Kavsat Solutions · Published 11 October 2026
1. What should trigger the workflow?
Be precise about the event. An approved content item is different from a draft; a validated enquiry is different from an incomplete form. Define the required state and fields so the workflow does not act too early. Also identify whether the source can deliver the same event more than once.
2. Who owns the decision?
Automation can move information, assign routine tasks and prepare a draft. It should not silently take over a decision that requires judgement or approval. Identify the person or role responsible for uncertain cases. A human review step is part of the design, not a failure of automation.
3. What happens when a service fails?
An API may time out, reject a payload or reach its usage limit. Define retries, a maximum attempt count and an exception path. The owner needs to know which action is incomplete. If a record was saved but a notification failed, preserve the record and distinguish those two outcomes instead of repeating the entire operation.
4. What data is necessary?
List the fields each destination needs and remove the rest. Keep access scoped to the workflow. Do not send sensitive customer information to a model just because it is technically possible. Review provider terms, retention and permissions for the real business context. Test with synthetic data before involving actual customer records.
5. How will the team maintain it?
A workflow has dependencies: credentials, platform versions, account eligibility and business rules. Document where settings live and who can change them. Add a small operating guide for exceptions and recovery. If nobody can tell when the workflow stopped working, it has not removed work; it has hidden it.
Start with one bounded process
A single handover with a clear trigger, owner and measurable completion state is a good first scope. Test the ordinary path, duplicate delivery, missing fields and provider failure. Add AI only where its uncertainty can be managed and where it provides a clear benefit over deterministic rules.