You will assemble your working automations, documentation and costs into a portfolio you can maintain and show.
Over the course you've built up a good deal of paperwork for each automation: a scoring sheet, diagrams, test logs, a failure test record, runbooks, cost sheets and a review. For most people it's now spread across several places. Part of it is on a shared drive and part is in course notes. One diagram might exist only as a phone photo of a whiteboard, and the cost figures might be split over two tabs of a spreadsheet. Each piece did its job while you were building. Once the pieces sit together, you have a record you can keep up to date, pass to a colleague and show your manager.
An automation portfolio is a short document covering every live flow you own and the plan for keeping each one running. It needs at least two live automations. For each one you include the diagram, test log, runbook and cost sheet, and you put a review date in your calendar. The last part is the diagram for the next task you've picked from your scoring sheet, so the reader finishes on what comes next. The whole document should be short enough for a manager to read in ten minutes.
If you built the enquiry flow in module 4 and the invoice flow in module 6, those are your two flows. Only include flows that are actually running. If your second flow is still in testing, get it live before you add it.
Before you write anything, copy every document from the course into one folder. Build the portfolio from that folder, so every figure and diagram you need is in one place and you don't paste in an old copy by mistake.
Each flow gets one page, or one section if you're keeping everything in a single document. Use the same items in the same order on every page, so a reader who has seen page one knows where to look on page two. Keep the summary on the page and link to the detail. Two kinds of reader will open the portfolio. A manager reads the summary. The person fixing the flow at 9am on a Monday (an invented example) goes straight to the runbook. Both should find what they need within seconds.
Each page follows this order:
The flow's one-line description and its owner, copied from the top of the runbook. The diagram. This is either your redrawn version from lesson 2.4, "Draw your first workflow on paper", updated for every change since, or a screenshot of the flow in your tool. A short test summary: how many cases you ran, how many passed on the final run, and any failure tests from lesson 7.4 with the gap each one showed up. The figures from your lesson 8.1 cost sheet: monthly cost, time saved, the error cost in one sentence, and payback. Links to the full runbook, the full test log and the log sheet.
Update the diagram before it goes on the page. Nearly every flow changes between the first drawing and going live. Compared with what you drew in module 2, yours probably now has a duplicate check, an error path, a log step and an approval step. The page should show the flow as it runs today, with those additions drawn in.
The review from lesson 8.3, "Review, retire or rebuild", happens every quarter. For each flow, set a recurring quarterly reminder in your calendar. Put a link to the portfolio and the four checks inside each reminder. That way, when the reminder comes up months later, you can start the review without having to remember what it involves.
Also write the next review date on each flow's page, so anyone reading can see when the flow is next due to be checked.
Some flows have a known risk with a date attached. One example is a connection that expires on a schedule. Another is a jump in volume that you expect in a busy season. For any flow like this, add an extra reminder that comes before that date.
Open your scoring sheet from lesson 1.4, "Score your own task list". One candidate on it is marked to keep for later. Your week may have changed since you scored it, so check that this candidate still ranks where it did.
Draw its diagram the way you learned in module 2. Show the trigger, the actions and the fields on every arrow, and mark every filter, branch and human checkpoint. Put the diagram at the end of the portfolio with a one-line note on why this task ranks next.
Mei Ling built her flows for a tuition centre, and her portfolio came to four pages. The figures in her case are invented examples.
The first page is about the enquiry flow. Under the one-line description is her updated diagram, which now has a branch by level and an AI drafting step. Her test summary shows ten cases passed, plus five failure tests that found one gap, which she fixed. For cost she used the example figures from lesson 8.1, with a note that the main benefit is faster replies in January. Links to everything else follow.
The second page uses the same layout for a smaller flow she built later. It sends parents a reminder the day before a trial lesson.
The third page lists the review dates for both flows. It also has a note to check January volume against the plan's allowance.
The fourth page has the diagram for her next candidate, a flow that collects requests for make-up classes. She picked it because those messages got the "unsure" label more often than any others in her 20-example test.
She sent the portfolio to the centre owner with a two-line email. The owner read it in under ten minutes and asked one question, about the cost.
Your own portfolio is complete when it covers at least two live flows. Each flow needs a diagram that matches how it runs today, a test summary, cost figures, and links to its runbook and logs. Each flow also needs a review date on its page and in your calendar. The last page holds the diagram for your next candidate. A manager should be able to read it all in ten minutes and know what runs, what it costs and who to call when something breaks.
Start by gathering every document from the course into one folder, then build the portfolio from there.
Put together your automation portfolio with at least two live flows, their documents and a dated review plan.
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