Internal Knowledge Data Base
Bussines Type
Key Results
The Copilot Studio deployment reduced search time by up to 75 percent, cut repetitive internal queries by more than half, improved onboarding efficiency by 35 percent, boosted compliance accuracy by 50 percent and achieved over 85 percent user satisfaction within the first month.
Executive Project Summary
Genistar partnered with Inovara to solve a major internal challenge: company knowledge was scattered across SharePoint, Teams, OneDrive, Outlook and Planner, causing repeated questions, inconsistent answers, slow onboarding and friction across teams. Following a structured discovery process, Inovara recommended deploying **Microsoft Copilot Studio** as Genistar’s secure internal AI knowledge layer. Copilot agents are connected directly to Genistar’s Microsoft 365 environment, providing real-time, permission-aligned access to organisational information through conversational Q&A. The solution introduced a unified knowledge experience, improved productivity, reduced internal noise and laid a scalable foundation for automation across HR, Compliance, FSC, Finance and Training.
The Problem
Prior to the project, Genistar’s information ecosystem created recurring challenges:
- Staff spent significant time searching across SharePoint, Teams and email
- Answers to routine questions were inconsistent or hidden across multiple versions
- Senior team members received unnecessary escalations
- New starters struggled to locate documents or understand internal tools
- Compliance-critical information was difficult to find quickly
- Multiple systems (Genistar Online, Info Hub, SharePoint) were not connected
This fragmentation reduced productivity and made onboarding slow and inconsistent.
Genistar needed a solution that could:
- Provide natural-language search across Microsoft 365
- Respect existing permissions and security policies
- Reduce reliance on internal “knowledge holders”
- Improve accessibility of policies, procedures and training materials
- Give employees a central place to ask questions, get answers and find documents
- Support future automation and AI-driven workflows
All while remaining completely inside Genistar’s secure Microsoft tenancy.
The Solution
Inovara designed and implemented a new AI knowledge system built on Copilot Studio, configuring a network of tailored AI agents across critical business areas.
Core Components
1. Multi-Agent Structure
Purpose-built Copilot agents for areas such as:
- HR
- Compliance
- Finance
- FSC (Field Support Centre)
- Training & Genistar Online
- Executive operations
Each agent was trained on its own dedicated SharePoint repositories.
2. Real-Time Microsoft 365 Integration
Agents connected natively to:
- SharePoint
- Teams
- OneDrive
- Outlook mailboxes
- Planner boards
All content updates in SharePoint were instantly reflected in answers.
3. Permission-Aligned Access
Azure AD ensured:
- Zero data duplication
- Zero external storage
- All content accessible only to users already authorised to view it
- Secure auditability and identity-based visibility
4. Teams-Based Conversational Access
Staff accessed the agents directly through:
- Microsoft Teams chat
- Web dashboard
- Pinned departmental channels
A single, unified “Ask Genistar” experience.
5. Onboarding, Training & Change Management
Inovara delivered:
- Admin training
- Content champion onboarding
- Best-practice guidelines
- Documentation clean-up planning
- Pilot testing roadmap
This ensured high adoption from day one.
The Results
1. Major Reduction in Time Spent Searching for Information
Staff no longer needed to manually search across SharePoint, Teams or email.
Result:
- Information retrieval time reduced by 60–75 percent
- Average answer time dropped to under 5 seconds
2. Fewer Repetitive Internal Questions
Routine questions about processes, policies and documentation were handled automatically.
Result:
- Repetitive internal queries dropped by 40–55 percent
- Senior team escalations reduced by 30–40 percent
3. Faster and More Consistent Onboarding
Copilot agents gave new starters immediate clarity on tools and processes.
Result:
- Onboarding time reduced by 25–35 percent
- Time-to-productivity improved by 30 percent
4. Improved Compliance Clarity & Accuracy
Staff received consistent, cited answers aligned to official documents.
Result:
- Policy misunderstandings reduced by 40–50 percent
- Use of outdated documents dropped by 65 percent
5. Enhanced Collaboration & Task Visibility
Planner and Outlook integrations surfaced tasks, ownership and due dates automatically.
Result:
- Task visibility across departments improved by 35–45 percent
- Meeting preparation time reduced by 20 percent
6. High User Adoption & Satisfaction
Teams found the interface intuitive because it lived fully inside Microsoft.
Result:
- 85 percent rated the system “easy” or “very easy” to use
- 90 percent reported faster completion of daily tasks
- 75 percent used a Copilot agent in their first week of rollout
Overall Impact
The Copilot Studio deployment transformed Genistar’s internal knowledge landscape. Information that once lived in dozens of disconnected places became instantly accessible through secure, conversational AI.
The system dramatically reduced duplicate questions, improved compliance visibility, accelerated onboarding, and strengthened internal productivity.
Most importantly, it established a future-proof AI foundation entirely inside Genistar’s trusted Microsoft ecosystem — ready for phased automation and expanded agent capabilities.
"Incredibly gifted and insightful! So glad that we met Dan and his team in 2024. What amazes us most is their depth of knowledge across so many areas. They quickly understood our business, broke down challenges, and helped us find and implement the right solutions."
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