Scribe - Internal Process Automation With Make for Ops Efficiency

Rishad Al Islam

•4 min read
a laptop computer sitting on top of a desk

System Overview

What it is: Scribe, a tool for creating step-by-step process guides, leveraged Make to automate its internal operations. The automation handles Slack alerts, Notion updates and Airtable record creation, reducing manual admin effort across internal workflows.

Core capabilities

  • Automatic Slack alerts for task updates and status changes
  • Notion database updates for process documentation and knowledge base
  • Airtable integration for logging records and tracking operations
  • Workflow triggers based on employee activity or form inputs
  • Real-time syncing between internal tools
  • Analytics on process usage and completion rates
  • Hands-free execution of repetitive tasks

Many teams struggle with scattered updates. This approach shows how automation can bring everything under one roof.

Business problems solved

  • Reduce time spent on manual internal admin work
  • Keep internal documentation and databases up to date automatically
  • Ensure teams are instantly notified of updates and tasks
  • Centralize records across multiple tools without duplicate entry
  • Improve ops efficiency and reduce error rates

Industries served

SaaS companies, agencies, internal ops teams, support teams, knowledge management.

Actor Identification

Primary actor: Internal team member using Scribe to document or trigger workflows.

Secondary actors: Make automation engine, Slack workspace, Notion database, Airtable base, operations team.

Actor Goals

  • Team Member: Save time on repetitive admin work and focus on higher-value tasks.
  • Ops Manager: Maintain accurate records, reduce overhead, and streamline internal workflows.
  • Automation System (Make): Trigger actions, sync updates, and notify stakeholders instantly.
  • Internal Tools: Keep all records current across Slack, Notion, and Airtable.

Context and Preconditions

  • Make scenarios configured with Slack, Notion, and Airtable integrations
  • Trigger rules defined (new Scribe guide created, process updated, or form submitted)
  • Notification channels set up in Slack for different teams
  • Airtable base structured for ops records and reporting
  • Notion workspace connected with appropriate access rights

Basic Flow (Successful Scenario)

  • Employee creates a new process guide in Scribe.
  • Make triggers a workflow that updates Notion with a new entry for the guide.
  • Airtable logs the guide for tracking and reporting.
  • Slack sends a notification to the relevant team with the new process link.
  • As processes are updated in Scribe, Make automatically updates Notion and Airtable records.
  • Ops manager reviews analytics on completed updates and usage.

Outcome: Internal ops admin time is reduced by over 40%, tasks are completed hands-free, and teams respond 80% faster with 70% fewer manual steps.

Alternate Flows

A1: API timeout: If Slack, Notion, or Airtable is unavailable, Make retries and logs the issue for review.

A2: Duplicate record: If a process already exists in Airtable, Make updates the existing record instead of creating a new one.

A3: Notification error: If Slack delivery fails, Make sends fallback notification via email.

A4: Unauthorized action: If user lacks permissions, Make denies the workflow execution and notifies the ops manager.

Want to see how automation can cut your ops admin time by 40% or more? Let’s talk. Book a free session with us at Vsenk.