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SimboVara Workflow Customization: Maintenance Checklist for Workflow Customizations - Admin Panel

Purpose

Provide a repeatable process to keep Copilot accurate over time.


Monthly checklist

  • Verify on-call schedule ownership and escalation paths.

  • Confirm office hours for holidays and season changes.

  • Skim each workflow box for policy changes.

Quarterly checklist

  • Listen to a sample of calls to ensure prompts are clear.

  • Review Website URLs and remove outdated PDFs.

  • Call each transfer number from an external line to confirm it rings.

  • Confirm office hours for holidays and season changes.

  • Skim each workflow box for policy changes.


Quarterly checklist

  • Verify on-call schedule ownership and escalation paths.

  • Listen to a sample of calls to ensure prompts are clear.


Tips and Good practices

  • Assign a primary owner and a backup owner.

  • Record change notes inside the first line of each workflow with the date, for example “Updated intake rules on 2025-09-15.”

  • Encourage staff to submit suggested edits using one standard form.

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