The Challenge: Moving Beyond Generic AI

When Finnish smart mining technology company IMA Engineering Ltd Oy, based in Espoo, realized they were wasting valuable time searching for specific files within SharePoint, they knew they needed a smarter solution. However, a generic AI tool wouldn’t cut it. They required a private, highly specialized search engine that understood their unique business operations and technical data, rather than just general knowledge.

The Solution: A Secure, Custom-Built Chatbot

To address this, IMDEV developed a custom smart AI chatbot that acts as a secure, internal search engine for IMA Engineering's SharePoint data. Built directly into the Microsoft apps the team already uses daily, such as Teams and Outlook, the solution requires no new tabs or complex training.
Employees can now ask complex technical questions and receive immediate, accurate answers backed by internal company knowledge.

Key Features Driving Efficiency:

• Direct Source Linking: The chatbot doesn't just provide an answer; it provides proof by linking directly to the exact page of a PDF or specific slide in a PowerPoint where the information lives.

• Smart Video Integration: A standout feature and custom request for the team is the chatbot's ability to analyze recorded training sessions and site visit videos based on voiceovers and subtitles. It can link users to the exact video timestamp where the needed answer is mentioned.

Prioritizing Security and Cost-Efficiency

From a business perspective, the solution delivers on the two most critical fronts:

• Total Data Ownership: The system is hosted entirely within the company's own Azure environment. IMA Engineering holds the keys, ensuring their proprietary data never leaves their walls or trains public AI models.

• Usage-Based Pricing: Unlike tools like Microsoft Copilot that charge a flat per-user fee every month, this custom solution eliminates per-user licensing, allowing the company to pay only for what they actually use.

The Impact

Laurentiu Titei, Technical Marketing Manager at IMA Engineering Ltd Oy, played a key role in both the development and implementation of this AI tool. According to him, the chatbot has fundamentally changed how the entire team in Finland access critical information.
Watch the full testimonial video where Laurentiu Titei explained how the custom AI bot improved company’s workflow in organizing and finding information on SharePoint: https://youtu.be/NckyfgssmRY