How to prompt Mavim ConversAI for verified, contextual answers
Audience: Business users, compliance officers, transformation leaders, and new employees across departments (e.g., HR, finance, operations, IT).
Purpose: To help users phrase effective prompts that retrieve accurate, reference-backed answers from Mavim ConversAI—grounded in your organization's Digital Twin of the Organization (DTO).
Introduction
Unlike generic GenAI tools that guess or hallucinate, Mavim ConversAI is built on a Knowledge-First approach. It only retrieves governed, verified facts modeled in your DTO. The result: traceable, actionable answers backed by official documentation—never speculation.
This guide shows how to ask the right kind of questions to get the most from ConversAI. Whether you’re preparing for an audit, onboarding a new employee, or planning a system migration, your prompt can make the difference between a helpful answer and a generic one.
Note: ConversAI’s answers are based on the verified knowledge available in your organization’s Mavim environment. The completeness, accuracy, and context of responses depend on the quality and availability of the content your teams have modeled and documented.
1. Key principles: prompt for retrieval, not reasoning
ConversAI isn’t designed to brainstorm or hypothesize. It retrieves structured, source-backed knowledge. To activate that intelligence, keep your prompts clear, specific, and task-focused.
| Principle | How to apply it | What ConversAI does |
|---|---|---|
| Be specific | Add details like role, geography, system, or financial threshold. Example: “for a new hire in Germany” or “if we decommission System Y.” |
Uses DTO’s semantic model to understand the full business context. |
| Demand traceability | Ask for source links explicitly—or expect them by default. Example: “Where is this policy documented?” |
Every answer cites the DTO’s original source (e.g., process map, SOP, policy). |
| Stick to facts | Ask for documented policies, process steps, or role responsibilities—not opinions. | Ensures answers are pulled only from verified, governed knowledge. |
| Ask for actions | Use “How do I…”, “What are the steps…”, or “Who is responsible for…” | Returns guided instructions instead of vague summaries. |
2. Prompt examples by category
These pre-engineered prompt types are designed to reflect real-world use cases across departments and industries.
A. Regulatory compliance, risk, and audit prep
Use these to retrieve verifiable policies, control points, and documentation for internal reviews or external audits.
| Prompt | ConversAI returns |
|---|---|
| "Where are our SOX controls for procurement documented?" | Control list with linked documents, process owners, and audit trails. |
| "Based on the onboarding process in the Netherlands, does a new hire need GDPR training?" | Process-specific requirement with reference to local policy. |
| "Retrieve vendor onboarding workflows and compliance checkpoints." | Workflow steps with linked compliance gates and roles. |
| "Activate incident response protocols for a data breach in Region Y." | Escalation paths, required documentation, and crisis steps. |
B. Operational execution and policy guidance
These prompts reduce ambiguity in daily tasks by pointing to the exact procedure, system, or threshold involved.
| Prompt | ConversAI returns |
|---|---|
| "Who needs to approve a vendor invoice over €25,000?" | Threshold rules, approval roles, and linked finance policy. |
| "Guide me through the Procure-to-Pay process, including ERP System Z steps (e.g., Dynamics 365)." | Step-by-step execution with system references, templates, and process steps documented in the DTO. |
| "How do I onboard a new supplier in Germany?" | Country-specific process with compliance steps, forms, and contacts. |
| "Explain our inventory management procedure and system dependencies." | Workflow overview, roles involved, and technical touchpoints. |
C. Onboarding and training
Help new employees ramp up faster with prompts that return role-aware, contextual guidance from within your DTO.
| Prompt | ConversAI returns |
|---|---|
| "What is the onboarding process for new employees in Germany?" | Visual workflow, assigned roles, templates, and compliance flags. |
| "What is the approval process for new projects in my role?" | Role-specific process steps and linked documentation. |
| "What is the VP-level budget approval threshold?" | Exact number, pulled from the finance policy, with link. |
D. Process improvement and digital transformation
Use these prompts to uncover relationships, model changes, and drive structured transformation.
| Prompt | ConversAI returns |
|---|---|
| "Show dependencies between our new ERP (e.g., Dynamics 365) and the old SCM system." | Cross-system connections, roles affected, and process handoffs. |
| "Which roles and processes will be impacted if we sunset SAP ECC in Q4?" | Full impact analysis with DTO references and complexity score. |
| "What changed in the new procurement process compared to the old one?" | Side-by-side comparison of current vs. future state workflows. |
| "Identify bottlenecks in customer service workflows." | Bottleneck locations, responsible steps, and performance data. |
3. Best practices for writing prompts
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Use natural language: ConversAI understands full questions, not just keywords.
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Be role-aware: Add “as a...” to help tailor the answer (e.g., “As a project manager…”).
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Anchor to process: Refer to processes by name or type to trigger DTO mapping.
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Avoid strategic questions: Stick to factual, documented topics.
Next steps
To start getting high-value responses:
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Use any of the pre-built prompts above—or tailor them to your specific role and process.
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If unsure where to begin, try:
“What are responsibilities of [your role]?” -
Bookmark or save effective prompts for reuse across teams.
