Internal Documentation: From searching shared folders to instant answers
Companies can transform access to internal policies, procedure manuals, and operational guides. Employees get accurate answers in seconds without navigating through multiple documents.
Growing companies accumulate critical internal documentation: HR policies, procedure manuals, operational guides, security protocols, and compliance regulations. This vital information is often scattered across multiple shared folders.
The problem of scattered information
- HR policies: "How many vacation days am I entitled to after 3 years with the company?"
- Operating procedures: "What's the process to approve an invoice over $5,000?"
- Security protocols: "What should I do if I detect unauthorized system access?"
- Compliance regulations: "Can I accept gifts from vendors? What's the limit?"
- Time wasted searching: Employees navigating 15-30 minutes through shared folders
Intelligent Knowledge Hub
With Mentomy, companies can centralize all their internal documentation in an intelligent assistant. Employees can get accurate answers to any query about policies and procedures in seconds:
Example 1 - HR policies:
"How many vacation days am I entitled to after 3 years with the company?"
Answer in 5 seconds: "Employees with 2-5 years seniority: 23 working days. Request: 15 days advance notice via HR portal. Preferred period: June-September requires supervisor approval."
Example 2 - Financial procedures:
"What's the process to approve an invoice over $5,000?"
Complete answer: "Invoices >$5,000: 1) Department manager approval, 2) CFO validation, 3) SAP registration with cost center. Deadline: maximum 5 business days. Documentation: invoice + purchase order + delivery note."
Example 3 - Security protocols:
"I just detected a suspicious email requesting credentials. What should I do?"
Immediate response: "Phishing protocol: 1) DO NOT click or respond, 2) Forward to security@company.com, 3) Delete email, 4) If you clicked: change password immediately and notify IT (ext. 2500)."
Example 4 - Compliance:
"A vendor invited me to dinner. Can I accept?"
Precise answer: "Gift/invitation policy: Acceptable if <$50 value and for professional purposes. Requires registration in compliance portal. Prohibited: cash, travel, non-professional events. Consult compliance@company.com if in doubt."
Example 5 - IT procedures:
"How do I request CRM access for a new salesperson?"
Detailed answer: "CRM new user setup: 1) ServiceNow form > IT > Access, 2) Manager approval, 3) Complete mandatory CRM training (2h online), 4) IT activates access in 24h. Sales profile: includes sales + reporting modules."
More efficient organization
- Instantly accessible information - without navigating through shared folders
- More autonomous employees - fewer repetitive queries to HR/IT
- Regulatory compliance - policies always updated and accessible
- Accelerated onboarding - new employees access all knowledge
- Error reduction - procedures always available and updated
Mentomy: democratizando la IA para todos
If your company could make all its internal documentation instantly accessible, how much time would your team save each day?