Meet Your AI Colleague

Your company has installed a set of AI assistants. You type what you need, it does the work, and it replies.

It is not a search engine, and not a general-purpose chatbot. It can read your company’s internal documents and records, so you can ask what your own company’s rule is instead of getting a generic answer from the internet.

Two kinds of roles you will meet

On the left of the chat screen in the web app you will see a list of parties you can click:

Role	What the subtitle looks like	When to pick it
「大腦總管 Nova」(Nova, the Chief Brain)	「🧠 調度中樞」(🧠 Dispatch Hub)	When you are not sure who to ask. It works out who the question belongs to, hands it to the right specialist Agent, and brings the answer back to you
A specialist Agent	That Agent’s job description, for example 「人資助理」(HR Assistant) or 「業務分析」(Sales Analysis)	When you already know which area the question belongs to — going straight there is fastest

If you do not know who to pick, pick Nova. Picking the wrong one will not cost you an answer; at worst it takes one extra hop.

Scenario 1 · Ask about a company rule

How many days of annual leave do I have left this year? How far in advance do I have to file a leave request?

It looks through the HR documents your company has put on the platform, and its answer usually comes with the passage it quoted, so you can see which section of which document the sentence came from.

This is what it is best at: the rule is written down in a document, and you do not have to go find it yourself.

Scenario 2 · Look up numbers

What were last month’s sales for the northern, central, and southern regions? Which one dropped the most?

If your company has opened the sales records to this Agent, it can look them up and work out the comparison. If those records are not open to it, it will tell you plainly that it cannot see them — it will not invent a number for you.

Scenario 3 · Ask about a process

How do I claim the cost of a high-speed rail ticket for a business trip? What do I need to attach?

Like Scenario 1, this is a document question; the difference is that the answer is usually a series of steps. You can follow up with “and what if I lost the receipt?” and it will keep answering from the same document.

Scenario 4 · Ask it to make something

Turn the sales figures for these three regions into a slide with a bar chart.

It can produce PowerPoint files, Excel files, and online presentations you can open and view right away. When it finishes, an attachment card appears in the chat, and clicking it gets you the file. For the details, see the chapter Get the Files It Makes.

Where its answers come from

Three places, and there is no fourth:

1. The documents your company put on the platform — HR policies, process handbooks, product descriptions, and the like.
2. The records your company opened to it — a sales table or a customer list, for example. Which records are open to which Agent is your company’s decision.
3. The model’s own general knowledge — common sense, writing, translation, tidying up formatting, and other things that do not involve internal company information.

So there is one rule worth remembering: if it is not written in a company document, it does not know it. If a new policy was announced last week but nobody has put the document up yet, what it tells you will be the old version.

What it cannot do

• It will get things wrong. It sometimes mixes up the content of two documents, or states something more confidently than the rule actually does. When an answer involves money, leave, contracts, or a promise to someone outside the company, treat it as a very fast first draft and check it against the original document before you send it.
• It cannot see what you have not given it. It cannot read your personal mailbox, the files on your own computer, or any system your company has not brought onto the platform.
• It will not make decisions for you. It can lay out the options and the reasoning behind them, but signing off, approving, and sending things out are still done by people.
• It does not know what is happening right now. It reads documents, not a live board.

How you know it worked

• You ask a “company rule” question and get an answer with concrete conditions in it (number of days, deadlines, what you need to attach) instead of a paragraph that would be true anywhere.
• A quoted document passage appears above or below the answer, and you can open it to see the source.
• You follow up with “and what if…” and it picks up the thread from the previous question instead of starting over.

Common problems

Symptom	Cause / fix
The rule it gives me is not the one I heard	The document on the platform is still the old version. Go by your company’s official announcement, and report it to whoever maintains the documents.
It says it has no information on that	That document or those records are not open to the Agent you picked. Switch to 「大腦總管 Nova」(Nova, the Chief Brain) and ask again; if that still fails, ask your company’s IT contact.
The numbers it gives me do not add up	Ask it to lay out how it calculated them and say which records it used. Always check the numbers yourself before they leave the company.
I do not want it to see certain things	Do not paste anything that should not leave the company into the conversation. Conversations are recorded for company audit.
Should I ask the AI or a person	“Where is the rule written” goes to the AI; “can we make an exception this time” goes to a person.