A new hire asks how approval works
The same approval rule is explained again every quarter. The PDF on the shared drive and the screenshot in chat are often not the same version.
Related note How to build an enterprise knowledge base
Related note How to set permissions for an enterprise AI assistant
Back to the AI overview
Internal knowledge can be foundThe judgment stays with the owner
An internal knowledge base and assistant so colleagues can ask about policy, product, and process in ordinary language, instead of opening folders one by one.
Book a free consultation- A new hire asks how approval works
- Versions disagree
- Experienced colleagues keep getting interrupted
Versions disagree
Chat is passing around an old PDF. The current text is on the site or the shared drive. Colleagues cannot tell which one to rely on.
Experienced colleagues keep getting interrupted
Senior people spend their time answering “where is the file?” and “who owns this?” instead of the exception that actually needs a judgment.
What it looks like on site
The files exist. The answer still has to be asked of a person.
Policies and instructions sit in shared drives, chat, and email. New hires still have to find someone who knows the work.
01
A new hire asks how approval works
The same approval rule is explained again every quarter. The PDF on the shared drive and the screenshot in chat are often not the same version.
02
Versions disagree
Chat is passing around an old PDF. The current text is on the site or the shared drive. Colleagues cannot tell which one to rely on.
03
Experienced colleagues keep getting interrupted
Senior people spend their time answering “where is the file?” and “who owns this?” instead of the exception that actually needs a judgment.
Access follows the file store you already have
What can be searched depends on the material you are willing to include, and on the permissions of the file store. Folders that are not authorised are not searched.
Most companies are not short of documents. They have too many versions, in too many places. What we build is a search layer and a draft answer. It does not replace the person who owns the topic.
Policy, an old PDF, and chat history on the same search layer
A matching passage still goes to a person for review
What this layer does
Search and a draft, confirmed by the owner
The system finds the relevant passage and drafts a reply. Whether to use it is still decided by the person who owns the topic.
Search is limited by folder and department
Permissions follow the existing file store, so a document someone should not see is not retrieved.
A question returns the passage, not only a sentence
The reply cites the source path, so a colleague can check the original.
The output is an internal draft
Colleagues read and edit it. It is not sent outside the company.
Conflicting or outdated statements are marked
When the same rule appears in two texts, the conflict is flagged for a person to decide.
How a project starts
List the sources, then connect the permissions
A library that has not been inventoried should not become a window that “can answer anything”.
Inventory the sources
What may enter the library, and what must stay out — personnel files, or contracts that are not public, for example.
Connect search and permissions
Use the storage and the permission model you already have, rather than a second set of accounts.
Write the review
Who may correct an answer, and who retires outdated material.
Review
An answer has to point back at the source
Every reply cites a source path. Anything about personnel, law, or a promise to someone outside the company is reviewed by the colleague who owns it before it is treated as the rule. The model is not the policy.
Back to the AI overview
Related work
Workflow agents
Repeated steps turned into an agent that can run, pause, and be traced. A person still approves the points that matter.
Document processing and data capture
Agreed fields pulled from scans and PDFs. Exceptions go to a queue for a person to correct.
Customer, sales, and voice assistants
Incoming messages are sorted and a reply is drafted. An agent decides whether to send it.
Analysis and decision dashboards
Sources, rules, and the questions still to answer, on one board, so the figures you already have can be read together.
Custom software, websites, and applications
A workbench people actually open, built on top of the systems already in place.
Market and competitor research
Faster collection and sorting of public material. A conclusion counts only after a researcher has read it.
Multilingual content and localisation
Source, glossary, translation, and a local edit, on one repeatable line.
Marketing analysis and creative revision
Last round’s creative and where it went, arranged so the next round’s headlines, outlines, and landing pages can be rewritten.
Cross-border operations
Repeated order, document, and reconciliation steps across two places, joined into a flow that can pause for review.
Assessment, prototypes, and integration
Assess the current work, test it on a small sample, and only then connect it to the systems you already use.
Talk about the work first
Start with the step that is stuck
The consultation is free. Describe the problem, and we will reply and confirm the scope with you.