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Help one team find answers in approved company documents.

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An AI assistant answers your team's questions from company documents and shows where each answer comes from. It uses only approved documents, respects access permissions and says so when it cannot find a reliable answer. Important answers should be checked against the sources.

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Discuss a knowledge-assistant pilot
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Knowledge assistant
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Team member
What is the approval limit for a purchase order without a second signature?
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\n Assistant\n

Purchase orders up to the limit in the approval matrix need one signature. Anything above it also needs the department head.

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SourcesPurchasing policySection 2Approval matrixCurrent version
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Ask a question about approved documents
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Illustrative example using sample documents.

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The problem

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Policies, procedures and project information are spread across folders, and people ask the same factual questions every week.

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Answers with sources, and a clear next step when the answer is uncertain.

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1A team member asks
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Who approves a purchase order?

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2Permission check
Only documents this user may open.
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  • Purchasing policy
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3Relevant passages
Found in the approved source set.
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\nPurchasing policy\nSection 2 · Approval of purchase orders\n
\nThe department head approves it.\n
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Sources missing or conflicting
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Cannot confirmAsk the document owner →
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4Answer with source links
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The department head approves it.

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Purchasing policy · Section 2 · Approval of purchase ordersThe department head approves it.
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Four things must exist first

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  • Current documentsOne valid version of each policy and procedure.
  • Named content ownersSomeone keeps each document up to date and answers the questions the assistant cannot.
  • A defined user groupOne team with a clear set of recurring questions.
  • Access rules that can be appliedAccess rules the assistant can respect, document by document.
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What a pilot includes

A working assistant for one team, tested on real questions.

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Knowledge assistant
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Operations team · approved documents onlyA
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Who approves a change to a customer delivery date?
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AssistantB
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The project manager approves the new date and confirms it to the customer in writing, as set out in the delivery procedure.

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SourcesCDelivery procedure · section 3
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Not covered, or unsure? Ask the content owner.D
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Ask a question about approved documents
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Illustrative example using sample documents.

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  1. A
    Controlled source setOnly approved documents, filtered by the user’s access.
  2. B
    Answer formatA short answer in plain language, agreed with the team.
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    Source linksSource links help your team check answers against the approved documents.
  4. D
    The question reaches a personWhen sources are missing or conflict, the question goes to the responsible person.
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The pilot also covers
  • Document and access review. Before anything is loaded.
  • Real-question evaluation. Tested on questions the team actually asks.
  • Known limitations. Written down and shared with users.
  • User and admin guidance. How to ask, check and maintain.
  • Handover. To your named content owners.
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Six stages

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    Define group and useWho asks, and about what.
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    Review documentsVersions, owners and access.
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    Prepare collectionThe controlled source set.
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    ConfigureAnswer format and handing over to a person.
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    EvaluateReal questions, checked by the team.
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    Improve and hand overFixes, guidance and ownership.
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Common questions

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They open the cited source. Uncertain questions go to the content owner.

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\n Who keeps the documents current?+\n

Your named content owners. We configure and test the assistant against the approved document set and agreed access rules.

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\n How long does it take?+\n

Usually 8–12 weeks. The exact timing depends on scope, access and your team's availability.

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Related services

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\"AI
AI & AutomationAI & Automation overviewAll AI and workflow services.
\"AI
AI & AutomationAI Workflow AutomationImprove one repeated digital workflow.
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\"Colleagues
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Who needs the answers?

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Tell us where the documents live and which questions repeat.

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Discuss a knowledge-assistant pilot
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