Start with the current process
Write the process as a sequence of things that already happen. Name the input, the person who acts and the system of record. If two people disagree about what should happen next, resolve that disagreement before automating it. Otherwise the software will repeat the ambiguity faster.
Use rules where rules are enough
A known account identifier or required field does not need a language model to validate it. Reserve AI for steps involving interpretation, drafting or messy information. Keep the result structured enough for later steps to inspect. A classification should include an uncertain route instead of forcing every case into a confident answer.
Give the workflow memory
Record which input was processed and what happened. Use a stable event identifier so retrying a task does not repeat its external effect. Separate preparation from delivery: a draft can be regenerated, while a sent message needs a different recovery approach.
Pick the smallest complete path
Build one path from input to reviewed result before adding variations. A custom Portacode app may hold the state and review interface. A connector platform may be a simpler choice if the state already lives in supported SaaS tools. Let the process determine the architecture.
Practical guidance for this comparison. The examples describe work to configure and validate, not a tested product deployment. Editorial method and product sources.