Ask-HR AI Workflows: Setup Made Simple

The Ask-HR Workflows help your HR team:

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1. Automatically respond to employee questions using approved HR knowledge sources (policies, handbook, benefits docs, etc.).

2. Provide clear answers with references to the correct knowledge sources.

3. Capture every question in a central Question Bank for future analysis.

4. Build an evolving HR FAQ that reduces repeat inquiries and identifies sections in the policy documents for improvement.

Connect these Ask-HR workflows to the tools your team already uses—whether that’s email, Slack, Teams, Google Sheets, or another platform..

1. Keep Knowledge Sources Updated: The AI Agent is only as good and correct as the policies and docs you connect.

2. Customize Responses: Add a human touch where needed—AI can draft, but HR may want to review sensitive answers.

3. Use Insights: Over time, the Question Bank becomes a valuable dataset for improving onboarding, policies, and training.

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4. Start Simple: Begin with one workflow (for each communication tool) before expanding to FAQs.

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AI Workflow 1: Ask-HR via Communication Tool

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Goal: Employees send questions to your HR communication tool (Email, Slack, Teams, Workplace, etc.), and the AI Agent replies with accurate answers and referenced policy documents while storing the question in the Question Bank.

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Workflow Steps:

1. Trigger: Trigger a run when a new message arrives in your HR team communication tool.

2. Write the prompt for the AI Agent: The Agent reads the question in the email received, searches your HR knowledge sources (policies, handbook, benefits docs, etc.), and drafts a response. The response includes links or citations to the source document (page, section, URL).‍

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3. Reply: The AI Agent replies the email automatically with the response generated.

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4. Record Keeping: The original question is saved in the Question Bank (HR spreadsheet or database).

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AI Agent Prompt:

You are a member of the HR team.

Employees ask you questions about the company’s HR policies documented in the knowledge base attached documents. Search through the documents for the keywords in the question asked and generate one response only to the question. Don't generate more than one response.

The response generated should be the most appropriate, correct and professional response. It should also reference the knowledge base document title, the page and section of the knowledge base document from which the response was generated, as well as the knowledge base URL.

Knowledge Base URLs:

- HR Policy One: Link to document

- HR Policy Two: Link to document

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Tools you can swap: 

• Communication tool: Gmail/Outlook/Slack/Teams/Discord
• Spreadsheet/Database tool: Google Sheets/Excel/SharePoint/Notion 

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Built with Relay.app

AI Workflow 2: HR-FAQ Generator

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Goal: Build a self-service HR FAQ based on the most common employee questions.

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Workflow Steps:

1. Trigger: Run this workflow on a schedule (e.g., weekly, monthly), or manually.

2. AI Agent: The AI Agent reviews the questions asked by employees in the Question Bank and identifies the most frequently asked questions.

3. Update: Write these FAQs into a new sheet/document/HR portal/intranet

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AI Agent Prompt:

The tab titled "Question Bank" in the Ask HR sheet lists all questions that employees ask the HR team. The questions are listed in the "Questions" column.

When this workflow is run, Generate the most frequently asked questions from the "Questions" column and update each row in the "FAQ" tab > "FAQ Questions" column with a unique most frequently asked question.

Rephrase the questions as needed.

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Tools you can swap: Google Sheets/Excel for the Question Bank, Confluence/SharePoint/Notion for publishing FAQs.

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Built with Relay.app

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