Knowledge Management Software with AI: Answers from Your Own Documents

Sound familiar?

• The travel expense policy is somewhere on the drive, in three different versions. Nobody knows exactly which one applies.
• New employees ask the exact same questions in their first few weeks as their predecessors. The answers arrive by email, and with the next new starter, the cycle begins all over again.
• The intranet wiki was launched with great commitment. Today hardly anyone maintains it, and the search returns twenty results, but not a single answer.
• Those who have been with the company for a long time know how things work. When this person retires, the knowledge leaves with them. How you can secure it beforehand is described in our advisory service on knowledge transfer before retirement.

Company Knowledge: The Knowledge Base with AI

Company Knowledge is a knowledge base that answers. You upload your documents via the interface as PDF, DOCX, Markdown, or text files. Employees ask their question in their own words, just as they would ask a colleague. The assistant searches for the relevant passages in your documents and formulates an answer from them.

Well suited are, for example:

• Handbooks and policies
• Process descriptions and work instructions
• Works agreements
• Onboarding documents

Questions can be asked in German and English, as well as in French and Italian. The answer is provided in the language of the question.

Every answer with source citation

Beneath every answer are the sources on which it is based. A single click opens the specific passage in detail. This allows employees to verify for themselves whether the answer is correct and read on if necessary. For HR, this means: the document remains authoritative. The assistant simply guides them there more quickly.

Notice instead of an invented answer

Language models tend to fill gaps with plausible-sounding sentences. Company Knowledge therefore displays a confidence level for every answer. If the basis in your documents is too thin, employees receive a notice instead of an invented answer. This is crucial for HR topics. Incorrect information regarding annual leave or notice periods creates more work than no answer at all.

Permissions by role and individual

Not every document is intended for everyone. You define who is permitted to use Company Knowledge: access can be switched on or off for each individual, and areas can be assigned to specific roles. The system verifies permissions server-side. Anyone not permitted to see an area will not receive any answers from it.

Report knowledge gaps with 'Topic missing'

If the assistant cannot find an answer, often a document is simply missing. Using 'Topic missing', employees can report this gap directly to those responsible. In this way, you close gaps in a targeted manner rather than drafting texts on speculation.

Labelled as an AI response

Every answer is clearly identifiable as an AI response. This is required by Art. 50 of the EU AI Act (KI-VO), which applies from 2 August 2026.

Onboarding: New Employees Find Answers Themselves

The first few weeks in a new job consist to a large extent of questions. New colleagues want to know where templates are stored, who to contact for IT issues, and how travel expense claims work. Company Knowledge answers such questions at any time from your onboarding documents. In addition, there are manageable onboarding checklists for new employees so that no step is forgotten.

The tasks for HR, IT, facilities, and managers are managed within the personnel administration onboarding module. Find out more on the Onboarding Software page.

Wiki Software or AI Assistant?

Many companies already have a wiki. This is not a contradiction. A wiki is powerful when multiple people write and structure texts together. An AI assistant is powerful when people quickly need an answer from existing documents. The difference in everyday use:

You can use a well-maintained company wiki as a source: export content, provided your wiki supports this, and upload it into Company Knowledge.

Building a Knowledge Base in Five Steps

Building a knowledge base with AI is primarily a matter of selection, rather than technology.

1. Collect questions. For two weeks, note down what HR, IT, and managers are asked. This reveals which topics belong in there first.
2. Select documents. Include only the current, valid version of each policy. Outdated versions confuse humans and AI alike.
3. Designate owners. Every topic needs a person who keeps the document up to date and deals with reported gaps.
4. Clarify permissions. Determine which areas everyone is permitted to see and which are restricted to specific roles, such as managers or HR.
5. Start small and evaluate. Begin with one department or with onboarding. Reports via 'Topic missing' will show what is needed next.

Involve the works council early on. An AI assistant used by employees may constitute technical equipment within the meaning of § 87 Abs. 1 Nr. 6 BetrVG (Works Constitution Act). What needs to be considered in this context can be found in our guide on the Works Council and AI.

AI Knowledge Management: Data Protection and Hosting

With AI knowledge management, internal documents are passed to a language model. It therefore matters where it runs and what happens to the content. With Company Knowledge, the AI operates in data centres in Germany or the EU. Your content is not used to train third-party models. For the techport HR Suite as a whole: operated on servers in Germany, on request as an on-premises installation at your company.

You will receive the data processing agreement pursuant to Art. 28 GDPR (DSGVO) from us. What you should generally consider regarding AI applications is described in our guide on GDPR-compliant AI in Business.

Part of the techport HR Suite

Company Knowledge is one of five modules in the techport HR Suite. Core HR, recruiting, AI applicant evaluation, and Company Knowledge operate within a single platform with a shared database: one login, one interface, one search. Using the global search (Ctrl+K), you can ask a question to Company Knowledge directly from the search bar without switching modules.

For the works council, there is a dedicated assistant that conducts research across legislation and your works agreements. Find out more on the Software for the Works Council page.

Frequently asked questions