
Client confirms mappings match their expectations
Approval Criteria
The Data Dictionary is approved when:
All field mappings are correct and understood
Validation rules and error handling are acceptable
Client confirms the integration matches the agreed scope
Formal Approval
Proceeding to User Acceptance Testing (UAT) constitutes formal approval
The Data Dictionary becomes the reference document for the integration
Data Dictionary Approval Process
Client Review
Data Dictionary provided for client review during or after development
Client has 5 business days to review and provide feedback
Client confirms mappings match their expectations
Approval Criteria
The Data Dictionary is approved when:
All field mappings are correct and understood
Validation rules and error handling are acceptable
Client confirms the integration matches the agreed scope
Formal Approval
Proceeding to User Acceptance Testing (UAT) constitutes formal approval
The Data Dictionary becomes the reference document for the integration
Client Responsibilities
The Client acknowledges that:
The Data Dictionary is created during development, not before
Development begins based on the scope in the Commercial Agreement
The Data Dictionary documents the actual implementation delivered
Client will review the Data Dictionary and provide feedback within 5 business days
Proceeding to UAT testing constitutes approval of the Data Dictionary
The Data Dictionary is the reference for resolving any questions about how the integration works
Sign-Off
Client must confirm the Data Dictionary before UAT begins:
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A smart and simple platform that helps your business connect systems and automate work. Based in Copenhagen, trusted for reliable and secure solutions.