What this service solves
Give a team one place to ask about internal procedures without searching through several versions of the same document. The assistant retrieves relevant passages from a collection your content owner approves, responds with links to its sources, and falls back to a person or a documented next step when the collection cannot support an answer.
What you get
Source-linked chat
A chat surface for the pilot team. An answer points back to the approved document it draws from so the reader can check the wording and context.
Evaluation checklist
A record of representative answerable, unanswered, and access-restricted questions. Your team can reuse the checklist when it reviews changes to the collection.
What’s included
Index one approved collection
Agree an inventory with the document owner. Check that the selected files are readable and current, retain source titles and links, and prepare passages the assistant can retrieve.
Return answers with sources and fallback behavior
Use relevant passages to compose and cite an answer. Define how to respond when a source is missing, passages disagree, or a question is outside the collection.
Test access and answer quality
Check answers and links against the source text. Test with the agreed access boundaries so a pilot user receives only material that team members may read.
How implementation works
Review access and sources
Review the collection, its owner, and any restrictions before making content available to the pilot.
Build retrieval and responses
Configure retrieval and the response rules, then exercise them with representative questions in the chat surface.
Evaluate and hand off
Review citation accuracy, fallback behavior, and access checks with the owner. Walk the team through the checklist and how to report an issue.
Technical considerations
- Document identity and revisions
- Keep each indexed passage connected to its document title, source link, and reviewed version. Agree with the owner on how a replaced document is identified and when the index needs to be refreshed.
- Access and citations
- Decide which material the pilot team may retrieve before indexing it. Check retrieval and link permissions separately. A document can be relevant to a question while its link requires a permission the reader lacks.
Systems, inputs & prerequisites
An approved document collection, usage restrictions, content owner, and representative questions.
- A team-owned document collection with approved source links, current versions, and an owner who can resolve conflicting guidance.
- The intended user group, usage restrictions, and sample questions that include awkward or unanswered requests.
Starting scope & pricing
Base scope
One team, one approved document collection, one chat surface, and a pilot question set.
Illustrative workflow
Ask
A staff member asks what information an access request should contain.
Retrieve
The assistant searches the approved handbook for the relevant procedure.
Cite or refer
It links to the matching procedure or directs the staff member to the documented owner.
Validation & handover
- Compare each answer in the pilot question set with the supporting passage and open the cited source using the intended team access.
- Submit questions about missing guidance and test the agreed fallback. Check that a user outside the pilot boundary cannot retrieve the restricted material through chat.
- Review the evaluated document set with its owner and hand over the checklist for testing after approved content changes.
Limitations & possible extras
Limitations
Additional collections, chat surfaces, or per-user permission layers need separate scoping. Source cleanup, hosting, and model usage may add cost.
Source quality and access boundaries determine answer quality and deployment feasibility.
Possible extras
Hosting, model usage, content cleanup, or extra data sources and access layers.
Questions about this service
How does the assistant handle conflicting procedures?
If the indexed guidance disagrees, the agreed response can identify the conflict and refer the question to the document owner. The owner decides which procedure applies.
Can the pilot include a restricted document?
Only if the source owner confirms that the intended pilot audience may use it. Different document permissions within the same audience may require a separate access design.
Can we include an undated guide or a scanned PDF?
The source review checks whether text is retrievable, a useful link can be retained, and the owner can confirm which version applies. Material that needs conversion or editorial cleanup may require separate work.
How should we update the collection after the pilot?
Give the content owner a way to identify an approved revision, then follow the reviewed refresh approach for the chosen setup. Rerun the affected questions before relying on changed guidance.