# Initial IA practical kit Fictional examples and copyable templates prepared on 21 September 2026. No name, project file or quotation comes from a real client. Expected article answers are teaching answer keys, not recorded software results. ## Sort business emails Added on 24 September 2026: [the method and six explained cases](https://initial-ia.com/en/ressources/trier-mails-professionnels-ia). * [Sorting worksheet to complete](https://initial-ia.com/en-assets/guides/practical/grille-tri-mails.md) : categories, statuses, priorities and review log. * [Six-email exercise](https://initial-ia.com/en-assets/guides/practical/exercice-tri-mails.zip) : fictional messages, separate answer key and reproducible Python rule. No mailbox access required. ## Practical files to download Updated on 22 September 2026: * [Excel quotation comparison tool](https://initial-ia.com/en-assets/guides/practical/comparateur-devis.xlsx) : calculations and unknown costs. * [Reproducible PDF trial](https://initial-ia.com/en-assets/guides/practical/essai-extraction-pdf.zip) : inputs, outputs and script. * [Second-brain starter folder](https://initial-ia.com/en-assets/guides/practical/dossier-second-cerveau.zip) : sources and test separate from the answer key. * [Meeting brief](https://initial-ia.com/en-assets/guides/practical/fiche-rendez-vous.md) : example and blank template. * [Maintenance meeting notes](https://initial-ia.com/en-assets/guides/practical/modele-compte-rendu.md) : new case, notes and answer key. * [First-automation worksheet](https://initial-ia.com/en-assets/guides/practical/grille-premiere-automatisation.md) : three candidates and trial criteria. Earlier exercises below remain available. The Lumen example is retained; the meeting-notes guide now uses the new maintenance case. ## Decision register A template to complete for each decision. It can be kept in a document or document-management tool without requiring specific software. ``` Identifier: Project file: Decision or information: Status: proposal / verified fact / approved decision / superseded Source date: Original source and location: Approver: Follow-up owner: Replaces decision: Replaced by: Next review: People or roles authorised to view: Missing information: ``` Copy text ### Catalogue Atlas exercise sources Copy only this block into the tool being tested. The absence of the approver's name is deliberate. ``` FICTIONAL PROJECT: Catalogue Atlas D1 | Commercial note | 2 September 2026 Status: proposal Propose catalogue implementation with two hours of training included in the initial proposal. D2 | Scope approval | 5 September 2026 Status: approved decision, replaces D1 regarding training The accepted scope covers the catalogue. Training is postponed to a separate phase. The approver's name is not provided in this document. D3 | Follow-up notes | 8 September 2026 Status: follow-up, no change to commercial scope The date of a future workshop remains to be defined. No new commercial approval of training is recorded. ``` Copy text Checking questions: is training included? Which document supports the answer? Who approved the change? Has a workshop date been set? Expected result: training outside approved scope, reference D2; approver identity unknown; no confirmed date. An affirmative answer based only on D1 must be corrected. ## Meeting preparation file Copy this block with the article's prompt. Do not include the answer key in the file supplied to AI. ``` FICTIONAL PROJECT: Ateliers Boréal Planned meeting: 23 September 2026 Contact: Camille, sales manager Preparation objective: scope a first catalogue phase. M1 | Email from Camille | 10 September 2026 We want to centralise our product sheets before the reseller presentation planned for 15 October. Is it possible to import them from a spreadsheet? N1 | Qualification note | 12 September 2026 120 product sheets are in a spreadsheet. No person has been appointed to approve content. The budget has not been shared. M2 | Email from Camille | 18 September 2026 The meeting on 23 September should let us define the scope. The implementation schedule remains to be confirmed afterwards. ``` Copy text ### Blank brief ``` Company and contact: Meeting date and objective: Useful facts: - Fact / reference / date Confirmed commitments: - Commitment / supporting document Unapproved wishes or proposals: - Proposal / origin Contradictions: - Relevant sources / question to resolve Missing information: - Information / person to ask Priority questions, no more than five: 1. 2. 3. 4. 