Case study·Platform

Recurring workflow distillation

From useful one-offs — to three governed workflows in six weeks

8
Recurring tasks identifiedSurfaced from Slack, Teams and the workflow audit log
“The useful one-offs started becoming company assets.”
Operations Lead · Mid-market enterprise pilot
Mid-market enterprise·~120 seats; 3 power-user pods (Sales, Operations, Finance)·6-week adoption pilot·United Kingdom
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01Pilot envelope
Pilot length6 weeks
First signal14 days
First ROI42 days
Team alongside7 seats · 2 colleagues

6-week adoption pilot; monitored repeated asks; the colleague proposed workflow definitions after three similar tasks plus admin approval.

02What it owns
Reports toTeam Administrator, dotted line to the Operations Lead on prioritisation.
Owns
  • Listening scope — recurring asks across Slack, Teams and the workflow audit log
  • Candidate clustering — similar prompts grouped into a pattern after three matches
  • Draft workflow definitions — name, scope, owner and SLA proposed to the team admin
  • Authoring on approval — governed workflow registered, with the task scheduler taking the trigger
  • Lineage tracking — the original one-off thread stays linked to the production workflow
  • Weekly shortlist — promoted, in-review and discarded candidates surfaced for the operations lead
Does not do
  • Promote a workflow without team-admin approval
  • Modify a governed workflow once it is live — that is the workflow owner's call
  • Decide policy on what is or is not workflow-worthy
Done looks like

Useful one-offs become named, governed workflows with a reviewer and an SLA. The team stops re-answering the same prompt; the company keeps the asset and can trace it back to where it started.

03The team
AI teammates2
TheoWatches Slack, Teams and the workflow audit log for recurring asks; clusters similar prompts and surfaces a candidate to the team admin once three matches land.
NaomiDrafts a governed workflow definition — name, scope, owner, SLA — for each approved candidate, and tracks lineage from the original one-off thread to the production workflow.
Human team7
  • Operations LeadSponsor
  • Team AdministratorWorkflow stewardship
  • 2 Sales power usersRevenue
  • 1 Finance power userFinance
  • IT LeadIT
  • Unify Customer Success partnerVendor success
  • Compliance ReviewerRisk
04Connected stack
SlackMicrosoft TeamsHubSpotSalesforceSharePointGoogle DriveNotionWorkflow audit logTask schedulerUnify console
05What it returned
8Recurring tasks identifiedSurfaced from Slack, Teams and the workflow audit log
3Promoted to governed workflowsEach with a named owner, scope and SLA
26%Repeated prompt volume reductionVersus the pre-pilot baseline in the workflow audit log
  • Day 0
    Adoption pilot kickoffOperations lead, team admin and IT agree the listening scope across Slack, Teams and the workflow audit log; promotion threshold set at three matches plus admin approval.
  • Week 1
    Pattern spotter read-onlyTheo monitors recurring asks across the agreed surfaces; the team admin reviews early clusters but takes no promotion action yet.
  • Day 14
    First signalThree matches detected on a weekly Sales territory pull; first candidate workflow surfaced to the team admin with the original threads attached.
  • Day 21
    First promotionNaomi drafts the workflow definition, the admin approves, and the task scheduler picks it up on a weekly cadence.
  • Day 35
    Third workflow liveRenewal-list and partner-brief patterns join the territory pull as governed workflows; lineage from each original thread recorded.
  • Day 42
    ROI reviewSponsor signs off on three promoted workflows and a 26% drop in repeated prompts; next pilot expands the listening scope to Finance and Customer Success.
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