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One-Bot workflow

Customer request response

A clear response draft based on approved policies, with exceptions sent to a person.

Designed for: Small organizations that need consistent first drafts for routine customer questions

Set up Client Deliverables Download the workflow guide
Full workflow and setup details
Before you begin

Gather the information the Bot needs

  • The customer message
  • Approved policies and knowledge base
  • Escalation rules and response tone
Operating guide

Know when to run it and who leads

Lead Bot
Client Deliverables
Typical first run
15–30 minutes for a first manual run
When to run it
When a new request arrives and a person assigns it

Use this workflow when you need a clear response draft based on approved policies, with exceptions sent to a person.

Access for the first run
  • The approved inputs listed on this page
  • Only the files, sources, and services required for this run
  • No sending, publishing, spending, or live-system changes without approval
Run the first version one step at a time

Give one Bot the complete job

Use one Bot for the first run. Add a specialist only when the job becomes complicated enough to need a separate role, different access, or independent review.

1

Client Deliverables

Identify the request, find the answer in the approved policy files, and prepare a clear reply

Produces: A response draft with the supporting policy and any exception marked for approval
Use the approved inputs I provide. Identify the request, find the answer in the approved policy files, and prepare a clear reply. Return this result: A response draft with the supporting policy and any exception marked for approval. Ask me about missing information before you continue.

Overall request

Prepare a response draft to this customer request using only the approved policy files. Cite the policy internally and mark any exception, refund, promise, or escalation for a person.

Use this as the complete first-run request.

Decisions for a person

  • Approve exceptions, refunds, and promises
  • Handle sensitive or upset customers
  • Send the final response
First test

Try the workflow with low-risk material

Use fictional requests that cover one routine case and one required escalation.

Check the result

Check the result against your original material. You make the decisions listed below. Use fictional requests that cover one routine case and one required escalation.

If the workflow stalls

If the result is incomplete, mark the missing information and ask the same Bot to correct it. Add another Bot only when a genuinely separate role or independent check would help.

Set it up in Hermes Desktop

Begin with one Bot and one manual run

  1. Open the linked starter page, download its .tar.gz profile, and import it from the Profiles screen in Hermes Desktop.
  2. Review the profile’s SOUL.md, Bot Passport, and requested access.
  3. Run the complete request in that Bot’s chat with low-risk material and review the result.
  4. Add a schedule, outside connection, or optional specialist only after the manual version works.
Read the official Bot Mode guide