Use explicit rules for explicit decisions
When the input is structured and the decision is stable, an ordinary integration or rule can be simpler to verify. Moving a known field, checking a duplicate identifier, and assigning a territory do not inherently require a language model.
Treat generated text as a draft
Unstructured notes and documents can benefit from assistance, but summaries and extracted meaning need evaluation. Preserve original evidence and review names, numbers, commitments, and uncertainty before taking action.
Combine the two carefully
A hybrid workflow can create a draft with AI, let a person approve it, and then use explicit rules to update a record. Keep the approval boundary visible and do not let a retry skip it.
Choose the simplest adequate approach
Compare an existing native feature, a manual template, a rules-based workflow, and an assisted workflow. Evaluate total maintenance, data handling, and recoverability rather than how advanced the technology sounds.
Choose the mechanism after defining the output and the cost of a wrong answer.