Skip to content

Module 02: AI Office & Knowledge Base

The AI Office (/ai-office) introduces artificial intelligence into daily enterprise operations. It provides an intelligent operational assistant powered by Retrieval-Augmented Generation (RAG), a document knowledge base indexing engine, and configurable specialized AI agents.

🎯 Core Capabilities

1. AI Assistant (/ai-office)

  • Natural Language Interaction: Ask questions regarding financial rules, company SOPs, inventory status, sales policies, or HR regulations in plain English.
  • RAG Document Grounding: The AI model retrieves context exclusively from your company's indexed documents, ensuring zero data hallucination and strict adherence to internal business rules.
  • Contextual Citations: Responses include source references pointing directly to uploaded company documents (e.g. [Employee_Policy_2026.pdf, Page 4]).
  • Interactive Suggestions: Suggested prompts for quick queries (e.g., "What is our payment policy for credit customers?", "Summarize HR leave regulations").

2. AI Knowledge Base (/ai-office/knowledge-base)

  • Document Management: Upload, preview, organize, and manage business documents used for AI context grounding.
  • Supported Formats:
  • PDF: Operational manuals, contracts, board resolutions, policy documents.
  • DOCX / DOC: Standard operating procedures, job descriptions, guidelines.
  • XLSX / CSV: Price lists, product specification tables, financial schedules.
  • TXT / MD: Raw text notes and SOP markdown files.
  • Indexing Pipeline Status: Track document vectorization state (Pending, Processing, Indexed, Failed).
  • Manual Re-indexing: Click Manual Re-index Knowledge Base to trigger vector store re-indexing across all uploaded files.

3. AI Agent Configuration (/ai-office/agents)

  • Specialized AI Persona Definitions: Configure system prompt instructions, temperature parameters, and agent identities:
  • Accounting & Tax Advisor Agent: Specialized in UAE VAT regulations, GL journal rules, and financial statement analysis.
  • Sales & CRM Assistant Agent: Specialized in lead scoring, quotation formatting, and deal closing recommendations.
  • HR & Policy Assistant Agent: Specialized in UAE Labour Law (Decree-Law 33/2021), leave entitlements, and offboarding rules.
  • Inventory & Operations Agent: Specialized in stock movement rules, reorder thresholds, and warehouse logistics.

🔒 Privacy & Data Isolation

  • Tenant Isolation: Your company's Knowledge Base vector embeddings are cryptographically tagged with your company_id.
  • Zero Cross-Company Exposure: No document content or extracted embedding vector is ever accessible by other companies on the platform.
  • Zero Third-Party Training: Uploaded documents are processed strictly in inference mode and are never used to train global public AI models.

💡 Step-by-Step Instructions

Uploading & Indexing Company SOPs

  1. Navigate to AI Office → AI Knowledge Base (/ai-office/knowledge-base).
  2. Click Upload Document, drag and drop your file (e.g., Company_Expense_Policy.pdf), and assign a category tag.
  3. Wait for the status indicator to transition from Processing to Indexed.
  4. Return to AI Assistant (/ai-office) and test a query: "What is the maximum daily meal allowance for business travel?" The AI will retrieve the exact answer directly from your uploaded policy PDF!

Customizing an AI Agent Prompt

  1. Navigate to AI Office → AI Agent Configuration (/ai-office/agents).
  2. Select the Sales Assistant Agent.
  3. In the System Prompt Instructions field, append your company's custom sales policy (e.g., "Always emphasize our 30-day money-back guarantee when answering pricing questions.").
  4. Click Save Agent Configuration.