Free template
AI Workflow Mapping Template: Systems, Permissions, Approvals, and Evidence
A reusable template for turning a repeated company process into a controlled AI workflow and measurable pilot.
1. Define the business event and outcome
Write the trigger and completed outcome in operational language. “Supplier delivery changed” is an event. “Affected work orders identified, owners assigned, approved response executed, and records updated” is an outcome.
2. Inventory systems and records
For each system, document what is read, what may be changed, the system owner, authentication method, and the authoritative record.
3. Capture decisions and exceptions
List the normal rules, ambiguous cases, missing-data scenarios, contradictions, and points where a person currently applies judgment.
4. Assign permissions and approvals
Mark each action as permitted, approval-required, or prohibited. Name the approving role and the context required to make the decision.
5. Define verification
For every action, state how the workflow confirms success. A successful API response is not always enough; the relevant record may need to be read back and compared with the intended state.
6. Build the pilot scorecard
- Task completion rate
- Human intervention rate
- Error and retry rate
- Approval frequency and response time
- Elapsed time to completed outcome
- Cost per completed outcome
- Unresolved exception rate
Start with one workflow and prove the boundary.
Map the event, systems, permissions, approvals, exceptions, and evidence before granting access. The result is a pilot scope your operations and technical teams can evaluate together.
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