Governance — The process you designed is the process that runs. No skipped steps, no workarounds, no looking the other way.
Governance at Olie is process fidelity: the step doesn't move forward without what was agreed, not even by the administrator; every request that comes in gets an owner, a deadline and follow-up; whoever executes learns at the step itself; and everything is recorded for the audit.
The step locks. Not even the administrator skips it.
No workarounds: if the revenue or the contact is missing, the project doesn't leave the step. Entry and exit restrictions per step, hierarchy restriction, step lock, mandatory movement checklist and required field: if it is empty, the project doesn't leave the step. The rule applies to everyone, including whoever created it.
- Entry and exit restrictionWhat needs to be ready to enter and to leave each step.
- Mandatory movement checklistIf it isn't checked, it doesn't move.
- Required field and required formEmpty = the project stays where it is.
- Hierarchy restriction and step lockOnly the right role moves it; a locked step takes no one.
- Double lock on cost and revenuePermission in the role and in the funnel to see amounts.
In what order does the platform check each move?
- Active funnel
- Role permission
- Link to the project
- Exit and entry restrictions
- Mandatory checklist and form
- Tag and status locks → the first refusal is the message the person sees
The first rule that refuses is the message the person sees. When the AI fails, the project goes to a person and the run goes into the statement. A cloned funnel takes its rules along: the new unit runs just like headquarters.
Lost, ignored or forgotten requests no longer exist.
Today, requests arrive by email, WhatsApp and in the hallway, and half of them become a memory. At Olie, every request that comes in is born as a project in a funnel, with an owner set by the rule, a deadline, automatic follow-up and management: you can see on the calendar everything due each month, per funnel.
- Single entry pointPublic form, request catalog by role, WhatsApp and API: everything becomes a project.
- Owner set by the ruleDraw, AI agent or the step's role: nobody picks by shouting.
- Deadlines that chase and escalateStalled, it mentions the owner; still stalled, it goes up to the manager.
- Calendar per funnelForecast, next step and how many times the date was pushed.
RevenueR$ 184.000
Forecast09/26
OwnerAna Lima
Won on 09/26RevenueR$ 61.000
Forecast09/29
Next steptoday 15:00
Forecast todayRevenueR$ 27.500
Forecast10/08
OwnerDiego Alves
In progressRevenueR$ 9.000
Forecast10/15
Postponements2
In progressRevenueR$ 42.000
Forecast11/12
OwnerBruno Reis
In progressKnowledge, skills and attitude delivered at each step.
Today, training is a welcome PDF and newcomers learn by asking in the hallway, each in their own way. At Olie, each step delivers what the person needs to execute it right: the instruction video, the checklist so nothing is forgotten and the right questions to move forward. And each answer in each field can lead to a different action.
- Knowledge: mandatory videoThe person watches the step's instructions before moving the card.
- Skills: the step checklistThe step-by-step checked item by item; if it isn't checked, it doesn't move.
- Attitude: the right questionsThe step form asks for what needs to be answered to move forward.
- Each answer, an actionA field's answer can alert someone, open another request or change the path.
Nobody says “I didn't see it”. Every move has an author, a time and a reason.
Edit and movement logs in each project. Each AI agent run with a statement: model, tokens, cost, input and output. Each automation with a record per run. The WhatsApp conversation stays in the project, recorded in the company, not on the phone of whoever answers.
- Edit and movement logWho moved it, who edited the field, when.
- AI statement per runModel, tokens, cost, what went in and what came out.
- Record per automation runFor debugging: what triggered, what ran, what failed.
- WhatsApp recorded in the companyRecovered history; the approval answered on WhatsApp goes to the log.
For auditing and compliance
Forms with versions and an occurrence counter, required fields that keep the project from leaving the step and each project's history: together they prove the process was followed. Data export is done by the Partner; when canceling, the account stays in read-only mode for about 30 days so you can export.
Postponement counter
Each project's forecast keeps how many times the date was pushed. The manager sees the project that "will always close next week".
Linked to the funnel Leads · Marketing. Action by: System
Moved to the stage Lead intake of the funnel Leads · Marketing. Action by: System
Moved to the stage Qualification. Action by: System. Automation: #3947 · Lead intake
Linked to the funnel WhatsApp · Quick replies. Action by: System. Automation: #3983 · Awaiting reply
Moved to the stage Pain points of the funnel Leads · Marketing. Action by: System. Automation: #3924 · Move by the lead's answer
Moved to the stage Replied of the funnel WhatsApp · Quick replies. Action by: System. Automation: #3982 · Set as replied
Field Order amount changed from empty to R$ 184.000. Action by: Ana Lima
A control that depends on someone remembering is not a control.
