Keep the documents. Make the knowledge easier to use.

Living documents stay in SharePoint

Your team keeps using the tools it knows.

Working documents remain where employees already use them. These may include Word procedures, Excel reference sheets, PDF manuals, interview-based knowledge documents, policies, role guides, FAQs, and decision or exception guides.

When a document changes, that change remains part of the normal SharePoint workflow.

Pixeldust AI connects and organizes

Approved information becomes searchable.

The system connects to approved SharePoint libraries and keeps track of the documents selected for knowledge retrieval.

• Detect new or updated content
• Extract text and metadata
• Build a searchable index
• Organize related information
• Track document status
• Keep links to the original source

Governance lives in the AI layer

Control the knowledge without changing the files.

Governance can include draft, review, approved, and archived status; knowledge owner; department; priority; risk level; review date; intended audience; and source link.

This keeps the living document separate from the controlled AI knowledge layer.

Permissions are respected

The AI does not become a shortcut around security.

Access remains controlled through Microsoft 365 and SharePoint permissions. Employees receive information only from documents they are authorized to access. Roles and Microsoft groups determine which sources are available.

Employees ask questions normally

Plain questions. Grounded answers.

1. Interpret the employee’s question.
2. Search approved indexed content.
3. Apply the user’s permissions.
4. Retrieve the most relevant source.
5. Return an answer with a link to the original document.

The answer is grounded in the organization’s own approved knowledge rather than unrestricted public information.

Updates stay in sync

Change the source once.

Document updated in SharePoint → Pixeldust AI detects the change → the index refreshes → future answers use the current source.

Employees keep maintaining documents in the normal way while the knowledge system stays current.