Low-Code AI HR Assistant Improves Policy Access & Lowers Costs

Background

The company maintained a large set of HR policy and procedure documents spread across multiple departments, making it difficult for employees to quickly find accurate information. HR staff were frequently interrupted by repetitive questions, and inconsistencies between documents created confusion and operational inefficiencies. 

Client

Symphony Solutions is a Dutch IT company that stands as a distinguished brand embodying integrity, collaboration, and innovation. These fundamental principles lead us to go beyond geographical, cultural, and technological borders, becoming a virtual-first company that draws together talent from around the globe and successfully forms cross-functional agile teams.

Challenge

The organization sought an easy, trustworthy way for employees to access HR information without complex custom development. They needed a solution that would: 

• Seamlessly integrate with existing Microsoft tools 
• Respect document permissions and safeguard data 
• Ensure consistent understanding of HR policies across the company (in development) 

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Solution

We created an AI-powered HR assistance service using Copilot Studio’s low-code approach, fully integrated into the company’s Microsoft environment. The solution delivers the following: 

• Built with Copilot Studio and integrated end-to-end. 

• SharePoint as the sole document repository; enforcing strict data governance by limiting access to internal documents only and not using any external data sources, thus eliminating any risk of document exposure. 

• All interactions are secured through Microsoft authentication, with responses personalized based on each employee’s access rights.  

• The assistant is available directly in Microsoft Teams, offering an intuitive channel for employees to ask questions.  

• Available in Microsoft Teams for intuitive Q&A, and to get accurate policy-based answers, and automatically identify inconsistencies across HR documents. 

• Quick development, reduced operational costs, simpler maintenance, and full compatibility with the company’s Microsoft infrastructure. 

Overall, the low-code approach provided a cost-effective, practical alternative to costly, hype-driven AI solutions. With Copilot Studio, we were able to ensure high value for the company without the unnecessary complexity of developing and maintaining a fully custom AI system. 

Result

Following deployment, the organization realized clear operational gains: 

• Reduced HR workload: Automated answers to repetitive employee questions, allowing HR staff to focus on higher-value tasks. 

• Clearer policies & better compliance: Employees are guided to the correct information, while inconsistencies across HR documents are identified and surfaced. 

• Faster, permission-based support in Teams: Employees receive quick, precise answers aligned to their access rights. 

• Stronger document consistency & governance: Centralized access control with AI-powered verification improves accuracy across materials. In Development.

• Lower costs with low-code: Leveraging existing Microsoft tools (Copilot Studio, SharePoint, Teams) reduced development, maintenance, and integration effort. 

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