Grounded in the knowledgeyour enterprise governs
Digital Employees retrieve approved policies, procedures and evidence from role-authorised sources. Attribution is preserved.
Representative enterprise systems. Connections, permissions and availability are configured for each deployment.
Role-Based Knowledge
Each role sees only what it is given
Knowledge Bases are your organization's information—policies, procedures, evidence and working documents—organized so each Digital Employee retrieves the right answer from the sources its role is allowed to use.
Knowledge Sources
Digital Employee Roles
Risk Analyst
Applies approval policies and reviews controlled evidence.
Legal Advisor
Checks the approved policy and the procedure that applies.
Business Analyst
Works from operating procedures and approved working documents.
Tester
Attaches operational evidence from approved workflow runs.
You choose which sources to connect and which Digital Employees can access them.
Your information remains under your control and is updated through configured synchronisation.
Connect every source
your organization relies on
Shokuin works with the systems you already use, so knowledge stays where it is governed.
Working documents, indexed and searchable
Connect folders from Google Drive and Digital Employees can read the approved documents inside them—Docs, PDFs, Word files, and text files. Changes sync on schedule, so an updated document is reflected in answers.
Best For
Approved working documents, internal handbooks, reference material
Turn your libraries and wikis into answers
Connect the document libraries and wikis your organization already maintains—such as SharePoint sites or Confluence spaces. Existing pages become the knowledge a role is allowed to use. Content stays where it is governed.
Best For
Policies, operating procedures, project documentation
Your website becomes a knowledge source
Enter a URL and Shokuin crawls your site—documentation, help pages, published policies. You control which sections to include, how deep to go, and what to skip.
Best For
Public documentation, help centers, published policies
Bring controlled archives and evidence
Index records held in enterprise storage such as Amazon S3 or Azure Blob Storage, or upload files directly—PDFs, Word documents, text, CSV, and JSON. Digital Employees retrieve only what a role is authorised to read.
Best For
Controlled archives, operational evidence, legacy records
Accurate answers in every working language
Knowledge Bases automatically detect the language of your content and optimize search accordingly. Spanish documentation? German policies? Digital Employees find the right answer in the right language.
Best For
Multi-market organizations, international teams, localized documentation
Your knowledge stays current without lifting a finger
Set a sync schedule—hourly, daily, or weekly—and Digital Employees retrieve the current indexed version. Update a policy in the source system and the next sync carries the change into answers.
Best For
Frequently updated content, living documents, evolving procedures
Enterprise knowledge
for a governed workforce
A Shokuin Digital Employee retrieves answers from the approved sources available to its role. Updated versions are incorporated through configured synchronisation.
Generic AI
Without Knowledge
Approval policies vary by organization. Many companies require additional review for larger transactions.
You should check your internal documentation for the specific rules that apply.
Shokuin Digital Employee
Connected to Knowledge Base
The approved policy currently published in SharePoint applies to this decision.
Transactions above the approved threshold require a recorded four-eyes review before release.
Want me to attach the policy reference?
The Auto-Sync Difference
Your knowledge stays current without lifting a finger.
You publish a new version of the approval policy in SharePoint.
Knowledge Base auto-syncs and indexes the change.
Someone asks which policy applies. The Digital Employee answers with the current version.
Generic AI gives generic answers.
Your Digital Employees give yours.
That's the difference between an AI tool that sounds helpful
and a Digital Employee that belongs to your organization.
From governed sources
to attributable answers
Digital Employees don't guess. They search your governed sources to find the right answer.
Someone asks a question
A real question from daily work
Intelligent search
Searches meaning, not just keywords
Context selection
Only the most relevant info, not entire docs
Quality filtering
Boilerplate and noise automatically removed
Accurate response
Specific, verifiable, based on your content
Every answer traces back to your documentation.
Every answer is grounded in the approved information available to the role.
Connect your
enterprise knowledge
No data migration and no formatting requirements. Connect your approved sources, and content becomes available after it is indexed.
Connect your sources
Link your document libraries, wikis, storage, and websites—or upload files directly. Select which folders, pages, or sections to include. Your existing content stays where it is.
Select content to index
Choose what each Digital Employee should learn—policies, procedures, evidence, or everything. Set your sync schedule: hourly, daily, or weekly. Content is processed and indexed automatically.
Digital Employees start answering
Once indexing completes, Digital Employees can search and retrieve your knowledge. Ask a question and get an answer based on your actual documentation.
Knowledge Bases work with every other building block
The same Digital Employee can use tools, access knowledge bases, and integrate with your systems—across every channel. No rebuilding, retraining, or reconfiguring needed.
Channels
Work enters through the channels your teams and customers already use.
Tools
Digital Employees act across the systems where enterprise work is recorded.
Integrations
Shokuin connects through the identity, integration and API layers already governed by the enterprise.
Microsoft Entra ID
Okta
MuleSoft
BoomiHow enterprises use
Knowledge Bases
Product examples of how connected, governed knowledge supports everyday work.
Risk & Compliance
Policy-Grounded Decisions
The Challenge:Approval decisions depend on policies that change. When people work from memory or old copies, reviews become inconsistent and hard to audit.
The Solution:Connect the approved policy library and the controlled archive. The Digital Employee answers from the current policy version, with the source attached.
Every answer traces back to the governing policy and its version.
Operations
Consistent Exception Handling
The Challenge:Exceptions are handled differently across teams when procedures live in scattered pages and inboxes.
The Solution:Connect the operating-procedure wiki and the operational evidence store. The Digital Employee follows the versioned procedure and attaches the right evidence.
Exceptions follow the same recorded procedure.
Enterprise Documentation
Approved Working Documents
The Challenge:Teams lose time confirming which document is current and approved for a task, and stale copies keep circulating.
The Solution:Connect governed working folders. The Digital Employee uses the latest approved document and preserves its attribution.
Work starts from the approved document, not a stale copy.