How this workflow could work.
Search approved documents
A staff member asks which documents a process requires. Search the current approved policies they are allowed to access, using version and effective-date information.
Show the answer and evidence
Return a concise answer with links to the relevant sections. Make conflicting or missing guidance visible so the reader can check the policy before acting.
Escalate unanswered questions
If no supported answer exists, direct the question to the policy owner. Capture the gap for that owner to review and update in the source documentation.
A clear review point.
The policy owner controls the approved source material. The assistant cannot create a policy, grant an exception or replace specialist advice. Access follows the staff member’s permissions.
Illustrative workflow. Scope, integrations and approval steps are agreed for your business.
What we need to scope it.
Bring a small approved document set, named policy owners and common staff questions. Resolve obsolete versions and define how revised documents replace the previous guidance.
What we would test.
Test supported, ambiguous and deliberately unanswerable questions. Check whether citations support the answer, outdated material is excluded and unsupported questions reach the right owner.