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📚 Turn Static Policies Into Conversations with AI

Creating a GPT for access to company policies and guidelines

August 27, 2024

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Hello AI Enthusiast,

Today, we're tackling a common workplace challenge: making company handbooks and policies more accessible. We'll show you how we used ChatGPT to create an interactive AI assistant that helps employees quickly find the information they need.

How do you currently access your company's policies and guidelines?

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The Problem

Company handbooks, policies, and brand guidelines can be overwhelming and difficult for employees to navigate. At AI Academy, we thought about how could we leverage AI to provide easy but comprehensive answers to policy questions.

Before we dive into today's tutorial, we want to invite you to our free webinar "Solving your problems with AI: how to embed AI in your processes" on Wednesday, August 28th at 6 PM CEST. Our CEO Gianluca Mauro will expand on AI integration use cases like the one we're about to explore. You'll learn to identify more AI opportunities in your processes and see additional real-world examples.

How We Did It Through a GPT

1) Create a Custom GPT: We used our ChatGPT Teams account to create a private GPT. This ensures all data shared with OpenAI won't be used for training.

2) Craft the Prompt: Here's the prompt we used to instruct our AI assistant: 

You are a personal assistant with access to [COMPANY'S NAME] handbook.

Answer questions using ONLY the information from the provided documents. Quote the correct file and specify the source of information.

Provide complete and comprehensive answers. If asked for more details, provide the relevant file and mention the [COMPANY'S NAME] Handbook link. If unable to answer, direct the user to contact [PERSON IN CHARGE].

3) Upload Company Documents: We added all documents from our company handbook to the custom GPT.

Results: Here’s the initial page of our GPT.

Here are examples of how our GPT responds to questions:

As you can see, it works well even for questions not addressed in the documents:

Considerations:

  • GPTs are limited to 20 files, so you may need to merge documents for larger handbooks.

  • While this method is quick and simple, it may not be ideal for large companies due to regulations and privacy concerns.

  • For a more robust solution, consider implementing a Retrieval-Augmented Generation (RAG) system.

Your Turn

Ready to create your own AI-powered company handbook assistant? Here's a quick exercise to get you started:

  1. Identify 2-3 key policy documents from your organization.

  2. Draft a prompt for your AI assistant, focusing on how it should handle different types of queries.

  3. If you have access to building GPTs, try creating a simple prototype using these documents.

Remember to always ensure that sensitive information is handled appropriately and in compliance with your company's policies.

Want to get even more practical? Explore hands-on AI learning with AI Academy:

We'll be back with more AI tips soon!