Your staff type a question in plain English and get a short answer drawn from your manuals, policies and past documents. Every answer links to the exact source, so people can check it in seconds.
Your company knowledge lives in shared drives, wikis, old email threads and the heads of a few senior people. New staff ask those people the same questions again and again, and the experts lose hours each week answering. Others guess, or follow a policy that changed last year. Search tools find files, not answers, and nobody reads a forty-page handbook to find one rule. You need answers that are quick, current and traceable to the document they came from.
Example: A property management company runs several offices, each with staff who handle tenant issues using a long procedures manual and years of shared-drive notes. With the assistant in Microsoft Teams, a new coordinator asks how to handle a deposit dispute. The answer gives the current steps, with links to the policy and the right form. Senior managers spend less time answering repeat questions. The weekly gap report shows that nobody ever wrote down the process for emergency lock changes, so they write it.
We connect the folders and tools you choose, such as Google Drive, SharePoint, Notion or Confluence. Only approved locations are included, and each document keeps its existing access permissions.
Files are split into sections and stored in a search index that understands meaning, not just keywords. The index refreshes on a schedule, so edited and new documents are picked up and deleted ones drop out.
When someone asks a question, the assistant finds the most relevant sections they are allowed to see and writes a short answer. Each claim links to its source, and it says plainly when the documents do not cover the question.
Staff can flag a wrong or outdated answer with one click. The flag goes to the document owner, who fixes the source file, and the corrected answer appears after the next refresh.
People only get answers from documents they could already open. A salesperson asking about pay bands gets nothing from the HR folder.
Each answer links to the document and section it came from, so staff can read the full context and check what they are told.
Ask in a web page, in Slack or in Microsoft Teams. There is no new tool to learn, and answers appear in the thread where the question was asked.
Reads Word files, PDFs, slides, spreadsheets and scanned documents, including tables, so price lists and spec sheets are searchable too.
A weekly list of questions the documents could not answer shows which procedures are missing or unclear, so you know what to write next.
When two documents disagree, the assistant prefers the newer or approved version and mentions the conflict, so someone can retire the old file.
A knowledge assistant depends more on retrieval than on the model, so most of the effort goes into how documents are split, indexed and filtered. Everyday questions, like where a form lives or what a policy says, run well on a smaller, cheaper GPT, Claude or Gemini model. Questions that need a whole manual read at once can go to Gemini 4 Argon, with its very long context window. Embeddings and the answering model are separate, swappable parts, and the whole stack can run on open-weight models on your own servers.
Typical build: 3 to 5 weeks. AI usage per question plus hosting for the search index is usually a modest monthly bill for a small team; we estimate it from your documents and headcount.
A first version over one or two document sources, with citations and a simple web or Slack interface, starts from $1,500. Mirroring detailed access permissions, adding many sources or handling large scanned archives increases the scope. We look at your documents before quoting, then give you a fixed price.
Most teams are asking it real questions within 3 to 5 weeks. The first part is agreeing which folders count as the source of truth, which is often the slowest step. Then we index, test with a list of real staff questions, tune the retrieval and roll it out to a pilot group before everyone.
Yes, sometimes, usually because a document is outdated, unclear or missing. Citations let staff check the source in one click, and the assistant is told to say "I could not find this" rather than guess. Flagged answers go to document owners. For high-stakes topics like safety or HR decisions, treat it as a fast way to find the policy, not the final word.
The index syncs with your sources on a schedule, often hourly or nightly, picking up new and edited files and removing deleted ones. Each answer shows the date of the document it used. If a policy changes urgently, an admin can trigger a refresh straight away. Old versions are not kept unless you ask for an archive.
Your original files stay where they are. The search index holds a copy of the text. It sits, with the logs, in a database on your cloud account or a server we manage, in your chosen region. Only the relevant passages go to the AI model for each question, under API terms that keep them out of training. Sensitive teams can use a privately hosted open-weight model.
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Send us a few real examples of the task. You get a written scope, a fixed price and a timeline within two working days.