Set up an Internal Procedures assistant for your team

The Internal Procedures assistant allows your team to ask questions about your company's policies, procedures, and standard operating procedures in plain language. Answers are generated from documents you upload in Mapal OS, giving employees instant access to the information they need without searching through files manually. To use this feature, your operator must have an active bundle that includes Internal Procedures, with the relevant users assigned.

Start from: the Mapal OS Configuration dashboard.

• Navigate to Documentation.

Prepare your documents

• Identify the internal documents you want employees to access, such as company handbooks, HR policies, and operational procedures.
• Convert any documents not already in PDF format.
• Confirm that each PDF is text-based before uploading.

Note: The assistant cannot read scanned or image-only PDFs. To check whether a PDF is readable, try selecting and copying text from it. If you cannot select text, the document needs to be converted or recreated as a text-based PDF.

Upload and configure your documents

For full instructions on uploading documents, assigning access by business unit, category group, and department, and enabling AI indexing, see Manage company documentation on Mapal OS.

Note: The assistant supports a maximum of 100 indexed documents per operator. Prioritise your most frequently used documents and combine related documents into a single PDF where possible.

Test before launching

Before rolling out the assistant to your team, test it yourself. Ask questions your employees are likely to ask, try different phrasings of the same question, and verify that answers are accurate and reference the correct documents.

Example questions you can ask:

• "What is the dress code policy?"
• "How do I request time off?"
• "What are the procedures for reporting a workplace incident?"
• "Who do I contact for IT support?"
• "What are the opening and closing procedures?"

Also test questions on topics not covered in your documents to confirm the assistant responds appropriately when information is unavailable.

Note: The assistant only knows what is in your uploaded documents. It will not generate information that is not present in the source files.

Roll out to your team

A phased approach reduces risk and allows you to catch issues early.

• Phase 1 - Test with yourself and a small group of administrators.
• Phase 2 - Expand to managers or a pilot group for one to two weeks.
• Phase 3 - Once the pilot is successful, roll out to all employees.

When communicating the launch, let your team know what the assistant can help with, how to access it in Mapal One, that it answers based on your uploaded documents only, and who to contact if they encounter an issue or an incorrect answer.

Current limitations

For more information about how your team can access the assistant, see Access the Mapal AI Assistant

Originally published at https://help.mapal-os.com/ai/product-specific-ai-features/set-up-an-internal-procedures-assistant-for-your-team/