The riskier the work, the more people check it, and people handle money and approvals
What AI Crew does is divided into five stages depending on the level of risk. It looks things up and reads right away, gets a human check for work that goes outside the company, and people handle money and approvals themselves. Work such as account or security changes is blocked by the system.
Designed for: For security staff and executives reviewing the control standards for adopting AI Crew.
Five stages
The examples are based on the work of Ondam Living Co., a fictional company, and the stages are the standards actually applied in the current service.
| Stage | Examples | What AI Crew does | What people do |
|---|---|---|---|
| Stage 1: Look up and read | Finding and summarizing partner emails, finding a product specification in Drive, looking up a client's contact details, finding free time for a meeting | Does it right away | See the results |
| Stage 2: Drafts and internal work | A draft reply to a partner, a draft product introduction, draft requests for leave and expense approval, scheduling and canceling internal meetings | Does it, then reports | Review the report and edit or undo |
| Stage 3: Work that leaves the company | Sending email to a client, inviting outside attendees to a meeting, sharing materials with people outside the company | Prepares it, then posts a confirmation card | Review the content, then approve or reject |
| Stage 4: Money and approvals | Approving in the Approval service, paying invoices, placing purchase orders, approving on someone's behalf | Leaves review comments only | Do it themselves |
| Stage 5: Blocked work | Changing account or security settings, deleting without a person's approval | Cannot do it (blocked by the system) | If needed, a person with permission does it themselves |
How a confirmation card is handled
- AI Crew preparesAI Crew prepares what it will do, such as an email draft or an event invitation.
- A confirmation card is postedThe confirmation card comes up in the AI Crew command window and is shown with real-time notifications and badges. Cards that need a decision also stay in the Today brief.
- A person decidesThe responsible person reviews the content and approves or rejects it. Nothing goes outside before it is approved.
- Proceed and reportWhen it is approved, AI Crew carries on and reports the result in the same conversation.
- Activity recordAn activity record shows who handed off the work, what was prepared and who approved it.
Rules set for each service
- Sending email goes through a person's approval
- For events, a confirmation card is posted only when there are outside attendees
- AI Crew cannot approve. Even if it tries, it is not processed
- The approver must be a different person from the requester
- Deleting contacts always needs a person's approval
- When AI Crew creates or assigns a task, it goes through a human check
- AI Crew work that changes HR information always goes through a person's approval (beta)
- AI Crew does not handle customs declarations, opening letters of credit, payments or certificates of origin in trade work
- When doing web work with Crew Browser, people make payments
Frequently asked questions
Isn't it a hassle if everything needs approval?
Stages 1 and 2, looking things up and making drafts, go ahead without a check. Human checks apply only to work that goes outside the company or is hard to undo.
Can we set AI Crew to approve approval documents?
No. Approving is blocked by the system and cannot be unlocked even in admin settings.
What happens if I leave a confirmation card unanswered?
Nothing goes ahead before it is approved. Cards that need a decision stay in the Today brief, so you can handle them later.
Where do I see the result after approving?
The result is reported in the same command window conversation and is also kept in the activity record.
Related pages
Start with AI Crew in the November closed beta.