This template documents the whole operating path, not only a prompt or connector. Use it before a workflow can move data or create an external consequence.

Prepare the source before you fill it

A fictional support form has a consent flag, submission ID and message. The intended output is an internal case with one fixed label for reviewer assignment.

How to use this template

  1. Capture the manual baseline

    Record the current trigger, owner, inputs and completion evidence before choosing software.

  2. Mark the AI boundary

    State the one unstructured task AI may perform, the allowed output values and the reviewer.

  3. Test failures first

    Run normal, missing-data, duplicate and unlisted-output cases before enabling a schedule.

Copy the template

Download .md
# Workflow operating card

## Purpose and owner
- Task:
- Process owner:
- Reviewer:
- Change owner:

## Trigger and inputs
- Trigger event:
- Approved source systems:
- Required fields:
- Data that must not enter this workflow:
- Duplicate identifier:

## Steps
| Step | System or person | Action | Evidence of completion |
| --- | --- | --- | --- |
| 1 |  |  |  |

## AI boundary
- Permitted AI task:
- Allowed output values or schema:
- Required source quote or field:
- Prohibited inference or action:

## Approval and exceptions
- Approval needed before:
- Stop conditions:
- Exception owner:
- Recovery or rollback step:

## Test record
| Case | Expected result | Actual result | Reviewer decision | Correction |
| --- | --- | --- | --- |
| Normal input |  |  |  |  |
| Missing field |  |  |  |  |
| Duplicate input |  |  |  |  |
| Unlisted AI output |  |  |  |  |

Filled example

Task: classify fictional support forms into an internal queue.
Trigger: new form with consent=yes. Required fields: submission ID and message. Duplicate identifier: submission ID.
AI boundary: choose BILLING, ACCESS, BUG, FEATURE REQUEST or NEEDS REVIEW and quote the source sentence. AI cannot send a reply or change an account.
Approval: reviewer checks the original message and label before assignment. Stop: consent missing, message empty, duplicate ID or unlisted label. Exception owner: support lead.
Test: “charged twice” becomes BILLING. The duplicate ID creates no second case. “urgent billing” becomes NEEDS REVIEW rather than a new allowed label.

The completed card shows the allowed fields and labels, blocks a duplicate submission ID, and sends any missing consent or unlisted label to the exception owner.

Review before you share it

  • The trigger and required fields are observable
  • The AI task has a bounded output and reviewer
  • Duplicates missing data and unlisted output have a stop route
  • An owner can recover or disable the workflow
What the template cannot establish
  • The template does not configure a connector or grant permissions
  • A test record does not prove a workflow is appropriate for customer-facing decisions