FS-DOC-01Operations
Launch Plan
Internal Knowledge Base Management
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build progresses, what FullSpec needs from you to get started, and what your role looks like once the automation is live. FullSpec handles every technical step from configuration through to go-live. Your involvement is limited to granting tool access, confirming one key decision before the build begins, and staying informed as the process goes live. No technical knowledge is required on your side.
01What you're launching
You are automating your internal knowledge base management process, covering the full lifecycle of procedural documents, how-to guides, and reference articles your team relies on daily. Right now, content requests arrive informally through Slack, the operations manager manually assesses and routes each one, and review reminders are tracked on a spreadsheet that is routinely ignored. Approved articles are copy-pasted into Notion by hand, and stale content sits live with no flag or expiry. Two AI agents will replace the coordination-heavy steps, so your operations manager handles only genuine exceptions while the rest runs automatically.
Process
Internal Knowledge Base Management
Trigger
A staff member submits a Google Form to request a new article or flag an existing one as outdated or incorrect
Final output
Published article in Notion with correct metadata, a Slack team announcement, and a scheduled review reminder sent automatically to the article owner
Agents being built
2 agents: Knowledge Triage Agent and Review and Publish Coordinator Agent
Tools involved
Google Forms, Notion, Google Docs, Slack, Loom
Volume
Approximately 30 article reviews or updates per month (210 workflow runs per month)
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02How the build works
FullSpec delivers this automation in four stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small set of actions for you. The stages run sequentially across a four-week window, with the two agent builds running in weeks two and three. You do not need to attend every stage; your main input happens during Connect and at the go-live briefing.
Complexity level: Moderate. Estimated delivery window: 15 to 18 business days. The delivery clock starts at the close of Connect, not payment. Until Connect is complete and all tool access is confirmed, the build has not formally started.
1Connect
Business days 1 to 3
FullSpec
Review your existing Notion workspace structure and article library. Confirm Google Forms webhook capability. Map ownership categories and identify any tagging cleanup needed before build. Send you a credential checklist and schedule the Connect call.
You
Attend the Connect call (approximately 45 minutes). Grant access to Notion, Google Forms, Google Docs, and Slack using the credential checklist provided. Confirm article ownership categories and the single configuration decision described in Section 03.
2Build
Business days 4 to 12
FullSpec
Configure the Google Forms intake and connect it to the automation platform. Build the Knowledge Triage Agent with duplicate-detection logic, classification rules, and priority assignment. Build the Review and Publish Coordinator Agent with status-driven Notion triggers, reviewer routing, Slack announcement templates, and the scheduled review reminder cycle. Set up the article ownership reference table in Notion.
You
Spend approximately two to three hours defining article ownership categories and assigning subject-matter experts to each category. This is required input for the triage agent to auto-assign correctly. Respond to any clarifying questions from the FullSpec team within one business day.
3Test
Business days 13 to 15
FullSpec
Run a full end-to-end test cycle: submit sample form requests, verify triage agent classification and duplicate detection, confirm Notion task creation and owner assignment, trigger reviewer notifications, validate publication and Slack announcement steps, and test the scheduled review reminder cadence. Document and resolve any edge-case failures before handing over to you.
You
Review two to three test submissions in your Notion workspace and confirm they look correct. Check that Slack notifications arrive in the right channels and that the article metadata matches what you expect. Raise any concerns to the FullSpec team before sign-off.
4Launch
Business days 16 to 18
FullSpec
Deliver a staff briefing session (or recorded walkthrough) for the operations manager and subject-matter experts covering the new Google Form intake and what to expect from automated notifications. Switch the automation platform to live production mode. Confirm all monitoring and error-alert settings are active. Hand over the SOP and Runbook document.
You
Brief your team that the new intake form is live and the old Slack-based request method is retired. Switch off the manual review-date tracking spreadsheet. Confirm with the FullSpec team that the first live request has processed correctly.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. The checklist below shows exactly what access is needed and when. All credentials are collected securely through the Connect process and are never stored outside your own tool accounts.
Notion
Workspace admin access or an integration token with read and write permissions across the knowledge base database and article pages
Before Connect closes
Google Forms
Edit access to the intake form (or permission for FullSpec to create one in your Google Workspace) and confirmation that webhook or Apps Script triggers are available
Before Connect closes
Google Docs
Editor access to the shared folder where article drafts are created and reviewed, so the automation platform can read draft content and pass links to reviewers
Before Connect closes
Slack
Permission to install a Slack app or bot in your workspace with access to the relevant team channel and the ability to send direct messages to article owners
Before Connect closes
Loom
No API access required at this stage. Loom recordings are embedded manually by authors. Confirm that your Loom plan allows link sharing with your team.
Before Connect closes
Configuration decision to confirm before Connect closes: Notion must be on a paid plan for API access to function. If your workspace is currently on the Notion free tier, the FullSpec team will need to confirm this during Connect and agree an alternative approach (such as switching to a Google Docs or Airtable equivalent for task tracking) before the build can begin. Confirming your Notion plan tier is the single most important pre-build decision and must be resolved on the Connect call.
04Your role once live
Once the automation is live, the day-to-day coordination of your knowledge base runs without manual input. The table below sets out what each party is responsible for on an ongoing basis.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / operations manager)
Handle genuine triage exceptions flagged by the system, such as requests that fall outside known categories. Approve articles that require a judgement call before publication. Update the article ownership table when staff change roles. Review the monthly summary of published and overdue articles.
Manual request logging and prioritisation. Chasing reviewers and authors by Slack message. Copy-pasting approved content into Notion. Tracking review due dates on a spreadsheet. Posting team announcements for new articles.
FullSpec
Monitor the automation platform for errors or failed runs. Apply fixes and updates as tool APIs change. Provide support for any new edge cases or ownership rule changes via support@gofullspec.com. Maintain the integration connections between Google Forms, Notion, Google Docs, and Slack.
Not applicable. FullSpec manages all technical upkeep of the automation end to end.
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05What success looks like
The table below describes what you should expect to see at three points after go-live, and what each milestone signals about the health of the automation.
Timeframe
What to expect
Sign of success
Week 1
The intake form is live and the first real content requests are flowing through. The triage agent classifies each submission and creates a Notion task with an assigned owner. The operations manager receives exception alerts for any requests that fall outside known categories. A small number of edge cases are expected and normal at this stage.
At least one request is fully processed from form submission to Notion task creation and Slack notification without manual intervention
Month 1
The review and publish cycle is running end to end. Reviewer notifications fire automatically when a draft is marked ready. Approved articles publish to Notion with correct metadata and trigger a Slack team announcement. The operations manager is spending noticeably less time on coordination tasks. Some tuning of ownership categories or classification rules may be needed based on early request patterns.
Operations manager time on knowledge base coordination is down to approximately one hour per week, compared to five hours before automation
Month 3
The scheduled review reminder cycle is running cleanly. Article owners receive automated prompts before their review dates lapse, and the proportion of overdue articles in the knowledge base is falling toward the target of under five percent. The operations manager no longer needs to maintain a tracking spreadsheet. The payback period on the build cost is on track to complete at or before the four-month mark.
Under five percent of articles are past their review date, compared to thirty to fifty percent before automation, and zero manual reminders are being sent by the operations manager
Next step: to start the Connect stage, email the FullSpec team at support@gofullspec.com with your preferred time for the Connect call. The FullSpec team will send you the credential checklist in advance so you arrive ready to confirm tool access and the Notion plan decision. The build clock starts the moment Connect closes.
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