Governed documentation agent across seven knowledge sources

The product documentation was spread across several product lines and document types, in a large PDF corpus. Employees lost time searching, and whoever found the answer could not always say where it came from. The question: make that knowledge searchable with one agent, with the source attached to every answer, without opening up the underlying documentation any wider than today.

First the sources in order: a SharePoint structure per product line and document type, so the agent knows where everything is. On top of that an agent in Microsoft Copilot Studio that draws its answers exclusively from that documentation, with system instructions for source references, the right routing across the sources and what it says when the information is missing. Access follows the existing SharePoint permissions, with a security group for who may use the agent. An evaluation set of 70 test questions on the sources decided whether it was production-ready. Built in a sandbox, brought to production as a managed solution, with a feedback structure for users and the handover of administration to the internal administrator.

A governed agent in production across several documentation sources: every answer with a source reference, and nobody sees anything through the agent that they may not see today. The evaluation set remains usable to re-test every change, and the set-up is the pattern for the next agents in the organisation.