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All solutions04 / Knowledge & assistance

Knowledge & assistance

Make internal knowledge securely searchable

An assistant answers questions from approved company sources, cites evidence and respects existing access rights.

Complexity
Complex
Implementation time
6–10 weeks
Suitable industries
Manufacturing · Professional services · Healthcare

Example: Industrial engineering

Process architecture

From intake to a dependable outcome.

Every phase contains clear, traceable steps. Checks, branches and handoffs remain visible instead of disappearing into a black box.

Process diagram

  • 09Nodes
  • 08Connections
  • 03Phases
Environment

01Input

Intake & context

Sources, data and business context are brought together in a controlled way.

3 Steps

02Process

Logic & control

Rules, AI and human review form the traceable process core.

3 Steps

03Output

Result & handoff

Results are handed to people and systems of record in a structured form.

3 Steps

Source01

Approve sources

Document areas, file types, freshness and responsible owners are defined.Details

Process node 01Source

Approve sources

Document areas, file types, freshness and responsible owners are defined.

Interfaces
  • Microsoft Graph API
  • SharePoint API
Next steps
  • Inherit permissions
Data02

Inherit permissions

Existing user, group and document rights become part of the retrieval context.Details

Process node 02Data

Inherit permissions

Existing user, group and document rights become part of the retrieval context.

Interfaces
  • Azure AI Document Intelligence
  • Mistral OCR
  • Dataverse API
Next steps
  • Ask a question
Data03

Ask a question

People use natural language through Teams, intranet or a dedicated interface.Details

Process node 03Data

Ask a question

People use natural language through Teams, intranet or a dedicated interface.

Interfaces
  • Azure AI Document Intelligence
  • Mistral OCR
  • Dataverse API
Next steps
  • Prepare content
Action04

Prepare content

Documents are extracted, meaningfully segmented, versioned and indexed for semantic search.Details

Process node 04Action

Prepare content

Documents are extracted, meaningfully segmented, versioned and indexed for semantic search.

Interfaces
  • Power Automate
  • Azure Functions
  • Microsoft Graph API
Next steps
  • Retrieve evidence
System05

Retrieve evidence

Search finds relevant passages only from sources available to the current user.Details

Process node 05System

Retrieve evidence

Search finds relevant passages only from sources available to the current user.

Interfaces
  • Dynamics 365 API
  • Azure Service Bus
Next steps
  • Ground the answer
Decision06

Ground the answer

The language model writes from the evidence, cites sources and flags insufficient support.Details

Process node 06Decision

Ground the answer

The language model writes from the evidence, cites sources and flags insufficient support.

Interfaces
  • Azure OpenAI GPT
  • Anthropic Claude
  • AI Builder
Next steps
  • Answer with citations
  • Capture feedback
  • Improve knowledge
Result07

Answer with citations

The answer links directly to the document, version and relevant passage.Details

Process node 07Result

Answer with citations

The answer links directly to the document, version and relevant passage.

Interfaces
  • Power BI API
  • Teams Webhook
Result08

Capture feedback

Users can report quality; owners see gaps and outdated content.Details

Process node 08Result

Capture feedback

Users can report quality; owners see gaps and outdated content.

Interfaces
  • Power BI API
  • Teams Webhook
Result09

Improve knowledge

Search patterns and feedback become prioritized knowledge-maintenance tasks.Details

Process node 09Result

Improve knowledge

Search patterns and feedback become prioritized knowledge-maintenance tasks.

Interfaces
  • Power BI API
  • Teams Webhook
  • Standard path

Steps in execution order

System landscape

Interfaces and apps working together.

  • Microsoft

    Microsoft Graph API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    SharePoint API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure AI Document Intelligence

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Mistral OCR

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Dataverse API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power Automate

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure Functions

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure OpenAI GPT

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Anthropic Claude

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    AI Builder

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Teams Adaptive Cards

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power Apps

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Dynamics 365 API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure Service Bus

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power BI API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Teams Webhook

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Potential interfaces

    Microsoft Graph / SharePoint

    Documents, metadata and existing access rights.

