Now that we are using AI agents to handle some of our back-office data transfers, how do we document these automated workflows in our core process manuals so our human team can successfully audit and maintain them?

Question

Tyler Smith · Accepted Answer

When you automate a core process, you do not throw away your SOPs. You simply update them so your human team knows how to manage their digital coworkers.

In your core process document, split the workflow into three distinct phases: inputs, processing, and outputs.

For the inputs phase, document exactly where the data comes from and how often the AI agent runs. This ensures that if a system connection breaks, a human knows where to look first.

For the processing phase, outline the logic the AI uses to handle the data. You do not need to write complex code here. Just document the guidelines and system prompts you used to program the agent.

For the outputs phase, define the human check points. This is the critical step. Document exactly who is accountable for auditing the AI's work and how often they must do it. For example, your accounting coordinator might review a random sample of ten automated invoices every Friday to ensure accuracy.

By updating your 3-Step Process Document this way, you ensure your business remains system-dependent rather than dependent on a single programmer. Your human team retains full control and can easily troubleshoot the automation.