Efficiency lever: Knowledge management & automation with AI
Document and data management is already one of the most important use cases for applied AI. In the “Digital 2030” * study by Handelsblatt Research Institute and valantic*, 97 percent of the companies surveyed stated that they achieve measurable efficiency gains such as time savings and cost reductions through the use of AI – more than half of them by up to 19 percent.
The efficiency potential of AI is clear. But how can they be used as simply, effectively, and securely as possible?
With the AI Workflow Bot, valantic introduces an intelligent automation solution that accelerates business outcomes. “Efficiency is yours” isn’t just a slogan — it’s a measurable benefit.
What is the AI Workflow Bot?
The AI Workflow Bot is a customizable AI system that provides natural-language access to information and automates workflows. This scalable software connects seamlessly with any number of internal tools, databases, and business platforms. In this way, the AI agent can assist with almost all knowledge-related tasks, perform some of them completely automatically, and make processes significantly more efficient.
Which challenges does the AI Workflow Bot solve?
In large organizations, countless tools, communication channels, and knowledge sources are in use simultaneously. This complexity makes it difficult to maintain transparency across teams, departments, and locations.
This is exactly where the AI Workflow Bot comes in: The AI agent minimizes barriers to internal knowledge management and enables seamless interaction with company data, whether it be information about employees, leads and customers, products, services, or projects. The aim of the development was not only to make knowledge easily accessible, but also to leverage measurable efficiency potential through process automation.
What makes the AI Workflow Bot different from other AI systems?
Unlike many other LLM-based systems, the AI Workflow Bot stands out thanks to two key features: customizability and data security.
- Customizable: The AI Workflow Bot can be integrated into any IT landscape and tailored to specific processes, teams, and business needs. Nearly all major platforms and tools can be connected, making flexibility and scalability part of its DNA.
- Data security: The implementation of the AI Workflow Bot meets the key criteria of the GDPR. All data is stored on servers in Europe, which guarantees data protection-compliant processes and protects sensitive information. Employee, customer, and company data is processed exclusively internally — using our own in-house servers if necessary — and is not used for training external AI models.
How does the AI Workflow Bot work?
The AI system is divided into three areas that outline how it works:
- The core logic handles natural language processing and orchestrates all involved processes to formulate concise, meaningful responses.
- A central communication platform forms the touchpoint with the user and serves as an output and interaction medium. Possible platforms include Microsoft Teams, Mattermost, Slack, WhatsApp, Asana, or an existing website chatbot.
- Internal and external platforms connected to the AI system serve as input media or sources of knowledge and data. Examples of platforms that can be linked include Sharepoint, Atlassian, blogs, internal Wikipedia, CRM, ERP, and HR systems, as well as search engines for web searches.
For which areas of application is the AI Workflow Bot optimized?
Due to its adaptability and simplicity in implementation and application, a wide range of uses are conceivable — both internally within companies to optimize workflows and work steps, and to enrich customer experiences.
1) Internal use: Knowledge management & process automation
Employees across departments and locations can access relevant information instantly and collaborate more efficiently. At valantic, we currently use the AI Workflow Bot for the following purposes, among others:
- company-wide data, document, and knowledge sharing
- employee and expert profile search
- content generation
- project management
2) External use: AI-enhanced customer journeys
As an additional service, the AI Workflow Bot can also be integrated into existing customer experiences to optimize CX processes — for example, by integrating it into the website, shop, or app frontend. Information becomes quickly accessible to a wide range of users, and complex content such as manuals or instructions is conveyed in a more understandable way. Another possible use case in e-commerce is returns management: returns can be processed easily and around the clock via the chatbot.
How can companies get started with the AI Workflow Bot?
Low-code/no-code development makes the AI Workflow Bot a highly flexible, rapidly scalable AI solution for organizations of all sizes and in all industries — whether they have 10 or 10,000 employees, locations across the country or around the world, are B2B retailers or B2C brands. All you need to get started is knowledge in digital form. Once implemented, any number of platforms, tools, and systems can be connected with just a few clicks. It can also be easily linked to other AI systems such as the AI Sales Agent.
*Detailed insights into the opportunities and greatest use cases for AI can be found in the trend report “Digital 2030 – The Rise of Applied AI” by Handelsblatt Research Institute and valantic (2025).
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