Recording Workflows with Scout

Document how work gets done — from an invitation or on your own.

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 a Scout session: from an email invitation (most common) or by creating your own session.

Starting from an Invitation

If an admin has assigned you a workflow to document, you will receive an email with instructions and a direct link to your session. This is the most common way users interact with Scout.

1
Check your email. You will receive an invitation with the workflow name, a description of what to record, and a link to get started.
2
Click the link. If this is your first time, you will be prompted to sign in with your Microsoft or Google account. You will then land directly in your assigned session.
3
Review the instructions. The session will display any pre-interview instructions the admin has provided, including context about the workflow and what to focus on.
4
Choose how to record. You will see three options: Start Fresh (live screen recording), Upload (existing video or documents), or Meeting (add a bot to a live call). Select the method that fits your situation.
Invitation email
Email invitation with workflow name, instructions, and direct link to the session.
Tip
You can complete your session on your own time — there is no need to schedule a meeting. This is one of the key advantages of Scout: it works asynchronously, so you can record when it is convenient for you.

Creating Your Own Session

Contributors and admins can also create sessions directly from the Scout page.

1
Click Scout in the left sidebar to open the sessions list.
2
Click New Session in the top-right corner.
3
Enter a Workflow Name and optional description. Then choose your recording method.
Scout sessions list
Scout session list with filter tabs (All, My Sessions) and workflow status indicators.

Recording Methods

When you create or open a session, you will see three options for how to capture your workflow:

New session dialog
New session dialog with three tabs: Start Fresh, Upload, and Meeting. The Chrome extension status is shown below.
MethodBest ForWhat You Need
Start FreshIndividual process walkthroughs you perform day-to-dayChrome extension installed, microphone recommended
UploadExisting training videos, Zoom recordings, workshop recordings, or documentsVideo (MP4, WEBM, MOV ≤ 2GB) or documents (PDF, Word, Excel, etc.)
MeetingLive calls where workflows are being discussed or demonstratedA meeting link (Zoom, Teams, Google Meet, or Webex)
Multiple Processes
If your video or meeting covers more than one workflow, toggle on "Multiple processes" before uploading. The AI will identify each process separately and generate individual deliverables for each one.

Session Configuration (More Options)

Click "More options" in the new session dialog to reveal advanced configuration settings:

  • Department — Assign the workflow to a specific department for organization and Architect analysis.
  • Process Category — Classify the workflow type (e.g., Finance, Customer Operations, IT).
  • Interview Context — Provide guidance for the AI interviewer's questioning approach. Auto-generated from the workflow name if left blank.
  • Interview Categories — Customize which categories the AI covers during the interview (default is 8 standard categories).
More options expanded
Expanded "More options" showing Department, Process Category, Interview Context, and Interview Categories.
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