Welcome
Overview of the Smart Document Assistant — a multi-tenant, PDPA-compliant AI document assistant with strict role-based access control.
The Smart Document Assistant (SDA) is an enterprise, multi-tenant platform that lets institutions (hospitals, colleges) ask natural-language questions and receive source-cited, grounded answers from their own documents — under strict role-based access control, tenant isolation, and PDPA-compliant governance.
This portal is the product manual. Use the sidebar (or press / to search) to jump to your role's guide.
Who should read what
| You are a… | Start here |
|---|---|
| Platform operator | Super Admin Guide |
| Institution administrator | Site Admin Guide |
| Department head | Department Admin Guide |
| Staff member / reader | User Guide |
| Comparing what each role can do | Roles & Permissions |
| Security / compliance reviewer | Security & Compliance |
Core concepts
Tenant (Site)
A Site is one institution and the hard isolation boundary: every piece of data (users, departments, documents, conversations) belongs to exactly one site, and no user ever sees data from another site. Each site maps to its own identity tenant and can be white-labeled with its own name, colors, logo, and login background.
Department
A Department is both an org unit and an access group. Every document belongs to exactly one department, and a user can only retrieve answers from documents in the departments they belong to. This is the attribute-based access control (ABAC) layer that sits on top of roles.
Document
An uploaded file (PDF, Word, text, Markdown) owned by one department. After upload it is ingested — parsed, chunked, embedded, and indexed — so the assistant can retrieve and cite it. Each document shows a status (uploaded → processing → ready, or failed) and, once ready, a chunk count.
Roles
Four roles, from widest platform scope to narrowest:
- Super Admin — platform governance only: provision sites, set a site's initial branding, invite Site Admins, and perform break-glass account recovery. Never sees tenant departments or documents.
- Site Admin — administers one tenant: branding, departments, staff, and documents.
- Department Admin — manages their department(s): members, co-admins, and documents.
- User — asks the assistant and reads cited answers within their departments.
See the permission matrix for the exact boundaries.
AI retrieval (RAG) & citations
Answers are produced by Retrieval-Augmented Generation: the assistant retrieves the most relevant chunks within your access scope, then generates an answer only from that retrieved context, with citations back to the source document and location. If the corpus doesn't support an answer, the assistant says so rather than guessing — a confident wrong answer is treated as worse than "not found."
Principles you'll see throughout
- Tenant isolation by default — data is scoped by site and enforced on the server.
- Least privilege — each role gets exactly the capabilities it needs (see the matrix).
- PDPA by design — data minimization, full audit logging, and no secret leakage.
- Grounded answers — every answer is backed by retrieved, cited sources.