# AI search that finds answers in your company documents and shows where they came from

> Staff asking the same questions because procedures are scattered across drives and inboxes? APPSOLN builds AI search over your documents, showing sources and respecting existing access rules.

Staff ask the same questions in chat, email, and meetings because procedures are spread across drives, wikis, and people's heads. Wrong answers cause rework, and unanswered questions cause delay.

## How the work is done today

- Someone searches a drive, wiki, or shared inbox.
- If nothing turns up, they message a colleague who might know.
- The colleague digs through files or forwards an old document.
- The right procedure may only be known by one team.
- Updates are announced once, then become hard to find.

## Where AI can help

- Find answers in approved documents and show the source
- Turn long procedures into simple steps
- Send unanswered questions to the right owner
- Flag documents that conflict or look out of date
- Help new starters find what they need faster

## Where AI should not be trusted

- Give accurate answers when no approved document exists
- Get around access rules or show restricted documents
- Replace the people responsible for policies
- Guarantee accuracy without sources and checks

## Systems

- Document management
- Wiki or intranet
- Logins and access control
- Chat tools
- Ticketing for unanswered questions

## Human review

Document owners check answers on high-risk topics, and the system hands off to a person when it is unsure or documents disagree.

## Security and access

Every search respects existing access rules. Personal or unmanaged folders are left out by default, and searches on sensitive topics can be audited.

## Integration approach

- **Choose the sources.** Connect only folders and systems with clear owners and access rules.
- **Respect access.** Show people only what they are already allowed to see.
- **Always show sources.** Show the source document so people can check before acting.
- **Fill the gaps.** Send unanswered questions to owners so documents get updated.

## Governance

- Every search respects existing access rules
- Personal or unmanaged folders are left out by default
- Answers based on possibly outdated documents are labelled
- Searches on sensitive topics are audited according to policy

## Measures

- Time to find an approved answer
- Share of answers with a usable source
- How often questions go unanswered
- Repeat questions on the same topic over time

## Typical sequence

- **Weeks 1–2.** Pick one area with clear document owners and frequent questions.
- **Weeks 3–5.** Launch search that respects access rules and always shows sources.
- **Weeks 6–8.** Add hand-offs for unanswered questions and document updates.
- **Weeks 9–12.** Add more areas once owners and spot checks are in place.

## What you leave with

Expect one area with clear document owners first, search that respects access rules and shows sources, and a way to fix gaps. It will not be a chatbot over every file in the company.

## Common questions

### Will staff see documents they should not?

No. Search follows your existing access rules. People only see what they are already allowed to see.

### What if our documents are out of date?

Then search alone will not fix it. Unanswered or conflicting questions go to the document owner so it can be updated.

### Do answers show where they came from?

Yes. Every answer shows its source so people can check before acting.

Canonical page: https://appsoln.com/solutions/internal-knowledge