Data · Guide
A spreadsheet is not just a document with cells
Separate narrative retrieval from calculations and live business records.
Identify what the user is asking
An employee asking what a discount policy means needs different evidence from one asking for this month’s total. A spreadsheet may contain instructions, formulas, historical snapshots, and current records together. Label these roles before indexing. Document-parsing services can expose structure, but that does not mean a language model should perform every calculation or treat the last uploaded workbook as the live system of record.
Route numerical work explicitly
For a hypothetical agency, use approved calculation logic to total a defined date range, then let the assistant explain the result. Include currency, time zone, excluded rows, and rounding rules in the request contract. Preserve the query or calculation reference for review. Do not let a persuasive paragraph hide the absence of a reproducible calculation. A plausible number is not a substitute for a traceable one.
Workflow at a glance
Test hidden workbook assumptions
Include filtered rows, merged headers, formulas with stale cached values, and sheets with similar names. Ask staff which cells are authoritative and which are temporary working notes. A retrieval index can separate a number from its header or effective date. Keep small representative tests that require the correct sheet, row scope, and interpretation rather than only recognition of a familiar term.
Keep the first workflow narrow
Start with one report or one policy lookup and document what the assistant will not calculate. Compare total preparation and checking time with the current method. If the task requires reliable transaction processing, a structured data integration may be more suitable than document RAG. The practical choice is determined by the information and action required, not by whether the source file happens to have an xlsx extension.
A reproducibility handoff
Ask a colleague to reproduce a generated report using the stored source version, date range, and calculation definition. Investigate any mismatch before connecting automatic delivery. A report is easier to trust when another person can explain its scope and rebuild the result without relying on the original author’s memory.
Sources and further reading
- Retrieval-Augmented Generation with Azure Document IntelligenceRetrieval-Augmented Generation with Azure Document IntelligenceMicrosoft · Documentation ·
- Parse and chunk documentsParse and chunk documentsGoogle Cloud · Documentation ·
Editorial approach
AI-assisted original writing, checked against linked public sources. Practical recommendations and illustrative scenarios are editorial analysis, not reported client results. Source dates and product details may differ from this collection’s preparation date.