Practice 04 · Artificial intelligence & automationAI assistant for employees: the right information without searching five tools
How much time do your teams spend hunting for the expense claim procedure, the right document template or the contact in the right department, or asking a colleague because it is quicker than digging through the intranet? An AI assistant for employees answers these everyday questions inside your team messaging, drawing on your internal sources and respecting everyone’s access rights.
A review of your routine tasks, no commitment
A day with the assistantSix ordinary requests, six teams, one rule: the source comes first
Each department asks different questions, but the mechanics stay the same: the assistant searches the sources the person can open, returns a dated, sourced result and leaves the decision with whoever asked. Drafts remain drafts until someone has reread them.
Sales
Request: “Summarise the Durand account history before my meeting on Thursday.”
Summary
Durand account: the essentials
- Three orders this year, one complaint closed in March
- Contract renewal to raise in June
CRM and account emails · current as of 8 October
Reread by the person before use
Human resources
Request: “How many remote working days can I take per week?”
Rule found
Remote working agreement in force
- Up to two days a week, with the manager’s agreement
- Request to be entered in the HR tool
Remote working agreement · January version
Internal data, permissions respected
Legal
Request: “Find our standard confidentiality clause for a supplier contract.”
Template found
Confidentiality clause, supplier version
- Term: five years after the contract ends
- Approved variant for subcontracting
Template library · updated in May
Internal data, permissions respected
Customer support
Request: “Draft a reply to the customer disputing their delivery charges.”
Draft reply
Proposed reply
- Reminder of the terms that apply to their order
- Possible goodwill gesture, to be approved
Terms of sale · disputes procedure
Reread by the person before use
Management
Request: “Write up Monday’s committee from the shared notes.”
Minutes
Monday’s management committee
- Decisions taken, actions with owner and deadline
- Items carried over to the next committee
Shared committee notes
Reread by the person before use
IT
Request: “Which access should I request for Léa, who starts on Monday?”
Guided path
New joiner onboarding
- Email, document space, management software
- Three pre-filled requests, ready to send
Onboarding procedure · updated in September
Internal data, permissions respected
Who it is for, and whenWhere an employee assistant changes the working day
The need shows up when the information exists but is hard to find, scattered between an intranet, a document space, discussion threads and the memory of a few heavily solicited people.
- New joiners ask their manager or HR the same questions for weeks: tools, access, leave, who to contact.
- The IT department receives basic requests (password reset, email setup, access to an application) that are already documented.
- Internal rules change (remote working, expenses, purchasing) and old versions keep circulating.
The scopeWhat Kopus installs in your company
The assistant plugs into the messaging your teams already use, for example Microsoft Teams or Slack, or into your intranet. It connects to the sources you designate: document space, internal wiki, HR tool, IT ticket base, directory. Each answer names the source document and its date, so the employee knows whether they are reading a rule still in force.
Access management sits at the heart of the setup. The assistant queries sources with the permissions of the person asking: nobody obtains, through the back door, content they cannot open in the original tool. Sensitive subjects (salaries, individual files, medical data) are excluded or confined to specific paths, and every query is logged.
We add guided paths for requests that go beyond a simple question: preparing an onboarding (access to request, documents to sign, people to meet), reporting an IT incident, or getting the summary of a long procedure. A board of unanswered questions shows you where documentation is missing.
The methodRolling out an internal assistant, stage by stage
Recurring request survey
We interview HR, IT and a few managers to list the questions they receive most and the sources that hold the answers.
Source and permission audit
Which documents are reliable, which are obsolete, and which permissions apply in each tool.
Connection and configuration
Hooking up messaging and sources, excluding sensitive content, writing the priority guided paths.
Pilot with a volunteer department
A few weeks of real use, review of poorly handled questions, correction of documentation at source.
Rollout in waves, with internal communication on what the assistant can and cannot do.
Our positionWhat, in our view, makes people trust an internal assistant
Employees adopt an internal assistant on one condition: being certain it leaks nothing it should not and does not talk nonsense about their entitlements. One wrong answer about a leave balance creates more distrust than ten right answers create trust. We therefore put access management, traceability and source attribution ahead of feature richness. An assistant that covers fewer topics but gets them right settles into daily habits for good.
Your questionsFrequently asked questions about this service
What can an internal AI assistant be used for?
Finding information in company documentation, getting a summary of a procedure, preparing an HR or IT request, all according to the permissions of the person asking.
How does the assistant handle confidential documents?
It inherits each user’s access rights and consults only what that person can already open. The most sensitive categories can be excluded from scope, and a query log lets you check its behaviour.
Do we need to reorganise all our documentation first?
No. The pilot reveals gaps and duplicates on the most requested topics, where updating effort pays off most. The rest improves gradually from the unanswered questions.
Which tools do you connect to the assistant?
Your document spaces, email, intranet, business tools: anything with an API and a usable permission system. We start with two or three useful sources.
Does the assistant replace AI training?
No, it complements it. We offer a usage charter and short workshops, because the value comes as much from how the tool is used as from the tool itself.
Why deploy an internal AI assistant rather than let teams use consumer tools?
To keep company data under control, give teams answers grounded in your own documents and govern use with a charter. Consumer tools guarantee none of these three points.
What time savings can we expect?
They concentrate on information search, writing and summarising. Kopus measures time saved on a few typical tasks before and after deployment, so the benefit is observed rather than assumed.
Go furtherPages related to this service
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Let’s bring your projects to lifeYour next project starts here.
Let’s give your teams an assistant that answers them in the right place, with the right permissions.
A review of your routine tasks, no commitment