Automation Discovery · Client Workbook

Prepared by the Sumvant Automation Team · Confidential

How to fill this out: Type directly into this document. Your answers save on this device as you go. When you are done, use Complete Discovery below to send them to us, or print to PDF. Or skip the typing entirely: book a 20 minute demo and we'll fill it out together while you talk. Screenshots welcome anywhere.

Prefer a file? Excel workbook (.xlsx) Printable form (.pdf)

Your Details

Name

Business Name

Business URL (Optional)

Phone

Please complete the required fields: Name, a valid Email, Business Name, and Phone.

1 · What you want handled: the starting workflow

The single task you most want off your team's plate. We build it end to end first; more workflows follow once this one is running. Examples: incoming orders/results intake, new customer intake & record prep, renewals & billing follow ups, status updates and follow ups, report preparation, or name your own.

How will you judge it's working? (hours back, faster turnaround, nothing missed)

2 · Access: what we need to build anything

These answers determine our build timeline more than anything else in this document.

Remote access to a workstation (e.g., a spare computer we can reach securely):

Yes, Can Arrange Need to Discuss No

A dedicated login for the automation in your main system:

Possible Shared Login Only Unsure

Two factor codes on any logins:

Yes No Some

Where do codes go (phone/email/app)?

Every system/portal this workflow touches (software names; note web vs installed):

3 · The workflow today, step by step

One row per step, exactly as your team does it now. This table becomes the automation's script, the most valuable page here.

#	What happens (opened, clicked, typed, checked)	System	Who	Time
1
2
3
4
5
6

What starts an item (something arrives? a queue fills? time of day?), and what marks it done?

4 · The rules your team follows

The judgment calls, written as rules. Include exact required wording where it matters (notes, flags, messages) and any hard limits. Where a rule lives only in someone's head, write the person's name. We'll interview them.

If / when…	…then do	Who owns this rule

What must ALWAYS go to a human, no matter what, and to whom?

5 · Data, compliance & approvals

This workflow touches:

Sensitive data:

Health Information (HIPAA) Payment Data Neither

Do you sign BAAs today? Yes No

Data safe by design: the agent works on your own workstation and the run logs stay there. The one document reading step, and everything else about access, is on the Security page.

Who must sign off before go live (owners, compliance, legal)?

6 · Volume, hours & contacts

Items per day and minutes each · your operating hours and when the automation may run (nights/weekends so mornings start clean?) · the one person we call with questions, and the escalation contact.

7 · Later (the parking lot)

Everything else you'd eventually hand off. Listed here so nothing is lost. The first automation stays focused.

8 · Sign off

Name	Role	Signature	Date

Spam check · Cloudflare Turnstile. It runs when you start typing.

Opens your email app with every answer prefilled. Review and send. Your answers stay on this device until you do.

Or book the 20 minute demo

Pick a slot; you'll get a Google Meet link. Fill in the workbook first if you can. It makes the demo shorter.