Describe one repeated action in a one-page workflow brief

Before filling it in, narrow the scope to one process

“Use AI for trade” is difficult to scope. “Organize authorized inquiries into fields a salesperson can review” gives the discussion a clear output. Define that output before adding upstream and downstream steps.

A first discussion only needs the process and its conditions. Do not send customer lists, original orders, passwords or API keys. Test samples, access methods and data boundaries can be agreed during assessment.

Copy the blank template

Write “to confirm” for unknowns. Select the text to copy it, or use the button when scripts are enabled. The button only copies text to your clipboard; the website does not collect your completed brief.

Workflow brief (blank template)
1. First process to improve:
2. Current owner and tools:
3. Trigger and cases that must not trigger it:
4. Input materials, versions and owner:
5. Output fields, format and recipient:
6. Actions requiring human approval and approver:
7. Available systems, APIs and read/write scope:
8. Handling missing data, conflicts, duplicates and failures:
9. Test samples and acceptance criteria:
10. Functions excluded from the first phase:
11. Owners for updates, exceptions and maintenance:
12. Conditions still to confirm:

Describe the process first; do not include original customer files, passwords or keys.
This brief supports discussion. It is not a quote, contract or commitment to build.

Illustration: inquiry field extraction only

This illustrates how to fill in the brief. It is not a delivered case or a performance promise.

• Trigger: a salesperson selects an authorized inquiry; incomplete materials are marked for clarification.
• Inputs: the inquiry text and the current approved product catalog. Example prices are not treated as quotes.
• Output: product, quantity, destination, open questions and supporting source excerpts. Missing fields stay unknown.
• Approval: the salesperson checks the fields. The first phase excludes automatic pricing, lead-time commitments and external sending.
• Acceptance: use agreed samples to check omissions, incorrect fields, source alignment and exception messages. Agree the criteria before development.

Use the brief to resolve the conditions that are still open

• Who supplies and updates the materials, and whether they may be used with the chosen processing method.
• Which permissions are available and whether an API, import or human handoff is feasible.
• Which outputs remain internal drafts and who gives final approval.
• How missing information, duplicate records and failures return to a human process.
• How the first-phase acceptance, hosting location, third-party costs and maintenance will be agreed.