AI Assistant Implementation Sets the Stage for AI Transformation at a Global Staffing Company

About Our Client

The Client is one of the largest outsourcing and staffing service providers in the US, with 10,000+ employees and 50+ international locations.

Finding the Right Marketing Content Takes Too Long

The Client has grown organically and through numerous strategic acquisitions and brand integrations. As a result, many of its business units retained a degree of autonomy, creating a complex environment of separate IT systems and established ways of working.

Marketing, however, was centralized. A shared SharePoint Online portal served as a central hub for marketing strategies, campaign materials, brand guidelines, corporate updates, and other resources. Teams across 50 locations relied on this portal to access and reuse approved content.

As the volume and variety of materials grew, finding the right information became increasingly time-consuming. Employees had to navigate libraries and folders, try different keyword combinations, or ask colleagues where specific assets were stored. Even when the portal contained relevant information, it was not always easy to discover or retrieve it in a useful, comprehensive format.

The Client saw an opportunity to use AI to help employees find relevant, complete, and accurate information across its existing SharePoint environment more easily. This focused use case would also help the Client assess AI’s practical business value and better understand its potential for other workflows.

AI Copilot Configured for the Client’s Needs in 6 Weeks

To address the challenge, ScienceSoft combined its expertise in AI-powered enterprise solutions and SharePoint development. ScienceSoft proposed a Microsoft Copilot-based AI assistant that would give employees a natural-language interface for searching marketing content and retrieving relevant information.

ScienceSoft completed the initial setup of Microsoft Copilot in just five days. The team configured the assistant to retrieve information from the SharePoint Online marketing portal and from the Client’s official corporate website. The solution can later be extended to other knowledge sources, such as Confluence, Jira, and additional websites.

ScienceSoft tuned the AI assistant to respond in plain language, with quotes and links to the original documents, so every answer is easy to verify. The assistant prioritizes fresh, relevant content, summarizes and compares findings in tables, and asks clarifying questions when it needs more detail to pinpoint the right material. It searches all supported textual content in PDF, Word, Excel, PowerPoint, and HTML formats. It also respects existing SharePoint access permissions, so employees can retrieve information only from content they are authorized to access.

ScienceSoft’s team customized the AI assistant’s UI with the corporate name, logo, and colors. They built a custom add-on that can open the AI chat window from any portal page, so convenient search is always one click away. The team also rewrote standard Microsoft Copilot error and exception messages so nontechnical users could easily understand why a request couldn't be processed and what to do next.

A key part of the implementation was confirming that the AI assistant would be actually useful in everyday work and not just in prepared demonstrations. For a month after launch, ScienceSoft continued monitoring the assistant’s performance with realistic employee queries and less straightforward scenarios. Based on observed behavior and the Client’s feedback, the team fine-tuned the assistant’s instructions to improve request interpretation, content selection, handling of ambiguous questions, and result presentation.

To support adoption, ScienceSoft prepared a comprehensive user guide explaining how to formulate effective queries, refine searches, and get more useful results. ScienceSoft also made the guide available to the AI assistant as a source of usage instructions, allowing employees to consult it and use it through the chat itself. ScienceSoft then conducted an interactive training session to help employees put these practices into use.

Employees Across 50 Locations Can Find Relevant Marketing Content in Seconds

The Client received a ready-to-use AI assistant that lets employees find relevant marketing content across the SharePoint Online portal and corporate website in seconds instead of hours. Rather than relying on exact keywords or knowing where a document is stored, users can describe what they need in their own words and get sourced, verifiable answers, summaries, and comparison tables in the formats they need.

ScienceSoft refined the interface, conducted iterative testing, and improved error handling. Thanks to the intuitive interface and practical user guide, employees could easily access the assistant and use it effectively for day-to-day marketing tasks.

Pleased with the outcome, the Client is now considering the next step: an AI assistant that helps prepare RFP proposals using historical proposals, established templates, and available marketing materials. This would extend AI use from finding existing knowledge to applying it in a more complex business process.

Technologies and Tools

SharePoint, Microsoft Copilot Studio.