A control plan for the workflow you actually run
Before one path goes live, we identify what it may read, prepare, and write, what waits for a named person, what stays paused, and where the result is checked. The plan matches your systems and risk. It is not a one-size-fits-all compliance badge.
Eight decisions to resolve before live access
We use these questions to agree the controls for the workflow being mapped. The answer depends on the data, actions, source systems, and support scope. We do not treat every deployment as identical.
Data and purpose boundary
We agree which records and fields this workflow needs, why each is used, and what stays outside the connection before live access is enabled.
System roles and connector identity
We start with the roles and audit features already available in your systems. A custom connector is limited to the access this workflow requires.
Read, prepare, approve, and write
Each action is assigned to the workflow, a named approver, or a fail-closed stop. Permission to read does not automatically grant permission to write.
Trusted record and writeback
We name the system that owns each final record and how the result is checked after writeback. An accepted API call is not treated as the business outcome.
Approval and stop rules
Approvals show the proposed action, affected fields, source evidence, rule, and record version. Conflicts, missing data, and out-of-policy cases stay paused.
Critical action evidence
The evidence boundary links a workflow run to the rule used, any required approval, the action attempted, and the confirmed result. A connected system may also provide its own activity history. Availability and coverage can vary by product, action, configuration, and subscription.
Failure and recovery owner
The plan names who receives an exception, what they inspect, and who may resume work. Unclear target states and changed business values remain paused.
Change and access ownership
Before ongoing operation, we confirm who may change connectors, rules, schedules, models, or permissions, how changes are retested, and how access is removed.
Example workflow using synthetic data
Inspect the same controls inside a complete workflow run
Follow fictional records through connector permissions, approval, failed writeback, a named recovery decision, final readback, and the action log.
See how a pilot moves to live useWhat is confirmed, and what must be scoped
A useful control plan is specific about the workflow, the connected systems, and the responsibilities on both sides.
What BestAI works through with you
- One bounded workflow and the records it is allowed to use
- Named permissions for reading, preparing, approving, and writing
- Human approval and fail-closed conditions
- Evidence needed to confirm the result in the trusted system
- Business and technical owners for exceptions and changes
What depends on your scope
- Available roles, API scopes, logs, and recovery tools in each system
- Whether a privacy impact assessment or sector review is needed
- Which documents and handover records are included
- Support hours, change allowance, and response expectations
- Which tested actions, if any, may later run without per-action approval
Document the controls that matter for this workflow
If documentation is included, the exact pack is written into the Statement of Work or support terms. Depending on the workflow, risk, and system access, it may include selected items below. This is not a promise that every engagement receives every document.
Agreements and ownership
- NDA / confidentiality terms
- Statement of Work
- Support terms and owner roles
- Change records
Workflow and risk
- Current-state workflow map
- System access and data boundary
- Approval and exception rules
- Privacy or risk analysis where appropriate
- Incident and recovery responsibilities
Technical and handover
- Architecture and connection map
- Configuration register
- Test and acceptance evidence
- Runbook or admin guide
- Training and handover notes
Controls support compliance. They do not certify it.
Privacy duties depend on the personal information used, the purpose, where it is processed, and which providers can access it. Sector duties depend on your business and the decisions being made. BestAI implements agreed technical and workflow controls. Your organisation retains its legal and compliance decisions.
Decide early whether this workflow needs a brief privacy analysis or a fuller assessment.
Verify native roles, connector scopes, history, and log coverage for the tools in this workflow.
Name the customer's compliance owner and required external advice before the workflow touches regulated work.
Map the control boundary for one workflow
Bring the repeated job, the systems that must stay, the biggest break, and the actions that must wait for a person. We will use those facts to decide what needs mapping before a pilot.