AI automation: what happens between input and review

By Jeremy Kenerson, Founder at BreadHead.

Facts checked October 7, 2026

Salesforce describes AI automation as using technologies such as machine learning and natural language processing to take on routine tasks and make workflows simpler. For a small example, ask AI to turn approved notes into a draft staff briefing. Have a person check the draft, then decide who can approve it for use.

What's AI automation?

Salesforce says AI automation uses machine learning, natural language processing and other technologies to handle routine tasks and streamline workflows. Start by naming the task you want help with.

IBM says workflow automation uses software in place of hand tasks to run part or all of a process. BreadHead says AI systems do much of the work, and people direct it, check it and approve it.

For your own task, request an output you can inspect before use, such as a draft or a set of notes. Keep the decision to use it assigned to a person.

Begin with a task you know well. Use the one-page task inventory to choose work with a clear start and finish.

Ask what arrives at the start. Is it a note you've approved, a customer question or a document someone needs to read? Then ask what should come back. Write that answer as a specific request, such as a draft staff briefing based on your approved notes.

Name who will read the output before anyone acts on it. Ask them which details they need to check and where they'll find the source. Keep the input beside the draft so they can compare the two.

If a document passes between people, mark who has it at each stage. Use the document handoff diagram to trace that route.

For work that goes to an agency, write down what you'll send and what you expect back. Use the agency handoff checklist to agree on those details.

Don't choose a whole department as the first task. Name a piece of work you can explain to the person who will check it. Ask that person to repeat the instructions back, then resolve any gap before trying the task.

How do you use AI to automate a business?

Assign a small task with a known input and a clear review point. Try the task, compare its output with what you supplied and decide what needs changing before anyone uses it.

Example

Suppose you want a draft staff briefing from approved notes about a change in opening duties. Try this sequence:

1. Gather the input. Choose the approved notes that describe the change. Leave out old versions, and mark any question that still needs an answer.
2. Give the draft a job. Ask for a short briefing that explains what staff should do and where they should ask questions.
3. Set the limits. Tell the AI to use only the supplied notes and to leave unknown details open.
4. Read the draft beside the notes. Check each duty and instruction, including who's responsible for it.
5. Return any unclear line for a change. Read the edited version before approving the briefing for use.

Try this request with your own notes:

Draft a staff briefing from the approved notes below. Include the change in opening duties and where staff should ask questions. Don't add duties or assign people unless the notes say so. List anything you need me to clarify after the draft.

Read the request before using it. If you haven't named where staff should ask questions, add that detail yourself or leave it for review. Don't treat the draft as approval to change anyone's work.

Use this check on the briefing:

• Does each duty match the approved notes?
• Has the draft added a task or assigned it to someone without support?
• Is the place to ask questions clear?
• Have I resolved the open questions before sharing it?
• Am I approving the version staff will receive?

Copy these blanks for a task of your own:

• Approved input and where to find it: ______
• Exact output to request: ______
• Details the draft must leave open: ______
• Person checking the output: ______
• Where the approved version will go: ______

Hold the briefing if a duty lacks support in the approved notes or an open question remains. Put those checks and the approver on the pilot acceptance sheet.

If you want an agent to take actions beyond drafting, decide which actions need your approval. Use the agent permission boundary to write those limits.

Choose software after you've named the task and the review point. Use the best AI workflow automation tools comparison once you can describe the draft task.

What changed

• October 7, 2026: First version. Facts checked.