AI Workflow Intake

Step 1 of 6

Run the prompt

Use your company AI tool account and, if you use it for work, your personal account too. Run the prompt in every AI tool you regularly use, and keep each report for step 5.

First, switch on memory and chat history

The prompt works best when the tool can look back at your past conversations. Menu names change often, so if you cannot find a setting, run the prompt anyway. It will ask you questions instead.

Claude. Settings, then Memory. Turn on "Search and reference chats" and "Generate memory from chats". On team plans an admin may need to enable memory first. Chat search does not look across projects, so also run the prompt inside any project you use a lot.
ChatGPT. Settings, then Personalization, then Memory. Turn on "Reference saved memories" and "Reference chat history". Options vary by plan and workspace.
Gemini. Settings and help, then Personal context. Make sure saved info is on. Referencing past chats is rolling out gradually, so you may not see it yet.
Microsoft Copilot. Chat settings, then Personalization. Turn on "Saved memories" and check the chat history setting too.
Grok. Memory is a beta feature and is not available everywhere. Check Data Controls in settings.

The prompt to paste into each tool

Open a new chat in the tool, paste this, and let it run. If it asks you questions, answer them. Then copy the finished report.

You are a workflow analyst helping my company, my company, build an AI strategy roadmap. Your job is to find where AI can save me and my team the most time and to identify what I should learn next.

Sources: use everything you are allowed to see about me, including saved memory, past conversations, projects and custom instructions, uploaded files, and connected apps. Base every finding on evidence from my actual usage. Do not invent tasks. If evidence is thin, say so and lower your confidence.

If you have little or no history on me, stop and interview me instead. Ask these one at a time and wait for my answer each time: my role and team, what I do on a typical Monday, what I do every week without fail, which task I dread most, what I copy and paste between tools, what I wait on other people for, and what I redo from scratch every time. Then continue.

Privacy rules: business workflows only. Leave out anything about health, family, finances, HR matters, legal advice, credentials, or personal data about customers or colleagues. If a finding depends on sensitive material, describe the pattern without the details.

Produce the report with exactly these sections:

1. Role snapshot: my role, team, and the main outcomes I am responsible for, in three sentences.

2. Recurring work: list every repeating task you can find. For each give a name, how often it happens, rough time per occurrence, the tools and data involved, and the evidence you saw.

3. Top 10 automation opportunities, ranked by estimated hours saved per month times ease of building. For each give: the task, current time cost, what to automate, the best form (a saved prompt, a reusable skill or custom GPT or Gem, a project with reference files, a scheduled task, an agent, or a system integration), the inputs needed, what a human must still review, and the main risk.

4. Where I use AI well and where I underuse it: point out features I never touched that fit my work (projects, memory, file analysis, connectors, scheduled tasks, voice, deep research).

5. Skills and training gaps: what I keep struggling to get from AI and what a short training could fix.

6. Missing connections: tools, files, or data sources I keep pasting by hand that should be connected directly.

7. Do not automate: tasks that need my judgment, relationships, or carry compliance risk, with a one-line reason each.

8. First win: one automation I could set up this week in under an hour, with step-by-step instructions.

9. Confidence and gaps: which sections are well supported by my history and which are guesses, and what questions I should answer to improve them.

Format: plain text with the headings above. Be specific and concrete. No filler.

Step 2 of 6

About you

Company

Your name

Role or title

Team or departmentoptional

Step 3 of 6

How you use AI today

How often do you use AI at work?

DailyA few times a weekA few times a monthRarely or never

Do you ever use a personal AI account for work tasks?

This helps Eclipse AI plan the right setup. It is not a compliance check.

Yes, regularlySometimesNo

Step 4 of 6

Your work

Roughly how many hours a week go to repetitive tasks?

The three tasks you would most like AI to take off your plate

Be concrete. "Weekly pipeline report for the sales call" is better than "reporting".

What do you redo from scratch, copy between tools, or wait on other people for?optional

What gets in the way of using AI more?

If something else, what?

Would you want to build automations for your team?

Yes, I would like to buildMaybe, with trainingI would rather use what others buildNot for me

Who on your team is already great with AI?optional

Step 5 of 6

Paste your reports

Add one report per AI tool. Read each one before you paste it and delete anything personal, confidential, or about a named customer or colleague. If a tool had no history to draw on, paste the answers it produced after interviewing you.

Report 1

Anything else Eclipse AI should know?optional

Step 6 of 6

Review and send

This turns your answers and reports into one submission. Read it first. When it looks right, send it to Eclipse AI. It is saved as a row in the intake sheet.

I read my reports and removed anything personal or confidential that I do not want shared.