Multi-Agent Workflow Orchestration Architect

=== MULTI-AGENT WORKFLOW ARCHITECTURE ===

Workflow name
Inbound lead qualification and sales handoff

Company/project
B2B GrowthOps AI

Business goal
Qualify inbound leads quickly, prioritize high-fit companies, update CRM with structured notes, and route qualified leads to the correct sales owner without duplicate CRM records or unapproved outreach.

Risk level
Medium

Recommended orchestration pattern
Sequential pipeline with validation gates and human-in-the-loop approval before CRM writes or customer-facing outreach.

Why this pattern
The workflow has a clear order: intake, enrichment, scoring, validation, approval, CRM update, sales communication draft, and reporting. Because CRM updates and outreach can affect customer relationships and sales operations, write actions and outbound messages require human approval.

Agents

1. Intake Agent

Purpose
Collect and normalize lead submission data.

Responsibilities

• capture form fields
• check required fields
• assign workflow run ID
• detect missing lead data
• identify consent field if available

Not responsible for

• scoring the lead
• updating CRM
• sending outreach

Inputs
Lead form submission

Outputs
Lead intake packet

Tools allowed
Read-only form data and drafting output

Memory allowed
Case memory only

Escalation triggers
Missing email, missing company name, unclear consent

Human owner
Sales Operations Manager

2. Research Agent

Purpose
Enrich lead context from approved sources.

Responsibilities

• review company website if allowed
• summarize business model
• identify industry
• identify potential use case
• collect evidence for scoring

Not responsible for

• deciding qualification
• updating CRM
• contacting the lead

Inputs
Lead intake packet

Outputs
Company research packet

Tools allowed
Approved research sources only

Memory allowed
Case memory only

Escalation triggers
Research unavailable, conflicting company identity, restricted source required

Human owner
Sales Operations Manager

3. Lead Scoring Agent

Purpose
Score lead fit using approved qualification criteria.

Responsibilities

• apply scoring rubric
• identify fit level
• identify urgency, company size signal, budget signal, and use case
• flag disqualification risks
• provide confidence score

Not responsible for

• final disqualification of enterprise leads
• pricing promises
• CRM writes
• outreach

Inputs
Lead intake packet and company research packet

Outputs
Lead scoring packet

Tools allowed
Read approved scoring criteria

Memory allowed
Team memory for approved scoring criteria, case memory for current lead

Escalation triggers
Low confidence, enterprise lead disqualification, pricing request, legal/procurement question

Human owner
Sales Operations Manager

4. Validation Agent

Purpose
Check whether the lead packet is complete, consistent, supported by evidence, and safe to route.

Responsibilities

• check required fields
• check duplicate CRM risk
• check consent status
• verify scoring evidence
• check confidence
• decide whether approval or escalation is required

Not responsible for

• changing the score without evidence
• contacting the lead
• writing CRM records

Inputs
Lead intake packet, research packet, scoring packet

Outputs
Validation result

Tools allowed
Read-only CRM check if available

Memory allowed
Case memory only

Escalation triggers
Duplicate CRM record, missing consent, conflicting data, low-confidence score

Human owner
Sales Operations Manager

5. CRM Update Agent

Purpose
Prepare CRM update draft after validation.

Responsibilities

• draft CRM note
• draft lead priority field
• draft routing recommendation
• prepare update request for approval

Not responsible for

• writing CRM without approval
• creating duplicate records
• deciding final owner without approval

Inputs
Validated lead packet

Outputs
CRM update draft

Tools allowed
Drafting tools; CRM write only after explicit approval if authorized

Memory allowed
Case memory only

Escalation triggers
Duplicate record, unclear owner, missing required CRM field

Human owner
Sales Operations Manager

6. Sales Communication Agent

Purpose
Draft outreach message for approved leads.

Responsibilities

• draft personalized outreach email
• use approved sales tone
• avoid unsupported claims
• include relevant lead context
• prepare approval request

Not responsible for

• sending email without approval
• making pricing promises
• making contractual commitments

Inputs
Validated lead packet and sales routing decision

Outputs
Outreach email draft

Tools allowed
Drafting tools only

Memory allowed
Team memory for sales tone, case memory for current lead

Escalation triggers
Pricing request, legal claim, procurement request, compliance-sensitive message

Human owner
Assigned Account Executive

7. Reporting Agent

Purpose
Summarize workflow outcomes.

