From a Small Pain Point to Creating an AI Agent for Corporate Knowledge Management

An illustration of an AI chatbot instantly providing a file to a person on a laptop, symbolizing efficient corporate knowledge management and digital transformation.

In an era where data is the core of business, many organizations face a seemingly small but highly impactful problem: managing and finding corporate media files. This includes logos, images, videos, and document templates. If an organization has a large number of departments and employees, a person who needs a file must first figure out who has it. Once they contact that person for the file or information, they have to wait for it to be sent. The employee who receives the request must then repeatedly search for and send the file link one by one. If that employee is on leave or has left the company, accessing the data becomes even more difficult. While this may seem like a small pain point, when these repetitive processes accumulate, they significantly hinder internal workflow.

This article will delve into a real-world use case where RIS utilized Microsoft Copilot Studio to create an AI Agent Chatbot to solve this small pain point, transforming the team's workflow in a way that was never possible before.

Pain Points Every Organization Faces

In large organizations with numerous employees and diverse departments, common problems often encountered include:

Time-Consuming Searches: Files are scattered across various folders in Shared Drives and SharePoint, making them difficult and time-consuming to find.
Repetitive Requests: Coworkers frequently ask for the same files, forcing you to repeatedly send the same links.
Outdated File Versions: Sometimes, you might accidentally send an outdated file version, which can lead to errors. These problems not only disrupt workflows but also force teams to endlessly handle repetitive requests.
Loss of Knowledge When Employees Leave: A common issue for many organizations is when employees leave, data and knowledge often leave with them, making ongoing work more difficult.

Stepping into the New Era: The AI Agent as Knowledge Management (KM)

An illustration of a team collaborating in a circle with icons representing data, AI, and knowledge in the center, symbolizing a centralized corporate knowledge management (KM) system.

We recognize that Artificial Intelligence or AI has the potential to be more than a tool for creating content, images, or videos. It can be a crucial tool for effectively managing an organization's knowledge management (KM).

RIS has therefore developed an AI Agent Chatbot for our KM, named RIS Cody Media Chatbot. The goal is to create a centralized, organized, and easily accessible hub for all media files, available to every employee 24/7. We have chosen "Cody," our company mascot, to be the representative of this chatbot.

An AI UI Interface Screenshot of the RIS Cody Media Chatbot, Cody, representing the company's new AI Agent Chatbot for knowledge management.

Built with Microsoft Copilot Studio: Simple and Powerful

We chose Microsoft Copilot Studio to build this AI Agent due to its outstanding features:

Seamless System Integration: The AI Agent can seamlessly integrate with platforms that the organization already uses, such as SharePoint, OneDrive, and Microsoft Teams, as well as Power Automate to enable the AI Agent to run automated commands.
Easy Access, Like a Colleague: We designed the AI Agent to be like a colleague that users can chat with directly through Microsoft Teams. It can also be added as an agent within Copilot in Microsoft 365.
Learning Capability: By using GPT-4o as its foundation model, the AI Agent can learn and understand complex human questions through Natural Language Processing. Users can ask questions in a natural, conversational way, such as "Can I get the company logo file?", "Please send me the latest outing photos," or "Can I get the PowerPoint template?" The AI Agent understands Thai perfectly.
Simple to Start: As a low-code platform, it doesn't require complex coding. Even individuals without a programming background can develop and improve the AI Agent using the tools provided in Copilot Studio.

A workflow diagram illustrating the process of an AI Agent for corporate knowledge management, showing how it automates information retrieval to improve business efficiency.

The Benefits: How AI Unlocks Efficiency

By implementing this AI Agent within the organization, we have seen clear results in many areas:

Significant Time Savings: The marketing team no longer has to spend time answering questions or sending file links repeatedly. The first time a colleague requests a file, the marketing team provides the information and then sends the AI Agent for the employee to add to their Microsoft Teams. For all future needs, they can request files or information directly from the AI Agent themselves.
Reduced Errors: The AI Agent always retrieves the latest, updated files from the system, ensuring everyone gets the correct and most current version. Improved Collaboration: Easy and fast access to information streamlines teamwork and eliminates unnecessary steps. No matter what time an employee needs a file, the AI Agent can respond, provide information, and send files 24/7, so there is no need to wait for the marketing team.
Information is Not Lost When Employees Leave: When employees with crucial files, information, or knowledge leave the company, organizations often face the problem of this data disappearing with them. This requires time to transfer knowledge or train new employees. Implementing Knowledge Management helps retain important company information and knowledge, and with an AI Agent, accessing this data becomes even more convenient, even if the employee is no longer with the company.

A screenshot of the RIS AI Agent chatbot user interface within Microsoft Teams, showing a sample conversation where a user requests and receives a file.

Data Security: A Crucial Priority

We place the highest importance on data security when building an AI Agent for the organization. By using a platform like Microsoft Copilot Studio that operates on the Microsoft 365 system, we can ensure:

Enterprise-Level Authentication: The AI Agent can only be accessed by users who have been authenticated through their corporate account, preventing unauthorized access by external parties.
Permission-Based Access: The files that the AI Agent can access are set with an additional layer of Access Control. This ensures that users can only see and access the files for which they have permissions. Even if an employee copies and shares a link externally, unauthorized individuals will not be able to access the data.
Data Leakage Prevention: The platform is certified to prevent data leakage to external parties, ensuring that all information and files remain securely within the corporate system and are kept confidential in accordance with company policies.

A Small Step Towards a Big Change

From a small pain point for the marketing team to the creation of an AI Agent, this is more than just a quick fix. It demonstrates the true potential of AI technology to elevate internal operations, reduce time-consuming, repetitive processes, and serve as a tool for more efficient future workflows.

If your organization is facing similar challenges or is looking for an AI solution to boost efficiency, RIS is ready to consult and partner with you to drive your organization forward with the right innovation.

Interested in building an AI Chatbot or an AI solution for your organization or business? Contact us for a free consultation.