In the ACFE global study (2024, more than 1,900 cases in 138 countries), more than half of occupational frauds were linked to a lack of internal controls or to management overriding the controls, and the typical case took 12 months to be discovered. The auditor doesn't ask for good intentions: they ask for proof that the control ran. See where each requirement lives in Olie.
- Audit trailWho did what, when, with the before and after: edit and movement log in each project.
- Proof that the control ranThe restriction locks the step and each automation has a record per run.
- Access management with historyRole per system function, funnel access and a record of who linked whom.
- Segregation of dutiesHierarchy restriction: only the right role moves the approval step.
- Time and cost of whoever executedRun history per person: start, end, duration and cost by hourly rate.
- Retention and exportSpreadsheet of the projects and of the answers to any form, whenever you need it.
| Code | Project | Stage | Start | End | Duration | Cost |
|---|---|---|---|---|---|---|
| PD‑1041 | Proposal · Construtora Alfa ↗ | Drafting the proposal | 09/16 14:49 | 09/16 16:42 | 1h 52m | R$ 224,00 |
| PD‑1043 | Proposal · Hotel Mirante ↗ | Review | 09/16 16:42 | 09/16 17:31 | 48m | R$ 96,00 |
| CS‑212 | Refund · order 8812 ↗ | Analysis | 09/18 13:59 | 09/18 14:10 | 11m | R$ 22,00 |
| PD‑1050 | Contract · Transportes Rio ↗ | Signature | 09/23 14:30 | 09/23 14:31 | 41s | R$ 1,37 |
| OP‑330 | Onboarding · Júlia M. ↗ | Documents | 09/24 15:11 | 09/24 15:12 | 48s | R$ 1,60 |
| PD‑1055 | Proposal · Ótica Central ↗ | Kick‑off | 09/25 14:22 | 09/25 14:32 | 10m | R$ 20,00 |
| Total of this data | 3h 53m | R$ 364,97 | ||||
Each person sees the funnel and the number they need. And who granted each access is recorded.
The role says what the person can do. Funnel access says where. To see cost or revenue, the person needs both: the permission in the role and access to the funnel. The salesperson sees their funnel; finance sees invoicing; only those you allowed see the margin. Each role link and each change goes into the record, with author and date.
- The role says whatMove, edit, approve, see amounts. You build the role.
- Funnel access says whereWhoever doesn't have the funnel assigned doesn't see the project.
- Data stored in BrazilAWS in São Paulo, daily backup kept for 30 days and second factor. Security and data
| Name | Permissions | Type | Users |
|---|---|---|---|
| Leadership | 147 | Partner | ALBR |
| Sales manager | 38 | Managerial | ALBR |
| Salesperson | 14 | Operational | ALBR |
| Finance | 22 | Operational | ALBR |
How does Olie Flow AI ensure the process is followed?
Through process fidelity, which doesn't allow skipping steps or workarounds. Every request that comes in gets an owner, a deadline and follow-up; each step delivers an instruction video, a checklist and the questions to move forward; and three mechanisms act on every move of the project: entry and exit restrictions, checklists and required fields lock the step (not even the administrator skips it); edit and movement logs, the statement of each AI run and the record of each automation keep what happened; and the check in a fixed order (active funnel, permission, link, restrictions, checklist and form, locks) shows the person the first rule that refused the move.
Governance questions
Can the administrator skip a step?
No. Entry and exit restrictions apply to every role. Whoever can change the rule is whoever has permission to edit the funnel; and that edit goes to the log.
Can the AI do something I didn't authorize?
No. The agent acts with the permissions you give it, at the step where you place it. Each run goes into the statement and there is a route for when it fails.
Can I prove, in an audit, that the process was followed?
The history of each project, the forms with versions and counters and the AI statement make up the record. The Partner exports the data.
Who sees revenue and cost?
Only those with the permission in the role and access to the funnel: a double lock.
Updated on · Source: Olie Flow AI technical base · Security and data
The rule you design is the rule that will run.
30-minute meeting: your process built on screen, with restrictions and logs turned on. Then, see how your team builds all of this without coding.
They limit entry to and exit from the stage: the project only enters or leaves when it meets every criterion.