Majority of our daily tasks are based on documents.
Yet, employees still spend valuable time opening hundreds of files or reach out to their colleagues to seek for same information.
Cyberdigm’s document centralization solution now offers an innovative way to solve this inefficiency.
Our new feature “AI Assistant” understands and summarizes such documents, enabling instant feedbacks and insights to create a truly intelligent work environment.

 

 

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So what really is an AI Assistant?

 

AI Assistant is a newly integrated, AI-powered business chatbot embedded within Cyberdigm’s Document Centralization Solution.

It structures and understands both organizational and personal documents stored in the central system, enabling users to ask questions and receive precise answers.

Beyond that, it also supports semantic search, summarization, and comparison across multiple documents.

 

 

< Key Features of Cyberdigm’s AI Assistant>

Feature	Description
Key Information Extraction	Performs beyond simple keyword searches by identifying the overall context and extracting the most relevant insights from documents.
AI-based Conversational Q&A	Identifies key intentions of user questions based on document understanding and provides highly reliable answers.
Conversation History Management	Ensures continuity and efficiency of on-going tasks by saving and retrieving previous chat sessions.

 

 

 

 

Key Features of AI Assistant

 

1. Categorization of Customizable AI Assistant

Unlike a single chatbot, AI Assistant allows multiple independent Assistants to be created by task category.
Each Assistant can be customized according to departmental needs or specific work purposes, providing an optimized Q&A environment suitable for each organization’s characteristics.

Moreover, users can set the disclosure boundary of each Assistant as either ‘Private’ or ‘Public’.
This enables individuals to use AI Assistants for their own reference, while teams or groups can share information collaboratively through shared Assistants.

 

(Example)
<Work Category: Internal Regulations and Guidelines>

• Employee Benefit Policy Assistant: Provides guidance on employee benefits, allowances, and reward policies.
• Expense Policy Assistant: Offers information on business trips, transportation, and expense reimbursement procedures.

 

 

2.  Intelligent Document-Based AI Chat

AI Assistant instantly and accurately answers user questions by utilizing documents and data stored within the Document Centralization solution.
Responses are generated based on the reference documents attached when creating each Assistant, enabling contextual and content-aware answers.
It also understands various business document formats such as PPT, Excel, Word, and html, delivering precise and contextually relevant responses optimized for real work environments.

 

 

3. File-Level AI Chat (Chat without Attachments)

The AI chat feature can be used directly from the file properties window with a simple right click within the Document Centralization system.
Even without attaching separate reference documents, users can chat with the AI Assistant based on a single stored file, allowing them to explore and understand the content quickly—without opening the document itself.

 

 

 

 

AI Assistant Use Cases: Realization of Smart Work

 

1. Fast and Accurate Summarization of Documents

AI Assistant automatically reads and summarizes key information from documents.
It delivers concise summaries within seconds even for complex materials such as meeting minutes, reports, or proposals.
 

This allows users to grasp the core content instantly without reading lengthy documents, improving work efficiency.

It can also analyze and summarize various documents, making it highly effective for creating reports, preparing meeting materials, and other tasks.

 

2. Improving Efficiency of Repetitive Tasks

 

AI Assistant provides instant feedback on frequently asked questions and recurring administrative inquiries within the organization.

By referencing internal guidelines, manuals, and document templates prepared by the administration team, employees can directly ask AI and receive instant answers.
 

This reduces the burden of handling repetitive inquiries while enabling employees to quickly verify policies and procedures, improving both work speed and consistency across the organization.

 

 

3.  Information Retrieval and Data Analysis within Documents

AI Assistant instantly locates necessary information from selected documents and compares and summarizes data across different time periods.

Beyond simple keyword searches, it enables intelligent document utilization through data comparison and analysis.
 

This allows users to quickly view and compare data within documents.

 

 

 

 

Advantages of AI Assistant

 

The introduction of AI Assistant enhances work efficiency, information consistency, and data security across the organization.

 

1️⃣  Improved Work Efficiency

By automating document summarization and repetitive inquiries, AI Assistant helps employees reduce unnecessary search time but rather focus on more strategic and value-driven tasks.

 

2️⃣  Consistent Information Across the Organization

Because AI provides answers based on standardized document content, it ensures that all employees receive the same and consistent information, minimizing interpretation variance and establishing unified operational standards throughout the organization.

 

3️⃣ Secure Environment for AI Utilization

AI operates entirely within the Document Centralization system, preventing any risk of data or document leakage to external sources.

Response scope is also adjusted according to access permissions, enabling safe and adjusted AI usage even in highly secure environments.

 

 

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With Cyberdigm’s AI Assistant for Document Centralization Solution, users can obtain the information they need with a single question—without having to open and read every single document.

This feature eliminates the need to manually review complex and lengthy files or repeatedly respond to the same inquiries, allowing employees to focus on what truly matters.

 

Experience a smarter and more secure document management environment with Cyberdigm’s AI Assistant.