RESOURCES / GLOSSARY
Business systems glossary
Use these plain-language definitions when discussing software, automation, websites and operational workflows. They explain practical distinctions for business buyers; a platform’s exact behavior must still be checked in its documentation and configuration.
Acceptance criteria
Observable conditions used to decide whether a requirement has been met. “An authorized reviewer can approve the submitted version, and the decision is retained” is more testable than “approval works well.”
AI agent
A system in which a model helps direct work across steps and tools toward a goal. Its allowed actions, review boundaries and stopping conditions must be defined. An agent is not the same as a fixed rule-based workflow.
API
An application programming interface: a defined way for software components to interact. In a business integration, an API may expose operations to read or update records. Access to an API does not by itself establish a working integration.
Audit log
A record of selected actions or events, often including the actor, time, target and outcome. Its usefulness depends on what is captured, who can change it and how long it is retained. A log is not automatically proof of compliance.
Authentication
Checking an asserted identity, such as through a sign-in process. It answers “who is this?” rather than “what may this person do?”
Authorization
Determining whether an identified user or system may perform an action on a resource. Successful sign-in does not imply permission to view every record or approve a request.
Automation
Execution of tasks with reduced manual intervention. A rule that routes complete requests to a reviewer is automation without necessarily using AI.
Canonical URL
The preferred URL for a page among duplicate or substantially similar versions. A canonical annotation signals that preference to search engines; it is not a redirect, access restriction or guarantee that a search engine will select that URL.
CMS
A content management system used to create, organize and publish content. It may store page text and media, but it is not automatically a suitable system for a complex operational workflow.
Configuration
Changing supported settings or rules within a product. Adding an available field or assigning an existing role is different from building new application behavior.
Custom software
Software built or adapted to meet particular requirements. The term describes how the solution is created, not a guaranteed level of quality or freedom from maintenance.
Dashboard
An interface presenting selected metrics or records for monitoring and decisions. A chart requires definitions, source context and a reporting period; appearance alone does not establish accuracy.
Database
An organized collection of data managed for storage and retrieval. A database can store request records; the application defines how users work with them and which actions they can perform.
Data model
A description of the entities, fields, relationships and constraints used to represent information. For example, one customer may have many requests, each with its own reviewer and status.
Deployment
Putting a version of software or configuration into a target environment. Deployment is separate from deciding whether that version has passed the agreed acceptance checks.
Environment
A context in which software runs, such as development, test or production. Similar-looking screens can point to different data and services; identify the environment before changing records.
Idempotency
The property that repeating an operation has the same intended effect as performing it once. For an approval action, this can prevent a retry from creating a second decision. It must be designed and verified, not assumed.
Integration
A connection that exchanges information or coordinates actions between systems. It needs clear data ownership, mappings, permissions and error handling—not just a successful initial transfer.
Noindex
An instruction asking a search engine not to include a page in its index when the instruction is encountered and processed. It does not make the page private or prevent someone with the URL from accessing it.
Permissions
Rules controlling access to resources and actions. Read, edit, export and approve can be separate permissions. A role groups permissions; it should not be confused with a person’s job title alone.
Prototype
An early representation used to examine an idea or interaction. It may contain mock data and disconnected controls, so it is not evidence that a production system or integration exists.
Reconciliation
Comparing related records or totals to identify mismatches. After transferring requests between systems, reconciliation can reveal missing or duplicated items that a successful connection test did not catch.
Source of truth / system of record
The designated authoritative location for a particular record or field. Different systems can be authoritative for different information; define which one wins when values disagree.
State / status
A defined condition of a work item, such as Submitted or Approved. A state transition changes that condition under an agreed rule; labels should correspond to meaningful operational differences.
Validation
Checking information or behavior against defined rules. A required-field check can establish completeness without proving that the submitted information is correct.
Version
An identifiable revision of content, data or software. An approval should identify the version it covers so later changes are not mistaken for approved material.
Webhook
An event notification sent by one system to a receiving endpoint when a subscribed event occurs. It differs from polling, where the receiving system repeatedly asks for updates. Delivery does not by itself prove downstream processing succeeded.
Workflow
A sequence of activities, decisions and handoffs that moves work toward an outcome. A useful workflow description includes responsibility, inputs, states and exception handling—not just the normal path.
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