Smart Operations
Help staff find approved procedures and reference information for one defined workflow. Agree who can access each source, which answers need review and what the system should do when it cannot find support.
Discuss a solution
Illustrative scenario and sample data. Views and rules are agreed during the pilot.
Where do I put cartons that fail incoming inspection?
Move the cartons to the designated hold area and record the item, lot and quantity. Ask Quality before returning them to available stock.
Example SOP WH-07 · Rev. B · § 4.2
Role: warehouse operator. Restricted documents are excluded.
Has this batch been released?
The sources you can access do not confirm this batch’s release. Ask Quality to check the official record.
Start with a controlled set of SOPs or training documents and test whether staff can find the current approved instruction with its source.
Use agreed questions to distinguish those that can be answered from documents from those that must go to a responsible person.
Name document owners, approved versions, access roles and excluded data. Choose the workflow and prepare realistic questions in the required languages.
Evaluate answers that cite sources the user is allowed to view. Define how to signal conflicting, missing or stale information.
Assign someone to review flagged answers and approve document updates. Agree how corrections, access changes and feedback are recorded.
Agree the corpus, user roles, expected source references, evaluation set, review workflow and handover notes for content owners.
Confirm document connectors, identity provider, hosting or model choice, data handling and workflow actions. Requests to automate decisions require separate approval and testing.
Compare representative answers with approved documents and confirm that each user role sees only permitted sources. Include an obsolete procedure in the test design.
Use out-of-scope, ambiguous and restricted questions. Test whether the system signals insufficient evidence and follows the agreed human review process.
Choose an approved document set, two user roles and representative questions.
