Case Study

Conversational AI Assistants & Enterprise Chatbot Development

Navigating complex system screens to complete routine tasks like logging hours or creating projects, was draining valuable time from a fast-paced enterprise workforce. Every action in their FunctionPoint architecture required clicking through multiple menus, leading to slow operations, repetitive manual entry, and mounting team frustration. Recognizing the critical need for a seamless conversational layer over their existing tools, this organization partnered with our team at Artesian Software Technologies to engineer a smarter, AI-powered workflow solution.

We designed and developed two intelligent conversational assistants, FunctionPoint Assistant and Hours Assistant using Microsoft Copilot Studio, deployed directly within Microsoft Teams. By processing conversational prompts, every assistant seamlessly initiates background workflows, utilizing Power Automate to integrate directly with FunctionPoint APIs. Users can now create projects, log hours, and pull live operational data via chat. Dynamic Adaptive Cards guide users step-by-step, while global variables carry context across multi-turn conversations for a seamless experience.

AI Platform

Microsoft Copilot Studio

Automation

Power Automate

User Interface

Adaptive Cards

Deployment

Microsoft Teams

Backend

FunctionPoint API

Context Layer

Global Variables

The Challenge

  • No Natural Language UI: Routine tasks required complex manual navigation through FunctionPoint screens, creating a steep learning curve and wasting valuable time.

  • Redundant Manual Data Entry: Creating estimates and jobs meant repeatedly filling identical details across multiple screens with zero automation to carry information forward.

  • Failed Smart Record Matching: Informal inputs (like abbreviated company names) failed to match records, causing errors, failed lookups, and user frustration.

  • Lost Conversational Context: Multi-step operations had no system memory, forcing users to repeat identical information if they made an error or advanced to a new step.

  • Lack of Scalable Automation: There was no structured framework to build flexible, intelligent workflows on top of the existing FunctionPoint architecture.

Our Solution

  • Copilot Studio Intent Routing: Engineered structured intent-recognition topics to accurately route NLP requests to automated workflows.

  • Power Automate API Pipelines: Deployed synchronous Cloud Flows executing REST API calls to FunctionPoint for real-time CRUD operations.

  • Adaptive Cards JSON UI: Utilized dynamic JSON-based Adaptive Cards to render auto-populated UI elements and guide multi-step workflows.

  • Fuzzy Logic Prompt Parsing: Implemented closest-match algorithms to accurately resolve incomplete or abbreviated entity inputs.

  • Global Variable State Management: Maintained multi-turn conversational memory via global variables to preserve session context seamlessly.

Business Impact

  • Eliminated Manual Navigation: Users now complete tasks like logging hours or generating estimates entirely via MS Teams chat.

  • Lightning-Fast Task Execution: Multi-screen processes are triggered and successfully finished in seconds through single NLP requests.

  • High Data Consistency: Pre-populated Adaptive Cards and backend flows drastically reduced manual data entry mistakes.

  • Real-Time Live Data Access: Staff instantly retrieve accurate project details and live job statuses directly within the chat interface.

  • Scalable Future-Ready AI: As the organization scales, the enterprise system effortlessly supports the rapid rollout of new AI assistants and digital channels.

Client Testimonial

Logging hours and creating new projects used to be a massive headache for our crew. It was a huge drain on everyone’s day and killed our momentum. Artesian came in and built these incredible chatbots right inside Microsoft Teams. Now, instead of navigating clunky menus, our staff just types what they need to do into the chat, and the system handles the rest. The amount of time and daily frustration this has saved us is unbelievable. — Operations Director (Creative Agency)

Project Screenshots

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