5. Suggested next step, to approve during the meeting: Reviewed by: ``` Copy text Answer-key checks: no delivery promised for 15 October; no invented budget or approver; 120 sheets attributed to N1; scope still to be defined under M2. The brief must not trigger external action. ## Supplier quotations ### Shared requirement Internal catalogue with import of 100 product sheets, two hours of training and maintenance for the first twelve months from launch. All exercise amounts are in euros excluding tax. No desired timeframe has been set. Offers are fictional. ### Quotation A ``` Reference: A | Date: 21 September 2026 | Fictional exercise Section 1: catalogue installation and import of 100 sheets: €2,800 excluding tax. Section 2: optional two-hour training: €400 excluding tax. Section 3: mandatory maintenance from launch: €60/month excluding tax. Section 4: stated timeframe of four weeks after receiving complete content. Section 5: content rewriting and correction excluded. Other mandatory first-year charges: no additional amount stated. ``` Copy text ### Quotation B ``` Reference: B | Date: 21 September 2026 | Fictional exercise Section 1: package price of €3,250 excluding tax. Section 2: the package includes installation, import of 100 sheets, two-hour training and the first twelve months of maintenance. Section 3: stated timeframe of six weeks after content approval. Section 4: content rewriting and correction excluded. Section 5: maintenance price from month thirteen not supplied. ``` Copy text ### Quotation C ``` Reference: C | Date: 21 September 2026 | Fictional exercise Section 1: installation, import of 100 sheets and two-hour training: €3,100 excluding tax. Section 2: mandatory maintenance subscription, price to confirm. Section 3: timeframe to confirm. Section 4: content rewriting and correction excluded. ``` Copy text ### Blank comparison worksheet | Required item | Offer A and source | Offer B and source | Offer C and source | Question to answer | | --- | --- | --- | --- | --- | | Installation | | | | | | Included quantities | | | | | | Training | | | | | | Maintenance over the period | | | | | | Other mandatory costs | | | | | | Exclusions | | | | | | Timeframe and trigger | | | | | | Total for the shared scope | | | | | The answer key should give €3,920 excluding tax for A, €3,250 for B, a difference of €670 and an undetermined total for C. B's price after twelve months remains unknown. These checks verify the exercise, not any model's general quality. ## Choosing the first automation ``` Task: Trigger: Current owner: Result user: Measured volume and period: Current time, including preparation and rework: Required data and tools: Available access rights: Acceptable result, defined specifically: Known exceptions: Action prohibited without approval: Consequence of an error: Ability to undo or recover: Current non-AI solution: First trial scope: Continue and stop criteria: ``` Copy text ## Automation trial log One row per file. Retain ordinary cases and exceptions. Distinguish human time from machine waiting time, and state whether operations can run in parallel. | File | Ordinary or exception | Human time before | Preparation after | Control | Rework | Observed error | Missing source | Accepted by reviewer | | --- | --- | --- | --- | --- | --- | --- | --- | --- | | Example to complete | | | | | | | | | Record for the whole trial: tool and version, instructions, dates, document scope, maintenance time, technical cost, owner and file-selection method. Retain files not used during adjustments for final verification. ### Article's numerical scenario ``` Hypothetical monthly volume: 80 files Current human time: 15 minutes per file Remaining preparation and checking: 6 minutes per file Rework: 10 files each needing 12 additional minutes Monthly system monitoring: 60 minutes Before: 80 × 15 = 1,200 minutes After: 80 × 6 + 10 × 12 + 60 = 660 minutes Difference: 540 minutes, or 9 hours per month ``` Copy text These values are illustrative. Replace them with observations before estimating a project's value. Installation, training and tool costs are not deducted in this time comparison. ### Variation: longer review If remaining preparation and checking increase from 6 to 12 minutes per file, with other assumptions unchanged: ``` After: 80 × 12 + 10 × 12 + 60 = 1,140 minutes Difference: 1,200 − 1,140 = 60 minutes, or 1 hour per month ``` Copy text The shift from 9 hours to 1 shows why checking time must be observed during the trial. It does not predict your automation's result. Fictional documents prepared on 21 September 2026. No file comes from a client. Answer keys are teaching references, not recorded assistant answers. ## Meeting notes ### Lumen exercise notes Give only this block to the tool for the exercise. Keep the