When is a knowledge assistant useful?
Problems we help solve
An AI assistant is useful when information exists but is dispersed and difficult to find. It delivers the greatest value across procedures, instructions, internal documentation, proposals, policies and technical materials.
- Employees ask the same questions repeatedly because they cannot find the current answer.
- Documents are spread across multiple folders, Teams workspaces, SharePoint sites and PDF files.
- New starters take a long time to learn procedures and organisational exceptions.
- File search does not understand the context of a user's question.
- The business wants to use AI without making all data available to everyone.
Fit
Who is this service for?
Businesses with documented procedures
The assistant helps employees find answers in approved instructions and documents.
Customer service teams
It makes policies, product information and operating guidance easier to find quickly.
Technical departments
It supports work with system, configuration and standards documentation.
Businesses using Microsoft 365
We can use SharePoint and existing permissions as a starting point.
Service scope
What does an AI assistant involve?
Organised sources
We select the documents the assistant is allowed to use.
- procedures and instructions,
- PDF and DOCX files and knowledge pages,
- current and archived versions.
Permissions
We define who is allowed to view each type of information.
- user groups,
- access to document libraries,
- restrictions on sensitive data.
Assistant configuration
We define how users ask questions and how answers are presented.
- subject scope,
- source citations,
- clear responses when information is unavailable.
Testing and maintenance
We test responses and establish how the knowledge base will be updated.
- a list of test questions,
- accuracy assessment,
- a named content owner.
Outcomes
What will you receive?
- an assistant that responds using selected business sources,
- an organised set of documents with clear responsibility for keeping them current,
- access to information controlled according to user roles,
- a set of test questions and an assessment of response quality,
- recommendations for further development of the knowledge base.
Most importantly, the assistant should know which sources it may use and when it must acknowledge that it cannot provide a reliable answer.
Delivery approach
How is the service delivered?
- Objective. We define the questions the assistant should handle.
- Sources. We select documents and assess their quality.
- Access. We organise permissions and user groups.
- Pilot. We launch the assistant with a limited body of knowledge.
- Testing. We assess its responses to real questions.
- Development. We establish update rules and identify further knowledge areas.
Delivery standards
How do we ensure quality?
- We do not use unverified documents as answer sources.
- We require a clearly identified content owner and update process.
- We test responses before making the assistant available to a larger group of users.
- We restrict access to information according to each employee's role.
- We document limitations so that users understand when verification is required.
Cost
What determines the price?
The price depends on the number of sources, document quality, permission requirements, selected tool, number of users, tests and the scope of maintenance of the knowledge base.
FAQ
Frequently asked questions
Can an assistant cite its sources?
Yes, where the solution and document structure support citations. This makes responses easier to verify.
Will everyone be able to see every document?
They should not. Access must be based on roles and existing permissions.
Do the documents have to be perfectly organised?
No, but better-quality sources produce better responses from the assistant.
Can we start with one department?
Yes. A pilot covering one department or process is the safest way to begin.
Can you help maintain the knowledge base?
Yes. We can establish an update process and support its expansion into further areas.