Illustrative example of a possible solution.
Two needs involving different data
An agency may need to find project decisions while improving how it handles new business enquiries. Although both belong to the business, their sources and permissions may differ.
Search project material
A document assistant could help locate requirements in briefs and approved documents. It would show references for checking answers and respect access to each project. Current material, proposals and discarded versions would need to be distinguished.
Prepare new enquiries
A separate workflow could record a form submission, check required fields and assign a sales review task. AI could help summarise the request, while rules define how to identify existing contacts and who should continue.
Choose the first delivery
I would start with the need that has clearer examples and a recognisable benefit for the team. Tests would cover permissions, document versions or duplicate records depending on the chosen workflow. The improvements could be developed separately and connected later if useful.
Explore the service at AI for agencies. Read the approach in Organising enquiries and documents.