Understand the proposed use
Document who will use the workspace, which systems it connects to, and what information is needed. Ask the provider to demonstrate the specific workflow you intend to run. Product names and general claims are not a substitute for reviewing the actual service and agreement.
Review access and data handling
Ask about supported access controls, retention settings, activity history, and available contractual terms. Review the provider’s documentation with the people responsible for privacy and security in your organization. Confirm the configuration and agreement before using sensitive information.
Test the day-to-day experience
Use fictional examples to try common tasks and missing-information scenarios. Check that staff can understand the output, correct mistakes, and identify what still requires action. Agree on a limited rollout and a process for reporting problems.