Trace one real case
Follow a request from trigger to completion. Record systems touched, information copied and the decisions people make.
List the exceptions
Document missing information, denied approvals, delayed responses and provider failures. A useful workflow must describe what happens when work cannot continue.
Agree the owner
Identify who can change rules, review failed cases and approve sensitive actions. Automation should not remove accountability.
Define handover
Include monitoring, credentials ownership, operating instructions and change management. Test the workflow with its future operator.
Make it specific to your situation.
Use this guide as a starting point. The next useful step is to record the real context, identify the decisions that need an owner and agree what evidence would support the decision.