Evidence-bound workflow pilot stack — AI Stack

Components and roles

Every component earns its place.

01
Workflow scope
Defines the task, owner, constraints, risks, and success criteria.
02
Selected tools and models
Run only the bounded steps chosen for the pilot.
03
Review checklist
Checks claims, evidence, uncertainty, privacy, and handoff quality.
04
Decision record
Preserves what worked, what failed, and what to change next.

Data flow

Real team task → bounded test → human review → workflow revision → repeatable handoff

Default choices

Start here, then switch for a stated reason.

Pilot scope

One frequent task with a named owner

Selection reason: A bounded task makes failures, review cost, and handoff quality observable.
Switch when: Expand only after the first task has stable inputs, acceptance criteria, and review ownership.

Control record

Checklist plus decision record

Selection reason: Makes human checkpoints and changes visible without requiring a workflow platform.
Switch when: Adopt an orchestration system when scheduling, approvals, retries, or audit logs become operational requirements.

Operating assumptions

Cost, privacy, alternatives, and limits.

Cost assumption: Tool subscriptions and usage vary; scope one workflow and a fixed test window before estimating.
Privacy boundary: Only approved task inputs should enter the pilot; sensitive fields need removal or an approved provider path.
Reference implementation: Workflow brief + selected AI step + review checklist + decision record.
Alternatives: Keep the workflow manual when the task is rare, high-risk, or lacks an accountable reviewer.
Known limitation: The stack is a pilot pattern, not a guarantee of accuracy or a substitute for domain review.

Human checkpoints

Keep accountable decisions visible.

Approve task scope and data
Review consequential claims or actions
Accept the final workflow handoff

Evidence and sources

See what supports this record.

RichBay tested

Published RichBay Case

Last reviewed 2026-09-05. Recheck current provider documentation, limits, pricing, and terms before adoption.

Every component earns its place.

Workflow scope

Defines the task, owner, constraints, risks, and success criteria.

Selected tools and models

Run only the bounded steps chosen for the pilot.

Review checklist

Checks claims, evidence, uncertainty, privacy, and handoff quality.

Decision record

Preserves what worked, what failed, and what to change next.

Data flow

Real team task → bounded test → human review → workflow revision → repeatable handoff

Start here, then switch for a stated reason.

Pilot scope

One frequent task with a named owner

Selection reason: A bounded task makes failures, review cost, and handoff quality observable.
Switch when: Expand only after the first task has stable inputs, acceptance criteria, and review ownership.

Control record

Checklist plus decision record

Selection reason: Makes human checkpoints and changes visible without requiring a workflow platform.
Switch when: Adopt an orchestration system when scheduling, approvals, retries, or audit logs become operational requirements.

Cost, privacy, alternatives, and limits.

Cost assumption

Tool subscriptions and usage vary; scope one workflow and a fixed test window before estimating.

Privacy boundary

Only approved task inputs should enter the pilot; sensitive fields need removal or an approved provider path.

Reference implementation

Workflow brief + selected AI step + review checklist + decision record.

Alternatives

Keep the workflow manual when the task is rare, high-risk, or lacks an accountable reviewer.

Known limitation

The stack is a pilot pattern, not a guarantee of accuracy or a substitute for domain review.