Find the right document. Know which version applies.
We build assistants that search your company documents and technical manuals so you do not have to open every PDF. Your documents stay where you already use them, including SharePoint, with your existing access permissions. Together, we define which versions apply, how to handle conflicting information and how to check that the results include what you need.
What is an AI assistant for company documents?
It searches your company's documents and answers in plain language, with references to the sources it uses. It searches only the documents you choose to include and follows the access permissions of the person asking. Answers must be supported by those documents; gaps are not filled with information learned elsewhere.
The problems to solve
Finding a document depends on finding the right colleague
The procedure, specification or record of a similar case already exists, but finding it depends on the colleague who remembers where it is. When that person is away, you spend time searching or repeat work that has already been done.
A plausible result can still be incomplete
If you ask for every document for municipality X, cadastral map sheet Y and parcel Z, a plausible list is not enough. You need to check that the records match those exact references and include the attachments and revisions you need.
You found the file. Which version applies?
Manuals with similar names and different instructions sit in the same folder. Finding a file is only the first step: you need to know which revision applies to the work you are doing.
What we build
Checking answers and omissions
Each answer points to the document, version and passage it uses. We check results for real questions against the documents a subject expert expects to find. This checks both the accuracy of the answers and what the search leaves out.
Your existing access permissions
Your systems' access permissions also apply to answers. Someone who cannot open a contract cannot read its contents through the assistant. The assistant does not grant new access rights or bypass existing ones.
Your documents stay where they are
We connect the assistant to your network folders, SharePoint or business software, including Odoo. Your documents stay where they are. If they need reorganising, we assess that with you as a separate piece of work.
Written rules for versions and updates
We agree with you which documents to use, which versions apply and who keeps the sources up to date. When two manuals conflict, the assistant flags it. The rule for resolving that conflict must be agreed and recorded.
What we do not do
We do not fill gaps with invented answers
If the assistant cannot find an answer in the documents it searches, it says so and shows where it looked. It does not fill gaps with assumptions presented as facts, or treat “not found” as “does not exist”.
We do not index everything you have
Drafts, duplicates and superseded versions undermine answers when treated as valid sources. We agree with you what to include and what to exclude. Those decisions must be reviewed as the documentation changes.
We do not let the assistant make decisions for you
For a contract, an expert report or a dispute, the assistant finds the documents and relevant passages. The person who signs off remains responsible for the judgement and the decision.
The work your team still needs to do
Your team still needs to keep sources up to date, decide which versions apply and check results for accuracy and completeness. Assign each responsibility to a specific person. That work continues once the assistant is in use.
Updating sources and archiving superseded versions
Someone must add new documents, confirm which manuals are valid and archive superseded revisions. When a procedure or manual changes, the documentation available to the assistant must be updated too.
Checking answers and looking for omissions
Someone who knows the subject must check a sample of answers against the sources and the documents they expected to find. The review must cover both what the assistant returns and what it misses, especially when an answer informs a commitment to a customer.
Deciding which version applies
When two revisions conflict, the assistant flags the issue and shows the sources. Deciding which one applies is a business responsibility. That decision must be recorded and reviewed when the documentation changes.
What to measure
- How many times a day does someone look for a document, and how long does it take to find it?
- How many searches depend on a colleague who knows where to look?
- Out of twenty real questions, how many searches find every expected document the user can access, in the correct version?
- How many answers look correct but leave out a relevant clause, revision or attachment?
- How many hours a month go into keeping sources current and archiving superseded versions?
The facts and their sources
Among Italian companies that considered AI but did not adopt it, 45.2% cite the unavailability or poor quality of the data they would need. This is the third most common obstacle, after skills (58.6%) and legal clarity (47.3%). For a document assistant, that obstacle is the project itself.
Questions we often hear
- Does this mean moving your documents?
- No. We connect the assistant to the folders, SharePoint or business software you already use. If the sources need reorganising, we flag that and agree the work with you separately.
- Can someone use the assistant to read a document they cannot access?
- No. The assistant applies the permissions of the system that holds the documents. Sources the person asking cannot access are neither displayed nor cited, and are not used to compose the answer.
- Why start another project if you already use Microsoft 365?
- If your existing tools find the documents you need, in the right versions and with the right access permissions, you do not need another project. We start with your actual searches and check what is missing before proposing any additional work.
- What happens when two documents disagree?
- The assistant flags the conflict and shows both sources. It applies the version rules we have agreed with you. If those rules do not resolve the conflict, the person responsible for the documentation must decide.
- How can you check that an answer is accurate and complete?
- A citation lets you check what an answer says; it does not prove that nothing is missing. We use real questions and compare results with the documents and passages a subject expert expects to find. Spot checks remain necessary once the assistant is in use.
- Does it work on technical drawings and scanned PDFs?
- It depends on the files. A scanned PDF needs text recognition. For a technical drawing, we first need to establish which information you need to find. We test your actual documents before proposing a project.
- Where are the documents processed?
- We agree where processing takes place and put it in the contract. The models on our website run entirely on AWS Bedrock in the European Union. We use the same starting point for client projects.
Bring us twenty real questions
Bring the questions your team actually asks, along with the documents and versions you expect to find. We compare results against that reference to see what is found, what is missing, whether the assistant is useful and which sources need work.