An AI internal knowledge base that shows its sources.

Pick the documents people actually ask about

Start with what gets asked in chat threads and help desk tickets: leave rules, expenses, IT setup, onboarding steps, office logistics. Those questions already have written answers, usually scattered across a handbook PDF, a few Word documents and a spreadsheet of rates. Upload those, or pick the Google Docs and Sheets you want from Drive. You choose each file, so nothing else in your Drive is included. It’s the same AI knowledge base that answers customers, pointed at your team.

Before you add a document, check it’s the current version. The assistant answers from what you give it, and an outdated policy is worse than no answer. Remove old copies rather than leaving two versions side by side.

Be honest about access

ZynfoAI doesn’t sign employees in or control which person sees which document. Anyone who can open the page with the widget can ask it anything in its sources. Use Allowed Domains to keep it on your intranet or internal tool, and only add documents every employee on that site may read. Keep salary bands, disciplinary records and board papers out.

Write a fallback message that tells people where to go instead, such as “Ask the People team” or “Raise an IT request”. The agent can create a ticket for requests that need someone to act, and you can sync it to Freshdesk if you use it.

Keep it maintained

Assign an owner for each source, usually someone in HR, IT or operations. When their document changes, they update it and click Resync. Once a month, read the Unanswered Questions list. It’s a direct view of what employees need that your documentation doesn’t say yet, and fixing the document helps everyone, not just the people who asked. AI knowledge management covers these habits in more detail, and the AI knowledge base software overview shows every source type the assistant can learn from.