If your day consists of moving information between windows, look at the whole process. A customer request arrives by email, background information sits in a file and the next step belongs in a project spreadsheet. Often, the same information is copied between them.
Zapier describes automation as a trigger followed by actions. AI can be one step, such as classifying text or preparing a draft. Source: Zapier workflow guide.
Describe what should move where
Start narrowly: a new training enquiry creates a spreadsheet row with the company, contact and topic. AI summarises the free-text request. A person checks the entry before preparing a proposal.
Define the source of truth for each field. Contact details may come from the enquiry, a service description from an approved document and a price from the price list. AI shouldn't invent missing values.
Match permissions to the task
A task that only reads documents may not need deletion or publishing rights. Check that the correct work or personal account is connected. A technically working connection to the wrong account can still produce the wrong result.
Test missing files and expired connections too. The workflow should produce a clear error instead of silently forwarding incomplete information. Decide how to avoid creating the same entry twice when a request is repeated.
AILithe helps choose a first connection that removes real manual work. Once it works, add another step. The system stays understandable to the people who use it daily.