# Recipes by role > What to connect, what to ask, what to put in the knowledge base and which role to grant — for eight departments without code. Eight recipes for departments without code. Each covers what to connect, three example questions, what to put in the knowledge base, which member role is needed and what the AI agent does not do. The examples come from a fictional company, “Notes” (a note-taking service for teams; a “Company documents” folder with the sections Support · Sales · Contracts · HR · Finance · Marketing · Management · Product). Common to all: your IT specialist connects the documents once ([what to ask for](/en/docs/for-admin)); the AI agent only reads and answers with a link to the document; scans without a text layer cannot be read. Systems not in the catalogue — CRM, 1C, helpdesk, messengers, ad accounts, HR systems — are connected by IT [with a custom tool](/en/docs/connector/custom-mcp) and are then read just like documents. ## Customer support For a support agent and the head of support: terms are in contracts and plan annexes, the procedure in the regulations, the history in the tracker; you either answer from memory or search for half an hour. - **Connect:** the support regulations (Confluence, Notion or a folder), the contracts folder, the support project in the tracker. - **Ask:** - “What first-response time do we promise a customer on the ‘Business’ plan under the contract, and does it match the FAQ?” - “A customer asks for a refund 20 days after payment — what do the regulations and the contract say?” - “Were there any requests this month about a CSV export error, and what did we answer?” - **In the knowledge base:** the rule “We quote deadlines to customers only from the contract”; the pitfall “The support FAQ lags behind the regulations on response times and refunds — trust the regulations”. - **Role:** member (Contributor) · Support space; for the head who writes the rules — editor (Maintainer). - **Does not:** write to the customer, change the ticket or open requests. Helpdesk and messengers — with a custom tool. A question from a ticket gets its answer in the ticket — [how to ask from the tracker](/en/docs/ask-from-your-tools). Discrepancies between the regulations, the FAQ and contracts are a topic for [research](/en/docs/research). ## Sales For a sales manager and the head of the department: proposals, price lists, terms and presentations are on Drive or in a folder, the terms of past deals in contracts; a new manager does not know which discounts were given. - **Connect:** the “Proposals”, “Contracts” and “Price lists” folders; the page with the discount policy. - **Ask:** - “What payment and deferral terms did we give customers in the distribution segment in 2026?” - “Does the standard contract have an auto-renewal clause, and how is it worded?” - “Compare three versions of the proposal for Romashka LLC by price, discount and term” — this is [research](/en/docs/ask-vs-research) - **In the knowledge base:** the rule “A discount above 15% is approved by the head of the department”; the fact “The current price list is in the Sales/Price lists folder”. - **Role:** member (Contributor) · Sales space. - **Does not:** send emails or prepare proposals from a template. CRM (Bitrix24, amoCRM) — with a custom tool, after which it is read just like documents. ## Legal For a lawyer and the contracts department: hundreds of contracts in PDF and Word on a network drive, several versions of regulations; colleagues’ “what is our position on…” questions eat up the day. - **Connect:** the network folder of contracts and regulations (read-only); the “Legal” section of the wiki. - **Ask:** - “What is the number of the contract with sole trader Kungur, and until when is it valid?” - “How does the 2026 procurement regulation differ from the 2024 version as regards approvals?” - “Which 2026 contracts have penalties for late payment, and at what rates?” — research - **In the knowledge base:** the pitfall “The 2024 procurement regulation is outdated — use the 2026 edition”; the rule “An answer about a contract gives the contract number and clause”. - **Role:** member (Contributor) · Legal space; editor (Maintainer) for whoever maintains the knowledge base. - **Does not:** edit documents, draft contracts or read scans without a text layer. Personal data in documents is a matter of choosing the [plan](/en/docs/tariffs): on OpenRouter plans the text is read by a third-party provider’s models; on dedicated capacity and in an individual setup the text does not go to a model provider. ## HR and onboarding For HR, a manager and a new employee: the leave procedure, the payroll schedule, who grants access — all written down, but a newcomer asks in the chat and HR gives the same answer again and again. - **Connect:** the “For employees” section in Notion or Confluence; the folder with internal regulations. - **Ask:** - “How do I apply for leave, and how many days in advance?” - “Who