Glean Assistant is an AI tool designed to improve workplace productivity by integrating seamlessly with your company's data. It empowers employees to find information, generate content, and automate tasks efficiently.
Glean Assistant uses advanced search and Retrieval-Augmented Generation (RAG) technology to provide accurate answers and insights by understanding and processing enterprise data. It offers a prompt library to assist users in creating effective AI queries, improving the assistant's usage and effectiveness. Glean Assistant can automate complex, multi-step workflows, helping users to prioritise tasks using natural language prompts.
This article explores the importance of AI workflow integration, the key features of Glean Assistant, its enterprise-grade security and privacy, and how it boosts productivity across different teams in organisations.
Importance of AI Workflow Integration
Many organisations are pressured to reduce costs, so they want to do more with less; that is why integrating AI into your workflow can make a big difference. When AI is seamlessly woven into your operations, it helps things run smoother, faster, and with fewer errors. AI workflow integration means connecting AI tools with your existing systems and processes. Instead of using AI as a separate tool, it becomes part of how work gets done.
It also allows departments to collaborate more effectively, from accelerating onboarding, automating compliance checks, to improving resource allocation. Businesses that integrate AI into their workflows position themselves to adapt faster to market changes. With AI’s ability to quickly process data and understand patterns, businesses can pivot strategies and identify new opportunities.
Core Capabilities of Glean Assistant
Automating Complex Workflows
Glean Assistant is designed to help you automate complex, multi-step tasks so you don’t have to do everything. Glean Assistant handles the details behind the scenes, including pulling data, sending updates, and moving information between tools. This helps to save time and also reduces the chance of mistakes. When you change repeatable processes into smooth, automated flows, your team can focus more on what matters, which is solving problems, making decisions, and moving work forward. Glean Assistant keeps everything connected and running like clockwork.
Prompt Library
The Glean Assistant helps teams work smarter and faster. One of its key features is Prompt Library Utilisation, which makes it easier to share helpful prompts across your entire organisation. It is a collection of ready-to-use instructions or templates you can give to the Assistant.
These prompts help it understand what you need and deliver better, faster answers every time. Prompts save time and improve consistency, from writing a project summary, pulling up team updates, or drafting a quick email. For example, your Sales team uses a prompt to generate weekly customer meeting summaries. Instead of each person writing their own from scratch, they use a saved prompt from the library. It pulls the right data and formats it the same way every time.
Real-Time Data Indexing
Glean Assistant ensures that you are always working with the most up-to-date information. Real-time data indexing means that as soon as your company content changes, whether it’s a new document, an updated project plan, or a freshly added wiki page, Glean captures it instantly.
That way, when you ask a question or search for something, the answers are powered by the most recent and relevant knowledge across all your tools. Your team can move faster and make smarter decisions, with AI answers they can trust.
Seamless Integration with Enterprise Systems
Connectivity with Enterprise Data
One of its most important features of Glean is its ability to connect to all the tools and apps your company already uses. Glean Assistant brings everything together in one place, ranging from documents and emails to chats and tickets. It pulls information from all your connected tools and platforms like Google Drive, Slack, Confluence, Salesforce, so you don’t have to search each one individually.
Permission-Aware Access
Glean Assistant is built with security at its core. One of its smartest features is Permission-Aware Access, which means it only shows you the information you are allowed to see. Just like you wouldn’t want anyone walking into your office, Glean ensures no one can access content they don’t have permission for.
It checks your organisation’s data permissions and governance rules behind the scenes, so whether it’s a doc, email, calendar invite, or shared drive folder, Glean respects every setting and keeps access limited to the right people. This helps teams work faster and smarter without compromising security. If you can see it, Glean can find it for you. If you can’t, it won’t.
Boosting Productivity Across Teams (Use Cases in Different Departments)
Engineering
Engineers spend a lot of time searching for code snippets, past projects, or documentation. Glean Assistant makes this easier by automatically organising and retrieving the right code or technical docs when they are needed. You don’t have to dig through folders or Slack threads, just quick answers that keep projects moving.
Deutsche Telekom needed a secure, AI-powered way for its employees to get fast, reliable answers involving public AI tools that could expose sensitive company data. Across teams such as customer service, finance, HR, and legal, employees often struggled to find the information they needed. Deutsche Telekom partnered with Glean to build AskT, an AI-powered employee concierge designed to put company knowledge at employees’ fingertips securely and instantly. More sources are added every month, making AskT smarter and more comprehensive over time.
Customer Service
Support teams need fast, accurate answers to help customers effectively. Glean Assistant helps customer service agents pull up customer history, product info, and troubleshooting steps from across the company’s tools. At Deutsche Telekom, customer care agents get answers to customer inquiries, cutting hold times and improving accuracy. This means shorter response times and happier customers.
Sales
Personalised Pitches and Quick Access to Client Info
Sales reps can create more personalised and relevant pitches with less effort. Glean Assistant gathers insights from past interactions, CRM systems, and company materials to help reps speak directly to a prospect’s needs. They can also pull up key client data on the spot, even during live calls.
Regardless of the team, Glean Assistant helps people make smarter choices by providing the right information at the right time. Search time has dropped from over two minutes to just 18 seconds, and AI summarises 153 documents in just 3.8 seconds. AskT is already helping Deutsche Telekom employees work faster, smarter, and more securely, while ensuring company data stays protected. Whether it’s a meeting, a project update, or a customer conversation, employees have what they need to move faster and with confidence.
Security and Governance
Data Protection
Glean Assistant is designed with security in mind, it ensures that sensitive information is protected. The Glean Assistant is built with strong security measures to keep your information safe at every step. Your data is encrypted both when it’s stored and when it’s in use. Only authorised users can access the information they need, systems are audited regularly to make sure everything stays that way.
Glean implements a comprehensive, multilayered governance model, which includes the following:
- Agent Guardrails defines knowledge bases, establishes action controls, and adds human reviews to guide AI agent behaviours.
- AI Governance enforces zero data retention policies, stops LLM training on enterprise data, and ensures all AI-generated content includes citations for traceability.
- Data Governance provides indexing controls, supports user permissions, and actively monitors for sensitive content exposure.
- Security Measures uses enterprise Single Sign-On (SSO), a single-tenant model, and robust network security protocols to safeguard data integrity.
Compliance with Governance Policies
Glean takes data governance seriously. That is why the platform is built to align with your enterprise’s data governance standards. It understands how important it is for organisations to comply with internal policies and industry regulations.
Glean helps you do just that by ensuring that all data access and usage follow the rules you already have in place. It respects your existing governance structure, from user permissions to data visibility.
Data Control and Compliance Features
Indexing controls provide granular control over which applications and data are indexed, allowing organisations to tailor data visibility.- Sensitive data protection generates customizable reports to identify and address accidental oversharing of sensitive information across integrated applications.
- Governance model flexibility supports the integration of custom data and AI governance models, providing adaptability to specific organisational policies.
Wrapping Up
Glean Assistant provides a new way of experiencing knowledge across your organisation. Aside from searching keywords, it connects ideas, projects, people, and conversations across your organisation, giving you the full picture, even when you didn’t know where to start looking. Its intuitive design and conversational AI capabilities help you ask better questions.
Do you need a summary of the latest marketing strategy? Want a quick overview of ongoing retail initiatives? Curious about open roles or onboarding processes? Glean empowers you to find simple and trustworthy answers in seconds.
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