Responsibilities

• count leads processed
• summarize qualification distribution
• track escalation reasons
• track approval outcomes
• create weekly report

Not responsible for

• changing lead decisions
• contacting leads

Inputs
Final workflow logs

Outputs
Reporting summary

Tools allowed
Read-only workflow logs

Memory allowed
Aggregated team memory, no raw sensitive lead details unless authorized

Escalation triggers
Audit gap, unusual rejection rate, missing workflow logs

Human owner
Sales Operations Manager

=== RESPONSIBILITY MATRIX ===

Step
Lead intake

Responsible
Intake Agent

Accountable
Sales Operations Manager

Consulted
None

Informed
Validation Agent

Approval required
No

Step
Company research

Responsible
Research Agent

Accountable
Sales Operations Manager

Consulted
Lead Scoring Agent

Informed
Validation Agent

Approval required
No

Step
Lead scoring

Responsible
Lead Scoring Agent

Accountable
Sales Operations Manager

Consulted
Research Agent

Informed
Validation Agent

Approval required
No for draft score; yes for enterprise disqualification

Step
Validation

Responsible
Validation Agent

Accountable
Sales Operations Manager

Consulted
Lead Scoring Agent, CRM Update Agent

Informed
Escalation Agent if needed

Approval required
Only if risk triggers appear

Step
CRM update draft

Responsible
CRM Update Agent

Accountable
Sales Operations Manager

Consulted
Validation Agent

Informed
Reporting Agent

Approval required
Yes before CRM write

Step
Sales outreach draft

Responsible
Sales Communication Agent

Accountable
Assigned Account Executive

Consulted
Lead Scoring Agent

Informed
Sales Operations Manager

Approval required
Yes before sending

Step
Reporting

Responsible
Reporting Agent

Accountable
Sales Operations Manager

Consulted
Workflow audit logs

Informed
Sales leadership

Approval required
No for internal summary

=== INPUT/OUTPUT CONTRACT PACK ===

Handoff
Intake Agent -> Research Agent

Purpose
Provide normalized lead data for enrichment.

Input contract

Required fields

• workflow run ID
• lead ID
• name
• email
• company name
• submitted message
• source
• timestamp
• consent status if available

Optional fields

• role/title
• phone
• company website
• industry
• budget signal
• urgency signal

Missing-data behavior
If company name or email is missing, route to validation and request human review.

Output contract

Research Agent must produce

• company summary
• industry
• website evidence if available
• use case hypothesis
• research confidence
• missing research fields
• source notes

Validation rules

• do not invent company facts
• mark enrichment incomplete if evidence is weak
• do not use restricted sources unless approved

Failure behavior
Continue with intake-only lead packet and flag research incomplete.

Audit fields

• workflow run ID
• lead ID
• research sources
• research confidence
• missing fields

Handoff
Research Agent -> Lead Scoring Agent

Purpose
Provide evidence for lead qualification.

Input contract

Required fields

• lead intake packet
• company research packet
• approved scoring criteria

Output contract

Lead Scoring Agent must produce

• lead score
• fit category
• urgency signal
• budget signal
• disqualification flags
• evidence notes
• confidence score
• recommended next action

Validation rules

• score must reference evidence
• low-confidence scores must be flagged
• enterprise disqualification requires approval

Failure behavior
If scoring evidence is insufficient, mark as needs human review.

Audit fields

• score
• scoring criteria used
• evidence summary
• confidence score
• escalation flag

Handoff
Validation Agent -> CRM Update Agent

Purpose
Permit CRM update drafting only after validation.

Input contract

Required fields

• validated lead packet
• duplicate check result
• consent status
• approved score
• routing recommendation
• approval requirement

Output contract

CRM Update Agent must produce

• CRM note draft
• field update draft
• routing recommendation
• approval request
• risk notes

Validation rules

• no CRM write without approval
• no duplicate CRM record creation
• no unsupported claims in CRM notes

Failure behavior
If duplicate record exists, stop and escalate.

Audit fields

• duplicate check result
• CRM draft fields
• approval status
• final CRM write status

=== VALIDATION GATES ===

Gate 1:
Required field completeness

Checks

• name
• email
• company name
• submitted message
• source
• timestamp

Fail behavior
Request missing information or route to human review.

