Two instructions should not produce two answers
This example shows the module’s role in a hotel process. We define the source scope and available actions for each implementation.
Documents scattered across teams
The current procedure is on the shared drive, but an older copy can still be found in another folder. The assistant should not treat both versions as equally valid.
Knowledge with an owner and version
The index includes the specified source folder and retains update information. A withdrawn document can be disconnected from AI without deleting the file from the drive. Separate rules define access for employees and guest-facing channels.
- Approved source scope
- Versions and references
- Permission control
What does this module cover?
This provides a source for materials that are not on the website or in the core systems. It may include documents in Microsoft 365, Google Workspace or another agreed repository. We check the specific connection method before implementation.
Multiple sources
The team can find the knowledge they need without remembering the folder structure.
Source traceability
Every result can be linked to its document and the date it was retrieved.
Content exclusion
Working or outdated material does not have to appear in AI responses.
How do we launch the solution?
Inventory
We select repositories, content owners and documents that genuinely support the process.
Indexing
We read supported formats, metadata and permissions; scans are sent for OCR.
Maintaining knowledge
We test updates, content withdrawal and access from different user roles.
What goes into the module and what comes out?
We separate source material from the tool’s output. This helps subsequent modules understand which context they can use.
What does AI use?
- Selected folders and knowledge bases
- Document permissions
- Versioning rules
What does the team receive?
- Index of additional knowledge
- Results with source references
- Context for subsequent tools
Permissions and decisions remain with the hotel
Before launch, we agree data access, responsible people and how exceptions will be handled.
The hotel identifies the content owners. Internal documents do not automatically become available to guests simply because AI uses them. Connecting a source requires a separate agreement on its audiences.
The index does not edit documents itself or resolve conflicting procedures. Missing access, an unsupported format or an old version should be visible, not hidden by a generated response.
What changes in day-to-day work?
Instructions can support the assistant, guest guide and offer-preparation process.
Updates can be based on the specified source instead of multiple manually maintained databases.
Which sources and tools do we connect the module to?
The integration respects the agreed source restrictions. How permissions, deletions and version changes are synchronised is part of the project, not an assumption left to default settings.
Related process elements
Its place in the implementation journey
These links come from the roadmap. Requirements form the basis of each node, while enrichments extend its capabilities. This does not mean that all subsequent modules must be launched at once.
Modules that require this element
Modules this element enriches
See other connections (6)
Frequently asked questions
Will all documents be available to guests?
No. We separate the knowledge available to guests, employees and managers according to their needs and permissions.
Do we need to move files to a new drive?
Not necessarily. The aim is to connect existing, agreed sources; we check the technical options for the systems in use.