News

— Reducing the administrative workload, boosting productivity and creating a better place to work —

VeBuIn (headquarters: Tsukuba, Ibaraki; President and Representative Director: Bhavik Shah) has released an AI Assistant feature for its cloud business platform Jugaad. The feature automates responses to questions about internal rules and manuals concerning application and approval processes. By uploading rules and manuals scattered throughout the company as knowledge—work-related information and know-how—AI can quickly answer employee questions with supporting references and examples. This frees administrative teams from time-consuming enquiries so they can focus on strategic work. Employees can resolve questions immediately, concentrate on their core tasks and avoid application errors. As a result, the feature helps improve company-wide productivity and create a better working environment. This support is now available.

Background
Jugaad has been used by many clients as a workflow system that streamlines internal procedures, including approval requests and various applications.
However, many companies still spend considerable time on communication related to applications and approvals, leaving insufficient time for their core work.

In response, Jugaad has expanded its communication support features, including submission requests, approval requests, reminders and notifications.
We are now taking this work further with an AI Assistant focused on questions about internal procedures, improving operational efficiency while giving employees greater peace of mind.

Key benefits
• Freeing administrative teams from answering enquiries: Reduce time spent responding to questions and focus on strategic work
• Centralized internal knowledge: Manage internal rules and manuals together and make them accessible at any time
• Reducing employees' anxiety: Ask questions freely at any time and obtain information with confidence

Specific features
Jugaad's AI Assistant brings together rules and manuals scattered throughout the company into a knowledge base. AI provides the first response to employee questions, answering quickly while identifying the relevant supporting provisions. This significantly reduces the effort of searching for rules and handling enquiries to administrative departments.

A system based on RAG (Retrieval-Augmented Generation) also generates answers from the latest documents and can provide sources such as document names and summaries of the relevant sections. This prevents unsupported, incorrect answers and enables reliable, transparent self-service problem solving.

AI answers internal questions

For employee questions, the knowledge base is
searched quickly to provide immediate answers.

Summaries and source references

Summarizes even complex rules clearly and provides sources alongside the answer.

Dynamic access control based on permissions: Set access scopes by role or department to prevent inappropriate access to confidential information.
Instant AI support simply by adding files: Upload internal rules and other files through the administration screen, and the AI automatically learns from them.
Support for open-ended questions: Through dialogue, it clarifies vague questions such as “What about this situation?” and presents relevant information.
Easy updates: Updating a file immediately brings the answers up to date.

Learn more about the AI Assistant feature

Examples of anticipated key use cases
This update enables use in a wider range of operations and workplaces, with further applications expected in the future.

Construction　Handwritten instructions on site photographs and work progress reports
Retail and store operations Store inspection checks and merchandising reports
Care and welfare Visit records, service logs and well-being checks with location information
Transportation Delivery completion reports, reports of damaged goods and drivers' work logs 

Jugaad business app development tool

Future developments
We will expand Jugaad's AI Assistant beyond simply answering enquiries into a system that supports the circulation and evolution of corporate knowledge.

1. Personalization for each user
Provide answers tailored to each employee's role and department for more precise support.

2. Links to source documents
AI answers will include links to the supporting rules and manuals, ensuring transparency and peace of mind.

3. Using employee feedback
Provide an environment where employee enquiries and feedback can inform improvements to rules and knowledge.

4. Expanding the range of documents used
In addition to rules and manuals, past applications, approval requests and reports will become learning sources, enabling case-based answers grounded in practical work.

5. Integration with application and approval processes
Make the transition from resolving a question to the actual application and approval workflow seamless, supporting the entire process from end to end.

From the developers
“Our goal was not merely an AI that can search, but an AI assistant that frees administrative teams from handling enquiries. Using the latest RAG technology to provide reliable, evidence-based answers, we have created an environment where employees can confidently resolve questions themselves. We believe this can help transform support departments into strategic departments while improving both company-wide productivity and the working environment.”