Decision inputs
Facts that change the policy answer
The request sits in customer service and sales and connects customer requirements, approved pricing and product scope with a commercial proposal draft. That context distinguishes it from a generic permission to use AI.
- 1Task and owner
- Account executive wants to write a customer proposal. Name who owns the finished a commercial proposal draft; ownership should not disappear because AI helped produce it.
- 2Information involved
- Customer requirements, approved pricing and product scope. Include attachments and connected sources when deciding the highest information classification.
- 3Tool and account
- An approved company account. Treat a new plug-in or connector as a change to the approved setup.
- 4Intended result
- The expected result is a commercial proposal draft. State whether another person will see it, rely on it or receive an action produced from it.
- 5Consequence if it is wrong
- Generated scope or pricing can create a commitment the company cannot deliver. Use this consequence to distinguish a routine request from one needing specialist approval.
- 6Human review
- sales manager should inspect, change, reject or stop the result. Review is meaningful only when that person has enough context and authority to change the result.
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 least restrictive path starts only after the exact account is approved, only the minimum internal information is used, a commercial proposal draft remains within the stated purpose, and sales manager reviews it before use.
Approval may be required
Specialist approval becomes relevant if the account or data handling is uncertain, generated scope or pricing can create a commitment the company cannot deliver, or a commercial proposal draft reaches people or systems beyond the requester’s authority.
The request may need to stop or change
The company may need a safer design when restricted information would enter an unapproved service, the output would act before sales manager can intervene, or compare every deliverable, price and date with the approved commercial terms cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Does the selected account retain or reuse anything supplied while trying to write a customer proposal?
- 02
Could customer requirements, approved pricing and product scope be reduced to a short de-identified extract?
- 03
Does a commercial proposal draft create an external statement, a decision or an automated action?
- 04
Who replaces sales manager when the request falls outside ordinary expertise?
- 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
- account executive
- task
- Use AI to write a customer proposal.
- information
- customer requirements, approved pricing and product scope
- 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
- sales manager
Useful safeguards
Controls that fit this request
- ✓
Compare every deliverable, price and date with the approved commercial terms
- ✓
Document why each part of customer requirements, approved pricing and product scope is necessary before making it available to the tool.
- ✓
Keep the use within draft or analyse and run another check if the audience, tool or intended effect changes.
- ✓
Keep the submitted facts, sales manager’s decision and the exact published policy version.
Questions people ask
About this AI use
Is using AI to write a customer proposal automatically allowed?
Treat this as a request pattern. The authoritative answer comes from the current company policy and the employee’s completed submission.
When is the request detailed enough to decide?
Describe a commercial proposal draft, identify customer requirements, approved pricing and product scope, name the exact tool and account, explain who will receive or rely on the output, and state how sales manager will review it.
What should remain after the decision?
Keep the submitted facts, sales manager’s decision and the exact published policy version. A classification and controlled reference may be enough when copying customer requirements, approved pricing and product scope would create unnecessary risk.