Integrating incoreon into Business Processes

incoreon AI can be integrated into the recurring processes of many business areas: Agents answer questions from company knowledge, evaluate incoming e-mails, and record results. Using typical areas as examples, this chapter shows which functions are suited for that and refers to the chapters with the setup. Finished templates from the agent library serve as a starting point for own agents (see Using the Agent Library and Templates).

HR and Onboarding

In HR, the same questions and processes recur: from the handbook to onboarding new colleagues to deadline monitoring. Agents take over these recurring steps and keep open items in view.

• Answering recurring questions – an agent with the employee handbook in its knowledge answers from the applicable documents; the HR office handles only individual cases.
• Accompanying onboarding – “Onboarding-Assistenz” from the agent library supports new employees: The agent answers questions about policies, processes, and contacts and records progress and deadlines in the agent storage. It sends reminders for outstanding steps, creates checklists for the onboarding, and summarizes the onboarding status for supervisors.
• Pre-filtering applications – an automation with an email trigger evaluates every incoming application; unclear cases land as a to-do for review with the responsible person.
• Managing appointments – via the Microsoft Calendar capability, the agent reads appointments from the calendar and creates new onboarding appointments.

Using the Onboarding-Assistenz

The “Onboarding-Assistenz” is a template from the agent library for onboarding new employees. The template comes with instruction and capabilities – the company adds knowledge and access rights. Three tasks shape its use:

• Setting up (one-time): the administration adopts the template, stores a knowledge group with the employee handbook and policies, and defines the access rights (see Guide: Accompanying New Employees with the Onboarding-Assistenz).
• Answering questions (ongoing): new employees ask questions in the chat – about the first week, policies, and contacts. The Onboarding-Assistenz answers from the stored knowledge and creates checklists for the onboarding.
• Accompanying progress (continuous): the agent records progress and deadlines in the agent storage, sends reminders for outstanding steps, and summarizes the onboarding status for supervisors.

This way, onboarding runs the same for all new employees, and open steps stay in view through deadlines and reminders.

Further reading: Using the Agent Library and Templates, Guide: Accompanying New Employees with the Onboarding-Assistenz, Adding Knowledge, To-Dos, Trigger via Incoming Email, Predefined Capabilities, Agent Storage and Data Integration

Customer Inquiries and Support

In support, recurring questions take up time above all. Agents answer these questions from company knowledge and pass unclear cases on to the responsible person in a structured way.

• Answering frequent questions – an agent with the company's product knowledge answers recurring customer questions from the applicable documents, without every request being handled individually.
• Forwarding cases – unclear matters do not linger: The agent creates a to-do for the responsible person; a decision to-do completes the processing with the right choice.
• Documenting answers – important answers from the chat are recorded as information and are thus available to the whole team.
• Collecting inquiries per customer – one project per customer bundles all related chats; chats from to-dos and automations also remain findable this way.

Further reading: Creating and Configuring Agents, Understanding To-Do Types, Creating New Information, Organizing Chats in Projects

Sales and Offers

In sales, offers and analyses arise from changing requirements. Agents create documents from them, keep the data up to date, and repeat regular queries.

• Creating offers – from the requirements in the chat, the agent generates Word and Excel files, e.g. offer documents with price tables.
• Maintaining contract data – “Vertragsmanager” from the agent library stores the partners, terms, notice periods, and invoice amounts of every contract in the agent storage. The agent calculates the deadline for termination from the contract end and the notice period, avoids duplicates, and answers questions like “Which contracts expire this year?” from the storage.
• Creating market and competitor analyses – “Web-Researcher” from the agent library conducts market, competitor, and trend analyses as well as fact checks. The agent prefers primary sources, compares several sources, reveals contradictions, and delivers structured results with a list of sources and recommendations for action.
• Retrieving market information repeatedly – an automation with a schedule trigger runs the agent regularly; via the browser automation capability, the agent retrieves filtered results from websites.
• Distributing reports – an automation with a schedule trigger regularly summarizes the current status and provides it as information.

Using the Vertragsmanager

The “Vertragsmanager” is a template from the agent library for managing contracts and deadlines. The template comes with instruction and capabilities; the company completes the setup according to the manual and assigns the access rights. Three tasks shape its use:

• Setting up (one-time) – the administration adopts the template, enables the capabilities according to the manual – above all the agent storage – and defines the access rights (see Guide: Managing Contracts with the Vertragsmanager).
• Recording contracts (ongoing) – the persons responsible for contracts have contract data from attached files stored in the chat. The Vertragsmanager records the partners, terms, notice periods, and invoice amounts of every contract in the agent storage.
• Accompanying deadlines (continuous) – the agent calculates the deadline for termination from the contract end and the notice period, avoids duplicates, and answers questions like “Which contracts expire this year?” from the storage.

This way, the manual contract list becomes unnecessary: The agent provides information and an overview of deadlines from the agent storage.

Further reading: Using the Agent Library and Templates, Guide: Managing Contracts with the Vertragsmanager, Predefined Capabilities, Agent Storage and Data Integration, Trigger via Schedule

Finance and Administration

In administration and finance, recurring checks are due: incoming invoices, figures, and the costs of the platform itself. Automations and agents monitor all three.

• Checking invoices – an automation evaluates incoming invoice e-mails; for irregularities, the agent creates an important to-do.
• Analyzing figures – the calculator solves demanding calculations with several factors and variables, e.g. budget comparisons across several departments.
• Monitoring costs – the token and cost overview shows which agent causes which costs; cost limits cap unexpected expenses.

Further reading: Defining Tasks for Automation, Predefined Capabilities, Cost Control

Knowledge Management in the Team

Company knowledge is only as good as its current state. incoreon keeps handbooks and policies available, distributes updates, and preserves research results.

• Keeping company knowledge up to date – connect a network drive with policies and handbooks as knowledge; incoreon keeps the files up to date through regular synchronizations.
• Maintaining knowledge centrally – a shared agent with the handbook in its knowledge is managed by the administration and released to the team; the using persons do not have to set anything up.
• Distributing updates – new policies or dates are sent as information to all users or selected groups.
• Reusing research – research results land in the agent storage and are available again in later conversations.

Further reading: Agent Components in Detail, Shared Agents, Creating New Information, Agent Storage and Data Integration

Projects and Collaboration

Projects stay viable when tasks, status, and decisions are visible to everyone. incoreon collects everything in central places.

• Mapping processes – one project per customer or process collects all related chats; chats from to-dos and automations also remain findable this way.
• Distributing tasks – to-dos record open tasks with deadline and responsible person; tasks due today are highlighted in red.
• Integrating project tools – via the Atlassian and Linear capabilities, the agent reads issues and projects and summarizes the status.
• Accompanying meetings – via the Microsoft Calendar capability, the agent reads appointments; decisions are recorded as information for the team.

Further reading: Organizing Chats in Projects, The To-Do Overview, Predefined Capabilities

Setup and Next Steps

• Finding suitable agents or creating own agents (see Understanding Agents – Agent Types and Customized Agents and Creating and Configuring Agents).
• Planning agents in the chat: “Agent Builder” from the agent library asks about the goal in the chat and creates a finished instruction with suitable capabilities from it (see Using the Agent Library and Templates).
• Setting up multi-step tasks step by step (see Guides and Best Practices).
• Connecting recurring processes with triggers (see Automation and Workflows).