RADIVUM

RADIVUM · PRACTICAL PROJECT GUIDE

What should you
automate first?

Choose a repeatable task with clear inputs, an accountable owner, and a result you can check. Start with a bounded workflow before connecting an entire operation. This guide helps business teams prepare an AI integration or internal automation brief.

1. Describe the actual handoff

Write down what triggers the work, where the information arrives, who handles it, and where the result goes. For an enquiry workflow, that might mean website form → shared inbox → qualification → CRM task → assigned team member.

Record the typical weekly volume, time spent per item, and common exceptions. If these are unknown, observe the workflow before estimating savings.

2. Check the integration route

List the exact tools, account permissions, APIs, webhooks, exports, and system owners involved. A product name alone does not establish whether it can safely support the required integration.

Decide which system is the source of truth. Define how duplicate submissions, missing records, expired access, and temporary outages should be handled.

3. Separate rules from AI

A fixed calculation, status update, or scheduled export normally needs ordinary software rules. AI may help classify free-text enquiries, summarize documents, or prepare a draft from approved information.

For uncertain outputs, define validation, source references where useful, and a human review route. A plausible answer should not automatically become an approved business action.

4. Agree what a pilot proves

Choose representative examples, including malformed inputs and exceptions. Compare the proposed workflow with the current process for correctness, review effort, response time, and operating cost.

Agree acceptance criteria before building. Decide who approves changes and how the process reverts to manual handling when something fails.

ILLUSTRATIVE WORKFLOW · NOT A CLIENT RESULT

Enquiry to a reviewed CRM task.

  1. Capture the enquiry with a stable submission ID.
  2. Validate required fields and check for duplicates.
  3. Use AI, if useful, to summarize the goal and suggest a category.
  4. Ask the assigned reviewer to confirm the summary and next action.
  5. Create or update the CRM record only within the agreed permissions.
  6. Log the outcome and route failures to an accountable person.

A USEFUL FIRST BRIEF

Bring these six details.

The task and its owner; tools involved; typical volume; a few anonymized examples; exceptions and approval rules; and the first measurable outcome. Avoid credentials, customer records, or confidential documents in an initial enquiry.

Prepare your brief →AI integration service →

Common scoping questions.

Do we need to replace our existing software?

Not necessarily. An integration may connect existing tools if supported interfaces and permissions are available. Replacement becomes a separate decision when the current system cannot support the required behavior.

How do we estimate time saved?

Measure current handling time and volume, then subtract the review and exception work that remains in the pilot. Include maintenance and usage costs. Do not treat every automated step as a guaranteed reduction in staffing or expense.

What if the project is a new app rather than a workflow?

Start with one user journey and a testable first release. Explore custom software development, or white-label MVP delivery when an agency or partner brand owns the client relationship.

Scope one useful outcome.

Radivum can help turn your workflow into an implementation plan, with integration boundaries, review points, and a pilot worth evaluating.

Plan an automation project ↗