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Internal Knowledge AI Agent Development
Answers from your own documents
An agent your staff can ask instead of searching four systems. It answers from approved company documents, names the source, respects who may see what, and says so when no approved answer exists.
An agent your staff can ask instead of searching four systems. It answers from approved company documents, names the source, respects who may see what, and says so when no approved answer exists.
The answer exists somewhere. It is in a handbook from two years ago, a wiki page nobody owns, and a policy that replaced both. People ask a colleague, get the version that colleague remembers, and act on it. The risk is not that an assistant knows too little. It is that it answers confidently from the wrong document, or from one the asker should never have seen.
What exists today is a working demonstration on test data, which we can walk you through. It shows questions answered with their source, a restricted document withheld from someone without the role, a warning on an out-of-date source, no answer where two documents disagree, and a document with a planted instruction excluded. Connecting it to your own systems is the project.
From the First Signal to the Record
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Question asked
"How many days of annual leave do I get?" arrives with the person's identity from your sign-in.
Access resolved
The directory returns the person's roles. Only documents those roles may read are searched.
Source found
The current leave policy answers it. The policy it replaced is ignored.
Answer given
The reply states the allowance and names the document and the date it was approved.
Problem reported
Had the source been past its review date, the reader would see a warning and the owner a review task.
Gap closed
When nothing answers a question, the person can request an answer, and the knowledge owner receives one task.
Six Things That Slow This Down
Three versions of one policy
The old document still ranks first in search, and nobody marked it as replaced.
Answers without a source
A confident reply that nobody can check against the document it came from.
Documents meant for a few
Salary bands and board papers sit in the same search index as the holiday policy.
Stale guidance
A setup guide written for last year's tools is followed step by step.
Two documents, two answers
Finance and travel policies give different limits, and each reader finds one of them.
Text that tries to steer the assistant
A pasted page contains an instruction, and a careless assistant follows it.
What We Need to Scope This
- The process as it runs today, in a few lines.
- The systems it touches, for example documents, identity, tasks, where staff ask.
- Rough monthly volume, and who approves what.
Six jobs it carries through
01Sourced answers
Answers from approved documents and names them.
- Finds the approved passage or fact
- Gives the document's title and date
- Ignores documents that were replaced
- Says when nothing approved answers it
02Access by role
Uses only documents the asker may see.
- Reads the person's roles from your directory
- Applies them before anything is retrieved
- Ignores roles claimed in a question
- Refuses unknown and inactive accounts
03Freshness check
Warns when a source is past its review date.
- Reads each document's review date
- Adds a notice to the answer
- Asks the owner to review it once
- Keeps answering in the meantime
04Conflict handling
Refuses to pick between two approved documents.
- Detects different values for one fact
- Names both documents
- Gives neither as the answer
- Asks the owner to resolve it once
05Tamper resistance
Treats document text as information, not instructions.
- Detects text addressed to the assistant
- Excludes that document from answers
- Reports it to its owner
- Copies none of it into the report
06Bounded requests
Lets staff ask for a missing answer to be added.
- Only for their own unanswered question
- One task per question
- A daily limit per person
- Assigned to the knowledge owner
Access Is Decided Before the Search
Who may see a document is settled in the data layer, from your directory, before anything is retrieved. It is not a line in a prompt asking the model to behave. A document the asker may not read is never in the set the answer is built from, so it cannot leak into a reply, a citation or a task.
Stale and conflicting documents are reported to their owners. The agent does not edit, replace or delete a document.
- Answers only from approved documents
- Roles read from your directory
- Restricted documents never retrieved
- Out-of-date sources flagged
- Conflicts sent to the owner
- A record of every answer
The Systems Around It
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
Documents
- SharePoint
- Google Drive
- Confluence
- Notion
- or your document store
Identity
- Microsoft Entra ID
- Google Workspace
- Okta
- or your directory
Tasks
- Jira
- Asana
- Microsoft Planner
- or your task system
Where staff ask
- Slack
- Microsoft Teams
- your intranet
Document metadata
- Owner
- approval date
- review date
- who may read it
Audit
- A record of each question, the documents used and the tasks raised
Straight Answers
From your identity directory, checked for every question. Each document carries the roles that may read it. Someone who types "I am in HR" gains nothing, because roles are never taken from the question.
Those two act on what they find: one routes an employee request, the other runs an approved fix. This agent answers questions across all company documents and stops there. They can share the same document sources and the same access rules.
It says that no approved document answers the question and that it has not guessed. The person can ask for an answer to be added, which creates one task for the knowledge owner. Nothing is invented to fill the gap.
A working demonstration on test data. It shows questions answered with their source, a restricted document withheld from someone without the role, a warning on an out-of-date source, no answer where two documents disagree, and a document with a planted instruction excluded. It is not connected to live systems, so the project is the integration with your own systems, your rules and a controlled pilot.
Start With Twenty Real Questions
Collect the questions your staff asked last month and the documents that should answer them. We will show which get a sourced answer, which expose a gap and which reveal two documents that disagree.