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Module 04 · Lesson 13

Set up the client workspace and source of truth

Make ownership, lifecycle, and authoritative records clear before connecting an agent.

Last updated August 5, 2026•15–25 minutes•Free AI agent course
What you will learn

Map the client workspace

You will be able to prepare a client workspace so an agent receives reliable context and people can see who owns the next step.

Why this matters

Good agent work is useful before it is impressive.

An agent cannot repair a system where the same customer exists in three places, stages mean different things to different people, and nobody owns corrections. A source-of-truth map is basic operating hygiene.

Core concepts

The language that keeps the work clear.

Authoritative recordThe system or field that wins when two copies of a fact disagree.
Lifecycle stageA shared description of where a customer or request is in the operating process.
OwnerThe individual or queue responsible for moving the record forward.
Data correctionThe controlled way an operator fixes a wrong or stale fact and prevents it from spreading.
The practical method

How to map the client workspace

Inventory customer records

List where leads, customers, appointments, notes, preferences, and status live today.

Declare the source

Choose the authoritative system and field for each important fact; do not make the agent decide.

Normalize lifecycle and ownership

Define the few stages and owners that guide a real next action.

Test one record journey

Create or inspect one sample request from entry to handoff and confirm the right context follows it.

Worked example

Worked case: set up the client workspace and source of truth

A recruiting firm keeps candidate notes in email, a spreadsheet, and the CRM. The proposed agent would otherwise see inconsistent role preferences and owner names.

The firm makes the CRM contact and opportunity records authoritative. It defines the stages ‘new enquiry,’ ‘needs qualification,’ ‘scheduled,’ and ‘closed,’ each with a responsible queue.

The agent can now summarize an inbound request into a consistent record and create a task for the right recruiter. It never treats an old spreadsheet as current policy or truth.

Build it in practice

Complete the working artifact

Fact: [field]. Authoritative system: [system]. Record owner: [role]. Lifecycle stage: [stage]. Who may correct it: [role]. Agent may: [read / write / propose].
Practice

Before you move on

  • Map the source of truth for five facts the proposed agent needs.
  • Find one conflict between systems and decide how it is resolved.
  • Confirm every lifecycle stage has a human or queue owner.
  • Important facts have an authoritative source.
  • Stages mean the same thing to operators.
  • Ownership is not implied.
  • The agent’s write permission is limited and reviewable.

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