About NOVA Group
The NOVA group of companies provides clients with a full range of logistics, financial, and IT services in Ukraine and abroad. The main goal of the group of companies is to ensure the easy delivery of anything for life and business.
The NOVA Group consists of the following companies:
- Nova Poshta — the largest and most modern Ukrainian postal service;
- Nova Post Europe — International postal service;
- NovaPay — International payment system;
- Nova Global — A company for cross-border trade;
- Nova Digital — a manufacturer of web applications and software for architectures of any complexity and load;
- Supernova Airlines — Airline for international cargo delivery.
Request
The NOVA group of companies approached Wise IT with the need to create a centralized corporate resource — a knowledge base for the company’s employees with an intelligent search for necessary information.
The main requirement was to develop an intuitive site on the Google Sites platform that would systematize a large volume of internal documents, instructions, and regulations, providing easy and quick access to them for all employees, depending on their access level. Artificial intelligence built into the site should help employees quickly find information.
Business Challenge
The most challenging aspect of the project was not just systematizing the content, but also integrating a reliable AI search tool. Setting up and implementing Google Vertex AI required technical knowledge of Google Cloud, an understanding of APIs, and the development of scripts to automate processes.
Solution
The development of the knowledge base for NOVA Group included several key stages:
1. Building a site on Google Sites
The Wise IT team conducted an audit of the client’s needs, after which the structure of the online resource was agreed upon. The site was divided into the “Home,” “By Position,” “Terms and Definitions,” “Process Diagrams,” and “Search” sections. Navigation was designed to allow finding information both by job responsibilities and by thematic areas.
2. Setting up the infrastructure in Google Workspace
To effectively manage content and access, Shared Drives were created and user groups with different roles (e.g., “content managers”) were formed. This ensured a reliable and secure data management hierarchy.
3. Integration of Vertex AI intelligent search
This was the most technologically advanced stage, which included:
- Creating and configuring a project in Google Cloud.
- Preparing and uploading a database of documents for indexing by the search service.
- Creating and connecting a Data Store with Vertex AI Search.
- Developing a special function for automatic synchronization of new documents from Google Drive to the search database.
- Integrating the search widget directly into the site’s interface on Google Sites.
- Restricting the AI search to operate exclusively within the knowledge base.
4. Team Training
Wise IT specialists conducted a two-stage training for the client’s employees, providing them with the necessary knowledge and practical skills for further administration and content filling of the site. After the completion of the training stage, the team remained involved in the process, providing consulting support and assistance in solving the first work tasks. This approach allowed employees to quickly adapt to the new tools, confidently start working with the platform, and avoid typical mistakes in the initial stages.
Result
The client received a modern, scalable, and easy-to-manage corporate knowledge base, which became a single source of up-to-date information for employees. This made it possible to reduce the time spent searching for necessary data, speed up the adaptation process for new employees, and increase the efficiency of the team’s daily work. And thanks to the use of Google tools and services, the security of the solution meets high standards and guarantees the protection of corporate information.
The knowledge base on Google Sites easily integrates with Google tools, combines an intuitive interface and flexible customization options. This allows people without programming knowledge to create and maintain their own online platforms. At the same time, the professional capabilities of the tool meet the needs of the most demanding users, helping them achieve maximum functionality.
The administration of Google Sites is carried out from a single Google Workspace admin console in a way that is familiar to users of the Google Workspace ecosystem.
Home page of the NOVA Group knowledge base
AI search thanks to Google Cloud integration
The integration of Vertex AI allowed for combining the simplicity of the user interface with the power of intelligent search. Employees received a single point of access to all necessary work information, and thanks to automatic data synchronization, the content always remains up-to-date.
The search provides a meaningful answer to a query, relying exclusively on data located on designated Google Drives of the NOVA group companies. If a term has a broad or ambiguous meaning, the AI suggests clarifying questions to detail the query.
The retrained model uses mechanisms to detect and avoid the generation of false or undesirable information, so that the answers are honest and well-founded in any situation.
Client Feedback
“Thanks to the expertise of Wise IT, we have received a centralized and easy-to-manage knowledge base with a powerful intelligent search, which has significantly accelerated employees’ access to necessary information.”
— Yulia Steblevska, Head of the NOVA Knowledge Base Development and Automation Department, NOVA Group
