---
title: "Making documents accessible as knowledge"
description: "Make scattered documents searchable and queryable without copying them or losing permissions. The source stays where it is."
source_name: "Gen8"
source_url: "https://gen8.app/en/mogelijkheden/documenten-naar-kennis/"
site_home: "https://gen8.app/"
source_description: "Managed AI service for SMEs. We set up, connect and manage; you stay in control."
locale: "en"
copyright: "© 2026 Gen8 VOF · Dutch Chamber of Commerce 92978789 · Delft"
published_at: "2026-09-15T00:00:00.000Z"
modified_at: "2026-10-22T13:48:24.273Z"
---

# Making documents accessible as knowledge

## Documents in three places, one entry point for questions

Knowledge rarely gets lost; it gets scattered. Manuals in SharePoint, project documents in Drive, procedures in a folder nobody opens anymore. This workflow makes those documents queryable from one place, without copying them elsewhere or letting anyone see more than they were already allowed to see.

[Book an introduction](<https://gen8.app/en/contact/>)

- Scoping first, then a proposal
- EU hosting
- You stay in control

![A green three-by-three grid with one orange area converges through thick lines into one large rounded square on the right.](<https://gen8.app/_assets/entity_opUmz1RqGbJnx4nnzhvj.png>)

September 15, 2026 · Knowledge, Documents

**Route:** configured  
**Control:** read only  
**Systems:** SharePoint, Google Drive

## From signal to proposal

You designate the sites, folders and document types included. The workflow reads those documents, splits them into passages and records each passage's origin and the document's last modification date. Permissions are retained: each passage keeps track of who may see it.

The collection can then be queried — see [querying an internal knowledge base](<https://gen8.app/en/mogelijkheden/kennisbank-bevragen/>) — and used as a source by other workflows, for example for a draft answer or procedure check. When a document changes, the collection follows. When a document disappears, its passages and the answers relying on them disappear too.

## Step by step

1. Define scopeWhich sites, folders and document types are included? Everything outside stays unread.
2. Make accessibleDocuments are read and divided into passages, with a source, date and permissions for each passage.
3. Keep currentWhen a document changes or disappears, the collection follows. No outdated shadow archive is created.
4. UseStaff ask questions, and other workflows use the same collection as a source.
5. CheckThe log shows which documents were used, for whom and when.

## Where it stops

Nothing is written, moved or deleted in your document storage. No second archive is created outside your environment: the source remains authoritative and is followed. Permissions are not expanded; a document only three people may see produces answers only for those three. Documents you have not designated are excluded, even if they are in the same folder. And the workflow does not assess whether a document still represents valid policy.

## What we can demonstrate

The platform has its own integrations for [SharePoint](<https://gen8.app/en/integraties/sharepoint/>) and [Google Drive](<https://gen8.app/en/integraties/google-drive/>), preserving existing permissions. Processing takes place in the EU. Scope is configured per organization: which folders are included, which document types are useful and how outdated versions are handled. See also [documents and knowledge](<https://gen8.app/en/integraties/documenten-en-kennis/>) and [connecting documents and knowledge](<https://gen8.app/en/kennis/documenten-en-kennis-verbinden/>).

## Frequently asked questions

Will our documents be stored somewhere else?

No. They remain in your own storage. They are read and referenced; no second archive is created to take on a life of its own.

What happens if someone deletes a document?

The passages derived from it disappear too, along with answers that relied on them. The source remains authoritative.

Which documents are suitable?

Text documents with a clear structure work best. Loose scans, outdated versions and empty templates mostly add noise.

Who can see what was used?

The log records which documents were used, for whom and when. That is also what an administrator needs for accountability.

## Bring one process.

Together we assess whether this workflow fits your situation, the management its route requires and where people must keep making decisions.

[Book an introduction](<https://gen8.app/en/contact/>)

- Reply within one business day
- No obligation