Workflow Intake and Scoping Checklist (Onboarding)

Workflow Intake and Scoping Checklist (Onboarding)

1. 01

   Inventory the client's named processes before opening any builder

   List every process the client wants automated, who owns it today, and how often it runs. Model expansion from this inventory rather than from what the platform can theoretically connect.

2. 02

   Score each candidate on volume, error cost, and exception rate

   A workflow firing 40 times a month with a cheap failure is a different sale than one firing 4,000 times where a bad record reaches a client invoice. Rank candidates and start with the high-volume, low-exception path.

3. 03

   Map the exception paths the happy path hides

   Ask what happens when a field is missing, a record duplicates, or an approval stalls. Workflows that break on the first unmapped edge case become support tickets inside the first retainer month.

4. 04

   Confirm platform limits against the real payload

   Check task or operation quotas, run frequency caps, payload size, and connector coverage for the client's actual stack. A 3,000-connector catalog still fails if the client runs a niche ERP with no native node.

5. 05

   Agree the monitoring and alerting surface before build

   Decide who gets notified on failure, where run history lives, and what response time the client expects. Silent failures are the most common reason a delivered workflow gets ripped out.

6. 06

   Write the ownership clause into the scope

   State plainly whether the agency holds the platform account, who owns the credentials, and what happens at contract end. Handoff disputes cost more than the build itself.

7. 07

   Price from the process inventory, not the category

   Quote the first validated workflow, then list the additional candidates as a modeled expansion path with per-workflow pricing. Assume nothing about volume until the client confirms the numbers.