  • Potential interfaces

    File server connector

    Controlled indexing of approved local knowledge stores.

  • Potential interfaces

    Entra ID / SSO

    Identity and group access without a separate user account.

  • Potential apps & platforms

    Azure AI Search

    Hybrid semantic retrieval, filters and source index.

  • Potential apps & platforms

    Azure OpenAI or local LLM

    Answer generation aligned with privacy and operating model.

  • Potential apps & platforms

    Teams, intranet or web app

    Low-friction access in the existing flow of work.

Delivery in context

Not merely automated, but dependable in daily work.

A dependable knowledge assistant starts with source quality, permissions and ownership rather than the language model. The first release is therefore limited to clearly governed knowledge areas.

The application makes sources and uncertainty visible. Answers without sufficient evidence are not presented as fact and lead to a clarification or search result instead.

Starting point

Policies, manuals and project experience are spread across folders and systems. People spend too long searching or rely on outdated information.

Target outcome

Faster access to reliable knowledge with traceable sources and controlled permissions.

Expected value

  • Less search time and fewer repeated questions
  • Answers with verifiable sources instead of a black box
  • Existing access rights remain effective
  • Visibility into knowledge gaps and outdated documents

What is needed to start

  • 01Bounded knowledge sources with clear owners
  • 02Technical access to documents and permissions
  • 03Test questions and business reviewers for acceptance

More use cases

Use cases with a comparable setup from Manufacturing · Professional services. Pick an industry to narrow down the selection.

  1. 02 / Use case

    Complex~ 6–10 weeks

    Finance & documents

    Validate and post incoming invoices

    Invoices are captured, validated and moved through approval, accounting and archiving with explicit exception controls.

    Fewer capture errors, clear validation steps and an auditable path from document to accounting entry.

    • ERP REST / OData / IDoc
    • Email, Peppol or upload
    • DMS and archive API
    • Azure AI Document Intelligence

  2. 01 / Use case

    Medium~ 3–6 weeks

    Email & intake channels

    Understand and route incoming messages automatically

    AI identifies requests, attachments and priorities, then moves every message into the right downstream workflow with clear controls.

    Faster response times, consistent ownership and a traceable status from the first customer contact.

    • Microsoft Graph / Gmail API
    • CRM or ticket API
    • Webhook / REST
    • Outlook & Microsoft Teams

  3. 03 / Use case

    Simple~ 2–4 weeks

    Approvals & compliance

    Manage approvals without email ping-pong

    Requests automatically follow the right roles, deadlines and delegates with a complete decision history.

    Faster decisions, clear ownership and an auditable history without disconnected tools.

    • Microsoft Graph
    • ERP or HR API
    • Webhook / Adaptive Cards
    • Microsoft Teams

  4. 06 / Use case

    Complex~ 8–12 weeks

    Field service & operations

    Capture data directly at the work site

    Teams document inspections, damage, time and materials on mobile devices; photos, signatures and location data feed the next workflow.

    Current, complete field data without paper or duplicate capture, even with unstable connectivity.

    • ERP or field-service API
    • Camera, GPS and device storage
    • Identity and sync service
    • Custom PWA or mobile app

  5. 05 / Use case

    Simple~ 2–4 weeks

    Meetings & tasks

    Turn meetings into concrete work

    Decisions, tasks and deadlines are structured from meetings and handed to the right work systems with an explicit review step.

    Less follow-up work, clear ownership and a consistent transition from conversation to delivery.

    • Microsoft Graph / Teams
    • Planner or Jira API
    • CRM API
    • Microsoft Teams

Solution catalog

5 more use cases with filters for industry, effort and systems.

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Remembers which language version you prefer and takes you straight there on your next visit.

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Provider
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