How we work
We map the work, build in weeks, and stay.
Every build follows the same five steps, from the first call to the day a document changes two years later. Here is what happens at each one, and who does what.
The five steps
The AI layer follows the work. Not the other way around.
The same people run every step, and the ones who build it are the ones who keep it running.
- 01
Map how the work moves today, not how the procedure says it should.
Map the work
Which documents govern this task, which system holds the record, who decides, and who answers for it when something goes wrong. Most teams have never seen this on one page. Building it is the first thing we do, and you keep the map whether or not you go further.
The recordThe decisionThe review pathThe ownerResolved stateOne page that shows how the work moves today.
- 02
Build alongside your systems, not in place of them.
Build on the systems you already have
The layer connects to the systems already in place: your eQMS, PLM, HRIS, contract system, shared mailbox, messaging app. Whichever one holds the official record keeps that job. Nothing migrates, nothing is replaced, and nothing needs revalidating because a new tool started writing into it.
Source systemsWork channelsAccess boundariesRoutingResolved stateA layer connected to your systems, with the record left where it was.
- 03
The people accountable for the answer see it first.
Review with the people accountable for the answer
Before anything reaches daily use, the operators, analysts, or HR staff who do the task check it: where each answer comes from, what happens at the edges, and where it stops so a person can decide. Nothing goes live until they say it should.
Sourced answersException pathsWhere it stopsTeam feedbackResolved stateA system the responsible team has checked in context.
- 04
Nothing about who decides changes on go-live day.
Go live inside the tools your team already opens
The layer goes into daily use in the messaging app, the shared mailbox, the app on the floor. Who approves, who sees what, and who stays accountable are exactly what they were the day before. The only thing that changed is that the checking, chasing, searching, and drafting stopped landing on a person.
Approved sourcesDefined accessReview pathAccountable ownerResolved stateA launch where the same people are still in charge.
- 05
Go-live is a checkpoint, not the finish.
Stay, and keep it current
Documents get revised. Policies change. New failure modes show up, and a rejection list that started at 10 items grows to 19. Keeping the system aligned with all of that is Botable's job, covered by the subscription. It is not a ticket in your IT queue or a new line in someone's job description.
Document changesSystem changesNew exceptionsThe next gapResolved stateA system that keeps up with the work, maintained by the people who built it.
The split
Who does what is settled before anything is built.
Botable never takes over the authority of your controlled documents or the judgment of the people responsible for the work. The split is written into the scope, and it does not move after go-live.
Your team keeps
- What your controlled documents say
- Who has access, and who reviews
- Every decision that needs a person
- The systems that hold your official record
Botable takes on
- Mapping the work and designing the build
- Building and connecting across your approved systems
- Keeping it current as documents, systems, and needs change
- Iterating with the people who do it every day
Existing systems
Built around the systems that already hold the record.
A build usually touches several of these. None of them lose their authority. What connects to what, and who can see it, is decided per workflow and written down before we build.
See integration evidence and boundaries- Quality systemseQMSPLMLMS
- People systemsHRISEmployee records
- Controlled knowledgeDocument repositoriesApproved policies
- Contracts and clientsContract systemClient channels
- Work channelsEmailMessaging and collaboration tools
Your systems keep their authority. Botable runs the layer between them.
Start with one gap.
We map the work, settle who does what, and show you what a build involves. Then we build it, and we stay.