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Internal Document Assistant

An assistant that finds answers inside your SOPs, contracts and manuals, quotes the exact passage, and drafts summaries your team checks before they are used.

Service
AI Assistant
Status
Blueprint
Delivered by
Dua Arah blueprint
A question answered with quoted passages from source documents
Fig. 01A question answered with quoted passages from source documents

The answer is usually written down somewhere: an SOP, a contract clause, last year's proposal. This build lets your team ask in plain language and get the passage, the file and the page, instead of searching folders or asking the one person who remembers.

The problem

Documents live in shared drives, email attachments and chat groups. New staff ask senior staff the same questions, and drafting a summary or reply means reading the same files again.

How it works

You choose the folders the assistant may read. It indexes them and keeps the index up to date when files change.

A team member asks a question in a simple web app or in your team chat. The assistant answers with quoted passages and links to the source files, and says so when the documents do not cover the question.

For drafts, such as a summary of a contract or a reply based on an SOP, the assistant prepares the text and a person reviews and edits it before it goes anywhere.

How a question finds its passageA staff member asks in plain words, the assistant searches SOPs and contracts, quotes the passage with file and page, drafts a summary, the staff member checks it, and outdated documents are flagged to their owner.STAFFASSISTANTDOCUMENTOWNER01Asks in plainwords02SearchesdocumentsSOPs · contracts03Quotes thepassagefile · page04Drafts asummary05Checks beforeuse06Fixes outdateddocswhen flagged
  1. StaffAsks in plain words
  2. AssistantSearches documentsSOPs · contracts
  3. AssistantQuotes the passagefile · page
  4. AssistantDrafts a summary
  5. StaffChecks before use
  6. Document ownerFixes outdated docswhen flagged
Fig. 02Every answer points back to the exact passage; people check before anything is used.

Decisions that mattered

Quote the passage, not a paraphrase

Every answer shows the exact sentence, the file and the page. Your team can check it in seconds instead of trusting a summary.

Drafts, never final documents

Summaries and letters are drafts a person checks before use. The assistant saves the typing, not the judgement.

Flag what is out of date

When two documents disagree, the assistant says so and names the owner, so old SOPs get fixed instead of quoted.

What you get

  • Search across the folders you approve
  • Answers with quoted passages and source links
  • Draft summaries and replies for review
  • Access that follows your existing folder permissions
  • A usage log for the team lead

Guardrails

  • Reads only the folders you choose
  • Says “not in the documents” instead of guessing
  • Drafts are never sent without a person approving them
  • Confidential folders can be excluded entirely

The first release

One team, one set of folders and a list of the questions they ask most. We test answers against that list with the team before widening access.

A Dua Arah blueprint: the build we set up for teams with this problem. Sources, tools and approval rules are fitted to your business during scoping.

Scope this build