WORKFLOWS / KNOWLEDGE AND CONTINUITY
Answer recurring internal questions from approved information.
Help people get a clear answer from current company guidance, with a source they can check and a route to a person when the answer is missing.
WHAT THIS WORKFLOW PRODUCES
A useful answer with somewhere to go next.
An answer should tell someone what to do, identify the guidance it came from, and state anything that still needs confirmation. Questions without a reliable answer should reach a person who can resolve them. An answer explains the current guidance; it does not approve a purchase or create an exception.
HOW DO I REQUEST A VENDOR ACCOUNT?
ILLUSTRATIVE ANSWER · BASED ON APPROVED GUIDANCE
THE OPERATING METHOD
Understand the workflow without AI.
Find the relevant guidance, check that it applies, and give a direct answer. When the information is missing, capture the question so the same gap does not keep returning. AI is introduced only after the method makes sense on its own.
Understand the question
Ask for the detail that determines which guidance applies.
YOUFind the current source
Use approved information for the relevant team and situation.
YOUGive an actionable answer
Explain the next step and link to its source.
YOUResolve missing answers
Ask the responsible person when the guidance is incomplete or conflicting.
YOUImprove the guidance
Add an approved clarification where it will help future questions.
YOUA recurring question may indicate a missing explanation, an inaccessible document, or a process that is difficult to follow. The answer and the underlying issue both matter.
WHERE THE FACTS LIVE
Use the systems where the work already lives.
Begin with a small set of guidance that has an owner and a defined audience. More documents do not automatically make answers more reliable. Named tools link to their pages in the library.
APPROVED GUIDANCE
Current procedures, company rules, and instructions.
QUESTIONS
A place where the intended audience already asks for help.
OWNERSHIP AND REVIEW
The person responsible for each topic and unresolved answers.
An existing task list
THREE WAYS TO RUN IT
Choose how much machine.
First use AI to explain supplied guidance. Then connect it to approved sources. Add a channel assistant when the sources, audience, and review responsibility are clear. The tools named are examples. Use what your organization already runs, provided the connection is supported and approved.
LEVEL 1
Draft a clear answer from the source.
Provide the question and the relevant source passage. Ask for a direct answer, the next step, and any missing information. You verify the answer before sending it.
Use this version when you know where the guidance lives but repeatedly spend time explaining it.
WHAT THIS VERSION REDUCES
Rewriting long or awkward instructions into a useful reply.
WHAT A PERSON STILL DOES
Whether the source is current and applies to the person asking.
MAIN LIMITATION
AI must not fill a policy gap with a generally plausible answer.
Build this version, step by step 4 steps, one action each. Prompts carry a Copy button.
Find the passage that answers the question.
CURRENT SOURCE
Check who owns the document, when it was last reviewed, and who it applies to. Copy only the relevant part, plus any exception that changes the answer.
Ask for an answer that stays inside the source.
Answer this question using only the supplied guidance. Give the direct answer and next step in plain language. Point to the passage that supports it. If the answer depends on missing information, ask one clarifying question. Do not invent a rule or approval.
Read the passage yourself and compare.
THE CHECK
- The draft says what the passage says.
- The conditions and exceptions are right.
- The amounts are right.
- The person who has to approve is right.
Reply with a link that opens.
ANSWER AND REFERENCE
Make sure the person can open the source you point to. If the guidance does not settle the question, send it to the owner instead of passing off an uncertain answer as company policy.
LEVEL 2
Ask a connected knowledge assistant.
Configure a knowledge assistant around the relevant guidance. The user asks a question, the assistant retrieves the material it can access, and the answer includes sources for checking.
Use this version when people know the information exists but do not know which document contains the answer.
WHAT THIS VERSION REDUCES
Searching across documents and finding the applicable passage.
WHAT A PERSON STILL DOES
Which sources belong in the assistant and how answers are checked.
MAIN LIMITATION
Source citations make an answer checkable. They do not guarantee that it interpreted the source correctly.
TOOL OPTIONS
Guru is the example because it includes source selection and answer-review features. A personal Notion Agent can be a smaller starting point when the relevant knowledge already lives in Notion. Check the account's current capabilities and permissions before selecting the tool.
Build this version, step by step 5 steps, one action each. Prompts carry a Copy button.
