Decision inputs
Facts that change the policy answer
Here the tool receives account usage, contract dates and approved renewal terms, while someone ultimately relies on a customer renewal message. The policy must evaluate the whole path between them.
- 1Task and owner
- Customer success manager wants to draft a renewal email. Name who owns the finished a customer renewal message; ownership should not disappear because AI helped produce it.
- 2Information involved
- Account usage, contract dates and approved renewal terms. Check uploads, history and connected systems before describing the request as low sensitivity.
- 3Tool and account
- An approved company account. A personal login can handle information differently from the company-managed version of the same tool.
- 4Intended result
- The expected result is a customer renewal message. The policy needs to know what happens after generation, including publication, communication and automated use.
- 5Consequence if it is wrong
- The message may expose usage data or state the wrong contractual position. The policy route should reflect this possible harm instead of relying on how ordinary the task sounds.
- 6Human review
- account owner should inspect, change, reject or stop the result. Make the review happen before reliance and give the reviewer a real way to stop the work.
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 customer account information is used, a customer renewal message remains within the stated purpose, and account owner reviews it before use.
Approval may be required
A named reviewer should take over when the account or data handling is uncertain, the message may expose usage data or state the wrong contractual position, or a customer renewal message reaches people or systems beyond the requester’s authority.
The request may need to stop or change
Do not continue unchanged when restricted information would enter an unapproved service, the output would act before account owner can intervene, or verify contract dates, price and customer-specific terms before sending cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Which approved account will perform draft a renewal email, and what external connections can it reach?
- 02
Does the proposed input include more of account usage, contract dates and approved renewal terms than the result actually requires?
- 03
Will a customer renewal message remain working material, reach another person or make another system act?
- 04
Will account owner review before the result is sent, published or acted upon?
- 05
When must the employee stop and run the policy check again?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- customer success manager
- task
- Use AI to draft a renewal email.
- information
- account usage, contract dates and approved renewal terms
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Draft or analyse
- impact
- External communication
- review
- Complete human review
- owner
- account owner
Useful safeguards
Controls that fit this request
- ✓
Verify contract dates, price and customer-specific terms before sending
- ✓
Keep whole files, mailboxes and datasets out of the prompt when a short part of account usage, contract dates and approved renewal terms is enough.
- ✓
Write the boundary around a customer renewal message clearly so later users do not expand the approval by assumption.
- ✓
Link the completed check to the applicable policy version and append later reassessments separately.
Questions people ask
About this AI use
Is using AI to draft a renewal email automatically allowed?
The company policy supplies the answer after it receives the real tool, data, purpose, impact and review plan. This page only prepares those facts.
Which facts should be submitted before work begins?
Describe a customer renewal message, identify account usage, contract dates and approved renewal terms, name the exact tool and account, explain who will receive or rely on the output, and state how account owner will review it.
What belongs in the completed policy record?
Link the completed check to the applicable policy version and append later reassessments separately. A classification and controlled reference may be enough when copying account usage, contract dates and approved renewal terms would create unnecessary risk.