The answers live in one person’s head.

The plan

Build an internal FAQ from what you actually know. This is a manual, AI-assisted workflow: you copy approved inputs into Claude, check the output, and move the accepted result into your existing process. Start with the synthetic example below.

You need access to Claude and your team’s approved document or spreadsheet workspace. Use only data your business permits in those services. Tool plans and limits vary; this walkthrough does not require an API connection.

1. Prepare a small, useful input

Choose one routine process and ask its owner for a written explanation. Give each paragraph a source ID. Remove credentials and customer records. Create a shared document with question, answer, source, owner and reviewed_date; assign a real process owner before sharing.

Use this fictional sample for your first run:

P1: New equipment requests go to the operations coordinator.
P2: The coordinator checks the equipment inventory before proposing a purchase.
P3: Purchases need owner approval. No budget threshold is specified.

2. Give Claude a precise job

Open a new chat at claude.ai. Paste the prompt below, then paste the sample after it under a heading called INPUT. For a PDF, attach the sample file to the chat instead. Keep the source and instructions clearly separated.

Create five useful employee questions with concise answers drawn only from P1–P3. Cite the source ID after each answer. If the source does not answer a question, write “Ask the process owner.” Do not infer budget limits, permissions or exception policies. Include a question about urgent purchases.

INPUT:
[Paste the sample or your approved source here.]

Read the response before continuing. If required columns are missing, ask: “Return the same result using every requested column. Mark unsupported fields UNKNOWN.” Do not fill gaps by asking the model to guess.

3. Check against the expected result

Who checks stock? The operations coordinator (P2). Can I approve an urgent purchase myself? Ask the process owner; P3 requires owner approval and does not describe an urgent exception.

4. Put the checked result to work

Have the process owner correct every answer. Publish the approved FAQ in your existing shared document space. Add the owner and review date. Keep unresolved questions visible so staff know whom to ask, and update the source and answer together.

Keep a status of draft, needs clarification, approved, or completed beside each item. A draft is not a completed action. If the service is unavailable, use the original source and your normal manual process.

5. Test the awkward cases

Test a question not covered by the notes and a question that contradicts them. Both should defer or cite the rule, never invent an exception. Count repeated questions for a week and use them to decide which source notes to improve.

Run the same cases again after changing the prompt or source. Keep the input, output, correction, and reviewer decision together. Expand only when someone can reliably check the results.

If the result is off

Narrow the input to one record and recheck the source. For missing facts, ask the process owner. For an unsupported statement, remove it and add an explicit constraint to the prompt. If the same failure repeats, do the task manually until the source or instructions are fixed.

Scope: This is an original illustrative recipe with synthetic data, adapted from the field guides below. It is not a live-tested integration or a claim of time saved. Claude’s file-upload documentation explains supported attachments; the copy-and-paste path does not need file uploads.