# Workflow maintenance handoff

> Assumes a recurring workflow has a current owner and another role can take over routine upkeep. Adapt the checks and escalation route to the system being maintained. This is a pattern-only worksheet; it does not configure monitoring or grant access.

Use this worksheet when recurring work moves between owners or needs a reliable backup. Write steps so a capable teammate can follow them without relying on unstated context.

## Workflow and ownership

- **Workflow name:** [Name]
- **Purpose and expected outcome:** [What this work keeps running]
- **Scope:** [Included work and clear exclusions]
- **Current owner / role:** [Role]
- **Receiving owner / role:** [Role]
- **Backup or escalation role:** [Role]
- **Handoff date:** [Date]
- **Next review date:** [Date]

## When work happens

| Trigger or cadence | Input needed | Action | Expected output | Where the authorized record lives |
|---|---|---|---|---|
| [Schedule or event] | [Input] | [Action] | [Output] | [Approved system or location] |
| [Exception trigger] | [Input] | [Action] | [Output] | [Approved system or location] |

## Routine checks

| Check | How to perform it | Expected result | If it fails, notify |
|---|---|---|---|
| [Check] | [Steps] | [Observable result] | [Role or channel] |
| [Check] | [Steps] | [Observable result] | [Role or channel] |

- **Known limits:** [What this workflow does not cover]
- **Common failure and first response:** [Failure, safe first step, owner role]
- **Stop condition:** [When to pause work and escalate]
- **Recovery or rollback reference:** [Approved procedure or location]
- **Access needed:** [Role or permission level, requested through the normal process]

## Handoff confirmation

- [ ] Receiving owner can locate the current instructions and authorized records.
- [ ] Receiving owner understands the trigger, expected output, and routine checks.
- [ ] A failure route and backup role are clear.
- [ ] Access was requested or confirmed through the normal process.
- [ ] Open work and the next due date were reviewed.

- **Open items and owner roles:** [Item, owner role, due date]
- **Questions to resolve:** [Question, owner role, due date]
- **Handoff accepted by role:** [Role]
- **Acceptance date:** [Date]

Keep credentials out of this worksheet. Link only to locations the intended reader is authorized to use. Update this handoff when ownership, tools, steps, or escalation routes change.