Internal AI knowledge search for company-wide access
Contributed to the design of an internal AI search tool giving all employees and new hires direct access to Trane's full product, protocol, and systems knowledge base. The existing keyword search returned documents. New hires needed answers. Designed two architectural approaches, wireframed both, partnered with product, engineering, and brand to select and ship the version that matched how people actually used the tool, and authored the information architecture that organized the knowledge base for retrieval.
- Two architectural approaches wireframed and evaluated cross-functionally with product, engineering, and brand
- Information architecture mapping the full product, protocol, and systems knowledge base for retrieval
- UX flows designed for both new hire onboarding and tenured employee daily lookup
Trane employees and new hires faced a sprawling internal knowledge base across products, protocols, and systems documents that had accumulated over decades of product development. The existing search returned documents: useful if you already knew which document you wanted, useless if you didn't. New hires especially spent weeks learning where to look rather than what to know, and tenured employees were doing repeated lookups for facts that should have been one-step retrievable. The work was to design a search experience that answered questions rather than retrieved files.
AI Content Designer contributing to the internal search tool's design. Owned the information architecture for how product, protocol, and systems content was organized for retrieval. Designed two architectural approaches to the search experience, wireframed both, ran cross-functional review with product, engineering, and brand, and partnered through to ship of the selected approach. Did not own the underlying retrieval engineering or model infrastructure; that authority lived with the engineering org.
Design the information architecture before designing the UI. Understand what employees were actually searching for (mostly questions, not document names), map those to the underlying knowledge structure (products, protocols, systems), then design two distinct UI approaches representing different philosophies of how to bridge from question to answer. Build wireframes for both. Test both with new hires and tenured employees. Let the evaluation, not a prior assumption, select the approach.
- Two approaches built and evaluated, neither pre-favored. Approach A kept the familiar results-first UI pattern and powered it with semantic understanding so the right documents surfaced first. Approach B dropped the results pattern entirely and used a conversational UI that returned synthesized answers with citations. Rationale: presenting both forced an honest evaluation rather than confirmation of a prior assumption. Either was defensible; the question was which matched user behavior.
- Information architecture organized by user mental model, not by document taxonomy. Employees thought in terms of the products they touched and the protocols they ran. The original documentation was organized by document type and originating department. The IA was rebuilt to match how users approached their work. Rationale: a search interface that surfaces documents by their producers fails because users don't know who produced what; they only know what they're trying to do.
- Source citations as a first-class feature, not a footnote. Every AI-generated answer surfaced its sources prominently, with one tap to verify. Rationale: enterprise knowledge search lives or dies on user trust. An answer without a verifiable source loses trust as soon as the user catches one wrong fact. Source-first citations made every answer auditable on first read.
- Three confidence-based outcomes rather than a binary answer-or-no-answer. High confidence returned a direct answer with sources. Medium confidence returned the answer with "verify against source" caveats. Low confidence returned no answer and offered human escalation. Rationale: a tool that gives a confident-sounding answer when it shouldn't trains users to distrust it. A tool that admits low confidence and routes the user to a human builds the trust that makes the high-confidence answers worth shipping.
- Information architecture mapping products, protocols, and systems into a retrievable knowledge graph
- Approach A wireframes: search-results UI with semantic ranking, faceted filters, and source badges
- Approach B wireframes: conversational interface with answer cards, inline source citations, and suggested follow-ups
- UX flow documenting user journey from query through intent classification, retrieval, and confidence-based outcomes
- Cross-functional review materials for product, engineering, and brand
- Design rationale documentation supporting the selected approach
The initial information architecture was organized by document type: SOPs in one bucket, technical specs in another, training materials in a third, field notes in a fourth. This mirrored how the documentation was produced, which seemed orderly on paper. User testing surfaced that employees didn't think in document types; they thought in terms of the product they were working on and the procedure they were running. Reorganized the IA around those user mental models. Lesson: an information architecture that mirrors how documents are produced is not the same as one that supports how they're consumed. Production-side ordering is a curatorial convenience; consumption-side ordering is what makes the search useful.
Approach B was selected for the primary employee experience based on the cross-functional review and user testing; Approach A pattern was retained as an advanced search affordance for users who knew exactly which document they needed. The two-approach methodology became a working pattern for evaluating future enterprise tool decisions rather than a one-time exercise; subsequent product decisions inside the AI content org used the same compare-then-commit process. The information architecture work outlasted the project itself and became a reference for downstream content design work across the broader AI content system.