Decision inputs
Facts that change the policy answer
Within customer service and sales, this request uses approved contract variants and customer requirements to produce a comparison of available commercial options. Both belong in the submission before any policy route is trusted.
- 1Task and owner
- Commercial manager wants to compare contract options for a customer. Record the person who will stand behind a comparison of available commercial options after the tool has finished.
- 2Information involved
- Approved contract variants and customer requirements. Account for every route by which the tool receives the material, including plug-ins and linked storage.
- 3Tool and account
- An approved company account. The request should identify the exact account because product-level approval leaves important controls unknown.
- 4Intended result
- The expected result is a comparison of available commercial options. The policy needs to know what happens after generation, including publication, communication and automated use.
- 5Consequence if it is wrong
- The model may combine clauses from incompatible versions or imply legal advice. That risk sets the level of review and the person who should receive an exception.
- 6Human review
- commercial or legal owner should inspect, change, reject or stop the result. The reviewer needs the source material and must be able to reject the output before it takes effect.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
The lower-friction route begins when the exact account is approved, only the minimum confidential contract information is used, a comparison of available commercial options remains within the stated purpose, and commercial or legal owner reviews it before use.
Approval may be required
Send the request for approval if the account or data handling is uncertain, the model may combine clauses from incompatible versions or imply legal advice, or a comparison of available commercial options reaches people or systems beyond the requester’s authority.
The request may need to stop or change
The proposed use should pause if restricted information would enter an unapproved service, the output would act before commercial or legal owner can intervene, or use controlled source versions and have the responsible owner choose the final option cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Is the exact account approved for compare contract options for a customer, including its plug-ins and connected sources?
- 02
Does the proposed input include more of approved contract variants and customer requirements than the result actually requires?
- 03
At what point does a comparison of available commercial options move beyond the requester’s private draft?
- 04
Does commercial or legal owner have enough authority and time to stop the result?
- 05
Which change in tool, data, purpose or impact would require a fresh request?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- commercial manager
- task
- Use AI to compare contract options for a customer.
- information
- approved contract variants and customer requirements
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Draft or analyse
- impact
- External commitment
- review
- Complete human review
- owner
- commercial or legal owner
Useful safeguards
Controls that fit this request
- ✓
Use controlled source versions and have the responsible owner choose the final option
- ✓
Keep whole files, mailboxes and datasets out of the prompt when a short part of approved contract variants and customer requirements is enough.
- ✓
Treat a new purpose, region, data source or recipient as a new request rather than silently extending this one.
- ✓
Make the final route reproducible from the recorded facts, safeguards and policy version.
Questions people ask
About this AI use
Is using AI to compare contract options for a customer automatically allowed?
Permission depends on the facts submitted for this request. A different tool, information class, region or use of a comparison of available commercial options can produce another route.
What belongs in the employee’s request?
Describe a comparison of available commercial options, identify approved contract variants and customer requirements, name the exact tool and account, explain who will receive or rely on the output, and state how commercial or legal owner will review it.
How much of the request should the company retain?
Make the final route reproducible from the recorded facts, safeguards and policy version. A classification and controlled reference may be enough when copying approved contract variants and customer requirements would create unnecessary risk.