Policy Answers Agent
The Policy Answers Agent answers staff questions in Teams from your own policies, procedures and handbooks. Every answer quotes the paragraph it came from and links to the source, and questions it cannot answer go to the right person, so staff get help in seconds and your team stops answering the same questions.
Ideal forHR teams
The difference
From 10-15 minutes per question to seconds
Your HR and operations teams stop answering the same questions and spend the time on the cases that need them.
Done by hand
10-15 minutes per question
With the Vanine agent
Seconds
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Answers in seconds, not days
Staff ask in Teams and get an answer straight away, instead of waiting for HR or searching the intranet.
Only what your policies say
Every answer comes from your approved documents, with the paragraph quoted, so staff can trust it and your team can check it.
See where your policies are unclear
The questions staff ask most, and the ones the agent cannot answer, show you which policies need rewriting.
Capabilities
Staff get the right answer from your own policies, with the source attached.
Built for HR, operations, compliance and IT support teams who answer the same policy questions from staff every day.
Knowledge retrieval
Finds the right paragraph across your policies, procedures, handbooks and FAQs, even when the question uses different words.
Cited answers
Quotes the paragraph each answer comes from and links to the source document and version.
Teams native
Works inside Microsoft Teams, so staff ask in the same place they already work.
Permission-aware answers
Answers only from documents each person is allowed to see, so managers’ procedures stay with managers.
Handoff to a person
Sends questions it cannot answer to the right team as a case, with the conversation attached.
Question insights
Shows the most common questions and the gaps in your policies, so you know what to update.
How it works
From your systems to a result you sign off
Your policy owners decide which documents the agent can use, and review the questions it could not answer.
Connect the places your internal policies already live.
Policies, procedures and handbooks in SharePoint and your intranet, respecting the permissions already set. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- HR policy libraries and intranets in SharePoint
- ServiceNow and HR case management
- Workday, SAP SuccessFactors and Sage People
Answers staff in Microsoft Teams, or in Copilot, using the models your organisation approves.
Cited answers in the Teams chat, and cases in ServiceNow or your HR system for anything it cannot answer.
Step by step
- 01
A staff member asks a question in Teams.
- 02
The agent searches the policies they are allowed to see.
- 03
It answers with the paragraph quoted and the source linked.
- 04
If it cannot answer, it opens a case with the right team.
- 05
It logs the question for your policy insights.
- 06
Your policy owners review gaps and update the documents.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"What does our travel policy say about flights?"
- library
- HR policies
- channel
- Microsoft Teams
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your internal policies never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your internal policies stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your internal policies. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR INTERNAL POLICIES NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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