grants access to email and the portal, and whom do I write to?” - “What is in the first onboarding week for a sales manager?” — as a comment under the onboarding page - **In the knowledge base:** the rule “We answer with a link to the regulation, not a retelling”; the fact “The “For employees” section is kept in Notion, the internal regulations folder on the server”. - **Role:** HR — editor (Maintainer) · HR space; a new employee — member (Contributor) · “For employees” space. The HR space is seen only by members with permission on it. - **Does not:** store personal data — do not connect folders with personnel files. HR systems and 1C — with a custom tool. ## Finance and accounting Registers and the budget are in spreadsheets, payment terms in supplier contracts, and the closing documents differ from one counterparty to another. - **Connect:** the “Supplier contracts” folder, the “Budget” spreadsheet, the payment register. - **Ask:** - “Which supplier payments fall in October, and where is there a prepayment?” - “What is in the ‘Training’ line of the Q3 budget, and why?” - “Which closing documents does the contract with Vektor LLC require?” - **In the knowledge base:** the fact “The Q3 ‘Training’ line was increased by the board’s decision of 15 June”; the rule “Give amounts with the name of the spreadsheet, sheet and row”. - **Role:** member (Contributor) · Finance space. - **Does not:** change spreadsheets or make payments. 1C and electronic document exchange — with a custom tool. The cost of a conversation is shown in its header; Buff is paid in roubles, with closing documents: [What a question costs](/en/docs/cost-of-a-question). ## Marketing The brand book is a PDF, the positioning is in the wiki, presentations are on Drive, mock-ups in Figma; every piece of material is checked by hand. - **Connect:** the “Brand” folder, the “Positioning” section, the Figma project, the internet with an allowlist. - **Ask:** - “What does the brand book say about the logo on a dark background and its minimum size?” - “Check this text against the document ‘How we talk about the product’” — with the text attached - “Collect every comparison with competitors from our 2026 presentations into a table” — research - **In the knowledge base:** the rule “Product copy is checked against the document ‘How we talk about the product’”; the fact “The current brand book is a PDF in the Marketing/Brand folder”. - **Role:** member (Contributor) · Marketing space. - **Does not:** write or publish posts. Ad accounts and social networks — with a custom tool. A question under a Figma mock-up — [how to ask](/en/docs/ask-from-your-tools). ## Head of a department or of the company Plans, minutes and reports are in the wiki and on Drive; answering “what did we decide on the project” means rereading the quarter. - **Connect:** the minutes and reports sections; the plans folders. - **Ask:** - “What decisions were taken on the ‘Mobile app’ project this quarter, and what is still open?” - “Combine the statuses from three departments’ September reports and name the discrepancies” — research - “Who asked what in the space this week?” — this is not a question for the AI agent but the organisation’s [audit log](/en/docs/audit-log) - **In the knowledge base:** the fact “Board minutes are in the Management section, one document per meeting”; the rule “In a summary of reports, list discrepancies between departments separately”. - **Role:** member (Contributor) · the space, if they ask themselves; [observer](/en/docs/teams/recipes#observer-view-only), if they only watch. The organisation’s spend, plan and charge history are with the owner in billing. - **Does not:** track assignments. Calendar and messengers — with a custom tool. ## Product manager and analyst Requirements are in the wiki, discussions in tickets, decisions in minutes; developers answer “what did we agree on export” tomorrow. - **Connect:** the requirements section in Notion or Confluence, the tracker project, the minutes folder. - **Ask:** - “Which export requirements were agreed, and in which version of the document?” - “What needs to be confirmed before the release, and who confirms it?” — from a ticket, the answer arrives in the ticket - “Combine the requirements for the ‘Corporate’ plan from the wiki, tickets and minutes, and name the contradictions” — research - **In the knowledge base:** the rule “We answer from the latest agreed version of the requirements; drafts are called drafts”; the fact “Requirements are kept in the Product section, discussions in the tracker”. - **Role:** member (Contributor) · Product space. If the team also has a development project — a second grant: member (Contributor) · the project, to set tasks. - **Does not:** set development tasks from a space (`task` does not work here); change tickets or pages. A product manager who sets tasks in a development project is a [different recipe](/en/docs/teams/recipes#customer-or-product-manager).