AI assistant for the knowledge base
An AI assistant for employees,built on your company's procedures.
The AI assistant for your internal knowledge base works for your colleagues, not for customers. It answers questions about leave, expense claims, working procedures or internal rules, using only approved documents, and shows where it took the information from.
The procedures exist, but people still ask a colleague
The internal regulations, the expense claim procedure and the work instructions are somewhere on SharePoint or in a shared folder. In practice, employees ask on chat whoever they know has the answer. The answer varies, and experienced colleagues are constantly interrupted.
- Documents are scattered and exist in different versions, and keyword search does not find the answer
- HR and IT answer the same simple questions many times a week
- New employees do not know where to look and hesitate to ask every time
- Answers given from memory can contradict the official procedure
Who it is for
- Companies with dozens or hundreds of employees and procedures documented in several places
- HR, IT or quality departments that answer the same internal questions every day
- Teams with high turnover or frequent hiring, where onboarding new colleagues takes time
- Companies with strict operating procedures (manufacturing, logistics, regulated services)
What the AI assistant does for employees
- 01
Answers from official documents
Writes a short answer based on approved procedures and policies, not on general knowledge.
- 02
Cites the source
Displays the document and the section the answer comes from, so the employee can check it.
- 03
Explains the steps of a procedure
Turns a long procedure into a list of steps that apply to the situation the employee describes.
- 04
Helps onboard new colleagues
Answers the questions of the first weeks: where do I find it, who do I notify, which form do I fill in.
- 05
Points to the right person
When a question requires a decision or an exception, indicates the department or person responsible.
- 06
Flags gaps in the documentation
Questions with no answer in the documents are collected in a list for the team that maintains them.
How it works
How an employee gets the answer
The steps marked in yellow are approved by a person.
- Input
- Action
- AI
- Human in the loop
- Result
- 01
Input
The employee's question
A colleague asks in Teams, Slack or on the intranet, for example about claiming travel expenses.
- 02
Action
Searches the procedures
The assistant finds the relevant passages only in documents the employee has access to.
- 03
AI
Writes the answer
Summarises the applicable steps and attaches the reference to the document and section.
- 04
Human in the loop
The owner decides exceptions
Situations that require approval or interpretation go to HR, IT or a manager.
- 05
Result
An answer with its source
The employee receives the steps and the link to the official procedure.
What documents and tools the internal assistant uses
- Operating procedures, internal regulations, HR, IT and security policies, in their approved version
- Work instructions and guides for internal applications
- Contact lists by department and responsibilities
- Existing access rights, so each employee sees only what they are allowed to
- Frequently asked questions collected from HR and IT, used as a test set
Possible integrations
- SharePoint and OneDrive
- Microsoft Teams
- Slack
- Google Drive
- Confluence
- Notion
- Your own intranet
- Microsoft Entra ID / Google Workspace for authentication
- SharePoint and OneDrive
- Microsoft Teams
- Slack
- Google Drive
- Confluence
- Notion
- Your own intranet
- Microsoft Entra ID / Google Workspace for authentication
Each integration's compatibility is checked during the analysis phase, for the systems and versions you use.
Control and transparency
What a person validates
- Which documents go into the assistant and which is the official version of each
- Answers to questions that affect employees' rights (pay, disciplinary measures, special leave)
- Any exception to a procedure, which remains the decision of the person responsible
- The list of unanswered questions, reviewed regularly by the document owners
Limits and how we manage them
- The assistant reflects the documents it receives, so it works best when every procedure has an owner who keeps it up to date
- It does not interpret employment law and does not provide legal advice
- It does not make decisions on behalf of HR or a manager; it only explains the written rule
- Information that is not written down anywhere cannot be found, and the list of unanswered questions shows what is worth documenting
How we measure the quality of internal answers
We agree the indicators together before launch and track them afterwards. The values depend on the process, the data and the volume.
- Accuracy of answers
- HR and IT check a set of real questions and mark the answers as correct, partial or wrong
- Quality of citations
- We check on a sample that the cited document and section actually support the answer given
- Unanswered questions
- We track how many questions find no source and in which areas, so we know which documents are missing
- Respect for access rights
- We test with accounts in different roles that restricted documents do not appear in answers
How we implement the internal assistant
- 01
Inventory of documents
We decide which procedures and policies go in, who owns them and which is the official version.
- 02
Connecting sources and permissions
We connect the sources with their existing permissions, so the assistant follows the same access rules.
- 03
Testing with real questions
We use the questions received by HR and IT to check the answers and citations before launch.
- 04
Launch in one department
We start with a group of employees, collect feedback and expand once the answers are stable.
Use cases
The examples below are conceptual scenarios, not delivered implementations.
- Manufacturing
Work instructions per shift
A new operator asks which checks to carry out when starting a line, and the assistant displays the steps from the work instruction and the name of the document.
Conceptual example - Professional services
Claiming travel expenses
A consultant asks which documents they need for an expense claim, and the assistant lists the steps from the procedure and points to the correct form.
Conceptual example - Clinic network
Internal administrative procedures
Administrative staff ask how a type of internal document is archived, and the assistant answers from the approved procedure, without access to patient files.
Conceptual example
Frequently asked questions
How is it different from a customer knowledge base or a support chatbot?
It is designed for employees and internal documents: procedures, policies, work instructions. It respects each colleague's access rights and refers people to the internal owners.
What happens if the assistant cannot find the answer?
It says clearly that it did not find the information in the available documents, does not fill in the gaps from imagination, and indicates the person or department who can answer. The question goes into the list of documentation gaps.
Can an employee see documents they do not have access to?
They should not. We configure the assistant to respect the permissions in the existing sources and test this with accounts in different roles before launch.
How does the assistant stay up to date when a procedure changes?
The sources are resynchronised regularly, and withdrawn documents are removed. The owner of each document remains responsible for the official version.
Where are employees' questions stored?
We agree together on retention and on who has access to the logs. We can anonymise the questions used for improvement and choose providers with processing in the EU.
How is it different from a RAG system or an enterprise knowledge base?
The assistant is the product employees use, in Teams, Slack or on the intranet. A RAG system is the technique the assistant uses to search the documents before answering, and an enterprise knowledge base is the infrastructure that keeps sources, versions and permissions in order across the whole company.
Can’t find the answer? Write to us and we’ll reply directly.
Want your procedures to answer questions on their own?
Tell us where your internal documents are and which questions HR and IT receive most often. We will suggest a pilot in a single department.
Related solutions
- Enterprise knowledge basesThe infrastructure that keeps company knowledge in order: inventoried sources, permissions, updates and an owner for each domain.
- RAG systemsAssistants that search the configured sources before answering and show where each piece of information comes from.
- Custom AI assistantsAssistants built for a specific role — quoting, in-house legal, technical support — with that role's tone, rules and sources.