Empowering Policy Access with Microsoft Copilot
Simplify Policy Navigation and Decision-Making with an Intelligent AI-Powered Assistant!
Client Overview
PSSPL was contacted by a well-known international company to expedite employee access to and interpretation of internal policies. The customer had difficulties in facilitating accurate and timely information retrieval from lengthy policy texts. In order to ensure accuracy, compliance, and operational efficiency, they required an AI-powered solution that would enable staff members to quickly locate and comprehend pertinent policies without the need for manual searches.
Industry
Corporate / Enterprise AI Automation
Location
Global
Company Size
Large Enterprise
Duration
3 Months
Services Provided
- Creation of a unique Copilot for Microsoft Teams to help staff members with questions about policies.
- Including policy documents in the Copilot as sources of knowledge.
- Implementation of Generative AI capabilities for intelligent fallback responses when document-based answers aren’t found.
- User-friendly conversational interface designed for seamless interaction on web, desktop, and mobile.
- Training, documentation, and post-deployment support for user adoption and ongoing improvement.
Technologies used
Microsoft Copilot Studio
Microsoft Teams
Generative AI
Azure AI
Microsoft 365 Platform
Challenges
The customer was looking for a policy support tool that would:
- Provide prompt answers to staff inquiries based on corporate policies.
- Give precise, current information that is taken straight from policy texts.
- When precise responses were unavailable, use AI to respond wisely.
- Securely integrate with Microsoft Teams so that every employee has simple access.
- Be manageable by non-technical users, scalable, and compliant.
The main challenge was creating a secure, intelligent, and context-aware AI Copilot that could interpret human language queries and fetch precise information from complex organizational documents.
Key Challenges We Addressed
PSSPL’s AI and Microsoft 365 experts delivered a solution that features:
- Instant Policy Retrieval – Quick access to accurate answers directly from policy documentation.
- Generative AI Support – AI-driven fallback to handle complex or missing queries.
- Microsoft Teams Integration – Employees can interact with the bot seamlessly across devices.
- Context-Aware Responses – Ensures consistent, relevant, and compliant information delivery.
- Data Security – Policies processed within the client’s secure Microsoft environment.
This solution transformed how employees interact with company policies — turning time-consuming searches into simple, conversational requests.
How PSSPL Helped
PSSPL developed a custom Microsoft Copilot solution designed to simplify how employees interact with corporate policies.
Our AI-driven Copilot enables users to ask natural language questions directly within Microsoft Teams and instantly receive answers from policy documents. If an answer isn’t available in the document, the Copilot intelligently uses Generative AI to provide relevant responses — ensuring continuous assistance without interruptions.
The Copilot was securely integrated with the client’s internal policy repositories, providing fast, reliable, and compliant access to information.
Sigar Dave
Project Manager, PSSPL
Simplify Policy Access with AI
Implementation Journey
The Real Estate CRM project was executed in a phased approach to ensure smooth delivery and performance optimization:
Discovery
Had in-depth meetings with the HR, legal, and compliance departments to pinpoint issues in obtaining and analyzing policy data. Mapped employee use situations that call for quick, document-based responses. Defined a scalable AI Copilot framework to assure accuracy and compliance.
Design
Designed an intuitive Teams-based conversational interface for user convenience. Created a secure document ingestion framework to index and retrieve policy data. Focused on seamless, natural language interaction for non-technical users.
Development
Microsoft Copilot Studio and Azure AI were used to build and configure a custom Copilot. Pipelines for ingesting policy documents that are integrated for precise content retrieval and search. A generative AI fallback was used to deliver intelligent responses when document matches were not available. Interoperability across several devices and robust security procedures were ensured.
Deployment
Conducted comprehensive testing on Microsoft Teams (web, desktop, and mobile). Gave administrators and users onboarding sessions, training, and documentation. Post-deployment support was supplied to ensure seamless acceptance and continuing optimization.
Collaboration
Conducted weekly sprint reviews with the compliance and IT departments of the customer. The tone, response structure, and access levels of the Copilot were tailored to each department. Collected user input to improve usability and accuracy.
Key Contributions
60% Reduction in Policy Search Time
Employees could now access policy details instantly without scanning long documents.
Enhanced Compliance & Accuracy
Ensured employees always referenced verified and updated policies.
AI-Powered Decision Support
Enabled quicker and more informed decisions through instant, context-aware assistance.
Seamless Accessibility
Available across all Microsoft Teams platforms for continuous user engagement.
Reduced IT Dependency
Business teams can manage policy updates without technical support.
Future-Ready Integration
Built on Microsoft Copilot Studio, ensuring scalability for future enhancements.
Project Highlights
Ready to Empower Your Workforce?
Let’s discuss how our AI-powered Policy Helper Copilot can help you simplify policy access, boost compliance, and improve organizational efficiency today!