Start with a small, maintained source set
Choose the procedures and reference material the team is allowed to use. Identify who maintains them and which version is current before adding an assistant.
Make uncertainty visible
The workflow should point to its source and route unanswered questions to a person. A confident answer is not a substitute for a current, relevant document.
Common questions
Can every employee see every source?
Access should follow the permissions agreed for the workflow. Those requirements are reviewed before any implementation.