Help employees find answers faster by letting Co-pilot search your company documents. When enabled, Co-pilot can read policies, handbooks, and guides to answer employee questions — and always cites its sources.
About AI-powered features: This feature uses artificial intelligence to search and interpret document content. AI responses are provided as assistance and may occasionally misinterpret information. Always verify important policy details by reading the original document, and consult HR for official guidance on employment matters.
What does the documents add-on do?
When an employee asks Co-pilot a question about company policies or procedures, Co-pilot can:
Search your documents — Find relevant content across enabled document categories
Read and understand — Process the document text to find the answer
Respond with context — Answer the question based on document content
Cite sources — Show which documents the answer came from, with links to read more
Example conversation
Employee: What's our policy on remote work?
Co-pilot: According to our Remote Work Policy, employees can work remotely up to 2 days per week with manager approval. You need to submit a request at least 48 hours in advance...
[Shows citation card: "Remote Work Policy" — HR Policies]
Visual example:
What questions can employees ask?
With the Documents add-on enabled, employees can ask about anything covered in your company documents:
Topic | Example questions |
Time off | "What's our vacation policy?" "How do I request sick leave?" |
Remote work | "Can I work from home?" "What are the remote work guidelines?" |
Benefits | "What health insurance do we offer?" "How does the pension plan work?" |
Expenses | "What expenses can I claim?" "What's the limit for travel expenses?" |
Onboarding | "What do I need to do in my first week?" "Where do I find the employee handbook?" |
IT & Security | "How do I connect to the office Wi-Fi?" "What software do we use for video calls?" |
Leave policies | "How does parental leave work?" "What's the bereavement leave policy?" |
Conduct | "What's the dress code?" "What are the office hours?" |
Co-pilot searches across all enabled document categories to find the most relevant answer.
How it works
For employees
When you ask Co-pilot a question:
Co-pilot searches your company's documents for relevant content
If a match is found, Co-pilot reads the document and formulates an answer
The response includes a citation card showing the source document
Click the citation to open the original document and read more
What employees see
Answers based on documents — Co-pilot explains policies in plain language
Citation cards — Show which document(s) the answer came from
Direct links — Click to open the original document
Category labels — See which category the document belongs to
What employees don't see
Documents in categories they don't have access to
Draft or deleted documents
Documents that haven't been indexed yet
Setting up the documents add-on
Step 1: enable the add-on
Go to Settings → Co-pilot
Click on Documents in the add-ons section
Toggle Enable add-on to on
Step 2: choose document categories
After enabling, you'll see a list of your document categories. Toggle on the categories you want Co-pilot to access:
Consider enabling:
HR Policies
Employee Handbook
Benefits guides
Onboarding materials
IT documentation
Consider keeping disabled:
Confidential management documents
Board materials
Sensitive HR files
Step 3: wait for Indexing
When you enable a category, documents are automatically processed:
Text extraction — Document content is read and extracted
Chunking — Long documents are split into searchable sections
AI processing — Content is summarized and indexed for search
This happens automatically in the background. New documents are indexed when uploaded.
Managing document access
Category-level control
You control Co-pilot access at the category level, not individual documents:
Enable a category → All documents in that category become searchable
Disable a category → Documents in that category are hidden from Co-pilot
Respecting existing permissions
Co-pilot respects your existing document permissions:
If an employee can't access a document category normally, Co-pilot won't show them content from it
Documents restricted by department or location remain restricted
Co-pilot only surfaces documents the employee would be able to see anyway
What gets indexed
Co-pilot can index:
PDF files — Most common format for policies and handbooks
Word documents — .doc and .docx files
Text files — Plain text documents
And more
Best practices
For document organization
Use clear document names — "Remote Work Policy" is better than "Policy_v3_final"
Organize by category — Group related documents together
Keep documents updated — Outdated documents lead to outdated answers
Remove drafts — Only publish final, approved documents
For category selection
Start with common questions — Enable categories for topics employees ask about most
Review what's included — Check all documents in a category before enabling
Separate sensitive content — Keep confidential documents in their own category
For employees
Ask specific questions — "What's the limit for meal expenses?" vs. "expenses"
Check the citation — Always verify important information in the source document
Follow up if needed — Ask Co-pilot to clarify or provide more detail
How Co-pilot searches documents
Semantic search
Co-pilot uses semantic search, which means it understands the meaning of your question — not just keywords:
"Can I work from home?" finds the Remote Work Policy
"What happens if I'm sick?" finds both Sick Leave and PTO policies
"How do I get reimbursed for travel?" finds the Expense Policy
Document chunks
Long documents are automatically split into sections (chunks) for better search accuracy:
Each chunk is indexed separately
Co-pilot finds the most relevant section, not just the document
Citation cards
When Co-pilot uses a document to answer a question, it shows a citation card with:
Document name — The title of the source document
Category — Which category it belongs to
Link — Click to open the full document
Troubleshooting
Co-pilot can't find information that's in a document
Possible causes:
The document's category isn't enabled for Co-pilot
The document was recently uploaded and hasn't been indexed yet
The document format isn't supported for text extraction
Solutions:
Check that the category is enabled in Settings → Co-pilot → Documents
Wait a few minutes for new documents to be indexed
Ensure the document is a PDF, Word document, or text file
Employees are getting incorrect answers
Possible causes:
The document contains outdated information
Multiple documents have conflicting information
The AI misinterpreted the document content
Solutions:
Review and update outdated documents
Archive old versions of policies
Remind employees to verify important information in the source document
Some employees can't access document answers
Possible causes:
The document category is restricted by department or location
The employee doesn't have permission to view that category
Solutions:
Check the category's visibility settings
Verify the employee's department/location assignments
Providing feedback
When you receive an answer, you can hover over the message to show a thumbs up and thumbs down button.
To ensure that you get the best results possible, help improve our Co-pilot by clicking thumbs up or thumbs down to indicate if the answer was good or not:
FAQ
Does Co-pilot read the entire document? Co-pilot processes documents into searchable sections. When answering a question, it finds and reads the most relevant section(s).
How quickly are new documents indexed? New documents are typically indexed within a few minutes of upload.
Can I enable specific documents instead of entire categories? No, Co-pilot access is controlled at the category level. Consider creating separate categories if you need finer control.
What happens if I disable a category? Documents in that category immediately become unsearchable by Co-pilot. The documents themselves are not affected.
Does this work with documents that require approval? Yes, Co-pilot can search documents that have approval workflows. However, employees can only see documents they have permission to access.
Can Co-pilot answer questions about documents in multiple categories? Yes, Co-pilot searches across all enabled categories and can combine information from multiple documents in its response.