Start with one set of topics.
APPROVED GUIDANCE
Something like internal requests, meeting arrangements, or how to get software access. Give every source an owner and a review date.
Choose the sources on purpose.
GURU KNOWLEDGE AGENT
Pick the specific sources and filters instead of giving the assistant every connected document. For internal instructions, keep web search out of the answer path.
Test it with ordinary and awkward questions.
THE CHECK
- A question with a clear answer.
- A question with details missing.
- A question that lands on outdated material.
- A question where two instructions disagree.
You know what it does when it should ask or stop.
Test it as a normal user.
THE REAL AUDIENCE
Use an account with ordinary permissions rather than an administrator's. Check the answer text and the linked documents both open as that user.
Name the person who fixes wrong answers.
WRONG OR MISSING ANSWER
Tell people how to flag a bad answer. Give one person the job of checking flagged answers and correcting the source.
CAPABILITIES CHECKED AGAINST OFFICIAL DOCUMENTATION
Guru documents Knowledge Agents with source selection, access, and configuration. Source, checked September 6, 2026.
Guru documents card verification; an automated or default verification status is not proof of a human editorial review. Source, checked September 6, 2026.
Notion documents its personal Agent as an alternative for connected questions inside an existing Notion workspace. Source, checked September 6, 2026.
LEVEL 3
Bring the assistant into the help channel.
Connect the approved knowledge assistant to a defined internal channel. It retrieves relevant guidance, asks for clarification when needed, and provides source-linked answers. Unanswered or incorrect responses enter a review process so an owner can improve the guidance.
Use this version when repeated internal questions interrupt several people and the organization can maintain the underlying guidance.
WHAT THIS VERSION REDUCES
First-response handling and repeated source searches in the team's existing help channel.
WHAT A PERSON STILL DOES
Policy interpretation, exceptions, source corrections, and what becomes official guidance.
MAIN LIMITATION
This is not an unattended policy-maker. Someone must review unresolved questions and maintain the approved source set.
TOOL OPTIONS
Use the native Guru and Slack setup when it fits. Make or n8n could build a custom bot over a set of documents everyone can see, but they do not carry over each document's access rules, so a custom bot is not the default here.
AN ANSWER CAN WIDEN WHO SEES WHAT
Guru has a Slack setting where material only the person asking may see can show up in an answer the whole channel reads. Keep the source set small, use the All Members setting described in the steps, and test who sees what before rollout.
Build this version, step by step 6 steps, one action each. Prompts carry a Copy button.
Pick one internal channel where you know who is in it.
DEFINED MEMBERSHIP
Start with a single channel and confirm who can read it, guests included. Do not start in a channel shared with another organization.
Connect Guru to Slack.
GURU AND SLACK
Connect the Knowledge Agent to the channel. Turn on Guru's setting that limits answers to sources shared with All Members, and check that this audience matches everyone in the channel.
Keep the answers inside approved guidance.
SOURCE-BOUND ANSWERS
Set the assistant to ask when a question is incomplete and to say when the guidance is missing or contradictory. Then test it with real questions; the settings alone do not prove it behaves.
Make the route to a person obvious.
TOPIC OWNER
Say how to flag an answer and who reviews the questions it could not answer. Guru can assign an expert to a question; treat that as something a reviewer does, unless you have set up and tested automatic routing.
Fix the source as well as the answer.
REVIEW, THEN PUBLISH
Use the reviewed answers to make the guidance clearer. Guru can draft a card from an answer, and a person checks and publishes it. A one-off exception does not quietly become the rule.
Review what it is getting right and wrong.
THE CHECK
- A sample of answers has been read.
- Flagged problems have been looked at.
- Unanswered questions have owners.
Make sure question tracking is on before you read the logs, and do not count answers as time saved without measuring the old effort and the new review work.
CAPABILITIES CHECKED AGAINST OFFICIAL DOCUMENTATION
Guru documents its Slack app setup and the audience-permission caveat for answers posted in a channel. Source, checked September 6, 2026.
Guru documents answer feedback, expert review, and drafting guidance from answers. Source, checked September 6, 2026.
WORKS EVEN BETTER WITH
Keep the source guidance current. When the same question keeps returning, check whether the process itself needs to change.
Standard Operating Procedure → | Find the process problems behind repeated requests →