Discovery
Define the role, users, workflow and business outcome.
BESPOKE SYMS
Built around your way of working.
Create a custom artificial worker tailored precisely to your business role, workflow, knowledge base, systems integration, and approval processes with Claira, SmartFlows' expert bespoke Sym designer. Build times range from just a few minutes for straightforward roles to a few days for highly complex bespoke solutions. Experience a precise, collaborative design process ensuring your Sym fits your organisation's unique operational needs and delivers real business value.
Brief
Record what the Sym should do, must not do and when it must escalate.
Build
Create the Sym, its controls and any required app or CRM workflow.
Test
Check real scenarios, data access, edge cases and approval routes.
Approve
Sign off the role, knowledge, controls and user experience.
Launch
Move into live use with support and controlled future changes.
CLAIRA BESPOKE SYM DESIGNER
Turn roles and workflows into clear, practical plans
Claira is SmartFlows’ bespoke Sym design specialist. She replaces complicated specification forms and lengthy discovery meetings by engaging in natural, intelligent conversations with you. This helps define exactly what your business needs before development begins, turning your description of roles, workflows or operational challenges into detailed, structured Sym Blueprints.
UNDERSTAND YOUR BUSINESS NEEDS
Clarify role, tasks, decisions and success criteria
Describe your business role, process or problem in natural language. Claira guides the conversation to establish what the Sym will be responsible for, which tasks it completes, who it supports, what information is needed, decisions it can make, and which decisions require human approval — no technical knowledge needed.
- Role description and ownership
- Tasks the Sym should complete
- Support and reporting lines
- Data and decision requirements
- Human approval points
- Success measurement criteria
NATURAL, USER-FRIENDLY INTERACTION
Communicate requirements by text or voice
You can specify your requirements by typing or speaking naturally with Claira. She asks focused, jargon-free questions to uncover critical details, making it easy to explain complex workflows, roles, or business issues in plain English rather than technical forms.
LEVERAGE YOUR EXISTING DOCUMENTS
Upload briefs, screenshots, diagrams and forms
Claira works from your existing business documents such as briefs, PDFs, workflow diagrams, interface examples and forms. This avoids the need to recreate information from scratch, streamlining the specification process and ensuring accurate understanding of your needs.
- Written briefs
- PDFs and process descriptions
- Existing procedures
- Forms and example documents
- Screenshots and interface samples
- Workflow diagrams
- Reference images
TAILOR SYM RESPONSIBILITIES
Define customised tasks and ownership specifics
Claira’s blueprints include detailed, customised Sym responsibilities that match your business perfectly rather than generic templates. Responsibilities can include managing communications, following customers, organising workflows, processing documents, updating records, reporting, scheduling, supporting users, and escalating issues.
- Communication management
- Follow-up on leads or customers
- Workflow organisation
- Document and data processing
- Content preparation
- Record updates
- Work monitoring
- Report generation
- Scheduling
- User support
- Issue escalation
DESIGN WORKFLOWS AND PROCESSES
Create clear, practical, testable processes
Claira designs workflows that define starting triggers, needed information, actions to take, recording requirements, follow-ups, approval requests, escalations, and final outcomes. This framework turns broad concepts into clearly manageable Sym roles ready for development and testing.
- Process triggers
- Required data
- Sym actions
- Recording and notes
- Follow-ups
- Approval requests
- Issue escalations
- Final outcomes
DEFINE MANAGEMENT INTERFACES
Outline control panels for oversight and efficiency
Where needed, Claira specifies management interfaces such as work queues, records, task statuses, approval requests, communication histories, document management, reminders, performance reports, exceptions monitoring, search filtering, reporting and administrative controls to provide your team with efficient visibility and control over the Sym’s activities.
- Work queues and task tracking
- Customer and prospect records
- Approval workflows
- Communication history
- Document and file management
- Reminders and schedules
- Performance metrics
- Exception alerts
- Search and filtering
- Reports and exports
- Administrative controls
SPECIFY DATA REQUIREMENTS
Identify all information the Sym must store
Claira determines key data for the Sym’s consistent performance, including customer details, enquiries, tasks, conversations, documents, appointments, approvals, status changes, notes, outcomes, usage logs and audit records, ensuring reliable data management.
