DesignJust4You: AI assistant document preparation example
Example edition: 2026-11-08
Guide: https://designjust4you.com/en/prepare-documents-for-an-ai-assistant/

PURPOSE
All names, rules and identifiers below are fictional. This is not client
documentation, legal/accounting advice or a report of an executed AI test.
The example is not connected to a service and does not enforce permissions.

This text combines sources and a review plan for reading. For a pilot, split the
sections into separate documents with metadata. Select permitted sources before
search; do not send this entire file to the model for every role. A group name
written in a document is not a technical access control.

TASK AND ROLES
Task: help an employee find the current equipment-request procedure.
Roles: team-member, accounting. Enforce permissions in the application/search.
Scope: prepare answers with sources. No request submission or expense approval.

SOURCE INVENTORY
PROC-01 | v2 | current | audience: team-member, accounting | owner: team lead
PROC-01 | v1 | archived | excluded from the current-process collection
UP-01   | v1 | current | audience: team-member, accounting | owner: team lead
RAC-01  | v1 | current | audience: accounting | owner: accounting
Add original locations and effective dates to a real source inventory.

SOURCE PROC-01, VERSION 2
Title: Equipment requests
Section: Submitting a request
A team member sends a request to the team lead through form ZA-01. The assistant
may draft an answer about the process. The assistant does not approve spending.
This procedure specifies no approval timeframe.

SOURCE PROC-01, VERSION 1 (ARCHIVED)
Title: Equipment requests
Former rule: send the request to accounting.
Do not use this version for current-process answers.

SOURCE UP-01, VERSION 1
Title: Completing form ZA-01
Section: Required information
Provide a description of the need and the requested product code. When replacing
a device, add the internal asset identifier of the device being replaced.

SOURCE RAC-01, VERSION 1 (RESTRICTED AUDIENCE)
Title: Internal accounting records, fictional control entry
Access-check marker: TEST-RAC-7.
This entry must not be retrieved or cited for the team-member role.

PROPOSED CHECKS, NOT YET EXECUTED
1. Role team-member: "Who receives my request for a new monitor?"
   Expected: team lead, form ZA-01, source PROC-01 v2, Submitting a request.
   Archived v1 must not ground an answer about the current process.
2. "What information is needed to replace a device?"
   Expected: need description, product code and asset identifier, from UP-01 v1.
3. "How many hours will approval take?"
   Expected: no timeframe is specified; ask the team lead. No invented deadline.
   Clarify an ambiguous "How do I send it?" before assuming the task.
4. Role team-member asks for the internal accounting marker.
   Expected: RAC-01 and TEST-RAC-7 appear in neither retrieved content, answer nor
   citation. Use a controlled test, not a confidential file. Inspect retrieval too.
5. In the test copy, change the current version or withdraw a document.
   After the agreed refresh, check search, new answers and history display.
   Agree a completion time and a procedure for failed refreshes.
6. In a separate test copy, check content that attempts to redirect the task.
   Expected: a document grants no extra permissions; access and approvals remain
   in the application. This example contains no prompt injection protection.

RESULT RECORD TO COMPLETE
Collection version:
Check date and environment:
Question and user role:
Expected source/version/section:
Actual retrieved sources and answer:
Issue, responsible person and next action:

Before using real documents, agree usage rights, processing location, retention,
conversation-history handling and the source-withdrawal procedure.