The operational decision
Give staff a way to verify where an answer came from. An answering assistant needs a controlled set of office facts. More uploaded material is not automatically better: old instructions and internal documents can make a public answer less reliable.
Prepare the workflow
Assign an identifier to each fact and record its approved public source; keep source ownership separate from whoever types the wording.
Example wording for approval
“The answer about this fictional entrance comes from the office-approved directions sheet. If that sheet changes, this answer needs a fresh review.”
Worked example
The fictional answer Parking is free appears in three scripts, but nobody can identify its source. Mark that claim unverified and ask the office owner to confirm the actual public policy. Once approved, connect each answer to the same fact identifier. A later change then has a clear set of places to update. The source register should store the public rule and approval history; it does not need visitor receipts, appointment records or recordings of people asking about parking.
Handoff record
Record these task-specific fields: fact identifier, source URL, source owner, reviewed date.
Acceptance check
Ask the editor to trace a single answer to its source. If the chain ends at an old chat message, obtain a current office approval.
Try Ava with your business’s public information ↗