Document a workflow so someone else can run it

The handover doc: what it does, where it lives, what to do when it breaks.

Before delivering an automation to a client, or before going on holiday.documentationhandoverclients
ChatGPT Claude
Write documentation for an automation so a non-technical owner can understand it and a technical person can fix it.

The workflow (paste the node list, export, or a step-by-step description): <paste>
What business problem it solves: <one paragraph>
Who owns it after handover: <role, how technical>
Systems and credentials involved: <list, no secrets>
What has gone wrong so far, if anything: <list>

Produce a document with:
1. In one paragraph, for the owner: what this does, when it runs, what it produces, what it costs to run.
2. A diagram in text: trigger → steps → outputs, with the systems named.
3. Step-by-step: each step, what it does, what it needs, what it outputs. Plain language.
4. Where things live: which account, which workflow name, where logs are, where credentials are managed (names only).
5. When it breaks: the 5 most likely failures, the symptom the owner would notice, the first thing to check, and who to call.
6. How to pause it, how to rerun a failed item safely, and how to change the most common setting.
7. Monthly checks: three things to look at, five minutes.
8. Known limits: what it deliberately does not handle.

Write for the owner first. Put technical detail in clearly marked sections.

Replace every <placeholder> with your own details before you send it.

How to use it

  1. 1Paste the actual node list or a workflow export. The doc should match reality, not memory.
  2. 2The 'when it breaks' section is the one the client will actually read. Make it good.
  3. 3Deliver it as a page in their tool (Notion, Drive), not as a chat message.

Reviewed 2026-09-20

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