A KB scales only if attention scales. Gaps, expert routing, skill permissions, and admin reports are how the system stays manageable as data grows.
3 things to walk away with
Gaps are a list
Unanswered questions become SharePoint list items the agent can read, write, and resolve.
Routing is metadata
The expert directory tells the agent who owns what; gap items get assigned automatically.
Permissions per skill
Skills inherit SharePoint permissions — only admins can run the admin report skill.
The Knowledge Gaps List — unanswered questions as structured work
When a user asks something the agent cannot fully answer, the log gaps skill creates a new item in the gaps list with the question, the context, and a proposed owner. The demo shows nine open, several resolved, and several waiting for verification. This list is the system's memory of what it does not know yet.
Gaps get closed in two ways: a user answers them in chat (the ingest skill resolves matching gaps automatically) or content lands in submissions that happens to contain the answer. Either way, the list shrinks as the KB grows.
Treat "what the agent could not answer" as a queue of tasks, not an embarrassment. The gaps list converts unknown-knowns into work assignable to humans.
Gaps are just an internal log nobody acts on. Each entry is a real SharePoint list item with an assignee, status, and verification step — it shows up in the owner's day like any other task.
The Expert Directory — who owns which domain
The expert directory is a SharePoint list of people, each tagged with the domains they own and the topics they know about. When the agent creates a gap, it consults the directory: "this question is about vendor contracts → Jordan Lee owns vendor contracts → assign the gap to Jordan." Routing is metadata, not magic.
Without the expert directory the gaps list would be a graveyard. With it, every unanswered question reaches the person most likely to answer — and the context file enforces the rule "always check the expert directory before assigning."
The directory is small, but it is the highest-leverage list in the system. Maintain it carefully — it is the routing table for every gap and verification.
The agent guesses the right owner from the question. It does not guess — it looks up the directory entry and applies the rule from the context file. If the directory is empty, routing breaks.
Skill Permissions — security stays a SharePoint primitive
Each skill lives in a folder of the site, and SharePoint permissions on that folder decide who can invoke it. In the demo, only members of the admin group can run the generate admin report skill; regular visitors and members see different sets of skills based on their permission level.
This means you do not need a separate AI-permission model. The same permission story that protects a SharePoint document protects an AI skill. Skills are governed the way every other artifact in the site is governed.
AI capability follows SharePoint identity. Permissions on the skill folder gate who can call which skill — no extra system to learn.
All AI capabilities are available to anyone on the site. Skills are scoped to folders with their own permissions — admin-only skills genuinely refuse to run for non-admins.
The Admin Report Skill — a snapshot of KB health
The admin report skill produces a generated markdown document covering: total entries, expert coverage, gap items open and closed, decay status (e.g. "50% fresh"), items needing attention, and recommended next actions. It is dropped into a reports folder, named with the date, and only admins can trigger it.
This is governance through generation. As the KB grows, manually tracking what is stale or under-owned becomes impossible. The report skill exists so the system can show itself to its owners on demand.
A KB without a self-reporting skill becomes unmanageable past a few dozen entries. The report skill makes the system legible — fresh vs stale, covered vs orphaned — without manual auditing.
An admin report is a dashboard you build separately. It is generated content — a fresh markdown file each time, written by an AI skill, dropped into the reports folder by the context file's storage rules.
Flashcards — Advanced
03 · Advanced
Knowledge Gaps List
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A SharePoint list of questions the agent could not answer. The log-gaps skill creates items automatically; ingestion closes them when matching content lands. The system's memory of its own unknowns.
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03 · Advanced
Expert Directory
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A SharePoint list mapping people to the domains and topics they own. The agent consults it to route gap items to the right human — routing is metadata, not inference.
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03 · Advanced
Skill Permissions
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Standard SharePoint folder permissions applied to skill folders. Only users with access to the skill's folder can invoke it — AI governance reuses the existing identity model.
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03 · Advanced
Admin Report Skill
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An admin-only skill that generates a dated markdown report on KB health: entries, expert coverage, gap status, decay percentages, and recommended next actions. Governance through generation.