AI Chatbot for Internal Technical Documentation: Unlocking Efficiency and Productivity

In the era of digital transformation, optimizing internal workflows is crucial for maintaining a competitive edge. A leading Japanese automotive manufacturer, with over 88 years of experience and a global presence spanning 170 countries and territories, sought to enhance its internal documentation process for the Technical Management Unit of the Automotive Design Department. The existing system struggled with inefficiency, inconsistent document quality, fragmented knowledge sharing, and time-consuming manual workflows. 

VTI developed an AI-powered chatbot within a 3-month project to “revolutionize” their document creation process for technical automotive designing, in terms of automated and standardized documentation.

Client’s Requirements 

Managing and operating a large amount of technical car design data can be challenging. The client’s current internal document management system in general, and the technical automotive design team in particular, fell behind in meeting the business usage demand

• Inefficiencies in Technical Document/Memo Creation
  Each technical document takes an average of 8 hours to complete.
  Manual workflows required multiple data entries, leading to inconsistent formatting and version tracking difficulties.

• Lack of knowledge-sharing, data utilization ability
  Technical information was scattered across individuals and teams, lacking a centralized data “library”.
  It is also difficult to leverage previous documents for new projects without the help of an intelligent search tool.

• Inefficiencies in Onboarding New Employees
  Not only did unformatted technical documents make it difficult for new hires to access and fully understand to get on to work, but it was also effort-consuming for the company to train over and over again through every recruitment period.

Therefore, by leveraging AI technology, a solution is needed to 

• Automate and standardize internal document creation.
• Save time and improve operational efficiency.
• Enhance knowledge utilization and knowledge-sharing ability

VTI’s Solutions

As a strategic development partner, VTI worked closely with the client to build a customized AI-powered chatbot. The project focused on:

1- AI-Powered Chatbot Development: The chatbot was customized to seamlessly integrate into the Technical Automotive Designing Department’s existing workflow.

Key functionalities included:

• Automated Technical Memo/ Document Generation – AI-assisted drafting based on structured inputs. Automatic data extraction of critical categories such as Data Usage Purpose, Type of Technical Automotive Accessories, and Application Cases.
• Intelligent Document Editing and Revision – AI-powered retrieval and modification of existing documents.
• Version Management– includes version control feature to track updates efficiently, and make the best use of different AI’s answer versions.
• Document Search – Help automotive technical designers find and compilate required information from multiple lengthened files.
• Access Control & Security – Due to the high-security nature of some technical design documents, The AI Chatbot is implemented with access control & security features.

2- Research and Tailored Solution Design: VTI conducted in-depth research to understand workflow challenges and optimize the solution.

3- Quality Assurance and AI Model Integration

• Comprehensive testing: ensures the chatbot’s reliability, accuracy, and performance.
• Integration of Large Language Models (LLM): LLM enables the chatbot to automate content creation in consistent document formatting across all technical memos, creating a more efficient and standardized internal technical document workflow.

Result

The AI-powered chatbot transformed the client’s internal documentation process, delivering measurable results:

• Reduced New Document Creation Time by 50%, accelerating technical automotive design execution.

• Standardized Document Formatting and Quality, ensuring consistency across all technical memos.
• Enhanced Knowledge Utilization: Improved search capabilities and centralized information, making it easier to access and reuse historical documentation.
• Streamlined Employee Onboarding Processes with AI-generated, standardized learning materials more efficiently, and reduced training time.

Project Scale

• Headcounts: 5 (1 PM/Scrum Master | 1 Testers | 2 AI Engineer | 1 Web Engineer
• Development duration: 3+ months
• Working model: Hybrid (Onsite & Offshore)

Technology used

• Large Language Model (LLM): Qwen2.5 7B – A large-scale language model enabling automated text processing and content generation.
• Web Application Framework: A user-friendly web interface designed for smooth and intuitive interaction.
• Database System: Handles the storage and management of user data and documents efficiently.

Maximizing Business Potential with AI/ Generative AI

By leveraging Generative AI technology, VTI successfully transformed the client’s documentation workflow in the Technical Management Unit of the Automotive Design Department, significantly enhancing operation efficiency and business knowledge utilization.

VTI brings extensive experience delivering tailored solutions across Vietnam, Japan, Korea, and Singapore. With expertise in AI and generative AI, VTI empowers businesses to unlock their full potential, enhancing competitive advantages in the market.

Why Choose VTI’s AI Services?

• Experienced AI Talent: Our AI experts team, backed by continuous training programs, ensures we consistently deliver skilled professionals to meet scaling business demands.
• Industry Expertise: We always work towards gaining know-how experience, to understand the core operations within each industry, especially ManufacturingRetail.
• Skilled Bridge SE Team: Our multilingual Bridge SE team, fluent in English, Japanese, and Korean, combines technical expertise with cultural understanding to ensure seamless communication and flawless project execution.

Discover how VTI’s AI Services can boost your business efficiency, and set a new standard for operational excellence. 

>> Boosting Bussiness Efficiency with VTI’s AI Service