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Workflow Audit And Automation Spec

Who this is for: Operations teams, RevOps, founders, automation builders, and managers improving a repeated process.

Work problem: Teams often automate a process before documenting what actually happens, where judgment is needed, and what should stay human-owned.

Inputs

What you need before running this:

  • Current process description.
  • Inputs, outputs, systems, owners, and handoffs.
  • Pain points, delays, rework, or approval steps.
  • Any compliance, privacy, or permission constraints.

Copy-ready Codex instruction

Audit this workflow and draft an automation spec.

Use only the process information I provide. Do not invent systems, permissions, owners, or compliance rules. Separate what can be automated from what should remain human-reviewed.

Workflow:
[describe the current process]

Systems and files involved:
[list]

Owners and handoffs:
[list]

Pain points:
[list]

Constraints:
[privacy, approvals, access, compliance, team limits]

Produce:
1. Current workflow map: steps, owner, input, output, system, and pain point.
2. Failure points: where work gets delayed, duplicated, lost, or mis-reviewed.
3. Automation candidates: task, trigger, data needed, expected output, and risk.
4. Human approval gates: steps that must stay human-owned.
5. Minimal automation spec: scope, non-goals, permissions, logs, rollback, and test cases.
6. Open questions: what must be clarified before implementation.

Be conservative. Do not recommend write-capable automation without an approval and rollback plan.

Expected output

A good run produces:

  • A process map that can be checked by the team.
  • A list of automation candidates with risk boundaries.
  • Explicit human approval gates.
  • A minimal spec that an implementer can review before building.

Human review checklist

Before building automation:

  • Confirm the workflow map with process owners.
  • Check all systems, permissions, and data sensitivity.
  • Decide which steps are read-only and which can write or send data.
  • Add logging, rollback, and test cases.
  • Get approval before any automation posts, sends, deletes, or modifies records.

Failure modes

Where this workflow can go wrong:

  • It may simplify informal judgment into a false rule.
  • It may miss exceptions that only happen monthly or quarterly.
  • It may understate permission and data-retention risk.
  • It may suggest automation where a better checklist would be safer.

Source boundary

This workflow does not inspect your systems or verify access rights. It creates a draft audit and spec from the process notes you provide. Implementation requires system-specific review.