David Tovar · Practical guide
Start with a specific document need
In a professional practice, finding the current procedure or documents associated with a case may require searching several tools. A document assistant can help locate information and prepare a referenced answer.
First decide which questions it will cover. Searching internal instructions is different from analysing client case files; permissions, sources and the required level of review differ.
Separate cases and control access
Each user should only access the documents they are entitled to see. Permissions must be checked before information is retrieved for the model and also apply to the search index. A broadly privileged archive account must not grant blanket access to the entire team.
Review which data is necessary and which providers would process it. Use fictional or expressly authorised documents for a demonstration or initial technical test.
Preserve professional review
The assistant’s answer should make it easy to open the original document and check the supporting passage. It can help locate instructions or summarise available content, while professional decisions still require appropriate review.
The interface should flag missing documents or conflicting versions. It should not present a deadline, obligation or conclusion as confirmed when the source does not support it.
Check updates and day-to-day use
Test separate fictional cases, users with different permissions and changed or removed documents. Include questions that cannot be answered from the available sources.
Before handover, agree who maintains documents, how incorrect answers are reviewed and which information is retained in logs. Any additional email or CRM automation needs its own validation and confirmation rules.
Discuss your project
I’m David Tovar. If you want to apply these ideas in your business, we can review your requirements and the options for developing a solution.