Our Client
Our client is a key player in the energy sector, operating across several countries. With a large, distributed workforce and a complex knowledge ecosystem, they were looking for an innovative way to improve efficiency and make internal data easier to access without compromising security or compliance.
Challenges faced
Like many large organizations, the company struggled to provide employees with quick and reliable access to internal knowledge. Information was scattered across multiple systems—SharePoint repositories, internal CMS platforms, and structured tools like SAP—making it difficult and time-consuming to find what was needed.
While generative AI showed strong potential to solve this issue, it also came with known limitations: the risk of generating inaccurate content (“hallucinations”), a lack of contextual awareness, and insufficient permission controls. These factors made it challenging to integrate GenAI into business processes safely and effectively.
Paving the way to success
To address these concerns, the client launched an initiative to create a secure, internal chatbot powered by generative AI—accessible directly through Microsoft Teams. The objective was clear: help employees save time by allowing them to ask natural-language questions and receive relevant, trustworthy answers from internal sources.
We partnered with the client to design a tailored GenAI solution built on OpenAI’s technology, combined with a smart framework called Retrieval-Augmented Generation (RAG). This approach ensures that the chatbot doesn’t just “guess” answers—it pulls real information from the company’s internal systems.
What made the solution effective:
- Smart content connection: The chatbot connects to platforms like SharePoint and the company’s content management systems, pulling in the latest internal information automatically.
- Built-in access control: Every piece of content is tagged with user permissions, so the chatbot only shows information the user is allowed to see.
- Relevant and secure answers: It uses advanced search techniques to understand what the user is asking, find the most relevant internal documents, and apply access filters in real time.
- Extra helpful features: Employees can upload their own documents for reference, generate images, or even get live data from SAP—all directly through the chatbot.
The tool was designed to grow with the company’s needs. We’re continuing to support its development by:
- Expanding access beyond Microsoft Teams to offer more ways to use the chatbot.
- Customizing different versions of the chatbot for specific departments or business units.
- Regularly updating and improving the tool based on employee feedback and new use cases.
Benefits unlocked
The chatbot has quickly become a valuable asset across the organization:
- 60% of employees now use the tool regularly, according to internal usage data.
- It has been recognized by departments as one of the most impactful tools introduced in recent years.
- Teams report notable time savings in finding documents and reducing repetitive tasks like email drafting.
- Its modular design ensures it can scale and adapt to future requirements.
- Most importantly, security and compliance remain fully intact, thanks to robust access control and data management practices.
This project has demonstrated how generative AI can be thoughtfully and securely deployed in an enterprise setting, enhancing productivity without compromising control.
Discover how our custom AI solutions, deep expertise in generative models, and focus on secure data access can support your transformation. Visit our Data & AI Center of Excellence to learn more.
