Process automation: plan the workflow and operation
A useful automated process has a clear start, a verifiable outcome and an exception path. Existing applications must work together, with clear human responsibility. Compare the complete workflow rather than isolated connections.
Start with a clear process
Describe a recurring operation from its trigger to the desired result. Who supplies information, decides and handles exceptions? Incoming invoices, purchase approvals and monthly reconciliations require different rules. Simplify unnecessary steps before automating them. A clear rule-based process does not automatically need AI.
Map systems and handovers
List the applications and information exchanged between them. The supplier should then check interfaces, permissions and formats. An existing connection may not include every required function. Automating clicks in a user interface can be sensitive to changes; this dependency belongs in the quote.
| Handover | Clarify |
|---|---|
| Trigger | Event, schedule or deliberate start |
| Transfer | Required information and mapping |
| Outcome | Destination, approval and exceptions |
Define approvals and exceptions
Define which steps may run automatically and where a person must approve. Provide paths for rejection, missing information, absent owners and missed deadlines. Approval must concern the action that will actually occur. Automation does not replace business responsibility or existing authorisation rules.
Make errors visible and retries safe
Agree what happens when an operation stops or completes only partly. Retries should be bounded and avoid duplicate payments, orders or messages. Define detection, ownership and a manual fallback. Logs should support diagnosis without retaining unnecessary confidential content.
Test normal and difficult cases
Acceptance should test complete journeys rather than just a successful connection. Use suitable test data for ordinary and duplicate inputs, missing information, rejection and unavailable destination systems. Check the final result and traceability. Start with a limited pilot and agree when human intervention or a stop is required.
Assign operation and change ownership
Name a business owner and a technical owner. Clarify access protection, necessary data, retention and handover when staff change. Application or rule changes can affect existing workflows. Agree documentation, maintenance and retesting. Support hours and responses to failures are specific contract terms.
Compare setup and recurring costs
Separate analysis, configuration, connections, testing and training from licences, operation and maintenance. Operations, steps, retries and peak demand affect running costs; an execution is not the same billing unit everywhere. Clarify included usage, overages, warnings and actual stopping controls. A notification alone does not enforce a spending cap.
| Cost item | Check in the quote |
|---|---|
| Project | Analysis, setup, tests and handover |
| Usage | Billing unit, volumes and overages |
| Maintenance | Errors, changes and support |
Enquiry checklist and procedure
Note the main process, trigger and outcome, applications, approximate frequency and required approvals. Add known problems, desired operating hours and timing. No credentials or real confidential transactions are needed in the first enquiry. Follow with an inventory review, bounded target process, quote, pilot, acceptance and operating handover.
Frequently asked questions
Does every automation need AI?
No. Clear rules may be served by a defined workflow. Uncertain decisions require separate assessment.
Must I assess interfaces myself?
No. Name applications and desired handovers; the supplier checks feasibility.
Can the process include approvals?
Yes, when scoped into the workflow. Owners, rejection and missing responses need defined handling.
What happens on failure?
Agree bounded retries, visible notification, ownership and manual handling where needed.
Are setup costs the only costs?
No. Licences, usage, operation and changes may be additional and should be shown separately.
Can an existing workflow be improved?
Yes. Describe current problems and systems. Assessment may show that a simple rule change is sufficient.
