Security
Keep Access, Review, and Accountability Visible Inside the Workflow
Flow Pilot AI is designed so automation can support day-to-day work without making ownership, permissions, review points, or activity harder to understand. Security is most useful when it is part of the workflow design from the beginning rather than a separate layer added after the process is already automated.
This page explains the control questions teams should work through before connecting systems or automating decisions.
Start With Who Needs Access and Why
Every workflow should begin with a clear view of who needs to see information, who can configure the process, who can approve an action, and who can operate the workflow after it is live. Access should match the job a person or connected system actually needs to perform.
Keeping roles specific reduces unnecessary exposure and makes responsibility easier to understand when a workflow changes or an exception appears.
Define the Actions That Can Move Automatically
Not every step needs the same level of control. Repeatable actions with clear conditions may be suitable for automation, while unusual requests, sensitive records, policy exceptions, or high-impact decisions may need a person to review the context before anything moves forward.
Human review should be a deliberate part of the workflow. It should be clear what causes a pause, who receives the review, and what information they need to make the next decision.
Keep Activity and Outcomes Traceable
Teams need enough context to understand what happened after a workflow runs. That includes the source event, the current status, relevant ownership, important decisions, exceptions, and the result returned to the operating system.
Traceability is especially important when a process crosses more than one tool. Shared identifiers and clear status changes make it easier to follow the handoff without relying on manual notes or guesswork.
Limit Integration Access to the Work Being Performed
Connected systems should not receive broader access simply because a technical connection makes it possible. An integration should use the records, fields, actions, and permissions required for the specific workflow and no more than that.
If your team is planning a connected workflow, review the Integrations Directory. For custom technical connections, the API / Developers page explains the implementation questions worth defining first.
Plan for Exceptions Before the Workflow Goes Live
Real operating processes include incomplete information, unavailable systems, unexpected values, failed actions, and situations that do not match the normal path. These conditions should become visible workflow states rather than silent failures.
Decide which exceptions can retry automatically, which should stop the workflow, which need an alert, and which require human review. This makes the process easier to operate and support after launch.
Information to Prepare for a Security Review
Before discussing a workflow, document the systems involved, the roles that need access, the data that moves between steps, the actions that can happen automatically, the points that require approval, and the exceptions that should be surfaced.
You do not need a complete security specification to start. A clear description of the workflow, the people involved, and the decisions being automated is enough to make the first review practical.