# Map data fields between two systems for an integration

A field-by-field mapping spec with transformations, sync rules, and error handling for connecting an ERP, CRM, or spreadsheet tool.

- Topic: Projects & Operations
- Framework: Few-Shot
- Level: Advanced
- Tags: Coding, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/map-data-fields-between-two-systems-for-an-integration

## Prompt

```text
Help me write a data mapping specification for integrating two systems.

**Source system:** [e.g. our ERP, CRM, accounting system]
**Target system:** [e.g. Airtable or Smartsheet, a data warehouse, another app]
**Records to sync:** [e.g. contracts, expenses, invoices, payments, project milestones]
**Source fields:** [PASTE field list with types, or a sample export with headers]
**Target fields or structure:** [PASTE, or say "design it for me"]
**Operations needed:** [create / update / delete, one-way or two-way, batch or real-time]
**Who needs access to what:** [roles and permissions]
**Volume and frequency:** [records per day, how fresh the data must be]

Produce:
1. **Mapping table** - columns: source field, source type, target field, target type, transformation rule (format, units, currency, code lookups), required?, notes.
2. **Unique keys and matching** - how records are matched across systems so updates don't create duplicates.
3. **Sync rules** - direction, which system wins on conflict, how deletions are handled (hard delete, archive, flag).
4. **Data quality checks** - validation before load, what happens to rejected records, how errors are reported.
5. **Permissions** - who can view, edit, or trigger batch operations in the target.
6. **Gaps and questions** - fields with no match, ambiguous meanings, picklists that need a lookup table.
7. **Test plan** - sample records to test, including edge cases (nulls, special characters, very large amounts, past dates).

If I ask for code, give a short example of a batch upsert using the target system's API, with placeholders for credentials - never hard-code keys. Do not guess field meanings; list them under questions.
```

## What to fill in

- e.g. our ERP, CRM, accounting system
- e.g. Airtable or Smartsheet, a data warehouse, another app
- PASTE field list with types, or a sample export with headers
- PASTE, or say "design it for me"
- roles and permissions
- records per day, how fresh the data must be

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.