This guide is for Org Optimizers and Team Optimizers. It explains what each role can see, how to explore your organization's mined workflow data in Optimize, and how to turn what you find into shareable reports and guides.
Roles
An Org Optimizer is a cross-organization viewer and operator for Optimize. They can see Optimize data from all optimized teams and use that data to identify patterns, inefficiencies, and opportunities across departments.
A Team Optimizer is scoped to one or more explicitly assigned teams. They can analyze how their team works, investigate workflows, and create improvement projects, but they cannot automatically see every team in the organization.
Navigating the dashboard
Click HERE for an interactive walkthrough.
Interacting with the data
Agent Chat
The Agent chat lets you ask natural-language questions about your organization’s mined workflows, app usage, time allocation, inefficiencies, and improvement opportunities, with answers grounded in your Optimize data. Based on the data and responses, you can generate a process map, a project brief or even build a chart to visualize data or changes over a period of time!
You can also update Business Context, Live Artifacts, and Workflows from the agent chat without needing to go to settings! We recommend working with your CSM or the Scribe team before making changes to Workflows from the agent chat since any changes you make will impact how Optimize sorts and organizes ALL of your data points into structured workflows.
Artifacts
Artifacts are the shareable reports Optimize's agent builds from how your team actually works. The agent can build charts, tables, documents, process maps, or a custom mix, and you can edit them yourself or ask the agent to change them. You can then choose who sees each one: just you, specific people, a team, or the whole org. Documents, including ones with embedded charts and process maps, can also update themselves weekly, monthly, or on a schedule you pick, so the report stays current without anyone rebuilding it.
How it works:
Any artifact: Pick a preset (charts, tables, process maps, documents) or let the agent build a custom mix. Optimize also suggests artifacts to create based on the goals you're working toward.
A real canvas: Artifacts open side by side with the agent. Edit sections directly or ask the agent to revise. Every change is saved as a new version, and version history shows what it said before.
Sharing: Private by default. Share with individuals, a whole team, or everyone in your Optimize org. Recipients see it under Shared with you, and team-shared artifacts show up on that team's page. Sharing is currently view-only access.
Scheduled updates: Documents, including ones with embedded charts and process maps, can update weekly, every 2 weeks, monthly, or quarterly. Each run is saved as a new version. Standalone charts and process maps can't be scheduled.
New library: All / Yours / Shared with you / Archived tabs, search, grid and list views, and live previews. Rename, duplicate, archive, and export to DOCX, PDF, or Markdown
Example uses: Finance time-to-close that updates monthly, a weekly Sales Ops time-spend view, a shared automation business case for a CS team, current-state process maps for stakeholders.
Types of Artifacts
Charts
The agent chat can generate a bar, line, area or donut chart to visualize and understand your data! Simply prompt the agent with "Show me data points XYZ in team ABC as a Bar chart" and it will render the visual inline.
Business Context
Business Context is a way for admins and optimizers to tell Optimize what it needs to know about your organization. This includes information like your company's goals, OKRs, strategic priorities, tools in use, and any constraints or guardrails relevant to your team. Rather than starting from scratch every time you chat with the agent, Business Context acts as a persistent layer of organizational knowledge that Optimize always has access to for specific teams or the whole org.
Case ID Tracking
Optimize can follow a single case (a Linear ticket, a Zendesk ticket, a Salesforce case or account) across every person and app that touched it. Admins add Case ID rules that pick case IDs out of the URLs people visit. Optimize then links all the separate pieces of work on that case into one timeline. You can ask the agent how long each case took, how much of that time was real work, and how long it sat waiting between people.
Scribe Optimize and Scribe Capture Together
Optimize and Capture can work together if you have both products enabled at your organization! Optimize can help you can identify a happy path or use the Agent to help determine the best way of working, then create a Scribe directly from that workflow. You can then edit, polish, and publish it through Capture as the official guide for your team.