# Workflow card template

## Workflow name

Use an action-oriented name that ends in a recognizable L&D deliverable.

## Outcome

State what the workflow produces and the decision or task it supports.

## Use it when

- Describe the valid situation.
- Name the stage of the design process.
- Identify the accountable owner.

## Do not use it when

- List decisions that require a qualified specialist.
- Identify sensitive or prohibited inputs.
- Define the conditions that should stop generation.

## Approved inputs

| Input | Source owner | Date/version | AI-use authorization | Notes |
|---|---|---|---|---|
| Source document | | | Yes / No / Restricted | |
| Business context | | | Yes / No / Restricted | |
| Audience evidence | | | Yes / No / Restricted | |
| Output constraints | | | Yes / No / Restricted | |
| Style example | | | Yes / No / Restricted | |

## Acceptance criteria

Define these before asking for a draft.

- Accuracy:
- Performance alignment:
- Required coverage:
- Exclusions:
- Reading level or tone:
- Accessibility:
- Output format:

## Set the task

Use the following structure instead of a single unbounded request:

1. **Role and boundary:** what the model is helping with and what it must not decide.
2. **Outcome:** the exact deliverable.
3. **Context:** only the information needed for the task.
4. **Sources:** the approved material and the instruction not to add unsupported claims.
5. **Criteria:** the acceptance criteria.
6. **Process:** analysis or comparison steps the model should expose in the output.
7. **Format:** the required structure.
8. **Uncertainty behavior:** ask questions or flag gaps instead of guessing.

## Human review gate

| Review | Owner | Pass condition | Evidence retained |
|---|---|---|---|
| Factual accuracy | SME | Every material claim traces to an approved source | Claim matrix |
| Learning alignment | Instructional designer | Objective, practice and assessment target the same performance | Alignment notes |
| Accessibility | Assigned reviewer | Required checks completed; limitations documented | Accessibility checklist |
| Privacy and rights | Content owner | Inputs and outputs are authorized for the intended use | Approval record |
| Final release | Accountable owner | Asset meets acceptance criteria | Version approval |

## Deliverable

Specify the file, structure, length, version and owner of the final human-approved output.

## Common failure modes

| Failure | Likely cause | Correction |
|---|---|---|
| Generic output | Missing context or weak criteria | Improve approved inputs and acceptance criteria |
| Unsupported claims | Model allowed to fill gaps | Require source mapping and explicit uncertainty |
| Correct content, weak learning design | Output judged as prose instead of instruction | Recheck performance alignment and practice |
| Excessive revision time | Task too broad | Split the workflow into smaller deliverables |

## Adapt it

Document only meaningful variations. Do not create separate prompts when the same controlled workflow applies.

## Version note

- Workflow owner:
- Last reviewed:
- Tested with:
- Known limitations:
- Next review date: