How does Sia use documents attached to Simployer One handbook articles?

What documents can Sia use to answer questions in Simployer One Handbooks?

Sia, the AI assistant in Simployer One Handbooks, can use the documents attached to handbook articles as well as the text in the articles themselves. This can include procedures, guides, and instructions that your organisation has already attached to handbook articles.

Sia uses only documents attached to handbook articles. Documents in the Simployer One Company Documents space are not included.

This applies to Simployer One Handbooks. It does not apply to Handbooks Classic.

Who can get answers from attached handbook documents?

Employees and managers can ask Sia questions as usual. When they have access to a handbook article, Sia can use the documents attached to that article when answering their questions.

Handbook administrators do not need to enable this feature. Administrators can exclude an individual file from AI indexing when Sia must not use that file.

How do I make an attached handbook document available to Sia?

A document becomes available to Sia when it is attached to at least one handbook article.

1. Attach the document to a handbook article.

2. Wait for background indexing to complete.

3. Ask Sia a question that the document answers.

There is no manual indexing action and no readiness indicator. A practical way to check whether indexing is complete is to ask Sia a question that is answered in the attached document.

How do I stop Sia from using a specific handbook file?

1. Open the file’s Access tab.

2. Turn on Exclude this file from AI indexing.

When this setting is on, Sia does not use the file in answers, regardless of which handbook articles the file is attached to. When you turn the setting off, the file is queued for indexing again.

Which file formats can Sia use from handbook articles?

Sia supports the following attached file formats:

• PDF

• Word

• Excel

• PowerPoint

• Plain text

• CSV

Each file can be up to 15 MB.

Sia can use documents written in Norwegian, Swedish, and English. The language of the question does not need to match the language of the document.

Can Sia answer from a document that an employee cannot read?

No. Sia follows the reading permissions of the handbook article that the document is attached to. If an employee cannot read an article, Sia cannot use that article or its attached documents when answering that employee.

There is no separate AI permission to assign for an attached document.

Why can two employees get different answers from Sia?

Two employees can receive different answers because they may have access to different handbook articles and attached documents. Sia only uses the content that each employee is allowed to read.

This is expected behaviour.

Why does Sia not use a document that I attached to a handbook article?

Check the following:

• The document is attached to at least one handbook article.

• Background indexing has completed.

• The file is not excluded on the file’s Access tab.

• The employee asking the question can read the handbook article.

• The document contains readable text.

A file that is uploaded but not attached to a handbook article is not used by Sia.

Why can Sia not answer from a scanned document or photograph?

Scanned documents and photographs may contain no readable text. The file can be attached successfully, but Sia cannot use it to answer questions when it has no extractable text.

Use a text-based PDF or an Office file when you need Sia to use the document content.

Can Sia identify the document used in an answer?

No. Sia attributes answers at handbook article level, not document level. An attached document is treated as part of the handbook article it is attached to, so Sia does not identify a separate source document in the answer.

Does Sia preserve tables and document layout when it uses an attached file?

No. Attached document content is converted to plain text. Sia can read the words, but it does not preserve document layout such as:

• Tables

• Headers and footers

• Multi-column layouts

If a rule depends on information being shown together in a specific table row or layout, state the rule clearly in the handbook article text as well.

Can Sia tell whether an attached document is out of date?

No. Sia does not determine whether an attached document is current. The available date is the modified date of the parent handbook article, not a separate document date.

Review and update attached documents as part of your organisation’s handbook maintenance routine.

Is Sia trained on our attached handbook documents?

No. Your attached handbook documents are not used to train the model. Sia uses the attached content when answering a question, and the documents do not change how Sia behaves for other customers.

Do we need to configure anything before Sia can use attached documents?

No. If documents are already attached to handbook articles, Sia can use them automatically after background indexing. No separate feature switch or configuration is required.