HR and internal operations · Sample scenario
Internal AI assistant for company policies
An employee asks a question on the internal portal, the assistant answers with sources only from approved documents they can access, and opens a ticket if there is no answer.
Problem
Employees keep sending HR and IT the same internal questions about business trips, leave, VPN and equipment.
How it works today
Questions come by message, email and in person. HR and IT write the same answer again and again, and often only a few people know where the policies are.
What this scenario changes
The employee signs in to the internal portal with their company account, and their role and access are determined. The assistant searches only approved documents the employee is allowed to see and answers with a reference to the source section. If no suitable source is found, no answer is made up and the question goes to HR or IT as a ticket.
The process step by step
- Employee asks a question: On the internal portal
- Authentication: Sign-in with the company account
- Role-based access: Which documents are permitted
- Search in approved documents: Permitted documents only
- Is there an answer in a permitted source?: A matching section was found
- Sourced answer: Short answer and reference
- Answer shown: With a link to the source
Exception path
- Ticket to HR or IT: The question goes to an employee
- Employee notified: The ticket number is shown
The role of AI
Writes a short answer based on sections found in permitted documents and shows the source in every answer. It does not add information that is not in the source.
Human approval and exceptions
Questions with no source, with an answer only in a document the employee cannot access, or about personal circumstances go to an HR or IT employee; the assistant does not answer in these cases.
Frequently asked questions
Can the assistant answer from management or salary documents?
Only if the employee has access to that document. Documents without access are not included in the search.
What if a document is outdated?
The assistant uses only approved documents; the old version remains in force until the document owner approves a new one. Keeping documents current is part of the process.
Are personal questions (for example, my remaining leave days) answered?
This scenario is for general policies. Questions that need personal data go to HR or are handled with a separate integration.