A 10-person insurance team spending just 15 minutes a day searching for policy details is losing over €6,000 a year. That time isn't spent on client work; it's lost to navigating complex folder structures, trying to find specific clauses in 200-page PDFs, or scrubbing through video recordings of client calls.

You can watch the full demonstration here: https://youtu.be/TciUACjie0g

This isn't a hypothetical problem. It's a persistent, operational drag we've seen in data-heavy teams. The default solution is often more training or stricter file-naming conventions, but these approaches rarely stick because they rely on changing human behavior.

The System Logic: From Manual Search to Direct Answers

To solve this, we didn't build another dashboard or a new place for files to live. We built a system that brings answers directly into the workflow where insurance teams already operate: Microsoft Teams. We chose this approach because context switching-jumping from a client call to a file server and back-is where productivity breaks down.

The core of the system is designed to make non-searchable data accessible. This includes everything from dense policy PDFs to internal training videos and recorded client meetings. The logic prioritizes precision. An insurance broker doesn't need a conversational summary; they need the exact policy number or a specific timestamp in a video where a client confirmed a detail.

How the Integration Works

We focused on building a tool that feels like a native part of the existing software environment. It appears as a simple chat interface directly within Teams. An agent can ask a question in natural language, and the system retrieves the answer from the company's document repository, whether that's on SharePoint, OneDrive, or a custom CRM.

Here’s a breakdown of the key functions:

• Live Meeting Assistant: The system can automatically join a Teams meeting. It acts as a silent assistant, able to pull up client history or policy specifics in real-time without the agent ever leaving the meeting window. This is handled through integrations with Microsoft's APIs that allow applications to be aware of and interact with meeting states.

• Video and PDF Search: It can pinpoint information inside large documents and video files. For example, an agent can ask, "Find the moment in last week's call where the client discussed liability limits," and the system will provide a direct link to that timestamp.

• Outlook Integration: The tool extends to email. An agent can use a side panel in Outlook to find and draft responses, pulling in direct links to policy documents or video clips as needed.

Handling Data Security

A primary concern for any insurance-related tool is data security. We addressed this by ensuring the entire system is hosted within the client's own private Azure environment. This creates a secure 'bubble' around their data. The system has access to read and index the information, but it doesn't store logs of the queries or the data it retrieves. This architecture gives the organization full control over their information, a critical requirement for compliance.

The Outcome

The system is now live. It handles thousands of policies, PDFs, and hours of video archives. The team no longer has to manually dig through folders or scrub video timelines to find information. Instead of spending minutes searching, they get answers in seconds, often while still engaged with a client. The 15 minutes of daily search time per person is now redirected to billable work, turning an operational cost into a productive asset.