WF-14 — AI-assisted Action

End-to-end process map for any AI-assisted task: authorize → minimize/retrieve → generate → validate → preview → approve/execute. Owner: Use-case Owner (per use case, e.g. Vikram Nair for UC-CRM-03) · applies to every AI use case registered in the Model & Prompt Registry.

WF-14 AI-07

Gateway console Approval boundary

Process map — happy pathVersion 3.1 · active since 01 Jun 2026

User invokes AI→ Authorize (RBAC + use-case entitlement)→ Minimize inputs & permission-aware retrieval→ Generate via gateway (routed provider)→ Deterministic validation (schema · policy · confidence)→ Preview with citations & diff→ Human approval gate→ Execute via normal ERP workflow · audited

Execution is never direct: an accepted AI draft (e.g. a journal entry) enters the standard business approval flow — it is not posted by the model (AI-07 acceptance criterion). Tools are allowlisted, least-privilege and server-validated; read-only is the default.

Exception paths4 defined recoveries

Generate→ Provider timeout / circuit open→ Fallback allowed for this data class?→ Approved alternative provider or deterministic template→ Result recorded with fallback flag

Validate→ Confidence < threshold 0.75→ Decline / qualify answer→ Manual task created · no AI output used

Preview→ User rejects output (reason required)→ Rejection + edit distance logged to evaluation→ No execution · use case scorecard updated

Exception	Detection	Recovery	Evidence retained
Provider outage	Timeout 12s / circuit breaker open on Provider A	Route to Provider B (approved for data class C2) or deterministic non-AI path; retry idempotent	Fallback flag, provider + model snapshot, latency
Low confidence	Groundedness < 0.75 or citation coverage < 100%	Answer declined or qualified; manual work-queue task for the requester's team	Score, threshold version, declined output hash
Output rejected	User selects Reject in preview (reason mandatory)	No execution; rejection routed to Evaluation & Observability	Reason, edit distance, prompt version
Budget cap reached	Monthly spend at approved limit (AI-08)	Noncritical request deferred or served by lower-cost path, with explanation to user	Budget snapshot, deferral notice

Owner & definition (§8.3 standard)

Workflow ID: WF-14 · AI-assisted Action
Owner: Use-case Owner (registry-assigned per use case)
Version: 3.1 · approved 28 May 2026 · effective 01 Jun 2026
Trigger: User invokes an AI action from any workspace
Preconditions: Use case registered & active; user entitled; tool allowlist published; provider healthy or fallback defined
States: Invoked → Authorized → Retrieved → Generated → Validated → Previewed → Approved / Rejected → Executed
Terminal outcomes: Executed via ERP workflow Declined (low confidence) Rejected by user
Required evidence: Prompt + model snapshot version, input hash, citations & source versions, validation result, approver identity, idempotency key
Approval snapshot: Authority resolved from policy snapshot at submission; re-evaluation only via named legal/security rule

Controls (Table 14, expanded)Control baseline AI-07

Control	Implementation	Checked at
Tool allowlist	Least-privilege, server-validated tools; read-only default; write tools require use-case grant	Authorize + every tool call
Citations	Retrieval filtered by user/company/branch/classification; citations + source versions returned; unsupported answers declined	Retrieve + Validate
Human gate	Payments, postings, payroll, permissions, legal commitments and compliance decisions require deterministic validation and human approval	Preview → Approve
Audit	Provider/model, prompt version, inputs, output, confidence, edits, approval, cost and latency logged under privacy policy	Every state transition
Idempotency	Idempotency key on proposed action; duplicate execution suppressed on retry	Execute
Prompt-injection defense	Retrieved text treated as untrusted data, never as instructions (AI-03)	Retrieve + Generate

Timers & escalation (§8.3)

Timer	Calendar	Warning	Breach	Escalation
Generation round-trip	24×7	> 8s	> 12s timeout	Circuit breaker → fallback path, gateway alert
Preview awaiting decision	Business (UAE, Sun–Thu*)	> 4h idle	> 1 business day	Draft expires; re-generation required (stale context)
High-risk approval pending	Business	> 4h	> 2 business days	Escalate to Use-case Owner, then module manager
Monthly AI budget	Calendar month	80% consumed	100% — cap	Noncritical requests deferred; Finance + owner notified

* Business calendar “UAE-DXB-2026” — pause rules apply on public holidays; timers resume automatically.

Screens involved

Step	Screen	Role
Authorize / preview / approve	Human Approval & Safe Action Boundary	Requester + approver
Routing, health, fallback	AI Gateway Console	Use-case Owner / platform
Prompt & model versions	Model, Prompt & Tool Registry	AI product owner
Retrieval scope & citations	Permission-aware RAG & Retrieval	Platform / audit
Quality, cost, rejections	AI Evaluation & Observability	Use-case Owner / risk
Full audit trail	Audit Explorer	Auditor (Grace Okafor)

Worked instance — AIA-2026-01187 · draft AR reminder for Amina Noor’s dealExecuted · 17 Jul 2026

17 Jul 2026 · 10:02 · Omar Haddad
Invoked “Draft payment reminder (EN/AR)” from Deal DL-2026-0114
Context: Amina Noor · unit PR-A-1103 · instalment 2 of 4, AED 462,500.00 due 20 Jul 2026. Use case UC-CRM-03 v3.1.
10:02
Authorized — RBAC + entitlement check passed
Tool allowlist: read:deal, read:invoice, draft:correspondence (no write tools). Read-only default confirmed.
10:03
Minimized inputs · permission-aware retrieval
6 chunks retrieved from approved knowledge (payment policy v5, template T-AR-04 EN/AR). 1 restricted legal memo excluded before context build. Emirates ID masked 784-19●●-●●●●●●●-●.
10:04
Generated via gateway — Provider A · pinned snapshot llm-2026-05-12
Latency 3.8s · cost AED 0.42 · prompt v14.3. Provider health green; no fallback needed.
10:05
Validated — schema pass · citations 5/5 · confidence 0.91
Deterministic checks: amount matches invoice INV-2026-01870, due date matches PDC diary, tone policy pass.
10:06
Preview shown with citations & EN/AR diff
Omar edited the greeting line (edit distance 14 chars — recorded for evaluation).
10:08
Human gate — approved by Omar Haddad
Action executed as a normal correspondence draft in Correspondence; send still follows the standard consent/DND rules. Idempotency key AIA-01187-x1.
10:11
Audit record sealed
Prompt version, model snapshot, input hash sha256:81f2…c9, approver, cost and latency written to Audit Explorer.

Static render mockup — no live data. Source: ERP Modern Development Specification v2.0 (§8.2 Table 14, §8.3, AI-07) · Covers: WF-14, AI-07.