Keep the know-how in records your business controls, then test whether someone else can rebuild a workflow from them. Don’t leave the only explanation of a process inside a chat history.
Can’t you just export it if you switch tools?
Ask what the export actually contains. An export within one product is not proof it will move to another.
1. Document more than the prompt.
Knowledge. Approved guidance, source owners and current versions.
Workflow. Inputs, decisions, permissions, connections and fallback.
Evidence. Test cases, expected results, failures and accepted changes.
2. Check the exact tool’s limits.
Find out which components and settings transfer and which don’t. Store passwords and keys separately, using approved controls.
Practical check: Keeping business context in files you control doesn’t mean every workflow will move unchanged.
3. Run a recovery exercise.
Using authorized test access, ask someone else to reconstruct one small workflow from the approved records. Note what is missing, fix the documentation and retest before the business needs it in a hurry.
Practical check: Portability is something to test, not assume.
Read more: Maintaining an AI Agent: What to Do When Things Change · Who Maintains an HR AI Tool When Its Builder Leaves?
This is general guidance, not advice for your situation.