# Workflow brief

Use this editable template to scope one recurring task. It is a planning aid, not an installed workflow. Replace the sample fields with your own requirements. Keep passwords, access tokens, and sensitive records out of the brief; arrange authorized access separately.

## Blank brief

- **Process owner:** [role responsible for the outcome]
- **Task:** [one recurring task]
- **Why it matters:** [the delay, error, or repeated effort to address]
- **Trigger:** [event or schedule that starts one run]
- **Frequency:** [measured or estimated runs per period; label estimates]
- **Inputs:** [sources, formats, required fields, example references]
- **Source of truth:** [which system owns each important record or value]
- **Current steps:** [what people and tools do today]
- **Desired output:** [the record, report, draft, or other concrete result]
- **Definition of done:** [observable checks that establish success]
- **Rules:** [matching, routing, calculation, and duplicate-handling rules]
- **AI interpretation, if needed:** [which judgment requires a model and how it is checked]
- **Permissions:** [separate read, draft, and write actions]
- **Human approval:** [who approves which actions before execution]
- **Stop conditions:** [missing evidence, unclear identity, denied access, exceeded limit]
- **Failure and recovery:** [where failed items go, who owns them, when retry is safe]
- **Data handling:** [authorized inputs, access, retention, deletion, and logging decisions]
- **Representative tests:** [normal example, missing data, duplicate, denied access, wrong result]
- **Pilot scope:** [smallest complete path, limited users or sources, operating limits]
- **Measurement:** [manual time, review time, errors, and exceptions; include maintenance]
- **Handoff:** [documentation, monitoring, support, and credential ownership]
- **Open decisions:** [questions that must be answered before development]

## Fictional filled example — stock follow-up task

This example is invented to demonstrate the template. It is not a client case study or a deployed integration.

- **Process owner:** Purchasing operations lead.
- **Task:** Create a purchasing follow-up when an item falls below its agreed threshold.
- **Why it matters:** The team currently checks a stock export and copies eligible items into a task list.
- **Trigger:** A validated stock-change event from the inventory system.
- **Frequency:** To be measured during discovery; no saving is assumed.
- **Inputs:** Event ID, item ID, current quantity, unit, threshold, and source timestamp.
- **Source of truth:** Inventory owns quantity and item identity; the task system owns follow-up status.
- **Current steps:** Open export, compare quantity with threshold, look for an existing task, create a follow-up, notify its owner.
- **Desired output:** One open follow-up linked to the source item and event, or a recorded reason no task is needed.
- **Definition of done:** The task exists with the correct owner, item, quantity, and source reference, or the run explains why it stopped.
- **Rules:** Use item ID rather than item name for matching. Update an existing open follow-up instead of creating a duplicate. Ignore already processed event IDs.
- **AI interpretation:** None required for this fixed rule.
- **Permissions:** Read stock events and open tasks; create or update follow-up tasks. No authority to place orders or change stock.
- **Human approval:** A purchasing employee approves any supplier order outside this workflow.
- **Stop conditions:** Missing item ID, conflicting unit, unavailable owner, or denied destination access.
- **Failure and recovery:** Put incomplete events in an exception queue. Retry only after checking event identity and the destination record.
- **Data handling:** Use item and operational task fields only; agree log retention before release.
- **Representative tests:** Below threshold; above threshold; duplicate event; existing open task; missing item; denied write permission.
- **Pilot scope:** One item group and one purchasing queue, with the owner reviewing all pilot results.
- **Measurement:** Compare manual preparation and review effort with observed pilot effort; count exceptions and duplicated tasks separately.
- **Handoff:** Document how to pause the trigger, inspect one run, resolve an exception, and revoke integration access.
- **Open decisions:** Confirm threshold ownership, destination task fields, authorized access, and log retention.

More guidance: https://0op.dev/auto

Discuss a scope: https://0op.dev/contact