Scenario 49: Building a shared knowledge assistant with team documents

Who and in what situation

İrem, a project manager in the PMO team of a fictional holding company, wants to bring templates, decision logs and corporate terminology together in a workspace the team can query.

How it is done today

Documents are kept in different folders, new employees direct their questions to senior colleagues and search old emails for the current template.

How to do it with AI

1. Select Projects on the left, then + New Project at the top right. Set visibility on Team or Enterprise. [101]
2. Upload permitted documents using the + in the knowledge area; these provide context for project chats. [101]
3. Use Set project instructions to enter the rules: “rely only on the knowledge base, state the document name and version, and say I don’t know if the information cannot be found.”
4. Add members using Share project; grant Can view or Can edit permissions. [101]
5. Test whether it distinguishes between old and new templates using sample questions. On paid plans, project knowledge can expand with RAG. [31]

Example prompt

Using the knowledge base, prepare a getting-started guide for {process_name}. State the document name and version in every answer. Do not invent rules that are not in the knowledge base. If documents conflict, show their dates and the point to ask the information owner about.

Evidence and real-world example

No holding company case was found; the basis is Claude Projects’ knowledge base, instructions, RAG and Team/Enterprise sharing features. [31] [101]

Points to consider

Information may not be shared across project chats unless it is added to the knowledge area. [101] Sharing may be disabled by an administrator. [31] Before uploading sensitive documents, obtain approval under KVKK and your privacy and retention policies; do not make the assistant a decision-maker.

Sources for this scenario

31. Claude Projects (support.claude.com)
101. How can I create and manage projects in Claude (support.claude.com)