Scout Overview

Scout is where you document how work gets done. You record or upload a workflow, answer follow-up questions from an AI interviewer, and receive a complete SOP, BPMN diagram, and flowchart — all generated automatically.

There are two ways to start: from an email invitation (most common) or by creating your own session from the Scout page.

Your workflow list

When you open Scout, you see all your workflows. You can:

• Search by name at the top.
• Filter using tabs like "All", "Assigned to You", "Shared with You", "My Sessions", "Assigned to Others", and "Member Sessions" depending on your role and Initiative.
• Click any workflow to open it.
• Move a workflow to a different department — open its "⋮" (three-dot) menu and use Move to department. When the Initiative has departments in scope, the choices are limited to those. If an Architect analysis already ran, moving a workflow marks the analysis as out of date so you know to re-run it.
• Click "New Session" to start documenting a new workflow.

Each workflow card shows its name, status, department, and whether SOPs and BPMN diagrams have been generated.

Admins also see a "Member Sessions" group with workflows recorded by other people — org admins organization-wide, Initiative admins for the Initiatives they manage — opened in a read-only view (they can look but not edit or record).

Cards may appear at the top of your list when something needs you: "Questions for you" (questions forwarded to you or tagged for you in a shared session), "Needs your response" (questions raised for you as an interview organizer), and a "Shared with You" group for sessions teammates shared. A small "[N] for you" badge on Scout in the sidebar counts everything waiting. See the Working Together section for how these work.

Status meanings:

Starting from an invitation

If an admin assigned you a workflow to document, you'll receive an email with the workflow name, instructions, and a direct link. The same invite also appears at the top of Home — Accept or Continue is on the row, and that list is the number next to Home in the sidebar.

1. Click the link. If it's your first time, sign in with your Microsoft or Google account — you'll land directly in your assigned session.
2. Review what they're asking for — the workflow name, department, any instructions, and a "Complete by" date if the admin set one. If the admin listed what the interview needs to resolve, a "What this interview needs to resolve" box shows those points — read it first.
3. Click Accept Invitation, then choose how to respond (below). Fields are pre-filled with what the admin specified.

You can complete your session on your own time — there's no need to schedule a meeting. If you haven't started yet, you'll get reminder emails, each with a fresh link.

If the invitation isn't for you: under the Accept button there's a quieter link — "This isn't my process, or someone else should answer". Use it instead of ignoring the invite: pick a reason, optionally name who should answer instead, and the organizer is emailed so they can re-route the ask. Declining stops the reminder emails. You can only decline before accepting; after that, ask the organizer to cancel it for you.

Starting a new session yourself

Click New Session in the top-right of the Scout page. A popup appears with up to four tabs:

Just Questions appears only when you're accepting an invitation — the interviewer opens with a question built from the invitation itself. Use it when you've already recorded this process and only specific gaps are left, or when recording isn't appropriate.

Your administrator controls which methods are available, so a tab may appear locked with a "Disabled by your administrator" note (see Settings → Recording Methods).

In the main form: enter a workflow name (required) and optionally a description. The session is filed under your default department unless you pick another one under More options; if you tag the session as part of an existing process (below), it is filed under that process's department instead and the picker is not shown. You can always move the resulting process to another folder in the Library later, which reassigns its department.

Already documented? A one-line Import it link under the process picker (or at the bottom of the popup if the library is empty) opens import so you can add an existing diagram, procedure, or process map straight into the Processes library instead of interviewing anyone — use it when the process is already written down and you only need it in the library. It isn't offered on the Meeting tab or when you're accepting an invitation. See Processes for what happens to each file type.

Under "More options":

• Department — where the session is filed; defaults to your own department. When the Initiative has departments in scope, the picker lists only those. Not shown when you've tagged an existing process.
• Interview instructions — private steering for the AI interviewer's questioning: what to dig into, what to skip (written for you from the workflow name unless you change it). This is not where facts go: the Initiative's written documents in the Library are read by Scout for every session, and a line under the field says how many there are and opens the Library.
• Interview Topics — customize what the AI covers (defaults are things like Process Flow, Decisions & Exceptions, People & Roles, Systems & Tools, Time Spent & Variability).
• Reference documents — attach existing SOPs, guides, or specs (PDF, Word, PowerPoint, Excel, or text files up to 50MB each) so the AI knows the basics and asks sharper questions. A PowerPoint deck is read slide by slide, and a flowchart drawn on a slide is read in arrow order, so the AI knows the steps the deck lays out before it asks — save an older .ppt as .pptx first, as a .ppt uploads but can't be read. Images work too (PNG, JPG, WebP, same 50MB limit) — for example an existing workflow diagram, an SAP screenshot, or a photo of a whiteboard. The AI reads a written description of the picture rather than the picture itself, so lanes, arrows, and fine detail may not carry over exactly. These choices apply whichever recording method you picked — a meeting the bot joins is interviewed with the same interview instructions and topics as a session you record yourself.

