ProServ Logistics, a company with over 100 employees (many of them remote), struggled with knowledge management. All key documents—Standard Operating Procedures (SOPs), HR policies, safety manuals, and technical guides—were stored in hundreds of files (PDFs, .docx) on a shared Google Drive.
New employees spent weeks on onboarding, and existing staff constantly bombarded managers and HR with the same questions: “What is the procedure for X?”, “Where can I find form Y?”. Answering simple questions took up valuable hours, and finding the right document was frustrating and inefficient.
The NexaroAI team was brought in to automate this knowledge bottleneck. Instead of building another complex portal, we implemented an intelligent, internal AI assistant (a RAG chatbot) directly into their existing workspace.
Our 3-step implementation process:
Data Ingestion: We created a workflow that automatically monitors ProServ’s dedicated Google Drive folder. Every new or updated document is immediately fetched, split into smaller chunks, and processed.
Creating the “Brain” (Vector Database): Each text chunk was converted into a vector (a numerical representation) and saved in a secure Pinecone Vector Store. This created the bot’s “brain,” containing only the company’s knowledge.
Agent Deployment (AI Chatbot): We built a simple chat interface integrated with their company Slack. When an employee asks a question (e.g., “How many vacation days do I have?”), the workflow:
Captures the question.
Searches the Pinecone database to find only the document snippets relevant to the answer.
Passes the question and the found snippets to the Gemini AI model with the instruction: “Answer this question using only this provided information.”
The deployment of the internal AI Agent took less than two weeks and immediately transformed how the company operates.
70% Reduction in Repetitive Questions: Managers and the HR department reported an immediate drop in queries about standard procedures.
24/7 Availability: Employees (especially across different shifts) gained instant access to accurate information without waiting for a response.
Faster Onboarding: New hires can now “talk” to the company documentation, reducing the time needed for onboarding by an estimated 30%.
100% Data Security: The RAG solution ensures the AI only answers based on the company’s private documents and does not “hallucinate,” and the data never leaves their secure environment.
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