Scenario 86: Adding company procedures to a Claude Project knowledge base

Who and in what situation

Burcu, who works in a hospital’s administrative affairs department, does not want to upload the purchasing procedure, approval matrix and standard form explanations again for every new question.

How it is done today

Burcu searches old emails, the shared folder and PDF procedures separately. When preparing a response, she tries to determine which document is the current version from its file name.

How to do it with AI

1. Select Projects > New project from the Claude sidebar. A Project is a separate workspace with its own chat history and knowledge base. [31]
2. Upload the current procedures to the knowledge area within the Project; add the rule “use only current documents in the knowledge base, and specify the document name and version” to the project instructions. Claude can use these files as context in project chats. [31]
3. If the files are in Drive, use Files > + > Drive within the private project or add the document URL. Google documents added from Drive sync with the current version. [155]
4. Ask “Which approval steps apply to {PROCESS}” and request a document link and a list of uncertainties in the response.
5. If you plan to share the project, choose who will have Can view or Can edit access. On Team and Enterprise plans, project sharing is managed through these permission levels. [31]

Example prompt

Treat this Project’s knowledge base as the sole source. Explain the approval steps required for {PROCESS}, specifying the document name, version and relevant section. If the documents do not contain the answer, state this clearly. Do not invent new policies or modify any files.

Evidence and real-world example

The official help center explains that Claude Projects are workspaces containing files, context and project instructions; adding Drive documents to the Files area of a private project is also documented separately. No published customer case study was found for this hospital administrative affairs example. [31] [155]

Points to consider

Paid plans include RAG for large knowledge bases; free accounts have a stated limit of five projects. For sensitive health or personnel documents, make access, retention and sharing decisions in accordance with your organization’s IT, legal and data classification rules. [31] [72]

Sources for this scenario

31. Claude Projects (support.claude.com)
72. Create and edit files with Claude (support.claude.com)
155. Use Google Workspace connectors (support.claude.com)