Corporate knowledge is one of the least leveraged assets in any company. Information is scattered across emails, shared files, internal applications and the minds of employees. A corporate intranet with AI search solves this problem by connecting all data sources through a simple interface where users ask questions and receive accurate answers. In Madrid, more and more companies are looking for this kind of solution to accelerate their digital transformation.
Q2BSTUDIO, a company specialised in software development and technology, approaches these projects with a results-driven methodology. Its team combines the creation of custom software with enterprise system integration and the practical use of artificial intelligence. The goal is not to install yet another tool, but to build the digital hub where teams work every day.
A representative case took place in a logistics company in Madrid. With an operations team of around twenty people, the company was suffering from cost overruns due to duplicated tasks and a lack of unified visibility into processes. Executives wanted an intranet that would not only store documents, but also help resolve incidents, find information and automate internal requests.
The first phase of the project consisted of analysing workflows and the systems involved. Q2BSTUDIO held interviews with middle managers, reviewed administrative processes and defined a set of metrics before writing a single line of code. This stage was essential to prioritise use cases: contract search, supplier onboarding, IT incident resolution and access to internal procedures.
The final solution was a custom web portal, developed as a mobile and desktop application, with an AI-powered semantic search engine. Unlike keyword-based search, the system could understand user intent. For example, an employee could type “what is the procedure for returning a defective order?” and the AI would locate the document, summarise the steps and show a direct link to the corresponding form.
To achieve this, the intranet was connected to the existing technology ecosystem: SharePoint, Microsoft Teams, the ERP and a custom CRM. The search bar appeared in the portal and also inside Teams, so workers did not have to change applications. Answers were generated from corporate content, with references to the sources, which increased trust in the assistant.
The engine of the solution relied on AI agents designed for specific tasks. One agent classified incoming requests, another extracted data from the ERP and a third specialised in drafting responses according to the company’s tone and policies. Coordination between these agents was managed through an automation orchestrator with retries, logs and failure alerts.
Cybersecurity was integrated from the design stage. Access to the intranet was controlled through the active directory and granular roles were applied. In addition, connections with internal systems were established through VPN tunnels and private networks, so confidential data was not exposed to the internet. This architecture made it possible to comply with GDPR and the company’s audit policies.
The infrastructure was deployed on AWS/Azure cloud. Q2BSTUDIO chose a hybrid architecture combining managed AI services, cloud databases and secure connections to on-premises systems. This decision offered scalability without losing control. As the number of users and queries grew, the platform responded without degradation and with predictable cost.
Results measurement was another pillar of the project. The intranet recorded queries, response times, automated tasks and user satisfaction levels. All that information was fed into a dashboard based on Business Intelligence / Power BI, where management could compare performance before and after launch. This visibility was key to identifying further improvements.
The deployment was carried out gradually. In the first weeks, a pilot group of eight users provided feedback on the interface, answer quality and approval flows. The intranet was then extended to the whole department and an internal communication plan was executed to resolve doubts and encourage adoption. Uptake was remarkably fast because the tool solved real problems from day one.
In quantitative terms, the company reduced manual work by almost 40% in back-office processes and cut the average incident resolution time by more than 30%. The error rate dropped and the team was able to dedicate more hours to value-added tasks. These figures were achieved in approximately three months from the start of development.
Beyond the numbers, the most visible change was cultural. Employees stopped keeping backup copies of files on their machines and began to trust the intranet as the single source of truth. The AI search engine became the gateway to knowledge, reducing dependence on memory and old emails.
For a company considering a similar project, the key is not to start with technology, but with processes. Q2BSTUDIO recommends a discovery phase in which success metrics are defined, the cost of current processes is quantified and critical integrations are identified. Only then does it make sense to choose the tools and AI models.
Q2BSTUDIO also offers complementary services in process automation, cybersecurity, cloud consulting and Business Intelligence. Its experience in custom software allows the intranet to evolve with the company, without being limited by the features of a closed product. Every implementation is delivered with documentation and training so that the client becomes increasingly autonomous.
The corporate intranet with AI search in Madrid is not a passing trend. It is a concrete answer to a real need: finding the right knowledge at the right time. Q2BSTUDIO proves in every project that technology, applied rigorously, produces measurable results within a few weeks.
