Put your working automations, their documents and their costs into one portfolio you can keep up to date and show others.
Over the course you have produced a fair amount of paperwork for each automation: a scoring sheet, diagrams, test logs, a record of failure tests, runbooks, cost sheets and a review. Most learners find these files have ended up in different places by now. A runbook might sit on a shared drive while your course notes hold the test results. The only copy of a diagram could be a photo on your phone of something you sketched on a whiteboard, and your cost figures may be divided between two tabs of a spreadsheet. Every one of those documents was useful while you were building. Gathered into one place, they give you a record you can update, pass to a colleague when you hand over a flow, and show to your manager.
The document that gathers them is an automation portfolio: a short write-up of every live flow you own, with the plan for keeping each one running. It needs at least two live automations. Each flow has its diagram, test log, runbook and cost sheet, plus a review date that also sits in your calendar. The last part of the portfolio is the diagram for the next task from your scoring sheet, so a reader finishes on what you plan to build. Aim for something a manager can get through in ten minutes and then say what runs, what it costs and who to call if it breaks.
Only flows that are running belong here. A flow still in testing should go live first, and then you add it. A typical pair would be the enquiry flow you built in module 4 and the invoice flow from module 6.
Do the gathering before any writing. Make one folder, copy every document from the course into it, and work only from that folder while you build the portfolio. With all the figures and diagrams together, you are much less likely to paste in an out-of-date copy.
Give each flow its own page, or its own section if you prefer a single document. Every page carries the same items in the same order, so a reader who has learned the layout on page one can find things on page two without searching. Put the summary on the page itself and link out to the detail.
Two people will open these pages for different reasons. Your manager reads the summary. Whoever is fixing the flow, say at 9am on a Monday (an invented example), skips straight to the runbook. Each of them should be able to find their part within seconds. The items for each page are:
The one-line description and the owner, taken from the top of the runbook. The diagram, either the redrawn version from lesson 2.4, "Draw your first workflow on paper", brought up to date with every change since, or a screenshot of the flow in your tool. A short test summary giving how many cases you ran, how many passed on the final run, and any failure tests from lesson 7.4 along with the gap each one revealed. The figures from your lesson 8.1 cost sheet: monthly cost, time saved, the error cost in a single sentence, and payback. Links to the full runbook, the full test log and the log sheet.
Bring the diagram up to date before you put it on the page. Almost every flow changes between its first drawing and its launch. Set beside your module 2 drawing, the live version has probably picked up a duplicate check, an error path, a log step and an approval step. Draw those in, so the page shows the flow the way it runs today.
Lesson 8.3, "Review, retire or rebuild", set a review for every quarter. For each flow, create a calendar reminder that repeats quarterly. Inside the reminder, paste a link to the portfolio and the four checks. Months from now you can open the reminder and begin the review without having to recall what it involves.
Each flow's page also shows its next review date, which lets anyone reading see when that flow is due for a check.
Some flows carry a risk tied to a known date, for instance a connection that expires on a fixed schedule, or a rise in volume you expect during a busy season. Add a separate reminder for those, set to go off before the date arrives.
Go back to your scoring sheet from lesson 1.4, "Score your own task list". One candidate there is marked to keep for later. Confirm it still sits at the same rank, since your working week may look different from when you first scored it.
Draw that candidate's diagram using the module 2 method: the trigger, the actions, the fields written on every arrow, and each filter, branch and human checkpoint marked. It goes on the last page of the portfolio, with one line explaining why this task is next in line.
Mei Ling built her automation flows for a tuition centre, and her portfolio ran to four pages.
The enquiry flow takes page 1. It starts with the one-line description, followed by the updated diagram, which now has a branch by level and an AI drafting step. Her test summary records ten cases passed, and five failure tests that turned up one gap, which she fixed. For cost she used the example figures from lesson 8.1 and added a note that the main benefit is faster replies in January, when the centre is busiest. Links to the remaining documents come after that.
Page 2 follows the same layout for a smaller flow she built later, which sends parents a reminder the day before a trial lesson. Page 3 sets out the review dates for both flows, with a note to check January volume against the plan's allowance. Page 4 has the diagram for her next candidate, a flow to collect requests for make-up classes. She chose it because, in her 20-example test, make-up class messages were labelled "unsure" more often than any other kind.
She emailed the portfolio to the centre owner with a two-line message. The owner got through it in under ten minutes and had one question, which was about the cost.
Your first step is to gather every document from the course into a single folder, then build the portfolio from that folder.
Assemble your automation portfolio with at least two live flows, their documents and a review plan with dates.
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