The single task you most want off your team's plate. We build it end-to-end first; more workflows follow once this one is running. Examples: incoming orders/results intake, new-customer intake & record prep, renewals & billing follow-ups, status updates and follow-ups, report preparation — or name your own.
How will you judge it's working? (hours back, faster turnaround, nothing missed)
These answers determine our build timeline more than anything else in this document.
Every system/portal this workflow touches (software names; note web vs installed):
One row per step, exactly as your team does it now. This table becomes the automation's script — the most valuable page here.
| # | What happens (opened, clicked, typed, checked) | System | Who | Time |
|---|---|---|---|---|
| 1 | ||||
| 2 | ||||
| 3 | ||||
| 4 | ||||
| 5 | ||||
| 6 |
What starts an item (something arrives? a queue fills? time of day?) — and what marks it done?
The judgment calls, written as rules. Include exact required wording where it matters (notes, flags, messages) and any hard limits. Where a rule lives only in someone's head, write the person's name — we'll interview them.
| If / when… | …then do | Who owns this rule |
|---|---|---|
What must ALWAYS go to a human, no matter what — and to whom?
We operate data-safe by design — compliant processing, zero-retention AI, nothing identifying leaves your environment.
Who must sign off before go-live (owners, compliance, legal)?
Items per day and minutes each · your operating hours and when the automation may run (nights/weekends so mornings start clean?) · the one person we call with questions, and the escalation contact.
Everything else you'd eventually hand off. Listed here so nothing is lost — the first automation stays focused.
| Name | Role | Signature | Date |
|---|---|---|---|