Data Request Specification — AI workflow for Malaysian SMEs
Data Request Specification turns business question into required fields/query spec. AI writes the first draft. You check it before it goes out.
Ready-to-use prompts for Data Request Specification
Create prompt
Create prompt
Create a first-pass deliverable
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Here is what I need: required fields/query spec, built from business question. The task is data request specification. My context: SMEs with spreadsheet data but limited analyst capacity. Keep sections short, finish with one recommended action, and include a paste-ready version.
Replace “business question” with your real data.
Analyse prompt
Analyse prompt
Analyse the input and identify the highest-impact insights
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Analyse data request specification for me. Working from business question, list the five findings that matter, ranked by impact. Tie each to a business consequence. Then build required fields/query spec. Sign off with three moves to push analyst turnaround up.
Replace “business question” with your real data.
Optimise prompt
Optimise prompt
Improve an existing version for better business results
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Review and upgrade my data request specification. Input: business question, plus what we currently produce. Tell me where it loses accuracy, clarity or conversion. Remove work that adds nothing. Hand back a better required fields/query spec, with each improvement mapped as before-issue, change, expected analyst turnaround movement.
Replace “business question” with your real data.
Automate prompt
Automate prompt
Turn the task into a repeatable AI-assisted workflow
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Design an AI-assisted automation around data request specification. Starting point: business question. End result: required fields/query spec. Connected systems: Spreadsheets, BI, CRM, accounting, POS. I need the trigger, field list, AI instruction, decision rules, human approval points, failure handling, stored records and a analyst turnaround tracking method. Keep maintenance light.
Replace “business question” and the listed systems with what you actually run.
New here? How the four prompts work together
They are one sequence, not four options. Run them in order on the same piece of work, feeding each answer into the next.
Create
Paste your real data. You get a first draft. Most people never need to go further than this.
Analyse
Paste that draft back in. It tells you what is weak, missing or wrong before a customer sees it.
Optimise
Paste the draft again with what Analyse found. You get a stronger version.
Automate
Only once the output has been good five times running. This is the one people reach for too early.
Nothing forces you through all four. A good Create draft that you edit yourself is a finished job. The longer version.
Specification
- You give it
- Business question
- You get back
- Required fields/query spec
- Moves
- Analyst turnaround
- Run it
- Weekly/Monthly
- Priority
- P4
- Works with
- Spreadsheets, BI, CRM, accounting, POS
- Tool guides
- Excel & Google Sheets, Accounting software, POS systems
Is this for you?
- Pick it for
- SMEs with spreadsheet data but limited analyst capacity. No setup needed. If you can copy and paste, you can run it.
- What you get
- Drafted in minutes, not built from scratch. It aims at productivity. Watch one number: analyst turnaround.
- Reach for it when
- Most SMEs run it weekly, reviewed monthly. If you are doing it by hand more often, automate it first.
How to run it
- 01Collect the input: business question.
- 02Copy the Create prompt and paste it into ChatGPT, Claude or Gemini.
- 03Replace “business question” in the prompt with your real data, then run it.
- 04Read the output against what you already know and correct anything the model guessed at.
- 05Track analyst turnaround. Only wire up the Automate prompt after five useful runs in a row.
The tools you will need
The prompts run in any chat assistant — ChatGPT, Claude or Gemini. These are what you need around them to get the input in and the output somewhere useful.
- Spreadsheets
- BI
- accounting
- AutoCountMalaysian, widely used for SST and e-Invoice.
- QuickBooks
- Xero
Check the rules yourself
This workflow touches rules set by someone else. Check the current requirements yourself before you act on the output.
- JPDP
- Pasting customer or staff records into an AI tool is a transfer of personal data. Consent, notice, retention and cross-border rules still apply when the tool is not yours.
Links go to each authority’s own site. See all Malaysian authorities.
Data & privacy
If you paste customer or staff details into an AI tool, your business stays responsible for them under the PDPA. Replace names and numbers with initials or references first.
Using customer data with AI tools in Malaysia covers what to check with any provider before you paste.
For this website, it works differently.
Nothing you type here is sent to us or to an AI model. The prompts are static content, and the copy button works directly inside your browser.
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Maintained by Naven Pillai