Gate 2:
Consent check

Checks

• lead consent status if available
• outreach permission if required

Fail behavior
Do not draft outreach as ready to send. Escalate to human.

Gate 3:
Duplicate CRM check

Checks

• existing contact
• existing company
• existing open opportunity
• duplicate lead source

Fail behavior
Stop CRM update and escalate.

Gate 4:
Scoring evidence check

Checks

• score has evidence
• assumptions are marked
• confidence is included
• disqualification flags are justified

Fail behavior
Return to Lead Scoring Agent for revision or escalate.

Gate 5:
CRM write approval

Checks

• Sales Operations Manager approval
• approved CRM fields
• duplicate status clear

Fail behavior
Hold CRM update draft.

Gate 6:
Outreach approval

Checks

• Account Executive approval
• no pricing promise
• no unsupported claim
• correct lead context

Fail behavior
Hold email draft.

=== HUMAN APPROVAL STEPS ===

Approval 1:
CRM update approval

Approver
Sales Operations Manager

Required before
Any CRM write action

Approval record

• lead ID
• proposed fields
• lead score
• evidence
• duplicate check
• approver decision
• timestamp
• notes

Approval 2:
Sales outreach approval

Approver
Assigned Account Executive

Required before
Any customer-facing email is sent

Approval record

• email draft
• lead context
• personalization notes
• risk flags
• approver decision
• timestamp
• notes

Approval 3:
Enterprise lead disqualification approval

Approver
Sales Operations Manager or sales leadership

Required before
Enterprise or strategic lead is marked disqualified

Approval record

• disqualification reason
• evidence
• alternative routing considered
• final decision
• timestamp

=== MEMORY POLICY ===

Allowed memory

Case memory

• current lead packet
• research summary
• scoring result
• validation result
• approval status
• routing outcome

Team memory

• approved scoring criteria
• sales tone guidelines
• disqualification rules
• routing rules
• CRM field mapping

Long-term memory
Only aggregated, non-sensitive process learnings if authorized.

Must not store

• raw private lead messages in long-term memory unless authorized
• sensitive personal data beyond the case requirement
• unauthorized CRM details
• unapproved pricing exceptions
• private customer information unrelated to the workflow

Retention
Case memory should persist only as long as required for the workflow and audit process.

Access rules
Research Agent can access intake packet.
Lead Scoring Agent can access intake and research packets.
CRM Update Agent can access validated lead packet only.
Reporting Agent should use aggregated workflow data unless authorized.

=== TOOL ACCESS POLICY ===

Read-only tools

• form submission data
• approved company research sources
• approved scoring criteria
• read-only CRM duplicate check
• workflow logs

Drafting tools

• CRM note draft
• sales email draft
• routing summary
• reporting summary

Write actions requiring approval

• CRM record update
• lead owner assignment
• Slack notification to sales team if it includes sensitive details
• sales outreach email

Forbidden autonomous actions

• send customer-facing email without approval
• update CRM without approval
• delete CRM records
• create pricing promises
• disqualify enterprise leads without approval
• store sensitive lead details in long-term memory

=== ERROR HANDLING AND FALLBACK PLAN ===

Failure mode
Missing required lead data

Fallback
Return missing-data request to Intake Agent or route to human review.

Failure mode
Research unavailable

Fallback
Continue with form data only, mark enrichment incomplete, lower confidence, and route to human if score is uncertain.

Failure mode
Duplicate CRM record detected

Fallback
Stop CRM update and escalate to Sales Operations Manager.

Failure mode
Low-confidence score

Fallback
Send to Validation Agent and escalate if confidence remains low.

Failure mode
Approval delayed

Fallback
Hold CRM update or outreach draft. Do not proceed automatically.

Failure mode
Conflicting agent outputs

Fallback
Validation Agent compares evidence and routes to human if conflict affects routing, scoring, or customer-facing communication.

Failure mode
Tool unavailable

Fallback
Pause workflow, log tool failure, notify owner, and retry within defined limits.

Stop conditions

• missing consent
• duplicate CRM conflict
• approval rejected
• unauthorized action requested
• required data unavailable after retry
• policy-sensitive issue without owner review

=== AUDIT LOG DESIGN ===

Required audit fields

• workflow run ID
• lead ID
• timestamp
• agent name
• step name
• input summary
• output summary
• confidence score
• evidence notes
• validation result
• approval requirement
• approver decision
• CRM update status
• outreach status
• escalation flag
• error details
• final routing outcome

Review owner
Sales Operations Manager

Review frequency
Weekly during pilot, then monthly after stable rollout.

