What should a document assistant do?
What's useful in a corporate knowledge base is not just compelling text, but a verifiable answer. For example, an employee asks how to issue a return: the system finds the current regulations, provides the required fragment and shows a link to the document. If the document is out of date or the permissions do not allow it to be opened, the assistant should not fill the gap with a guess.
This assistant is suitable for onboarding, internal instructions and first line support. Medical, legal and financial decisions require separate expert review: the presence of a document in the database does not in itself make any answer safe or correct.
How to prepare a knowledge base
- Select documents that the team actually uses: regulations, instructions, FAQs and service descriptions.
- Remove duplicates, note the date and owner of each instruction.
- Separate access: public responses to clients, internal processes and closed materials.
- Determine who approves changes and when the new version is made available to the assistant.
- Collect questions that employees are already asking in the work chat.
There is no need to transfer the entire file archive at once. We start with one process and a set of verified documents. PDFs with scans, complex tables and images may require separate processing; We check this using your examples before the overall assessment.
How the answer will be structured
The assistant first searches for suitable fragments, then generates a response based on them. This approach is often called RAG. The interface needs sources, document date, user rating of the answer, and a transfer button to the person. Search and delivery take into account the rights of the employee: a closed file should not be included in the response through the general index.
The system can be opened in a portal, website or Telegram. In this case, the user's identity and access are verified on the server. The very fact of opening a chat does not give you the right to read internal company documents.
How to check the quality
- Test questions include exact answers, ambiguous questions, and topics that are not in the database.
- For the answer, a link to a specific version of the source is saved.
- If two instructions conflict, the assistant does not select an arbitrary one.
- An employee with limited rights does not receive restricted documents.
- After updating the regulations, the old version ceases to be used according to the accepted rule.
- Text from an uploaded document cannot give an assistant the authority to delete files or send data externally.
Cost and first pilot
Development in the direction implementation of AI starts Quote on request. The model used, document processing, storage and requests after launch are considered separately. A free prototype will show the interface and one script within 48 hours; We measure the quality of the full archive using a separate pilot.
To get started, you need several anonymized documents, sample questions and access rules. If the database is not yet organized, we will first agree on the structure and owners of the instructions. For employees, you can associate an assistant with internal portal.
Let's discuss your task
Describe the process and result you need. We will show the prototype and agree on the development content, cost and deadline.
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