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Corporate knowledge and HR assistant

Corporate knowledge and HR assistant​

Turn policy documents and procedure guides into a conversational knowledge base. Employees ask questions; human experts step in only when truly needed.

Problem​

Corporate knowledge often lives in shared folders, email threads, and informal handoffs. To find HR policies, IT procedures, spending limits, or leave rules, employees must reach the right person or the right file. HR and IT teams spend much of their time on questions already answered in documents. New hires struggle to access information during onboarding.

Solution with Orbis Studio​

Company documents—HR policy guides, IT procedures, expense regulations, safety materials, onboarding content—are uploaded to a knowledge base and indexed for vector search. The Agent uses RAG to retrieve relevant sections and answers from source documents.

MemPalace stores employee context: role, department, and prior queries. When an employee asks how to complete a leave form, the agent can skip re-asking for department or contract type on the next visit.

Questions the knowledge base cannot answer, or sensitive individual cases (disciplinary processes, pay disputes, special accommodations), route to HR specialists through HITL Gate. Specialists receive a question summary, enter a response, and the platform delivers it to the employee.

Business outcomes​

  • HR and IT teams handle fewer repetitive information requests and focus on strategic work.
  • Employees access policies and procedures 24/7 in natural language without waiting for business hours.
  • Answers always derive from the current document base; outdated informal answers stop circulating.
  • New hires get instant onboarding support; compliance timelines shorten.
  • Frequently asked questions become visible and guide policy updates.

Technical details​

Orbis Studio components​

ComponentRole
Knowledge BaseVector index and RAG layer for corporate documents
AgentQuestion interpretation, retrieval, answer generation
MemPalacePersistent memory for employee context and prior queries
HITL GateRoutes unanswered or sensitive questions to HR
Chat Input / MailEmployee question intake (chat or email channel)

Flow architecture​

Knowledge base configuration​

Recommendations for effective search:

  • Upload each policy as a separate file; split large guides into logical sections.
  • Use consistent naming; section headings in documents improve RAG accuracy.
  • Remove outdated versions when documents update.
  • Create separate knowledge bases for access levels (all employees, managers, HR team).

MemPalace configuration​

Per employee, MemPalace can store:

  • Department and role (learned on first query or synced from HR systems)
  • Contract type (full-time, part-time, contractor)
  • Prior topics—so the agent avoids repeating the same explanation
  • Previous HITL escalations and outcomes

HITL Gate configuration​

Actions table:

Action IDLabel
approveSend response
rejectRequest more information

input_schema example for HR specialists:


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{
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"type": "object",
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"properties": {
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"response": {
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"type": "string",
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"title": "Response to employee"
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},
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"internal_note": {
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"type": "string",
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"title": "Internal note (not shown to employee)"
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}
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},
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"required": ["response"]
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}

Integration points​

  • Sync documents from SharePoint, Google Drive, or internal DMS using the Document Management component.
  • Integrate corporate SSO (SAML/OIDC); pass user_id to MemPalace from corporate identity.
  • Export HITL decisions to HR systems via API: who answered what, when, and how.