Policy & HR Knowledge Copilot
Example · Internal Operations
Context
As organisations grow, it becomes harder for employees to know where to find the latest policy or HR information. Handbooks, PDFs, and wiki pages live in multiple places, and HR teams spend time answering the same questions repeatedly.
What this copilot does
Flowtica designs an internal assistant that helps employees self-serve answers to policy and HR questions, grounded in your official documentation. Employees can ask natural language questions like:
- “What is our parental leave policy?”
- “How do I submit an expense for this trip?”
- “What is the process for changing my working hours?”
The copilot responds with answers linked directly to the relevant sections of your policies, and knows when to hand off to HR instead of improvising.
Architecture at a glance
The pattern is similar to our other document-centric workflows: a private workflow engine keeps an index of your policies and mediates between employees and a language model.
Your policy library
- Employee handbook and addendums
- Benefits and leave policies
- Travel and expense guidelines
- Internal FAQ or wiki pages
Private workflow engine
- Runs inside your environment (your cloud or a dedicated hosted instance)
- Monitors and indexes the documents you mark as “source of truth”
- Applies your governance rules and escalation logic
Language model
- Receives only relevant policy snippets and the employee’s question
- Drafts an answer explicitly grounded in those snippets
- Includes links back to the original documents for transparency
Employees & HR
- Employees access the copilot via chat or a web view
- HR sees difficult or sensitive questions routed to them
- Feedback is captured to improve prompts and coverage over time
How it behaves in practice
- An employee asks a question in their usual tool (for example, an internal chat channel connected to the copilot).
- The workflow engine retrieves the most relevant parts of the policies and sends them, with the question, to the language model.
- The model returns an answer that cites which documents were used; the copilot shows both the answer and the policy links.
- If the question is outside documented policy or marked as sensitive, the workflow routes it to HR with a summary instead of answering directly.
Data ownership & deployment model
Your policy documents stay where they are today, shared drives, internal wikis, or document management systems. The workflow engine that monitors and indexes them runs in an environment you control, and only small, relevant snippets are sent to the language model provider you choose.
This means you can revise your policies, change model providers, or add new categories (for example, IT or compliance) without redesigning the system from scratch.
Where we fit in
Flowtica helps you choose the right scope for an initial deployment, often HR or a specific policy domain, and then expand gradually. We focus on making the assistant observable, maintainable, and predictable, so it behaves like a part of your internal infrastructure rather than a one-off pilot.