AI document search in CONTMAN: your archive becomes your company's knowledge hub

Documents come back to life

In every company, the most valuable knowledge sits in documents: in contracts, annexes, decisions, correspondence and personnel files. For years they went into the archive and stayed there, safe but silent. Anyone who wanted to get something out of them had to know what to look for, where and how.

AI document search in CONTMAN changes that. The archive stops being a storeroom and becomes your company's knowledge hub. Documents come back to life: they answer questions and become a source of key information for the board, HR, lawyers and everyone who makes decisions.

Knowledge that stays with the company

You no longer need to remember the invoice number, the category name or which filter to set. Nor do you need to find the one person who "knows where it is". The knowledge written down in documents becomes a company knowledge base, open to everyone authorised, straight away, through a plain question. Even when the document's author moved to another department, or another company, long ago.

Ask the way you would ask a colleague

A few questions you can put to the assistant:

• "Find the lease agreement with Example Company and tell me when it expires."
• "What notice terms do we have in our contracts with Example Supplier?"
• "Show me all the documents related to this contract."
• "Which documents are in part B of John Example's employee file?"
• "Summarise the main terms of the March annex."

Example Company, Example Supplier and John Example are names made up for this example.

AI document search: what it can do today

In the latest version of CONTMAN you can connect CONTMAN Archive - document archive to the AI assistant your company already uses, such as Claude, Copilot or your own agent. You connect it by signing in with your own account. This AI assistant for documents:

• learns the structure of your archive: the document categories, their fields and the descriptions your company wrote;
• searches document descriptions and file content, with filters on fields and on the creation date;
• reads a document's description, its text and its list of versions, as well as the file of a chosen version;
• reaches related documents, for example all those with the same contract number in a field your company marked as linking;
• browses employee files in CONTMAN HR part by part, if it has been given a separate permission to do so.

AI data security: control stays with your company

• The assistant sees only what you are allowed to see. Not a single document more.
• Reading is the only mandatory area. The assistant can change the archive only in the areas you switch on for it yourself, as far as your roles allow: documents, the archive's structure, workflow definitions and workflow tasks. Even then it does only what your permissions allow, and a change to a document is recorded in its history, noting that an AI assistant made it.
• Every time the assistant reads a document, its file or its text, the document's history records it, noting that an AI assistant did it. You always know what it read and when.
• When connecting, you see which application asks for access and to what extent. You can withdraw your consent at any time.
• Your company decides whether and when to switch the assistant on. It is off by default, and only people an administrator grants the permission to can use it.
• PESEL numbers and identity document numbers from employee records never reach the assistant.

What the assistant reads goes to the AI model your company uses. That is why the decision to switch it on, and who gets access, is yours.

Coming soon: the CONTMAN Assistant built into the archive

In the next version the knowledge hub will appear inside CONTMAN itself, with no extra tools:

• the answer takes shape before your eyes;
• the answer points to the documents it draws on with numbered references, and a source card takes you to the document in one click, so you know where the information comes from;
• conversations are saved and private: you can return to them, continue them or delete them;
• your company chooses the AI model provider from those its installation makes available.

Your documents know more than you think. Now, at last, you can ask them.

The assistant is one more part of the ecosystem we describe in our post on the CONTMAN document management system. Book a demo of the AI assistant in CONTMAN, and we will show you how it answers questions about documents.