AgenticMotion by Qualiteh

Eleven-step workflow board

Map the workflow before you automate it.

Use this eleven-step board to describe one recurring workflow from trigger to approved record. It keeps tools, manual friction, AI-prepared work, the named human decision, exceptions, fallback, ownership, sensitive boundaries, and one observable measure together. Open it in a spreadsheet or copy it into your preferred board.

Use this board in Miro, FigJam, a spreadsheet, or on paper.

Updated 22 July 2026

Prepared by AgenticMotion by Qualiteh · Reviewed by Mladen Ranković

Blank board

Keep one workflow inside one reviewable boundary.

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

  1. 01

    Workflow boundary

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

    Worked example

    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. 02

    Trigger

    Name what starts the work.

    Worked example

    A new prospective-customer email arrives in the shared sales inbox.

  3. 03

    Tools and records

    List the tools and records involved.

    Worked example

    Microsoft 365 shared inbox, CRM, and approved service documents.

  4. 04

    Manual friction

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

    Worked example

    Copy the enquiry into a note, check service facts, find an owner, rewrite a response, and route sensitive questions.

  5. 05

    AI preparation

    Define what AI may prepare.

    Worked example

    Prepare an intent summary, a source-backed answer, a draft reply, and an optional CRM note.

  6. 06

    Human decision

    Name the person who decides.

    Worked example

    The named sales owner reviews, edits, approves, holds, or rejects the draft.

  7. 07

    Approved action

    Define the approved system change or communication.

    Worked example

    Only the approved reply is sent. The optional CRM note is saved only after the sales owner approves it.

  8. 08

    Record

    Define the log or record.

    Worked example

    Record the source reference, draft, decision, owner, decision time, and approved reply or CRM note.

  9. 09

    Exceptions, fallback, ownership

    Add exceptions, fallback, and ownership.

    Worked example

    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. 10

    Sensitive boundary

    Mark sensitive data and credential boundaries.

    Worked example

    Use scoped access to the shared inbox, CRM, and approved service documents. Do not place credentials or unnecessary raw records in the brief.

  11. 11

    Observable measure

    Define one observable success measure without promising an outcome.

    Worked example

    Observe the percentage of enquiries with a named owner and recorded decision within the agreed review window.

Take the board

Choose a readable working format.

Open the CSV in a spreadsheet or copy its content into a board. No direct Miro or FigJam import behavior is claimed.

Resources · useful before a call

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