Systems integration

Make your existing systems work as one operation.

Connect the applications, documents and data your team already depends on. Xyloquent designs integrations that reduce manual handoffs while preserving clear ownership of records and actions.

Discuss your workflow

Follow this operation end to end

Illustrative sequence

Systems & informationIllustrative workflow

INPUTExisting application recordOUTPUTSource ID and field definition

Versioned evidence folder

Inside this step01 / 04

Source versionLocated

Required referencesPending

Checking attachment links

Responsible roleSource-system owner

Find the source file, attachment or observation behind the work.

Inspect the record and checks

Comes in: Existing application record
Required result: Source ID and field definition
Information used: Source identifier · Permitted fields · Update acknowledgement
What this step does: Identify the authoritative record, field meanings and change events before connecting the applications.
Control: Keep the original, current version and responsible owner.
Accountability: Source-system owner. Next responsible role: Identity administrator.

STEP 01 / 08

Identify the source

Identify the authoritative record, field meanings and change events before connecting the applications.

Comes inExisting application record

Passes forwardSource ID and field definition

Identify the source. Identify the authoritative record, field meanings and change events before connecting the applications.

Authorize access. Assign the caller identity and minimum permitted records. Separate access configuration from business approval.

Map the fields. Map identifiers, dates, amounts and statuses explicitly. Preserve source IDs in the destination.

Validate the payload. Check required values, types and duplicate keys. Invalid data enters a review queue with the original payload.

Resolve source issues. The source owner resolves the discrepancy. A correction is linked to the original failed event.

Write once. Send the permitted update with a stable event key. A retry must not create duplicate records.

Reconcile both sides. Compare the source version and destination receipt. Investigate missing, late or conflicting updates.

Operate the connection. Expose last success, pending events and actionable failures with owners and agreed recovery procedures.

Follow a system through the handoffSelect a source, then follow its sequence

Outlook / Request intake

Illustrative sequence

Systems & informationIllustrative workflow

INPUTIncoming message and attachmentsOUTPUTMessage ID, received time and attachment references

Versioned evidence folder

Inside this step01 / 04

Source versionLocated

Required referencesPending

Checking attachment links

Responsible roleSource-system owner

Find the source file, attachment or observation behind the work.

Inspect the record and checks

Comes in: Incoming message and attachments
Required result: Message ID, received time and attachment references
Information used: Source identifier · Permitted fields · Update acknowledgement
What this step does: Identify the approved source in Outlook. Link a request and its attachments to a record with a responsible owner and a clear next action.
Control: Keep the original, current version and responsible owner.
Accountability: Source-system owner. Next responsible role: Identity administrator.

STEP 01 / 08

Identify the source

Identify the approved source in Outlook. Link a request and its attachments to a record with a responsible owner and a clear next action.

Comes inIncoming message and attachments

Passes forwardMessage ID, received time and attachment references

Identify the source. Identify the approved source in Outlook. Link a request and its attachments to a record with a responsible owner and a clear next action.

Confirm permitted access. Agree the caller identity, permitted resources and owner of access changes before connecting.

Capture the reference. Capture message id, received time and attachment references with the event so it can be traced back to the source.

Map the handoff. Map source fields to their intended meaning in the receiving workflow, keeping the original reference.

Exercise the checks. Check duplicate messages, missing attachments and allowed mailbox. Keep a failed check visible with the relevant source evidence.

Resolve the exception. The responsible source owner investigates the failure. A missing or inaccessible source is not a successful result.

Confirm the destination. Apply the permitted handoff and retain its acknowledgement. A retry must preserve the event identity and avoid duplicates.

Observe and recover. Keep the last successful Outlook handoff, pending work and any required recovery action visible to the agreed owners.

Connect with clear boundaries.Access, permissions and implementation are scoped for each operation.

Examples of integration environments, not partnership endorsements or a catalog of prebuilt connectors. Product names and marks belong to their respective owners.

A connected view without a replacement-first approach.

A request may start in Outlook, have a ticket in a service platform, use reference data from SQL and require documents in SharePoint. We assess how those parts should work together before proposing a new application or migration.

Define the source of truth.

Integration is not copying every field everywhere. We establish which system owns each record, which updates are permitted and how conflicting, duplicate or incomplete information is handled.

Connect work, not just data.

An integration may retrieve records, validate inputs, create a case, upload an approved document, synchronize a status or send a notification. Each action needs an identity, an expected result and a recovery path when the destination is unavailable.

Integration environments.

Scope may include Microsoft 365 and Microsoft Graph, Outlook, SharePoint, ServiceNow, SQL databases, spreadsheets and approved internal or third-party APIs. These are integration environments we can assess, not a promise that every connector or license is already available.

Build in operating controls.

We define authentication, permitted actions, logging, retries, duplicate prevention, reconciliation and failure ownership in the implementation scope. Automated writes are limited to the authority the workflow actually needs.

Make selected capabilities available to AI.

Where an AI tool needs access, a governed API or MCP interface can expose selected functions rather than unrestricted system access. Read-only lookup is a practical first scope; sensitive changes need explicit permissions and review rules. Compatibility is validated against the chosen client and deployment.

Start with one costly handoff.

Bring an example of information being re-entered, a status that falls out of sync or a document that has to be moved manually. We assess access, licensing and workflow dependencies before defining the integration.

Do you always build custom connectors? No. Existing interfaces or integration products may be the better fit.

Can every legacy application be integrated? Not reliably without assessment. Interface access, vendor support, licensing and data quality can limit the available approaches.

A clearer starting point

Which operation is hardest to follow today?

Tell us where the work starts, which tools it touches and where visibility breaks down.

Discuss your workflowNo complete specification required. Please leave confidential records and credentials out of your initial inquiry.