=== CONFLICT PREVENTION RULES ===

Single source of truth
CRM remains the system of record for lead status.

CRM write control
Only CRM Update Agent may draft CRM updates, and writes require approval.

Scoring ownership
Lead Scoring Agent produces the score, but Validation Agent checks evidence and confidence.

Outreach ownership
Sales Communication Agent drafts outreach, but Account Executive approves sending.

Duplicate prevention
Use lead ID, email, company domain, and CRM duplicate check before any record creation or update.

Conflict rule
If scoring, research, or CRM data conflict, Validation Agent must stop the workflow and escalate.

=== IMPLEMENTATION ROADMAP ===

Phase 0 — Process discovery:
Document current lead qualification steps, required CRM fields, routing rules, approval owners, and disqualification policy.

Phase 1 — Contract design:
Create lead intake packet, research packet, scoring packet, validation result, CRM update draft, and outreach draft schemas.

Phase 2 — Prototype:
Run workflow manually using sample leads. No CRM writes. No customer-facing emails.

Phase 3 — Validation gates:
Add completeness, consent, duplicate, scoring evidence, CRM approval, and outreach approval gates.

Phase 4 — Limited rollout:
Use read-only CRM access and draft-only outputs for real leads. Human performs all writes and sends.

Phase 5 — Approved write workflow:
Allow CRM Update Agent to write only after explicit approval if the platform supports approved write actions.

Phase 6 — Monitoring and optimization:
Track completion rate, escalation rate, approval rate, duplicate detection, time saved, and sales acceptance rate.

Exit criteria

• required fields are consistently captured
• duplicate detection works
• CRM updates are accurate
• outreach drafts are approved at acceptable rate
• audit logs are complete
• no unauthorized customer-facing messages are sent

=== JSON WORKFLOW BLUEPRINT ===

{
"workflow_name": "Inbound lead qualification and sales handoff",
"business_goal": "Qualify inbound leads quickly, prioritize high-fit companies, update CRM with structured notes, and route qualified leads to the correct sales owner without duplicate CRM records or unapproved outreach.",
"risk_level": "medium",
"orchestration_pattern": "sequential_pipeline with human_in_the_loop approval",

  "agents": [
    {
      "name": "Intake Agent",
      "role": "intake",

  "purpose": "Collect and normalize lead submission data.",

      "responsibilities": [
        "capture form fields",
        "check required fields",
        "assign workflow run ID",
        "detect missing lead data",

    "identify consent field if available"

      ],
      "not_responsible_for": [
        "lead scoring",
        "CRM updates",
        "customer outreach"
      ],
      "inputs_required": [
        "form submission",
        "lead source",
        "timestamp"
      ],
      "outputs_required": [
        "lead intake packet"
      ],
      "tools_allowed": [
        "read_only",
        "drafting"
      ],
      "memory_scope": "case",
      "escalation_triggers": [
        "missing email",
        "missing company name",
        "unclear consent"
      ],
      "human_owner": "Sales Operations Manager"
    },
    {
      "name": "Research Agent",
      "role": "research",

  "purpose": "Enrich lead context from approved sources.",

      "responsibilities": [
        "summarize company context",
        "identify industry",
        "identify likely use case",
        "collect evidence for scoring"
      ],
      "not_responsible_for": [
        "qualification decision",
        "CRM update",
        "outreach"
      ],
      "inputs_required": [
        "lead intake packet"
      ],
      "outputs_required": [
        "company research packet"
      ],
      "tools_allowed": [
        "read_only"
      ],
      "memory_scope": "case",
      "escalation_triggers": [
        "research unavailable",
        "conflicting company identity",
        "restricted source required"
      ],
      "human_owner": "Sales Operations Manager"
    },
    {
      "name": "Lead Scoring Agent",
      "role": "analysis",

