A similar document is not automatically the right document.

Keep enough context to judge the match.

Retrieval systems return material that resembles a query. A useful assistant still needs to check whether the source applies to the current client, version, jurisdiction, or task.

What to put into the workflow.

• Show the document identity and applicable version.
• Keep the relevant excerpt with the answer.
• Check access and task relevance before use.
• Provide an explicit “not enough evidence” path.

A concrete example.

An old onboarding guide can look more similar to a question than the current policy. The workflow needs a version check, not just a similarity score.

What to take away.

Name the decision, keep the relevant evidence, and make the human responsibility clear. Start with a small, inspectable workflow before expanding what the system is allowed to do.