Employee AI Assistant Overview

Architecture

Click Boarding's Employee AI Assistant is built using Microsoft Foundry's AI infrastructure. We leverage Microsoft hosted large language models (LLMs) to power our employee assistant.

To learn more about security related to Microsoft Foundry Agent Service you can reference:

• Data, privacy, and Security: Data, privacy, and security for Foundry Agent Service - Microsoft Foundry | Microsoft Learn
• Responsible AI Responsible AI for Microsoft Foundry - Microsoft Foundry | Microsoft Learn

Data is not available across customers, and it is not used for training purposes or to improve other Microsoft products. 

When a client enables the Employee AI Assistant, Click Boarding provisions an agent for that client. Every client is provided with their own agent. This provides an additional layer of separation within our own Azure environment on a per client basis. All clients have their own individual AI agent. 

Click Boarding does not train our own models. We use vector storage to store client loaded documents and embeddings to provide context to the agents. This is commonly referred to as a Retrieval-Augmented Generation (RAG) pattern. Each client can upload documents that the agent can speak to. The agent will only use information you have provided. 

Additional Information

The Employee AI Assistant is purely informational. It cannot act on behalf of the employee. We are exploring possibilities of adding this capability into the platform. Clients will be notified if this is implemented. 

Information Retention

• Messages have a 1-year retention period
• If a user is anonymized or pruned, their messages are removed as well
• If the Employee AI Assistant is turned off, we retain the configuration and associated messages for 30 days before deleting them 

We Track Conversation History

Click Boarding internally captures an audit trail of all conversations between the agent and user. We categorize questions that the assistant can and cannot answer so that you can improve your agent's knowledge base and provide your employees with answers to the questions that matter.

Configuration Is Critical

The Employee AI Assistant will only respond with knowledge provided via the AI configuration section in the Admin platform.

• The AI Assistant will only use knowledge from files associated with the location of your process flow 
• If a location has no files uploaded the Assistant will not appear in the Employee Portal for process flows associated to that location since it does not have any knowledge to reference