On average, companies spend 1-2 hours a day looking for the right information. HR guidelines, process documents, user manuals and internal policies are scattered in SharePoint folders, emails and colleagues’ notes. When an employee needs information quickly, whether it’s a leave request, a customer process or an IT manual, the long hunt for the right document often begins.
This is particularly difficult for new employees who don’t yet know where to find what. Even more experienced employees often have to ask colleagues or HR the same questions, which puts an unnecessary burden on support functions. KajoAI’s implementation of a helper in the Teams environment solves this problem.
What is Ragbot and what does it do?
RAGBOT (Retrieval-Augmented Generation Bot) is an AI solution that takes advantage of documents in SharePoint and answers employee questions directly in Teams. A user can type a question into a Teams conversation and the bot will retrieve the correct information directly from the company’s own files, providing the answer with source references.
Concrete examples of use cases
HR and human resources management:
👤 “How many holiday days do I have left this year?” → 🤖 Bot retrieves the holiday rules from the HR system documents and directs you to the right system
👤 “When do I need to submit my maternity leave application and what attachments are required?” → 🤖 Find the exact deadlines and form links in the HR guidelines
👤 “What are the guidelines for teleworking and do I need a separate authorisation?” → 🤖 Combine information on telework policy and application process
👤 “Who do I talk to about occupational health?” → 🤖 Get contact details and be directed to the right service
IT support and technical problems
👤 “Teams not working from home computers, what do I do?” → 🤖 Find a troubleshooting guide and VPN instructions
👤 “How do I make a request for information about new software?” → 🤖 Get IT processes and forms
👤 “I forgot my password, how can I change it?” → 🤖 Guide to the password change process and IT support
👤 “Can I install a new application on my work computer?” → 🤖 Find security guidelines and approval process
Sales and customer service
👤 “What is the process for adding a new business customer to a CRM system?” → 🤖 Get step-by-step instructions from CRM documents
👤 “What discounts can I offer to companies with more than 50 employees?” → 🤖 Find pricing guidelines and authorisations
👤 “Customer asked for GDPR clarification, where do I direct?” → 🤖 Get the contact details and processes of a data protection officer
👤 “How do I handle a complaint?” → 🤖 Find the complaint process and responsible persons
Security and GDPR taken into account
KajoAI’s solution strictly complies with data security and privacy guidelines. All data remains within the company’s own SharePoint environment and is not transferred to external servers. This way you can be sure that your confidential data remains safe and GDPR requirements are met. With easy access to information, employee efficiency increases, support requests are reduced and internal communication is streamlined.