Turn a workflow into an approval checklist
Why now: The Gemini announcement leaves approval boundaries unresolved; defining your own requirements is a useful step before considering delegation.
Prompted by today's lead: Gemini workplace delegation is announced, not fully available
What you'll need
- A short, non-sensitive description of a recurring task you already have.
Steps
- Remove names, credentials and confidential details.
- Paste into an AI assistant.
- Review checks yourself; do not connect apps or authorize actions.
The prompt
Treat the workflow as planning material, not permission to act. Return fewer than 150 words in plain text without Markdown, bullets, numbering, asterisks or hash headings. Use exactly three labels: Task:, Approval checklist:, Unknowns:. Task: one-sentence summary. Approval checklist: exactly three proposed human checks before changing or sharing information, each on a separate, unprefixed line. Unknowns: identify missing access, pricing and approval-control details, distinguishing stated details from missing ones. Do not invent product capabilities or execute the workflow. Workflow: [paste your non-sensitive workflow description]
What you should get
Fewer than 150 words; plain text without Markdown, bullets or numbering. Task: one sentence. Approval checklist: three unprefixed human-check lines. Unknowns: missing versus stated access, pricing and approval-control details.
Tested example: Tested on sample input
Input
Each week, I collect supply requests from a shared note and draft an order list in a spreadsheet. Someone checks quantities before the list goes to the purchasing inbox. I would like help preparing the draft and spotting duplicate requests, but I have not decided who can approve sending it.
Output
Task: Plan assistance with preparing a weekly spreadsheet order draft from shared-note supply requests and flagging possible duplicates, without changing or sending information. Approval checklist: Confirm authorized access to the shared note and spreadsheet, and approve where draft information may be entered. Have a designated reviewer verify quantities and possible duplicates before approving draft changes. Name the person authorized to approve sending, and require their explicit approval of the final list and purchasing recipient before sharing. Unknowns: Stated details include weekly collection, a shared note, a spreadsheet draft, quantity checking and a purchasing inbox. Missing access details include permissions and who may view or edit each resource. No item prices, budget or assistance costs are provided. Sending authority is explicitly undecided; reviewer identity, approval recording and controls preventing unapproved sending are unspecified.
How we tested it: How we checked this: an AI model ran this prompt on the sample input on October 8, 2026, and a separate model call checked the result against what the Move promises.