Knows your documents
Ask in plain language. It will find relevant sections across documents and show exactly what the answer is based on.
AI document assistant
Contracts, laws, directives, reports – each in a different system, with different validity periods. Instead of spending hours searching, you’ll get a precise answer in a matter of seconds.
- It saves both time and money
- It draws on the sources provided
- It’s easy to integrate
Sound familiar?
- I spend my time searching for documents on shared drives, SharePoint or local folders.
- I keep track of deadlines and expiry dates for contracts, revisions and standards manually, and I’m worried that I might miss something, which could have financial consequences.
- Key knowledge sits with one person – and I don’t know what will happen if they go on holiday, fall ill or hand in their notice.
- I already have several tools that aren’t compatible with one another, and I don’t want to buy yet another stand-alone solution.
- I have no overview of, nor control over, what my staff share with public AI models.
These are the pain points we hear most often from businesses. That’s why we’re building an AI document assistant tailored precisely to what’s really troubling them.
What the AI document assistant can do
Understands structure and hierarchy
It understands the relationships between business documents. It identifies connections that a manual search would overlook.
Monitors expiry dates
It knows what applies at any given time. It distinguishes between what used to apply and what applies today, and always work with the correct version of the document.
It even says ‘I don’t know’
It draws exclusively on the documents you provide. If an answer isn’t available, it says so clearly. No hallucinations.
Builds up the company’s knowledge
It integrates with your internal systems — rather than creating yet another isolated tool, it builds a single source of corporate knowledge and memory.
How are we different from a standard chatbot?
AI document assistant
A solution designed for your documents and processes
- You have control over where your documents end upYou decide for yourselves which documents must not be disclosed and which can be processed in an anonymised form.
- You’re using a tool fully compliant with GDPR and the AI ActYou can share your know-how securely, without risking penalties or the leakage of important information.
- You know who’s asking whatYou can see how your team uses AI and what documents are being shared via it – so you know everything’s fine.
- You don’t have to keep track of the validity of your documents yourselfThe assistant will notify you when a document expires or is replaced by a newer version.
- It doesn’t make things upIf the answer is not backed up by a document, it says ‘I don’t know’ — otherwise, it always cites the exact source.
- It knows your company and its processesAnd it shares this knowledge with the whole team – what one person knows today, everyone knows straight away.
A standard LLM / chatbot
A general-purpose tool with no knowledge of your context
- You don’t know where your data will end upBy uploading data to a public tool, you lose control over where and for how long it is stored.
- Your data can be used to train the modelWith private or unpaid accounts, there is no guarantee that your data won’t resurface elsewhere.
- You can’t see who asked whatNo one in the company has an overview of which enquiries and documents are being shared via AI.
- It does not track validity or changesIt does not recognise that a contract or standard has ceased to apply – it treats everything as if it were still current.
- It doesn’t say where the answer came fromIt draws on everything it finds on the internet, but does not cite the source of its answers.
- It is not familiar with your company or its processesThe answers are not tailored to your organisation or the way things work in your organisation.
The AI document assistant does not replace expert judgement.
It helps you work with your documents more quickly and efficiently.
USE CASES
In what situations can it help you?
Whether it’s internal guidelines, audit documentation, supplier contracts, purchase orders or internal procedures — the assistant performs semantic searches within them, understands their structure and checks their validity. By integrating with your systems, a single knowledge base is created rather than yet another isolated tool, while your data is also ready for further use with AI.
Law and legislation
- There are dozens of versions of laws — finding out exactly when a particular provision was amended now takes hours of manually clicking through them
- It always uses the version valid on that date, not today’s version
- Each statement is supported by a reference to the source
In which version of the Act was Section 150 amended, and how exactly?
Contract mining
- Dozens or even hundreds of contracts, and no one can keep track of when each amendment or term expires
- It automatically retrieves the validity period, amendments and usage details from each contract
- It will give you advance notice — before it’s too late to run a new tender or renew
Which of our contracts are due to expire within the next 60 days and don’t have a follow-on amendment yet?
Internal guidelines
- A new version of the directive comes out, but the old one is still in the shared folder — there’s no way to tell them apart
- It always uses the currently valid version, not whichever one happens to pop up first
- It’ll say not just that something has changed, but exactly what
Which version of the SME-07 directive is currently in force, and what has changed compared with the previous one?
Audit documentation
- It will compile the basis for the inspection documentation directly from the technical data in SAP
- It saves you from having to manually retype data that the system already has
- It keeps track of upcoming expiry dates — inspections, certifications, checks — before it’s too late
Which pieces of equipment in facility management are due for their next inspection or test this quarter?
THE COLLABORATION PROCESS
How our collaboration works
We’ll tailor the deployment of the AI document assistant to suit the state of your data and systems — without unnecessarily disrupting the way you currently work.
CONSULTATION AND ANALYSIS
We’ll analyse your documents and propose a solution
We’ll take a look at where your documents are stored, how your team works with them, where you lose the most time, and how ready they are for integration. You’ll receive a detailed proposal, including integration and data security.
RAPID PROTOTYPE
We’ll test the solution using your data
Using a small sample of your documents, we’ll show you how the assistant responds to your specific questions. You’ll see the actual results even before full deployment.
PROJECT IMPLEMENTATION
We’ll link to all your documents
We are gradually integrating the assistant into all your resources — this isn’t a one-off connection, but a long-term process that grows alongside your business.
The questions we are asked most often
Where is our data, and who has access to it?
Both the application and the search index run on Azure in the EU, while the original documents remain in your possession. No one at Commity normally has access to your data; access is only permitted when resolving an incident and is recorded in the audit log.
Can an employee use the assistant to see documents they don’t have access to?
No. The assistant inherits permissions from your storage and only searches documents to which the user has access. Changes to permissions are reflected in the assistant after a short delay, not immediately.
What document formats can it handle?
Common text and office formats — Word (DOCX), OpenOffice (ODT), RTF, TXT, Excel, PowerPoint — and PDFs, including scanned documents and images containing printed text, which we convert using OCR. We do not process handwritten notes in scans.
Which storage systems can you connect to?
To SharePoint and OneDrive (Microsoft 365), Google Drive and Azure Storage. If your documents are not stored in cloud storage, you can upload them individually or in batches. We handle integration with other systems on a case-by-case basis.
Do you use our documents to train AI?
No. Your documents are used solely to answer your queries. We do not use them to train any models, and we have a contractual commitment to this effect from the language model provider.
How secure is the assistant?
Each user has their own login. Each customer’s data is kept separate from that of others. We keep a record of who asked what and when, and will provide this to you on request. The assistant only reads documents — it does not alter them in any way nor perform any actions on your systems. The processing of personal data complies with the GDPR and is governed by a data processing agreement. The assistant is designed as a support tool, where decisions are always made by a human, in accordance with the requirements of the AI Act.
What happens to our data if we end our collaboration?
We will delete everything you have stored with us — copies of documents, the search index and extracted data — and will confirm the deletion in writing. We will request your confirmation before proceeding with the deletion. Your source data will remain unaffected by the termination.
Are you interested in this solution and do you have any further questions?
Get in touch and we’ll discuss it together. Online or offline!