Why documentation matters
Documentation matters because a live workflow becomes hard to trust when only one person knows how it works. The goal is not a huge manual. The goal is a truthful record that another operator can use without guessing.
The best version starts from the workflow itself. The app already shows the plan, connected apps, and recent runs. Your job is to turn those live surfaces into a short runbook that explains ownership and operating decisions.
Documentation framework
1. Start with the agent overview
Begin with the basics the product already exposes: the agent name, description, autonomy level, and the apps it uses. These are the minimum facts someone else needs before they can operate the workflow.
2. Copy the execution plan into plain language
Use the execution plan as the core of the runbook. Document what the workflow reads, what it decides, and where it wants to write. If the plan has a trigger or schedule, record that too.
3. Note connected apps and approval points
A good runbook names the apps the workflow depends on and where a human review is expected. That matters more than a generic template because it tells operators what must be connected and what should still be reviewed before a write.
4. Use recent runs to capture real operating notes
The run history is where the workflow stops being theoretical. Use the first live runs to record what actually happened, which errors showed up, which approvals were routine, and what a new operator should watch for.
5. Keep the external runbook short
Aim for a short operating note, not a giant process manual. One clear page that stays current is far more useful than a long document nobody updates.
6. Update the runbook whenever the workflow changes
When the plan changes, the connected apps change, or repeated failures teach you something new, update the documentation. Outdated workflow docs are worse than sparse ones.
Documentation templates
Core workflow record
Purpose, trigger, connected apps, planned steps, and owner.
Approval and control notes
Which steps stay in approval mode, what a reviewer should check, and what not to approve blindly.
Troubleshooting notes
Common failure labels, reconnect steps, retry guidance, and the first fixes learned from live runs.
Change notes
Date updated, what changed in the workflow, and what operators should now expect.
Best practices
- Document what the workflow actually does.Use the live plan and recent runs, not a guessed future state.
- Keep the runbook short. Brevity makes it more likely the document stays current.
- Record connected apps and approvals. Those are two of the easiest things for new operators to miss.
- Capture real failure notes. The first live runs usually teach more than the original prompt.
- Update the runbook after each meaningful change.A small truthful document beats a polished stale one.
Frequently asked questions
What should we document for each agent?
Document the purpose, trigger, connected apps, planned steps, approval points, owner, and the first troubleshooting notes you learn from live runs.
Where should we get the source material from?
Start from the agent itself: the overview, execution plan, connected apps, and recent runs. Those are the best inputs for a truthful runbook.
Does Pinksheep generate a full runbook for us automatically?
Do not claim that. The current safe guidance is to use the in-product surfaces as source material and maintain a short external runbook yourself.
What should we update when the workflow changes?
Update the runbook whenever the plan changes, the connected apps change, or the real failure and approval patterns teach you something new.