Every company document, one question away
Tibo Veen replaced manual searches through shared drives with a private, EU-hosted AI chatbot that finds the right documents on request.
Tibo Veen is an installation technology company. It installs systems and equipment in construction projects and other buildings. The project served the whole organization, where around 50 employees search company documents as part of their daily work.
Challenge
Tibo Veen holds a large amount of company data on a shared drive. It includes specification documents, grid standards, technical documentation and project information. Employees needed this information constantly in their daily work. To find it, they searched through folders and files themselves, then searched again within those files for the right passage. This took a long time, and it happened all day, across the organization. Tibo Veen wanted to make its data easier to find and use with AI. Any solution had to keep that company data secure.
Solution
We built a private chatbot connected to all of Tibo Veen's data. Employees ask a question the way they would in any AI chat. The chatbot searches the company documents, selects the most relevant ones and presents them.
- Chat interface: lets employees ask questions in plain language, like any AI chatbot.
- Document search: finds the most relevant documents based on meaning, not only on keywords.
- Secure data link: connects the chatbot to Tibo Veen's own data over a private connection.
- Document sync: keeps the searchable collection in line with the company's file storage.
From question to the right document
How we connected a chatbot to all company knowledge.
- Connect the data We set up a secure connection between our systems and Tibo Veen's own data storage.
- Index the documents We synced the company documents and converted them into a searchable collection that matches on meaning.
- Build the search server We built a server that compares each question with that collection and returns the best matches.
- Link it to the chat We connected the search server to AdamI's chat environment, so the chatbot can retrieve documents on its own.
Reimer KoopalAI Engineer
Roel RotteveelAI Project Manager & COO
Jonathan van WestendorpLead AI Engineer
Pieter de LangeAI EngineerImpact
Employees at Tibo Veen no longer dig through shared drives to find what they need. Whether they need a specification document, a grid standard or project details, they ask the chatbot and get the relevant documents back. The chatbot is now in use by Tibo Veen's office-based staff. Because it covers many processes, the effect reaches well beyond a single team. Searching, once a constant part of the workday, now starts with a single question. Tibo Veen described both the collaboration and the result as very pleasant.
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