The knowledge foundation of your AI Business Management System
Company knowledge becomes a usable workflow.
Instead of manually searching through documents and systems, artificial intelligence helps your employees find and organise information and prepare the next steps.
Vertriebex sets up the workspace for the agreed purpose, tests it and trains your team. Your employees work with information you have approved, rather than an uncontrolled public pool of data.
This knowledge workspace is the foundation of your AI Business Management System: AI agents can use approved context for tasks and agreed automations. We check which connections and actions are possible for your process.
Individual pieces of information become an organised context. Under agreed rules, confirmed results add to the existing work history instead of disappearing into another separate chat or document.
Building a useful company memory
More than another filing system. A context your team can understand.
Depending on the project, approved information from documents, emails, CRM or ERP systems, phone conversations and project records can be included. We review your existing systems and agree which can be connected or need adapting. The workspace connects the content relevant to the agreed purpose and makes its context useful to people and AI. Which systems can be read depends on their interfaces and access rights.
Documents
Proposals, contracts, instructions and internal records.
Emails
Approved messages, agreements and follow-up items.
CRM and ERP
Selected customer, case and business data.
Conversations
Agreed structured results from phone calls and meetings.
Projects
Tasks, decisions, responsibilities and deadlines.
What applies today?
Goals, customer status, rules and relevant facts have a clear place.
Why was that decision made?
Decisions and their reasons remain traceable. We agree which decisions are documented with the responsible person, time and basis.
What comes next?
Open steps are linked to the relevant customer, case or project context.
What has changed?
New confirmed results and changes are recorded under the agreed rules. The context grows with daily work; your team checks unclear links.
AI assistants work with context and rules
From a task to a result, with traceable steps.
An AI assistant is assigned a clearly defined task. It reads the applicable rules and current context without receiving blanket access to everything. Sources, permitted actions and boundaries are set for the use case. Critical steps require the agreed approval from a person.
- Understand the taskThe assistant receives a clear goal, such as preparing a case or clarifying an open point.
- Bring together the relevant contextIt uses only approved sources and considers related decisions, rules and previous results.
- Prepare a result or carry out an actionDepending on the agreement, this may produce an email draft, a prepared CRM entry, a task, a summary or an authorised next step.
- Update the working memoryThe confirmed result is assigned to the correct customer, project or case under the agreed rules.
A customer request arrives by email. The assistant brings the message together with the relevant customer case, contract and previous decisions. It prepares a reply and a CRM entry. After approval, the new agreement, the next task and the change in the work journal are assigned to the correct case.
Which systems can be read from or written to depends on the available interfaces, access rights and agreed project scope.
What the workspace supports
Less searching and copying. More time for decisions and customers.
Find information
Ask questions in plain language and receive relevant content from permitted sources.
Organise documents
Summarise and classify content and prepare it as a working reference.
Prepare tasks
Turn results into tasks, reminders and next steps.
Support workflows
Prepare or carry out recurring steps under rules agreed in advance.
Phone workflows and knowledge together
Phone conversations and company knowledge work together.
Once the connection has been configured, tested and approved by the client, the AI phone system can use relevant information from the knowledge base. Only the agreed structured results are returned after a conversation.
- Before the conversationThe purpose, contacts, permitted information, conversation rules and limits are defined.
- During the conversationThe phone system uses only information approved for this workflow.
- After the conversationContact status, agreements and next steps are returned in an organised form and can trigger tested, agreed tasks.
Data processing for your use case
We agree where each type of data is processed for your project.
Which data is processed locally and which is processed by specialised external services is defined for each project. This can reduce unnecessary sharing of sensitive business data while retaining necessary phone, web and specialist services. External services process data under their own terms.
Approved data
You determine the sources, purpose, access scope and limits.
Separate workspaces
Information and results are assigned to the agreed client workspace.
Suited to your working environment
We also check workflows for macOS, Safari and iOS in your working environment before implementing them. Suitable infrastructure is selected during the project; no particular platform or processing exclusively in Germany is promised as standard.
Setup for your process
Vertriebex sets up the workspace around your process.
- Define the taskAgree the purpose, users, sources and desired result.
- Set up the workspaceConfigure information, rules and permitted steps.
- Test and approveTest responses, limits and workflows with examples.
- Train your team and hand overWork with the knowledge base and maintain it under the agreed rules. Further support is optional.