Overview
The mapping document is the agreement between Appical and your organization about how your integration works and how the data Appical receives should be processed. This article explains what it covers and why it matters.
For admins
The mapping document is the single source of truth for your integration. It records the decisions made during scoping so that both your team and Appical have a clear, shared reference.
Why it matters:
It ensures nothing is missed or misunderstood before development starts.
Development does not begin until the mapping document is complete and your data access is confirmed (see The Integration Process, Step by Step).
Any future change to your integration — for example, adding a new tag — needs to be captured here. If Appical isn't informed that a new tag exists and when it should be assigned, it will not be applied automatically.
📌 Good to know: templates already exist for the most common integrations (for example AFAS, YouForce, and file transfer setups), which can speed up this step considerably.
For IT and technical teams
The mapping document is structured in four sections:
Access – how the data is accessed and the technical details needed, such as URLs, tokens, and passwords.
Business rules – conditions for inviting users, the time the integration runs, and which features are in use.
Data mapping – which fields are available, their exact field names, and the expected values.
Conditional mapping – primarily used for tags and groups. This defines the logic Appical should apply, for example: if field A has value B, assign tag C.
Keeping the mapping document current: any change on your side that affects the data or business rules (a new tag, a new value, a new field) needs to be communicated and reflected in the mapping document. Without this, the change will not be picked up by the integration, even if the underlying data already contains it.
Templates are available for common integrations (AFAS, YouForce, file transfer) and can be requested through your Implementation Consultant to speed up the mapping phase.
Related articles
Making a Request for an Integration
The Integration Process, Step by Step
How Data Flows: Pull, Transfer, and Push Integrations
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