The problem
Staff need quick answers from a handbook with many sections. Guidance can be hard to verify when the relevant source is missing from the answer.
Workflow
Before automation
Staff search several documents and may repeat outdated instructions.
Proposed design
The assistant retrieves from one approved collection, checks access, and cites a current source or escalates the question.
Example sequenceReady
- Question receivedQueued
- Find approved sourcesQueued
- Check evidenceQueued
- Return an answer with sourcesQueued
Implementation conditions
- Assign a document owner
- Build a small acceptance set
- Test access and unavailable answers
Possible outcome
Staff can follow a cited answer to the approved source and know when to ask the owner.
Limitations
Current documents and validated permissions are prerequisites. Some questions need a human response.