STATEMETHOD

Illustrative workflow / one possible configuration

Build the handover index while keeping every gap visible.

Index handover evidence, surface missing obligations and prepare a controlled pack for Handover Manager approval.

Explore the workflow One example configuration · synthetic data · Interactive reference
Audience
Project managers · Document controllers · Commissioning managers
Workflow owner
Handover Manager
Input
Approved handover schedule, O&M files, certificates and as-built register
Final artifact
Approved handover index and issue-ready pack

01 / Handover assembly path

Build the pack around visible obligations and gaps.

Contractual obligations and submitted files enter independently, then join in a coverage matrix. Missing, duplicate or expired evidence moves to an owned gap desk before the Handover Manager approves the exact manifest.

Select a synthetic scenario

Synthetic case / SM-HO-027/O&M-08 / Primary view
NEEDS REVIEW
Handover Document Preparation — Needs reviewA controlled exception is waiting for the named owner. No output has been issued. Current reason code: DUPLICATE_OWNERSHIP_UNCLEAR. The topology contains 9 icon nodes and 13 directed connections. Current node: Gap desk. Focus a node to inspect its lane and responsibility.obligationsobligationsfilesfilesclassified evidenceclassified evidencematched itemsmatched itemsvalid evidencereadiness dossierapprove issuereturnreturnresubmissionresubmissionLoad obligations: Freeze approved deliverables schedule01Load obligationsIntegration / toolSnapshot files: Hash submitted handover evidence02Snapshot filesIntegration / toolClassify evidence: Identify files, assets and dates03Classify evidenceModel-assistedReconcile coverage: Join obligations to candidate files04Reconcile coverageDeterministic controlValidate evidence: Check revision, status, expiry and links05Validate evidenceDeterministic controlGap desk: Own missing, duplicate or expired items06Gap deskRecovery routePrepare pack: Build index, manifest and exception list07Prepare packActionHandover gate: Manager approves exact manifest hash08Handover gateHuman approvalIssue to CDE: Seal pack and record issue receipt09Issue to CDEControlled output
Recovery route / Exception control / activeGap desk

Own missing, duplicate or expired items

State: NEEDS REVIEWReason: DUPLICATE_OWNERSHIP_UNCLEARA controlled exception is waiting for the named owner. No output has been issued.
  • completed
  • active
  • blocked
  • pending

Primary route first · expand controls only when needed

02 / Value hypothesis

Less handling. More deciding.

This planning model separates machine preparation from remaining human review. It is not a measured result.

Before / manual handling

5h
  1. 01Chase filesCollect documents from packages and suppliers.
  2. 02Build indexRename, classify and link each deliverable.
  3. 03Check completenessCompare the pack against contractual schedules.

After / controlled preparation

AI-assisted preparation
16m
Remaining human review
1h 5m
Potential time returned / case
3h 39m
  1. Index evidence. The workflow maps files to bounded obligations.
  2. Review gaps. The Handover Manager accepts or rejects exceptions.
  3. Issue pack. Only the approved index and valid files are released.

Your volume / adjustable

Illustrative estimate
Calculated monthly time returned63h

3h 39m × 4 cases × 4.33 weeks, rounded to the nearest hour.

03 / Live handover run

The manifest shows delivered evidence and unresolved gaps together.

Run a synthetic obligation and submitted file through matching, validation and ownership controls to generate a controlled manifest row.

SYNTHETIC CASE / SM-HO-027/O&M-08 / NEEDS REVIEW
READY TO RUN
01 / Input data

Folder tree, obligation schedule and submitted files

/Handover/Mechanical/AHU-04/

CONTRACTUAL DELIVERABLES

HM-027-01O&M manualPractical completion - 14dSupplier A / Supplier B

HM-027-02Commissioning certificateAt commissioningCommissioning manager

HM-027-03WarrantyPractical completionMechanical contractor

HM-027-04As-built drawingPractical completion - 7dDesign coordinator

Synthetic O&M file and handover schedule

02 / Controls

Executed checks

  1. Obligation matchWaiting to run
  2. File validationWaiting to run
  3. OwnershipWaiting to run
03 / Generated result

Indexed handover manifest and gap register

No run yet

The result will be generated from the visible synthetic rows.

