Record what your first workflow needs.

Define the workflow and its owner

• Name one task, its trigger, and the point where it is finished.
• Identify the business owner, IT owner, and final reviewer.
• Collect approved input examples and outputs the team considers good.
• Record current task frequency, preparation time, review effort, and common errors.
• Describe the benefit that would justify ongoing operation.

Map the data and its destinations

• List source systems and the fields the task actually needs.
• Identify confidential, personal, financial, or otherwise restricted material.
• Check permission to use the data for this purpose.
• Choose synthetic or approved redacted examples for early testing.
• Record proposed locations for inference, sources, outputs, logs, and backups.
• Identify external tools, support access, and any destination that remains unapproved.

Decide what may happen without approval

• List permitted sources, tools, and output destinations.
• Write down prohibited actions and who can approve an exception.
• Identify outputs that must remain drafts until a person reviews them.
• Define what happens with missing context, uncertain output, failed tools, and rejected requests.
• Name the person who can pause the workflow and investigate an issue.

Agree the acceptance criteria

The workflow is ready to scope when owners, examples, permissions, and acceptance criteria are agreed. Incomplete sources or measurements need preparation. Missing essential access, permission, or an accountable reviewer blocks a production pilot.

• Set output-quality criteria using representative examples.
• Include denied actions and restricted-source requests in the test set.
• Measure total effort, including review and exception handling.
• Decide which records must connect the request to the approved result.
• Set the criteria for expanding, revising, or stopping after the pilot.

Download the worksheet

The checklist provides space for decisions and unanswered questions. Describe the task in an initial inquiry. Exchange sensitive records only through a separately agreed process.