  "purpose": "Score lead fit using approved qualification criteria.",

      "responsibilities": [
        "apply scoring rubric",
        "identify fit category",
        "identify urgency signal",
        "identify budget signal",
        "flag disqualification risks",
        "provide confidence score"
      ],
      "not_responsible_for": [
        "final enterprise disqualification",
        "pricing promises",
        "CRM writes",
        "outreach"
      ],
      "inputs_required": [
        "lead intake packet",
        "company research packet",
        "approved scoring criteria"
      ],
      "outputs_required": [
        "lead scoring packet"
      ],
      "tools_allowed": [
        "read_only",
        "drafting"
      ],
      "memory_scope": "team and case",
      "escalation_triggers": [
        "low confidence",
        "enterprise lead disqualification",
        "pricing request",
        "legal or procurement question"
      ],
      "human_owner": "Sales Operations Manager"
    },
    {
      "name": "Validation Agent",
      "role": "validation",

  "purpose": "Check completeness, consent, duplicate risk, scoring evidence, and approval requirements.",

      "responsibilities": [
        "check required fields",
        "check duplicate CRM risk",
        "check consent status",
        "verify scoring evidence",
        "flag approval requirements"
      ],
      "not_responsible_for": [
        "sending outreach",
        "writing CRM records"
      ],
      "inputs_required": [
        "lead intake packet",
        "research packet",
        "scoring packet"
      ],
      "outputs_required": [
        "validation result"
      ],
      "tools_allowed": [
        "read_only"
      ],
      "memory_scope": "case",
      "escalation_triggers": [
        "duplicate CRM record",
        "missing consent",
        "conflicting data",
        "low-confidence score"
      ],
      "human_owner": "Sales Operations Manager"
    },
    {
      "name": "CRM Update Agent",
      "role": "execution",

  "purpose": "Prepare CRM update draft after validation.",

      "responsibilities": [
        "draft CRM note",
        "draft field updates",
        "prepare routing recommendation",
        "request approval before write"
      ],
      "not_responsible_for": [
        "writing CRM without approval",
        "creating duplicate records",
        "sending outreach"
      ],
      "inputs_required": [
        "validated lead packet"
      ],
      "outputs_required": [
        "CRM update draft",
        "approval request"
      ],
      "tools_allowed": [
        "drafting",
        "write_with_approval"
      ],
      "memory_scope": "case",
      "escalation_triggers": [
        "duplicate record",
        "unclear owner",
        "missing required CRM field"
      ],
      "human_owner": "Sales Operations Manager"
    },
    {
      "name": "Sales Communication Agent",
      "role": "communication",

  "purpose": "Draft outreach message for approved leads.",

      "responsibilities": [
        "draft personalized outreach email",
        "use approved sales tone",
        "avoid unsupported claims",
        "prepare approval request"
      ],
      "not_responsible_for": [
        "sending email without approval",
        "pricing promises",
        "contractual commitments"
      ],
      "inputs_required": [
        "validated lead packet",
        "sales routing decision"
      ],
      "outputs_required": [
        "outreach email draft"
      ],
      "tools_allowed": [
        "drafting"
      ],
      "memory_scope": "team and case",
      "escalation_triggers": [
        "pricing request",
        "legal claim",
        "procurement request",
        "compliance-sensitive message"
      ],
      "human_owner": "Assigned Account Executive"
    },
    {
      "name": "Reporting Agent",
      "role": "reporting",
      "purpose": "Summarize workflow outcomes.",
      "responsibilities": [
        "count leads processed",
        "summarize qualification distribution",
        "track escalation reasons",
        "track approval outcomes"
      ],
      "not_responsible_for": [
        "changing lead decisions",
        "contacting leads"
      ],
      "inputs_required": [
        "workflow audit logs"
      ],
      "outputs_required": [
        "reporting summary"
      ],
      "tools_allowed": [
        "read_only",
        "drafting"
      ],
      "memory_scope": "team",
      "escalation_triggers": [
        "audit gap",
        "unusual rejection rate",
        "missing workflow logs"
      ],
      "human_owner": "Sales Operations Manager"
    }
  ],
  "workflow_steps": [
    {
      "step_number": 1,
      "step_name": "Lead intake",
      "responsible_agent": "Intake Agent",
      "input_contract": {
        "required_fields": [
          "name",
          "email",
          "company_name",
          "submitted_message",
          "source",
          "timestamp"
        ],
        "optional_fields": [
          "role",
          "phone",
          "company_website",
          "budget_signal",
          "urgency_signal"
        ],
        "accepted_formats": [
          "form submission",
          "JSON lead object",
          "CSV lead row"
        ],

    "missing_data_behavior": "Request missing fields or route to human review."

