Enterprise Knowledge, Available Securely in Google Chat

Does the company reimburse mileage? Is a receipt required? What is the limit for a meal while traveling?

These are small questions, but finding the answer can take longer than it should. The employee may need to stop what they are doing, open the intranet, track down the travel policy, and make sure they have the latest version. If the wording is not clear, HR or finance gets another message.

In the video accompanying this article, the employee takes a more direct route. They ask Mindbreeze about the travel expense policy directly in Google Chat and gets the information they need to continue with the task.

Google Chat is where the question starts. The answer comes from the company's enterprise knowledge.

The Answer Comes from Enterprise Knowledge

Mindbreeze connects the conversation in Google Chat to enterprise knowledge backed by the Mindbreeze index and semantic model. The employee can ask the question in everyday language without knowing the exact name of the policy, where it is stored, or which terms appear in the document.

Mindbreeze interprets the request and retrieves the most relevant information from the organization's connected data sources. Instead of receiving a general answer, the employee gets one based on the company's own knowledge.

A policy answer that reflects the organization's actual rules and apply to the person asking.

One Source of Knowledge Across Different Channels

Google Chat provides a convenient place to ask the question, while Mindbreeze handles the retrieval behind it. The messaging bot uses the same unified retrieval architecture that can support an Insight Touchpoint or another connected application.

Employees can therefore reach the same governed body of knowledge from different parts of their workday. The organization can introduce new access points without creating a separate information environment for each one.

The Employee's Permissions Still Apply

Making knowledge easier to reach does not mean opening access to everything behind it.

When the employee asks a question in Google Chat, Mindbreeze checks that person's access rights in real time before using information in the response. Strict permission trimming removes any content the employee is not authorized to view.

The messaging bot does not receive broader access simply because it offers a conversational interface. The same permission-aware retrieval applies in Google Chat, an Insight Touchpoint, and other connected applications. The access rules already protecting company information continue to apply across the technology stack.

A Faster Answer for Employees and Fewer Routine Requests

Employees can get straightforward policy information without breaking their focus to search through folders, websites, and documents. Even when each search saves only a few minutes, those minutes add up across everyday questions and a large workforce.

The teams responsible for the policies benefit as well. HR, finance, IT, and other internal support teams receive fewer routine questions that are already answered in company documentation. They remain in control of the underlying information while employees can find more answers independently.

The travel policy is one example. The same approach can help employees find answers about benefits, purchasing procedures, IT guidance, sales resources, operating instructions, and other information they need during the workday.

Put Enterprise Knowledge Where Employees Can Use It

Employees should not need to remember where a document lives before they can use the knowledge inside it. With Mindbreeze, they can ask a question where they are already working and receive an answer grounded in company information and governed by their actual permissions.

For the employee in the video, that means getting the travel policy answer and moving on. For the organization, it is a practical way to make enterprise knowledge easier to use without giving up control of it.

Want to help your employees spend less time switching between applications and more time on what matters? Message us or talk to one of our experts.