All rows, checks and outputs in this run are synthetic. They demonstrate executable workflow behavior and authority boundaries, not analysis of client documents or measured production performance.

04 / Explicit authority

The system prepares. The named owner decides.

Permission matrix for Handover Document Preparation
AuthorityPermissionOperating scopeStatus
ModelClassify files and map them to handover obligationsPrepare a bounded proposal and cite available evidence.✓ May
SoftwareCheck status, versions, dates and file linksEnforce deterministic rules, state transitions and action limits.✓ May
ModelResolve conflicting source evidenceConflicts must stop or route to the named human owner.× May not
HumanAccept exceptions and approve issue of the handover packOnly an authorized Handover Manager can approve the final artifact.✓ May

Deterministic checks

  • Every required deliverable has a status
  • File versions are approved
  • Certificate dates are valid
  • Index links resolve to the packaged file

Model-assisted actions

  • Classify incoming handover files
  • Match files to schedule obligations
  • Draft document descriptions
  • Summarize gaps and duplicate candidates

Human approval gate

The Handover Manager confirms completeness, accepted exceptions and issue authority.

Failure and recovery

Missing mandatory evidence or broken index links block issue and create an owned gap list for resubmission.

05 / Decision ledger

Reconstruct the displayed decision.

This synthetic ledger changes with the scenario. Its final decision event records the same state and reason shown in the workflow canvas.

Displayed state
NEEDS REVIEW
Reason code
DUPLICATE_OWNERSHIP_UNCLEAR
Approval owner
Handover Manager
Synthetic event log for the Needs review scenario
EventActorResultEvidenceTime
case.receivedIntake serviceInput hash recordedSM-HO-027/O&M-08
validation.completedRules engineRequired fields checkedSM-HO-027/O&M-08
exception.detectedRules engineDUPLICATE_OWNERSHIP_UNCLEARSM-HO-027/O&M-08
review.requestedWorkflow serviceHandover Manager assigned—
case.review_requiredState reducerDUPLICATE_OWNERSHIP_UNCLEAR—

06 / Related workflows

01 / Site operations

Site Progress Reporting

Organize site observations into an evidence-linked draft while keeping report approval with the Site Manager.

Authorized site notes, photos, video and reporting period → Approved progress report with linked evidence

02 / Information management

RFI & Submittal Intake

Normalize incoming RFIs and submittals, detect missing fields and route a complete record for coordinator approval.

RFI or submittal email, form and attachments → Approved intake record and assigned review route

03 / Design coordination

Drawing Revision Coordination

Reconcile revision registers, identify superseded references and prepare an approved coordination notice.

Incoming revision package, current register and distribution list → Approved revision notice and controlled distribution set

Browse all workflow examples

Example set / not a fixed catalogue

Your workflow can start somewhere else.

The eight detailed examples demonstrate reusable patterns, not the limits of the service. State Method maps the real process around your documents, recurring decisions, system touchpoints and named approval boundaries.

01 / Other processes we can map

Project and design

  • Meeting minutes and action tracking
  • Design comment coordination
  • Change control and instruction review
  • Document distribution and approvals

02 / Other processes we can map

Commercial and procurement

  • Supplier and quotation comparison
  • Payment application review
  • Variation evidence preparation
  • Procurement package coordination

03 / Other processes we can map

Site, quality and compliance

  • Inspection and test records
  • Defect and NCR management
  • Safety observation reporting
  • Environmental evidence reporting
Discuss another workflow

Start with a repetitive process, its evidence and the person who must retain authority. It does not need to match one of these examples.

Assessment / human-reviewed intake

Assess one handover package.

Define the required schedule, source owners, acceptance authority and current preparation baseline.

Assess one workflowReview the diagnostic

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