      },
      "output_contract": {
        "required_fields": [
          "workflow_run_id",
          "lead_id",
          "normalized_lead_packet",
          "missing_fields",
          "consent_status"
        ],
        "confidence_required": "medium",
        "evidence_required": false,
        "schema_required": true
      },
      "validation_gate": {
        "gate_type": "completeness",

    "pass_behavior": "Proceed to Research Agent.",
    "fail_behavior": "Request missing data or escalate."

      },
      "approval_required": false,

  "fallback_behavior": "Route incomplete lead to human review.",

      "audit_fields": [
        "workflow_run_id",
        "lead_id",
        "missing_fields",
        "timestamp"
      ]
    },
    {
      "step_number": 2,
      "step_name": "Company research",
      "responsible_agent": "Research Agent",
      "input_contract": {
        "required_fields": [
          "lead_intake_packet"
        ],
        "optional_fields": [
          "company_website",
          "industry_hint"
        ],
        "accepted_formats": [
          "lead packet"
        ],

    "missing_data_behavior": "Continue with available data and mark enrichment incomplete."

      },
      "output_contract": {
        "required_fields": [
          "company_summary",
          "industry",
          "use_case_hypothesis",
          "source_notes",
          "research_confidence"
        ],
        "confidence_required": "medium",
        "evidence_required": true,
        "schema_required": true
      },
      "validation_gate": {
        "gate_type": "evidence",

    "pass_behavior": "Proceed to Lead Scoring Agent.",
    "fail_behavior": "Mark enrichment incomplete and continue or escalate."

      },
      "approval_required": false,

  "fallback_behavior": "Use intake-only packet with lower confidence.",

      "audit_fields": [
        "research_sources",
        "research_confidence",
        "missing_research_fields"
      ]
    },
    {
      "step_number": 3,
      "step_name": "Lead scoring",
      "responsible_agent": "Lead Scoring Agent",
      "input_contract": {
        "required_fields": [
          "lead_intake_packet",
          "company_research_packet",
          "approved_scoring_criteria"
        ],
        "optional_fields": [
          "purchase_intent_signal",
          "budget_signal",
          "urgency_signal"
        ],
        "accepted_formats": [
          "structured lead packet"
        ],

    "missing_data_behavior": "Score with lower confidence or escalate."

      },
      "output_contract": {
        "required_fields": [
          "lead_score",
          "fit_category",
          "evidence_notes",
          "confidence_score",
          "recommended_next_action",
          "escalation_flag"
        ],
        "confidence_required": "medium",
        "evidence_required": true,
        "schema_required": true
      },
      "validation_gate": {
        "gate_type": "quality",

    "pass_behavior": "Proceed to Validation Agent.",
    "fail_behavior": "Return for revision or escalate."

      },
      "approval_required": false,

  "fallback_behavior": "Route low-confidence lead to human review.",

      "audit_fields": [
        "lead_score",
        "fit_category",
        "confidence_score",
        "evidence_notes"
      ]
    },
    {
      "step_number": 4,
      "step_name": "Validation",
      "responsible_agent": "Validation Agent",
      "input_contract": {
        "required_fields": [
          "lead_intake_packet",
          "research_packet",
          "scoring_packet"
        ],
        "optional_fields": [
          "CRM_duplicate_check_result"
        ],
        "accepted_formats": [
          "validated schema objects"
        ],

    "missing_data_behavior": "Stop or escalate if critical fields are missing."

      },
      "output_contract": {
        "required_fields": [
          "validation_status",
          "duplicate_status",
          "consent_status",
          "approval_requirements",
          "escalation_reason"
        ],
        "confidence_required": "high",
        "evidence_required": true,
        "schema_required": true
      },
      "validation_gate": {
        "gate_type": "risk",

    "pass_behavior": "Proceed to CRM update draft and outreach draft.",
    "fail_behavior": "Escalate to Sales Operations Manager."

      },
      "approval_required": false,

  "fallback_behavior": "Stop workflow and escalate if duplicate, consent, or policy conflict exists.",

      "audit_fields": [
        "validation_status",
        "duplicate_status",
        "consent_status",
        "approval_required",
        "escalation_reason"
      ]
    },
    {
      "step_number": 5,
      "step_name": "CRM update draft",
      "responsible_agent": "CRM Update Agent",
      "input_contract": {
        "required_fields": [
          "validated_lead_packet",
          "CRM_field_mapping",
          "approval_requirement"
        ],
        "optional_fields": [
          "routing_notes"
        ],
        "accepted_formats": [
          "validated lead packet"
        ],

    "missing_data_behavior": "Hold draft and request missing mapping."

