Forward-deployed: analysis to implementation
Make company knowledge easier to find
Procedures, product information and price lists should not be locked in folders or one colleague’s memory. We build a search and answer workflow grounded in the documents your team is allowed to use.
We start with your current process, systems and constraints. The scope is agreed after analysis.
Illustration of the proposed workflow.
When this is worth looking at
Repeated questions
Experienced colleagues answer the same operational questions instead of doing their own work.
Conflicting versions
People find a document but cannot tell whether it is still current.
Unclear sources
An answer sounds plausible but has no reference your team can check.
How the workflow changes
Choose trusted sources
Identify approved documents, their owners and who is allowed to use them.
Organise and retrieve
Prepare the sources and retrieve material relevant to the question.
Answer with references
Show an answer with its supporting source, or explain that the evidence is missing.
Keep knowledge current
Agree document updates, permission changes and review of unanswered questions.
What we implement
- A searchable collection of the agreed documents.
- A question-and-answer interface with source references.
- Permission-aware access and representative answer tests.
- A process for updates and questions needing human help.
What stays under your control
- Document owners decide what is approved and current.
- Restricted information stays within the agreed access rules.
- Answers support the team; they do not replace required expert judgment.
Illustrative workflow, not a client case study
An answer based on the approved returns procedure
A support colleague asks how to handle a damaged item. The proposed assistant retrieves the applicable returns procedure and points to the source. If the documents do not cover the case, it directs the question to a person instead of inventing a policy.
Useful automation, sustainable running costs
Source preparation, retrieval and update frequency matter as much as the model. We test an appropriately sized model against real questions and limit unnecessary calls. Query volume, source size and permission complexity inform the operating-cost estimate.
Questions before you start
Can we trust every answer?
No AI answer should be treated as infallible. We test representative questions, show sources and define how missing or conflicting evidence is handled. Sensitive decisions still need appropriate review.
Can different teams see different information?
We define access boundaries from your current roles and sources. Those permissions must be designed and tested explicitly, not assumed because a chatbot has a login.
Will this replace our document system?
Not necessarily. We assess whether approved documents can remain in their existing system and how updates reach the assistant. The source-of-record arrangement is agreed in the project.
What does your team keep asking the same colleague?
Tell us which questions repeat, where the approved answers live and who should have access. We’ll assess a useful first knowledge scope.