Retrieval Decision Register

Use this register when deciding how an agent, automation, or product workflow should be grounded and constrained. The decision should identify the authoritative source, freshness requirement, permission trimming, writeback risk, approval need, and audit evidence.

Download the raw source: retrieval-decision-register.csv.

Fields

Field group	Fields
Identity	Use Case ID, Information Or Action Need
Pattern checks	Decision Type, RAG/Search Required, API/Tool Required, MCP/Connector Required, Human Approval Required
Data and action controls	Authoritative Source, Freshness Requirement, Permission Trimming Required, Writeback Required, Audit Required
Decision	Selected Pattern, Decision Rationale, Control Requirements, Owner, Decision Date, Open Questions

Starter CSV

The starter rows show different decisions for grounded answers, bounded writeback, and analytics.

Use Case ID	Information Or Action Need	Decision Type	Selected Pattern	Human Approval Required
UC-001	Answer HR policy questions	Grounding	Microsoft 365 Copilot with SharePoint grounding	No
UC-002	Create invoice exception case from supplier email	Action	Copilot Studio agent with Power Automate action	Yes
UC-003	Explain forecast variance by account	Analytics	Power BI semantic model with Copilot summary	No

Use Case ID,Information Or Action Need,Decision Type,RAG/Search Required,API/Tool Required,MCP/Connector Required,Human Approval Required,Authoritative Source,Freshness Requirement,Permission Trimming Required,Writeback Required,Audit Required,Selected Pattern,Decision Rationale,Control Requirements,Owner,Decision Date,Open Questions
UC-001,Answer HR policy questions,Grounding,Yes,No,No,No,Approved HR policy SharePoint library,Daily,Yes,No,Yes,Microsoft 365 Copilot with SharePoint grounding,Grounded answers are enough and no writeback is needed,Source citation and permission trimming required,HR Knowledge Manager,2026-06-15,Confirm stale policy archive process
UC-002,Create invoice exception case from supplier email,Action,Yes,Yes,Yes,Yes,Exchange mailbox and ERP invoice exception queue,Near real time,Yes,Yes,Yes,Copilot Studio agent with Power Automate action,Agent needs message understanding plus bounded case creation,Human approval before ERP writeback and audit log,AP Process Owner,2026-06-15,Confirm ERP API throttling
UC-003,Explain forecast variance by account,Analytics,No,Yes,No,No,Dynamics 365 opportunity history,Daily,Yes,No,Yes,Power BI semantic model with Copilot summary,Analysis fits reporting model without agent autonomy,Report access inherits CRM roles,Revenue Operations Lead,2026-06-15,Confirm forecast snapshot history