- Customer details
- Enquiries and tasks
- Conversations and documents
- Appointments and approvals
- Status updates and notes
- Outcomes and reports
- Usage and audit logs
ASSESS SYSTEMS INTEGRATION
Review existing software and integration needs
Claira evaluates whether the Sym requires integration with your business systems such as email, calendars, telephony, websites, CRM, databases, document repositories, forms, portals, third-party platforms, or other SmartFlows Syms, identifying technical or access challenges to set realistic development expectations.
- Email and calendar systems
- Telephony and call management
- Websites and CRM
- Databases and file storage
- Forms and internal portals
- Third-party platforms
- Other Syms in SmartFlows
CHOOSE OPTIMAL BUILD APPROACH
Select appropriate Sym complexity and scope
Not all needs require fully bespoke builds. Claira helps decide between minimal configuration, adapted proven roles, advanced workflows with controls, or fully bespoke multi-system Syms, avoiding under- or over-development to align perfectly with your requirements.
- Minimal configuration of existing Syms
- Configured roles with refined workflows
- Advanced Syms with controls
- Fully bespoke multi-process, multi-system Syms
GET EARLY COST ESTIMATES
Receive initial pricing guidance
Claira provides indicative setup costs, ongoing fees, optional capabilities, additional integrations, communication requirements, and advanced development needs early in the process, helping you understand financial implications before final pricing confirmation.
- Setup fees
- Monthly costs
- Optional features
- Integration expenses
- Communication needs
- Advanced development
IDENTIFY KEY RISKS AND APPROVALS
Highlight sensitive areas requiring review
Claira points out risks such as sensitive data handling, financial controls, compliance and regulatory requirements, access permissions, external system limitations, human approval points, unclear workflows, and technical dependencies to improve risk management and planning.
- Sensitive information
- Financial controls
- Compliance requirements
- Regulatory activities
- Access permissions
- External system limits
- Human approval steps
- Unusual workflows
- Technical dependencies
CREATE A DETAILED SYM BLUEPRINT
Develop a comprehensive shared plan
After collecting detailed information, Claira produces a Sym Blueprint including proposed Sym name, role description, build type, key responsibilities, workflows, controls, integrations, estimated costs, risks and recommendations, forming a clear shared understanding before development starts.
- Sym name and role
- Build package type
- Responsibilities and functions
- Workflows and controls
- Management interfaces
- Information storage
- Required integrations
- Setup questions
- Indicative costs
- Risks and next steps
SUPPORT REVIEW AND APPROVAL
Collaborate to refine and finalise specifications
The blueprint is iterative; you can request changes to responsibilities, functions, controls or costs. Claira updates the specification according to feedback until you approve, providing a strong specification basis for SmartFlows development.
BESPOKE SYM DESIGN PROCESS
How the Claira design journey works
Begin by describing your requirement. Claira asks focused questions and reviews your supporting materials. She then produces a structured Sym Blueprint for your review. You refine or approve this blueprint, preparing the project for final SmartFlows development and launch.
- Describe your requirement in plain English
- Answer focused questions
- Submit supporting documents if available
- Review structured Sym Blueprint
- Refine or approve for development
WHY CHOOSE CLAIRA?
Faster, clearer, more accessible software scoping
Traditional software scoping can be slow and complicated. Claira accelerates the process by helping turn ideas into practical specifications without technical jargon. She identifies missing details early, clarifies responsibilities, workflows, controls and integration needs, offers cost guidance, reduces misunderstandings and provides SmartFlows a stronger foundation for development success.
- Turn early ideas into practical specifications
- Explain requirements without technical knowledge
- Identify missing details before development
- Create clearer responsibilities and workflows
- Understand controls and integrations
- Receive early cost and complexity guidance
- Reduce misunderstandings and unnecessary development
- Strengthen the development foundation
WHAT CAN BE CUSTOMISED?
The role, knowledge, tools, voice, workflow and controls.
RoleKnowledgeCRMEmailDocumentsCallsVoiceEscalationApprovalsReportingFormsScheduling
START THE CONVERSATION