AI Assistant

Table of Contents

Overview

What does the AI Assistant answer?

Best practices

What should I ask?

Security

FAQ

Overview

As part of the Simpplr One platform, the AI Assistant aims to help your users get answers and solve problems quickly. The standard version of the AI Assistant will be offered with:

• Answers sourced from content in your intranet, including Pages, Events, Org chart and Files
• Configurable links to 3rd party applications (e.g., "How to do I update my goals?" If your company tracks goals in a separate application from Simpplr, the AI Assistant can link to that platform.)

Additionally, a Premium version of the AI Assistant will be able to available that can allow users to complete actions natively in-chat (in addition to offering a link to the third party system).

Note:

AI Assistant will be off by default in your environment. You will need to contact your Simpplr rep to have it enabled.

In short, the AI Assistant offers:

• Personalized assistance delivers tailored information and support based on 1:1 needs and preferences
• Workflow automation to streamline complex workflows and employee journeys
• Conversational search and answers makes it user-friendly, mimicking human interactions
• Integrations to common HR platforms and enterprise apps
• Multi-lingual to support a global workforce
• Seamless hand-off to ticketing systems
• Multi-platform support ensuring information and resources are accessible from anywhere, any time
• Unified analytics provide usage patterns and augment generating insight (H1 2025)
• Ensure security and privacy with all interactions, complies to the highest data protection standards

What does the AI Assistant answer?

There will be two versions of our AI Assistant, Standard and Premium. The Premium version will be a paid add-on to your environment, and will have more options than Standard.

Standard

The standard version of AI Assistant will be able to answer any questions or prompts where the source of the answer is already located in your intranet's content somewhere. If your intranet has Workplace Search enabled, results from connectors such as Confluence, Google Drive, etc. will show up for queries in both the global search bar and AI Assistant.

Users, like always, will never see answers from content they do not have access to. 

In addition, you can provide any 3rd party URL to your HRIS system or ticketing system, and when your users ask a question related to HR or ticketing, that link will be provided by the AI upon asking. 

Premium

The premium version of AI Assistant will be a paid add-on to your Simpplr intranet, and will include all the options the standard version has, but will also include actions you can take from your org's HRIS systems:

Read actions

HR action | System	Workday	SuccessFactors	BambooHR	ADP	OracleHCM	Gusto
View personal contact information	✅	✅	✅	✅	✅	✅
View work contact information	✅	✅	✅	✅	✅	✅
View PTO balance	✅	✅	✅	✅	✅	N/A
View compensation	✅	✅	✅	✅	✅	✅

Finally, the premium AI Assistant will be able to understand and complete native ticketing system actions for you, including: 

Ticketing actions | System	Jira
Create ticket	✅
Update ticket	✅
View ticket	✅
Ticket comment	✅

Best practices

The key to our AI Assistant, like any AI bot, is to treat it conversationally. Ask a fully contextual question instead of keyword searching like you normally would in global Search. The AI is designed to not only answer basic Q&A, but to tailor responses to you as the individual user. All responses will be contextual based on your intranet attributes like permissions, site membership, location (if applicable), etc.

Any actions output will be link-based. In other words, if you ask the bot for information that already exists in a piece of content on the intranet, the response will include a link to the source material.

What should I ask the assistant?

Below, you'll see some example use cases and conversation prompts that have proven successful in the initial rollout of AI Assistant, including:

• Onboarding
• Training, performance & alignment
• Common IT/HR requests

We recommend starting off with some of these prompts.

Use case 1: Onboarding

Compare/contrast the experience of finding answers on the intranet with and without AI Assistant for an employee starting at your company.

Prompt: “What expenses am I allowed?"

Prompt: "What are the company holidays?"

Prompt: "What is my email address?"

Prompt: "Who are my colleagues?"

Follow up to the above prompt: "Tell me more about April Cramer."

Follow up: "How long has she worked here?"

 

Use case 2: Training, performance & alignment

Prompt: "What training is available?"

Prompt: "How is performance measured?"

Prompt: "What happens when I don’t meet my goals?"

Prompt: "What are company goals this year?"

Use case 3: Common IT/HR requests

Prompt: "What are my work arrangement options?"

Prompt: "What is the vacation policy?"

Prompt: "Help me request time off."

Prompt: "What are my benefits and insurance?"

Prompt: "How do I set up my retirement plan?"

Prompt: "What are the open roles that we’re hiring for?"

Follow up: "Is there a referral bonus?"

Prompt: "I can’t log into Slack."

Prompt: "How do I install new software?"

Prompt: "How can I request a new laptop?"

Security

As is the case with many AI features recently, the big question is around security. How can you be sure what you're writing or asking is not being stored or shared somewhere without your explicit consent?

The AI Assistant tool is built on Simpplr’s secure platform (click this link for more on Simpplr Security Compliance). Additionally, AI Assistant utilizes LLMs through Microsoft’s Azure platform. We have chosen to utilize Azure because they provide a higher level of security and trust, and more control over the data that we pass to them. This includes any input and output to both Simpplr and Azure’s platform not being available in any other place than our private, secure instance, and is not accessible to others. Additionally, the access to this Simpplr resource is controlled and restricted.

What's happening on the backend? 

• The feature is contained and controlled entirely by Microsoft Azure on Simpplr’s private instance. This means that:
  • No data is available to others
  • No data goes to OpenAI or any services operated by OpenAI (i.e., ChatGPT or OpenAI API)
  • No data is used to train any public models
  • No data is used to improve any other Microsoft or other 3rd party products

Click here for more information on the Azure OpenAI service.

Since AI Assistant is operated on Simpplr’s private Azure instance, this means that only Simpplr has access to this instance, and no data from it can be used for any other purpose. Additionally, the inputs and outputs from your organization cannot be used for training a model that would be used for other organizations within the Simpplr instance. None of the inputs or outputs from your organization are stored in the model itself or used to train it.

Data privacy and retention

All data is covered under DPA, separate instance, is GDPR and CCPA/CPRA compliant. No personal data is transferred outside of the above noted areas, and none is used for anything other than the output for your input. All other standard Simpplr data privacy and security considerations apply to data kept by Simpplr through this process, and are not shared with or used for any other purpose.

Security certifications

Simpplr has received the following security certifications:

• ISO 27001:2013 certification
• SOC 2 Type 2 attestation (available under NDA)
• SOC 3 report (pending)
• EU-U.S. and Swiss-U.S. Data Privacy Framework (DPF) certification 
• TRUSTe Data Privacy Framework (DPF) verification
• TRUSTe Privacy Dispute Resolution program

FAQ

Q: Is there admin configuration available?

A: Not yet. Admin configuration of the AI Assistant is expected for the 24.09 release.

Q: Where can I view analytics/usage data for the AI Assistant?

A: Currently there are no analytics available. Tracking and conversation data is expected in the 24.09 release.

Q: Will there be more integrations offered to 3rd party applications? 

A: Yes! We will be expanding on AI Assistant's offerings for well over the next year and beyond. Future applications that will be compatible include: 

• Specialized benefits platforms
  
• Zenefits
  
• Sequoia
  
• Rippling
  
• Gusto
  
• Namely
  

Q: Where can I view analytics like conversation history and usage on AI Assistant?

A: As of now, there are not analytics available. However, we expect to roll out an analytics platform for AI Assistant by Q2 of 2025.