Connecting your policy space
Frank answers employee questions using your existing HR documentation in Confluence. The Rovo agent searches your policy space to find accurate, relevant answers. The better your documentation, the better Frank's responses.
Setting up the connection
During the installation wizard, you can connect your policy space in step 3. If you skipped this step, go to Frank settings and find the Rovo section. Under "Knowledge base for Frank," select the Confluence space that contains your HR policies and reference content.
This should be the space where your people policies and reference content are stored — your employee handbook, leave policies, benefits documentation, expense processes, and other HR content that employees typically ask about.
What to include in your policy space
Frank works best when it has access to comprehensive, well-organized documentation:
Employee handbook: Company values, code of conduct, general policies
Leave policies: Vacation, sick leave, parental leave, bereavement, jury duty
Benefits information: Health insurance, retirement plans, mental health support, perks
Expense and travel: Reimbursement processes, travel booking, per diem rates
Remote work: Work from home policies, equipment allowances, communication expectations
Professional development: Learning budgets, conference attendance, training programs
Time tracking: Timesheet submission, overtime policies, flexible hours
Multiple spaces
If your policies span multiple Confluence spaces, you can connect additional ones. Frank searches across all connected spaces when answering questions. This is useful if different departments maintain their own documentation or if you have separate spaces for different regions.
Keeping policies current
Frank uses the current version of your Confluence pages. When you update a policy, Frank's answers reflect the change immediately — there's no manual re-indexing or sync process. This means you can keep your documentation in Confluence as the single source of truth, and Frank will always give answers based on the latest content.
Tips for effective documentation
Clear page titles
Use descriptive titles that match how employees ask questions. "Vacation Policy" is better than "PTO-2024-v3" because employees are more likely to ask "what's the vacation policy?"
Structured content
Use headings to organize information. Frank can locate specific sections within a page, so breaking content into logical sections helps it find relevant answers.
Specific details
Include concrete information: numbers, dates, steps, and examples. "You have 25 vacation days per year" is more useful than "employees receive competitive time off."
Dedicated pages
Keep each policy on its own page rather than combining multiple policies into one long document. This helps Frank find and cite the right information.