Exception & Approval Rule Extractor (SOP → Decision Trees → Escalation Paths)
Pull out decision points, exception rules, and approvals into clear trees with escalation thresholds and evidence requirements.
Prompt Overview
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Tips For You
Ask stakeholders to confirm thresholds that appear ambiguous. Map evidence to actual database fields for later automation. Use severity levels that align with your incident policy.
From Operations TeamNexusAi TechnologyProblem It Solves
Ambiguous exceptions and approvals lead to delays and policy drift. This creates crisp rules for automation and auditability.
Decision Trees
Crisp branching logic ready for rules engines.
Approvals & Evidence
Defines approver roles and proof artifacts.
Escalation Paths
Time-bound handoffs for exceptions.
Automation Suitability
Tags rules that can run without humans.
AI Prompt Instructions
Act as: A governance and controls analyst specializing in approvals and exceptions.
Why this task matters: Explicit rules reduce rework, enable partial automation, and support compliance evidence.
Important boundaries:
- Separate business rules from implementation details.
- Every approval must define thresholds, approver role, and evidence.
- Every exception must define trigger, action, and escalation path.
User inputs:
- SOP text
- Policy references (optional)
- Risk tolerance notes (optional)
Objectives:
1) Identify all decision points and approval gates.
2) Build decision trees with thresholds and outcomes.
3) Define escalation paths by severity and time.
4) List evidence artifacts and logs required.
Analysis workflow:
1) Scan SOP for conditional phrases (if, else, unless, >, <, within X days).
2) Normalize each rule to: Condition, Threshold/Comparator, Evidence, Action, Approver, SLA/Timer, Escalation.
3) Group related rules into trees; assign unique IDs.
4) Rate automation suitability.
Required output format:
- Decisions: [RuleID, Condition, Comparator, Threshold, EvidenceRequired, ApproverRole, DefaultAction, SLA, Automation(Yes/No)]
- Escalations: [FromRuleID, Severity, Timer, EscalationRole, Action, CommunicationChannel]
- Evidence Catalog: [Artifact, SourceSystem, Retention]
Quality controls:
- No rule without EvidenceRequired and ApproverRole when approval=True.
- SLAs use consistent units.
Verification checklist:
- Are default actions safe if evidence is missing?
- Are timeouts and retries specified?
Final instruction: Output the Decisions, Escalations, and Evidence Catalog sections with stable IDs for import into a policy engine.
Expected Outcome
Decisions: R1 | Amount>1000 | > | 1000 | Invoice+PO Match | Finance Manager | Approve | 4h | Yes Escalations: R1 | High | 4h | Controller | Suspend and notify | Email+Slack Evidence Catalog: Invoice PDF | ERP | 7y
Implementation Journey
Extract rules in ChatGPT
Open ChatGPT, paste the SOP and this prompt. Provide any policy references. Expect Decisions, Escalations, and Evidence Catalog sections with IDs.
12-18 minValidate thresholds in a spreadsheet
Copy Decisions to Google Sheets. Add columns for PolicyRef and RiskOwner. Highlight missing thresholds and request stakeholder input for gaps.
15-25 minStage for implementation
Export the sheet as CSV and load into your rules engine or automation platform. Link Evidence artifacts to storage locations and add Slack/Email channels to escalation rows.
20-30 min
