An HR policy assistant for 3,000 employees
How we would build an assistant that answers HR and policy questions in English and Hindi, from current documents only, without exposing HR-only material.
This is a composite example built from common enterprise requirements. It is not a specific client engagement, and the figures are design targets for the scenario, not measured results.
The same questions, every day
The HR team answered hundreds of emails a month about leave, reimbursements, travel rules and benefits. Answers existed in policy documents, but there were several versions of many of them, some scanned, and some HR-only documents sat in the same folders as staff policies.
What we would do
- Collect 150 real questions from the HR mailbox, with the right answers marked by the HR team.
- Clean up sources with HR. Archive old versions, re-scan unreadable PDFs, and separate HR-only documents.
- Carry permissions into the index from Active Directory groups, so HR-only content is invisible to other staff.
- Hybrid search with reranking and a multilingual embedding model for Hindi questions.
- Answer only with sources. If nothing relevant is found, say so and point to the HR helpdesk.
- Pilot with two departments, then roll out company-wide.
Targets and how they are checked
| Measure | Target | Checked by |
|---|---|---|
| Policy questions reaching the HR mailbox | Down by about half | Monthly mailbox volume by category |
| Correct answers on the test set | 90% or better | Test set re-run on every change |
| HR-only content shown to staff | Never | Permission tests with real accounts before each release |
What we would flag
- Document owners are essential. When a policy changes, someone must update the source, or the assistant repeats the old rule.
- Some questions need a person. Personal cases and exceptions should be routed to HR, not answered by the assistant.
- Hindi quality needs its own testing. Include enough Hindi questions in the test set.
Want answers from your own documents?
Tell us where the documents live, who should be able to ask, and ten questions people ask today. We will come back with a plain view of what it takes to answer them well, and safely.