      },
      "output_contract": {
        "required_fields": [
          "CRM_note_draft",
          "field_update_draft",
          "routing_recommendation",
          "approval_request"
        ],
        "confidence_required": "high",
        "evidence_required": true,
        "schema_required": true
      },
      "validation_gate": {
        "gate_type": "human_approval",

    "pass_behavior": "Apply approved CRM write only if authorized.",
    "fail_behavior": "Hold or revise CRM update draft."

      },
      "approval_required": true,

  "fallback_behavior": "Do not write to CRM until approved.",

      "audit_fields": [
        "CRM_update_draft",
        "approver",
        "approval_decision",
        "CRM_write_status"
      ]
    },
    {
      "step_number": 6,
      "step_name": "Sales outreach draft",
      "responsible_agent": "Sales Communication Agent",
      "input_contract": {
        "required_fields": [
          "validated_lead_packet",
          "approved_sales_tone",
          "assigned_owner"
        ],
        "optional_fields": [
          "product_interest",
          "pain_point",
          "urgency_signal"
        ],
        "accepted_formats": [
          "validated lead packet"
        ],

    "missing_data_behavior": "Create generic draft or request clarification."

      },
      "output_contract": {
        "required_fields": [
          "outreach_email_draft",
          "personalization_notes",
          "risk_flags",
          "approval_request"
        ],
        "confidence_required": "medium",
        "evidence_required": true,
        "schema_required": true
      },
      "validation_gate": {
        "gate_type": "human_approval",

    "pass_behavior": "Approved human may send outreach.",
    "fail_behavior": "Hold or revise draft."

      },
      "approval_required": true,

  "fallback_behavior": "Do not send customer-facing message automatically.",

      "audit_fields": [
        "outreach_draft",
        "approver",
        "approval_decision",
        "send_status"
      ]
    }
  ],
  "memory_policy": {
    "allowed_to_store": [
      "case-level lead packet",
      "research summary",
      "lead score",
      "validation result",
      "approval status",
      "aggregated reporting metrics"
    ],
    "must_not_store": [

  "raw private lead messages in long-term memory without authorization",
  "sensitive lead data beyond workflow need",
  "unauthorized CRM details",
  "unapproved pricing exceptions"
],
"retention": "Keep case memory only as long as required for workflow completion and audit requirements.",
"access_rules": [
  "Agents access only the packets required for their role.",
  "Reporting Agent uses aggregated data by default.",
  "Team memory is limited to approved scoring criteria, sales tone, and routing rules."

    ]
  },
  "tool_policy": {
    "read_only_tools": [
      "lead form data",
      "approved company research sources",
      "read-only CRM duplicate check",
      "workflow logs"
    ],
    "drafting_tools": [
      "CRM note draft",
      "sales outreach draft",
      "routing summary",
      "reporting summary"
    ],
    "write_actions_requiring_approval": [
      "CRM update",
      "lead owner assignment",
      "sales outreach email",
      "sensitive Slack notification"
    ],
    "forbidden_actions": [

  "send customer-facing email without approval",
  "update CRM without approval",
  "delete CRM records",
  "create pricing promises",
  "disqualify enterprise leads without approval"

    ]
  },
  "audit_log": {
    "required_fields": [
      "workflow_run_id",
      "lead_id",
      "timestamp",
      "agent_name",
      "step_name",
      "input_summary",
      "output_summary",
      "confidence_score",
      "evidence_notes",
      "validation_result",
      "approval_status",
      "CRM_update_status",
      "outreach_status",
      "escalation_flag",
      "final_routing_outcome"
    ],
    "review_owner": "Sales Operations Manager",

"review_frequency": "weekly during pilot, monthly after stable rollout"

  },
  "success_metrics": [
    "lead qualification time",
    "CRM update accuracy",
    "duplicate record prevention",
    "approval rate",
    "sales acceptance rate",
    "escalation rate",
    "audit completeness rate",
    "unauthorized action count",
    "workflow completion rate"
  ]
}