Part of an existing process: under the workflow name — on every recording method, the meeting bot included — you can tag the session as documenting a process you already have: another part of it, or how your region or team runs it. Open the picker and type to filter by process or department name rather than scrolling the full list. As you type the workflow name, Linc may show "Looks like part of …" in a highlighted box right under that name when it resembles a process already in your library (it also recognises the same process named in another language, such as an English name for a Portuguese process). Click Tag it to accept or Not this to hide it — Linc never tags the session for you. Once tagged, the box reads "Tagged as …" with Clear. When several versions of one process match, it says "which version?" and Choose opens the picker.

Once tagged, the interviewer starts from that process's documented steps instead of asking you to describe the process from scratch. It confirms the documented flow in chunks, asks first which part and which version you personally run, and spends its questions on what the documentation leaves blank (Responsible, System, Evidence… per step). When what you do differs from what is written — a different system, an extra approval, a step in another order — it asks whether the documentation is out of date, whether that's how your region or entity does it, or whether it's your own workaround, and records the answer. Steps written in Portuguese or Spanish are matched to an English interview as the same steps. When the process already has other documented versions (variants), the interviewer knows them too — the condition each applies under and the steps that set them apart — and pins down which one you run before reading anything as a difference. The finished interview is then filed against that process instead of creating a duplicate — as evidence when it confirms the documentation (no new version), as a new version when it corrects it, or as a variant (its own process, grouped with the original) when your region or team runs it differently. Linc decides which from the recording and the answers you gave; you don't have to say — unless you already know. Once a process is picked, a checkbox "My region, team or category runs this differently" appears under it: tick it when you are recording your own way of running the process rather than correcting the documented one. The interview is then kept as a variant alongside the process you picked, the existing document is left as it is, and the interviewer asks how your version works and when it applies rather than whether the documentation is wrong. If an interview was added to a process and should have been kept separate, the session's Process area has a Keep as a separate variant button that undoes it (see Processes).

Even without a tag, when your workflow name (with its description and department) matches a process that already has several documented versions in the initiative — or, if the name doesn't give it away, when what you describe in the first few answers clearly is that process — the interviewer knows those versions during the interview: it first establishes which one applies to you (your region, entity or system), confirms the steps that match it, and when a step of yours differs from that version it asks once why — naming the version and, when it knows who recorded it, the person ("the way Ana does it in the Brazil version has the NF-e check here — why is it different for you?") — and records your answer: the documentation is out of date, it is how your region or entity does it, or it is your own workaround. When it's a real difference (not stale documentation) it asks one more question for the reason behind it — a regulation, a system you do or don't have, a local policy, volume, history — and what would break if you did it the documented way, so that a later improvement suggestion is grounded in why the process is the way it is rather than proposing to harmonise away a tax rule. A step that matches a different version is not treated as a difference, and a translation of the same step never is. This is read-only context: it does not tag the session or change how the finished interview is filed. Versions you have dismissed as "not variants" are never used, and a process with a single documented version is interviewed as before.

If you don't tag it, Linc matches the finished interview against your process library itself: a clear match is filed against that process the same way, with a corrected version kept as a draft (the session's Process area shows what happened, with a Not the same process undo); a likely match is shown as a suggestion — Same process, Same process, run differently here (kept as a variant, the existing document untouched) or Different process — and anything else becomes a new process, unless the interview is already filed on a process in the Library, in which case that process is kept and you can save the interview's documents as a new draft version of it instead of a second process. A session waiting on that suggestion shows a Needs a decision chip in the Scout list. When a session's title isn't already that process, the same line as its status shows the library process it's filed into (or the one you picked when you started, if it isn't filed yet). When you open a session the Processes tab carries the count of decisions still waiting and is the one that opens first (only if you can decide: the interview's owner, whoever invited them, or an org admin). The tab shows a short excerpt of that library process — the same status as its page, its department, the folder it is filed in, and a line of its description. When it is a variant, the line under that says what varies, lists the other variants as links, and ends in Open variants, which opens the group's page (see Processes → The variant group page). A suggested match shows the same excerpt for the process it might be. See Processes → How processes are created and updated.

Multi-process detection

Sometimes the AI detects that your recording or documents contain more than one workflow (you can also flag this yourself with the "This recording covers multiple processes" toggle when uploading). When this happens:

1. Your workflow status changes to "Reviewing".
2. You see all the processes the AI detected, each with a name, description, and timestamps — you can edit these.
3. Choose "Confirm & Start Interviews" to create separate workflows for the ones you keep (your original becomes the "parent"), or "Treat as Single Process" to continue as one workflow.
4. After confirming, the parent workflow shows a branch icon linking to the child workflows.