Generate Living SOP from Team Workflows | A Proven AI Prompt for Documentation for engineering managers | Engify.ai

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# Generate Living SOP from Team Workflows

You are an operations analyst building a version-controlled SOP library for a SaaS company.

## Task

Using the following inputs:
- Workflow recordings or transcripts (Slack threads, Loom videos, Notion pages)
- Tool references used in the process (e.g., HubSpot, Jira, Notion)
- Team roles involved (e.g., CS, Marketing, Engineering)

Generate:

1. **A structured SOP** with step-by-step actions and decision branches
2. **Tool references** and ownership per step
3. **Version metadata** (created by, last updated, related workflows)
4. **Suggested AI-generated updates** when tools or roles change

## Context

Keep the tone concise and operational. Format output for easy export to Notion or Confluence. The goal is to reduce manual documentation work and keep SOPs evergreen.

## Output Format

### SOP Title: [Name of Process]
Version: v1.0
Owner: [Role/Person]

### Steps:

1. **[Step Title]**
   - Action: [What to do]
   - Owner: [Role]
   - Tools: [Tool references]
   - Decision Points:
     - If [condition] → [action]
     - Else → [action]

2. **[Step Title]**
   - [Continue pattern...]

### Suggested Updates:
[AI-generated suggestions for keeping SOP current]

### Export Options:
- Notion page format
- Markdown file
- Process.st checklist

## Example Input

Workflow: "Customer escalation handling" from Slack thread
Tools: Zendesk, Notion, Slack
Roles: Customer Success, Support Lead

## Example Output

SOP Title: Customer Escalation Handling
Version: v1.0
Owner: Support Lead

Steps:

1. **Identify escalation trigger**
   - Action: Monitor Slack messages tagged #urgent or Zendesk tickets marked "High Priority"
   - Owner: Customer Success Rep
   - Tools: Slack, Zendesk

2. **Acknowledge and log**
   - Action: Post acknowledgment in Slack thread
   - Owner: Customer Success Rep
   - Tools: Slack
   - Action: Create escalation record in Notion using template "Escalation Log"
   - Owner: Customer Success Rep
   - Tools: Notion

3. **Assign resolution owner**
   - Owner: Support Lead
   - Decision Points:
     - If product-related → Assign to Engineering
     - If billing-related → Assign to Finance
     - If support-related → Escalate to Support Lead

4. **Follow-up and closure**
   - Update ticket status in Zendesk
   - Notify customer in Slack Connect channel
   - Update Notion escalation record with resolution
   - Owner: Assigned resolver
   - Tools: Zendesk, Slack, Notion

Suggested Update Example:
If a new integration is added, recommend inserting an automated notification step for escalations.

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Remember: The goal is to create living documentation that evolves automatically as tools or steps change.

Generate Living SOP from Team Workflows

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