answer key separate. ``` Fictional meeting: Lumen catalogue, 22 September 2026. Attendees: Léa, project lead; Marc, sales; Inès, catalogue. N1. Marc proposes a 5 October launch with 80 items. N2. Inès says only 50 product sheets are complete. N3. Léa and Marc agree to limit the initial batch to those 50 items. N4. Marc suggests including an English translation. N5. Léa and Marc finally agree to deliver the initial batch in French only. N6. Inès commits to sending the list of 50 items on 24 September. N7. Léa clarifies that 5 October remains a target to be checked after receiving the list. N8. The visuals need checking; nobody is assigned and no date is set. ``` Copy text ### Blank template ``` Meeting / project: Date and attendees: Objective: Source documents: APPROVED DECISIONS Decision / source / superseded proposal: ACTIONS Action / owner / deadline / source: If missing: owner “not assigned”, deadline “not set”. OPEN QUESTIONS Question / information needed / person to ask: REVIEW Minutes reviewed by: Approval date: Corrections made: Source location: ``` Copy text ### Lumen answer key * Initial batch: 50 items with complete product sheets, N2 and N3; supersedes the proposal for 80 items in N1. * Initial batch language: French only, N5; supersedes the bilingual proposal in N4. * Confirmed action: Inès sends the list on 24 September 2026, N6. * 5 October remains a target to be checked, N7; do not present it as a promised date. * Visual checks required, N8; owner not assigned and deadline not set. [Read the full method](https://initial-ia.com/ressources/compte-rendu-reunion-ia). ## Email replies ### Context and tone sheet ``` Project and reference: Preparation date: Message to reply to: Questions actually asked: Reply objective: Verified facts + current source: Commitments I can confirm: Proposals I am authorised to make: Information still unknown: Internal information not to share: Tone: direct, polite, precise. Phrases to avoid: Files actually available: Person who reviews and sends: ``` Copy text ### Five test cases | Case | Fictional input | Available context | What must not be invented | | --- | --- | --- | --- | | Date | Camille requests delivery on 8 October. | Indicative window from the 8th to the 12th; schedule not approved. | Firm date or confirmation deadline. | | Discount | Samir requests 10% off for 40 units. | Original quote for 20; no new discount approved. | Price for 40 units or agreement to a discount. | | Information | Alex requests a quote for catalogue sheets. | Quantity, languages and product data missing. | Assumed volume or flat fee. | | Follow-up | Nora received L-204 on 14 September. | No reply in the records consulted. | Urgency, expiring price or certainty that no reply exists elsewhere. | | Delivery | Jules reports two damaged items. | No order reference or photo; no commercial decision. | Unapproved refund, replacement or deadline. | ### Pre-send checks ``` [ ] Each customer question has an answer or a request for clarification. [ ] Dates and prices come from current documents. [ ] Commitments are authorised. [ ] Files mentioned are actually attached and are the correct versions. [ ] The recipient and copied contacts have been checked. [ ] Internal notes are separate from the message being sent. [ ] No newer reply has arrived during preparation. [ ] An authorised person approves sensitive points. ``` Copy text [Read the five reviewed replies and the prompt](https://initial-ia.com/ressources/repondre-mail-ia). ## PDF to Excel extraction [Download the three PDFs and their CSV answer keys](https://initial-ia.com/guides/practical/exercices-pdf-excel.zip). The ZIP README explains how to keep the input and answer key separate. | Exercise | Expected result | | --- | --- | | Digital table | 3 rows; references 0012, 0013 and A-04; total excluding VAT €226.30. | | Scanned page | 3 rows; price and amount for A-04 missing; complete total unknown. | | Table across two pages | 3 rows; description for 0013 joined; total excluding VAT €226.30. | The CSV files use semicolons and decimal commas. Set references to text when importing. Empty cells for unknown amounts must not be converted to zeros. ``` TEST LOG File and date: Tool, version and method: Document provided alone or with other files: Expected / obtained row count: References identical: yes / no Missing fields left empty: yes / no Values to correct and source page: Total stated in the document: Recalculated total: Checking and correction time: Decision: usable / needs correction / redo manually Reviewer: ``` Copy text [Read the selection and checking guide](https://initial-ia.com/ressources/extraire-donnees-pdf-excel).