Where does the technical knowledge go when the case worker goes on holiday?
IT, engineering & project management
An IT project within the public administration runs for several months. Decisions, approvals, and technical specifications are exchanged via email between the specialist department, an external contractor, and internal IT management. The actual documentation in the wiki is outdated because the emails were not retrieved. Now, a new case worker needs to get involved in maintaining the server landscape but finds only unstructured inboxes.
When project and IT knowledge from distributed email inboxes is transferred into a central documentation system, a searchable knowledge base is created. The assistant links the information and provides precise answers to queries, complete with direct references to the original emails.
- IT PROJECTS
- DOCUMENTATION
- PUBLIC SECTOR
WHAT THE LOSS COSTSThe new employee spends hours searching for the correct configuration file or the latest decision regarding network segmentation. In doing so, they risk misconfigurations that could lead to downtime, or they create duplicate documentation because they cannot locate the old emails.
Capture. Connect. Find.
- CAPTURE01PeopleExisting email inboxes are imported as .eml files or folders. The assistant reads the messages, understands the content, and asks for clarification if a technical connection is unclear. This transfers distributed knowledge into the central structure without requiring manual input from staff.
- CONNECT02Connectors & measurement dataIn addition to emails, existing PDF reports, photos of whiteboards, or voice messages from meetings can be integrated. These different formats are not only stored but semantically understood and linked to the decisions made in the emails.
- GRAPH & OUTPUT03Colleagues & systemsWhen a colleague asks a question about the current IT infrastructure, they receive an answer in their own language. This answer contains not only the solution but also the exact reference – such as a page in a report or the timestamp of a voice message – from which the information was derived.
What it sounds like day to day.
A typical question from this situation, the assistant's follow-up and the answer with its reference — an example, not a transcript.
What is the IP address of the new firewall server in the main building?
Do you mean the configuration for Main Building A or the Annex Building B?
Main Building A.
The firewall in Main Building A has the IP 192.168.10.5. This was confirmed in the latest approval email dated 15 March.
Reference: Email (Source: IT Management), Role: Project Manager, Timestamp: 15.03.2024 14:30Self-check — loads when visible.
What businesses in this industry ask.
How can I use IT documentation software to process emails automatically?
You can import email inboxes as .eml files or folders. The assistant understands the content and extracts the relevant knowledge without the need for manual typing.
What is project documentation software if the knowledge is only contained in emails?
Such software imports the emails and makes them searchable. The assistant links the information and provides answers with precise references from the imported messages.
How does knowledge management in project management work with distributed inboxes?
By connecting the inboxes as a data source. The assistant reads the emails, asks for clarification where necessary, and stores the understood knowledge centrally, making it available to the entire team.
Which documentation software tool supports the import of email archives?
The tool supports the bulk import of emails in .eml or .mbox format. The content is understood and integrated into the knowledge base, where it can be linked with other documents.
Limits that apply — even when nobody asks.
- Explicio never discloses credentials in the chat — only through a release process.
- Explicio does not change systems or deploy anything.
- Explicio does not assess work on code or projects by person.
The same question from two directions.
Does this exact knowledge island exist in your business too?
Test this scenario now for 30 days free of charge – one voice message is enough.
- Term
- 30 days from your first knowledge
- Cost
- 0 €
- Licence
- none — we bill the knowledge, not the seat