# Workflow Mapping Board

Updated 22 July 2026

Prepared by AgenticMotion by Qualiteh · Reviewed by Mladen Ranković

Use this board in Miro, FigJam, a spreadsheet, or on paper. It is a vendor-neutral planning aid, not an official template or a one-click import contract.

## Blank board

1. **Workflow boundary**

   Prompt: Define the workflow boundary: where does it start and end?

   Your notes:

2. **Trigger**

   Prompt: Name what starts the work.

   Your notes:

3. **Tools and records**

   Prompt: List the tools and records involved.

   Your notes:

4. **Manual friction**

   Prompt: Mark what people currently copy, check, chase, rewrite, or route.

   Your notes:

5. **AI preparation**

   Prompt: Define what AI may prepare.

   Your notes:

6. **Human decision**

   Prompt: Name the person who decides.

   Your notes:

7. **Approved action**

   Prompt: Define the approved system change or communication.

   Your notes:

8. **Record**

   Prompt: Define the log or record.

   Your notes:

9. **Exceptions, fallback, ownership**

   Prompt: Add exceptions, fallback, and ownership.

   Your notes:

10. **Sensitive boundary**

   Prompt: Mark sensitive data and credential boundaries.

   Your notes:

11. **Observable measure**

   Prompt: Define one observable success measure without promising an outcome.

   Your notes:

## Worked example: shared sales inbox

This is an illustrative, sanitized workflow—not a client case study and not evidence of a measured result.

1. **Workflow boundary:** Starts when a new message reaches the shared sales inbox. Ends when the sales owner approves the reply and, when useful, the CRM note.
2. **Trigger:** A new prospective-customer email arrives in the shared sales inbox.
3. **Tools and records:** Microsoft 365 shared inbox, CRM, and approved service documents.
4. **Manual friction:** Copy the enquiry into a note, check service facts, find an owner, rewrite a response, and route sensitive questions.
5. **AI preparation:** Prepare an intent summary, a source-backed answer, a draft reply, and an optional CRM note.
6. **Human decision:** The named sales owner reviews, edits, approves, holds, or rejects the draft.
7. **Approved action:** Only the approved reply is sent. The optional CRM note is saved only after the sales owner approves it.
8. **Record:** Record the source reference, draft, decision, owner, decision time, and approved reply or CRM note.
9. **Exceptions, fallback, ownership:** Pricing, security, legal, and custom commitments escalate to the owner. If sources are missing or the workflow fails, return to the current manual process.
10. **Sensitive boundary:** Use scoped access to the shared inbox, CRM, and approved service documents. Do not place credentials or unnecessary raw records in the brief.
11. **Observable measure:** Observe the percentage of enquiries with a named owner and recorded decision within the agreed review window.

## Review before scoping

- Is the workflow boundary narrow and recurring?
- Is one person or role clearly responsible for the consequential decision?
- Are the authoritative record, allowed sources, approved write-back, log, exceptions, and manual fallback explicit?
- Have credentials and unnecessary sensitive records been kept out of the planning material?