Introduction
Optevo is a collaborative work platform used by teams to plan projects, share documents, and track tasks. They wanted to become an AI-first platform, so it could understand company knowledge, answer questions in context, and provide realtime writing support to users. Aegasis Labs partnered with Optevo to design the AI strategy and deliver the first two phases of that transformation, turning their product into a smart, assistive workspace rather than just a place to store tasks and files.
Optevo were looking for a partner with experience in building AI powered applications and integrating custom AI models into existing products. Optevo wanted their platform to be powered by AI, and work as a dedicated knowledge assistant for their users. The goal was simple: reduce time spent by users while searching, summarizing and managing tasks on their platform.
Aegasis Labs designed and implemented the AI strategy to transform their product into a true knowledge co-pilot, embedded into documents, communications, and task management tools.
- Delivered complete cloud based secure, scalable, AI-powered solution integrated directly into Optevo core framework.
- 99% Uptime with scalable cloud architecture to support growth and optimize according to requirements.
- RAG-powered document assistant built on Azure AI Search and OpenAI, providing contextual file search, on-page summarization, and real-time writing support embedded directly into the Optevo platform.
- Personalized knowledge indexing for every user: a dedicated vector store that powers document Q&A, links insights to tasks, and keeps answers grounded in each team’s content and permissions.
- Generative AI based content writer to help summarize and make quick drafts on tasks, and documents.
- Develop an agentic automation assistant that gathers relevant context and orchestrates tasks (create/assign/update) with human-in-the-loop approvals and full audit trails. Making it a true knowledge co-pilot working within Optevo’s dashboard.
- Establish governance and safety guardrails prompt/response validation, PII controls, telemetry, and cost/latency management.
- Provide observability and evaluation tooling to monitor quality, adoption, and ROI, enabling continuous improvement.
- Deliver the transformation in phases to de-risk rollout and accelerate time-to-value for end users.
The Story of Optevo
Optevo is a modern platform where teams plan projects, track tasks, and share documents in one place. As their customer base grew, so did the amount of scattered knowledge files, messages, tickets, and notes spread across tools. The founders had a clear goal: turn Optevo into an AI-first product so every user has a helpful, trustworthy AI co-pilot that understands their work and saves time.
Using this AI co-pilot users don’t have to spend hours doing basic tasks, It can find the right files in context, summarize long documents, answer questions, and help users draft content without leaving the app. Personalized knowledge indexing, giving each user a dedicated vector store for document Q&A, task tracking, and contextual insights.
The Opportunity
Optevo is used by distributed teams who live in documents, messages, tickets, and tasks. As the product grew, customer feedback converged on the same pain: knowledge was everywhere, but hard to find and even harder to keep in context while doing the work. Users bounced between search, chat, and task boards; answers were duplicated, decisions lived in threads, and new teammates spent hours re-discovering what others already knew.
Customers wanted AI that understood their projects, respected permissions, and could act inside Optevo, not a separate bot that hallucinated or ignored security boundaries. Any solution had to be privacy-safe, role-aware, and multi-user supported. Critical context lived in docs and threads scattered across workspaces, so people rewrote status updates, re-asked answered questions, and bounced between apps to find the “why” behind a task.
This created a clear opportunity to turn Optevo into an AI-first work platform where knowledge is automatically indexed, answers are surfaced in the flow of work, and routine coordination is handled by an intelligent assistant.
The Solution
Aegasis Labs designed and delivered a multi-phase AI strategy to turn Optevo into an AI-first work platform. With the retrieval layer in place, we personalized knowledge for every user. Each person gets their own indexed view of files, tasks, and chats (respecting permissions), so answers are specific to their role and current work. On top of that, we embedded an in-app copilot that helps people find information, summarize content, and draft updates without leaving Optevo.
We worked with Optevo to build a Cloud based AI-Powered assistance that could search, summarize, and write content based on Artificial Intelligence.
- RAG document copilot inside Optevo
Retrieval-augmented generation using Azure AI Search and OpenAI to deliver contextual file search, smart summaries, and real-time writing support directly in the product UI. - Personalized knowledge indexing
Per-user vector indexes that fuse documents, tasks, and conversation snippets; fine-grained permissions ensure the assistant only uses content a user is allowed to see. - Agentic workflow automation (Phase 2)
A proactive global agent that surfaces relevant knowledge, adapts to user roles, and orchestrates actions across Optevo (create/update tasks, draft status notes, collect references, and hand off next steps). - Secure and Scalable solution powered with Generative AI and cloud based scalability support, to provide 99% uptime and auto scalability.
Technologies used:
- Azure AI Search (with vector retrieval)
- Azure OpenAI (GPT models for reasoning, summarization, and generation)
- Azure Functions / event-driven services for ingestion and orchestration
- Azure Storage for document assets and embeddings metadata
- TypeScript/React components to embed the assistant inside Optevo’s UI
- Observability, RBAC, and encryption-at-rest/in-transit across the stack
The Results
Aegasis Labs built and delivered an AI based co-pilot assistance, embedded into Optevo’s core platform. Optevo’s platform now comes with a native, AI-powered knowledge assistant that meets enterprise standards for privacy and control. Teams get cited answers and high-quality drafts directly in the task view, while an agentic layer surfaces what matters next and can take safe, auditable actions to move work forward.
- Instant document help inside Optevo. Users can search across files, get smart summaries, and draft updates without leaving the workspace.
- Personal knowledge for every user. Each person gets a private, secure index of their files and messages to answer questions and surface relevant context.
- Less context-switching. Work that used to require jumping between tools (search, notes, tasks) now happens in one place
- Better writing quality. The assistant suggests clearer text, action items, and next steps directly in project spaces.
- Built-in security. Access controls and data boundaries are respected, users only see and search what they’re allowed to.
- Faster from question to answer. Users ask natural questions and receive permission-based, cited answers and summaries inside projects. Team members find the right document or decision details in seconds instead of hunting through folders and threads.
- Foundation for autonomy: The RAG + agent architecture is extensible ready for additional tools, domain skills, and deeper workflow automation as adoption grows.