# AI Tool Approval Workflow Template

## Step 1: Request submission

Requester provides:

- tool name
- vendor
- intended business use
- users or teams
- data expected to enter the tool
- integrations or automations planned

## Step 2: Initial review

Check:

- business need
- overlap with existing approved tools
- data exposure risk
- external sharing or retention risk
- permission scope

## Step 3: Decision

- approve
- approve with restrictions
- defer pending questions
- reject

## Step 4: Conditions of use

Document:

- approved user groups
- prohibited data types
- required review steps
- logging or monitoring requirements
- review date