How AI in Omnia Boosts Productivity and User Experience

AI is rapidly transforming the digital workplace—and many organizations are asking how it can enhance productivity, improve content quality, and create a better intranet experience. At Omnia, we take a purposeful, practical approach to AI: integrating intelligent assistance where it delivers the most value, without disrupting the user experience.

Rather than building isolated tools, we embed AI directly into the features you already use—like search, publishing, and personalization. The result? A smarter, more efficient intranet that supports real-world needs in Communications, IT, and HR.

In this post, we explore eight AI-powered features that are already delivering value in Omnia—and preview what’s coming next on our AI roadmap. Please check this webinar out if you wish to learn more about Intranets and AI: Boosting Your Intranet with AI.

At Omnia, AI is designed to empower—not overwhelm. Our approach is built around five guiding principles:

1. Seamless, Subtle AI: For us, AI should improve the experience, not complicate it. That’s why we embed it into everyday features like editing, translation, and search—so users benefit without needing to learn anything new.

2. Built-In Security and Compliance: All AI-powered processes run entirely within your Microsoft 365 environment. Your data stays in your tenant, ensuring privacy, security, and regulatory compliance.

3. Customizable for Your Organization; From tone of voice to GDPR and accessibility rules, you can configure prompts and even connect your own large language models (BYOM) to align with internal policies.

4. Transparent and Trustworthy: Omnia’s semantic search explains why results are shown—building trust and helping users understand the logic behind AI-driven suggestions.

5. Focused on Real Impact: Omnia’s AI supports measurable outcomes: faster publishing, better engagement, smarter targeting. It’s designed to make work easier and more effective—no hype, just value.

Find what you mean—not just what you type. Omnia’s semantic search understands the intent behind a query, delivering accurate and relevant results even when phrased differently. This helps employees quickly locate the right content.

Image 1: Semantic search in Omnia understands user intent—delivering accurate, relevant results instantly.

Start with a prompt—end with a fully formatted draft. Enter a simple instruction, and Omnia creates a structured, well-formatted article—bookmark navigation included. It’s a fast, efficient way to fuel content creation and support knowledge sharing.

Image 2: Create a complete article draft—instantly—using a simple prompt and Omnia’s AI writing assistant.

Make improvements in one click. Whether you want to adjust tone, expand a section, or improve clarity, Omnia provides ready-to-use prompts—or lets you create your own—to help meet internal standards.

Image 3: Enhance your content quickly with configurable AI prompts for tone, clarity, and structure.

Surface the key message—instantly. Generate a concise summary for any article and display it at the top of the page, in news rollups, or within alerts. Ideal for busy users who need the essentials fast.

Image 4: Auto-generate short summaries for long articles—perfect for rollups and time-pressed readers.

Catch issues before content goes live. Omnia flags spelling, grammar, tone, missing metadata, or weak headlines—ensuring every post meets your editorial standards before publication.

Image 5: Catch content issues early with AI-powered pre-publishing checks tailored to your standards.

Suggestions Create inclusive content, automatically. Omnia identifies jargon, complex sentences, and unclear abbreviations—and suggests simpler alternatives. The result? Communication that’s easier for everyone to understand.

Image 6: Make your content easier to understand with real-time clarity and accessibility suggestions.

Add compelling visuals in seconds. Need an image to support your message? Just describe it, and Omnia generates an original visual—ideal when time is short or stock imagery falls flat.

Image 7: Create original images on demand by entering a short prompt—no design skills needed.

Support multilingual publishing at scale. Automatically translate content into supported languages or route to a reviewer for fine-tuning. Manual variation owners ensure sensitive content meets quality standards in every market.

Image 8: Translate intranet content at scale—automatically or with reviewer approval for accuracy.

Omnia’s AI features are already making an impact—but we’re just getting started. Here’s a look at what’s coming soon:

✔ AI Foundation and Flexibility: Access to smaller, task-specific AI models. Bring your own language model for greater control.

✔ Smarter Search and Personalization: Role-based permissions in search.  Context-aware results based on behavior, role, or location.

✔ AI Agents and Assistants: Automated content targeting powered by agentic AI—ideal for frontline communication. AI assistants to help configure and personalize your intranet with no coding.

✔ Editorial and Content Innovation: Advanced quality checks and improvement suggestions. AI-driven tools to streamline site setup and structure.

✔ Enhanced User Experience: Launch of a personal feed showing tailored content, tasks, and updates in real time. 

Whether you're responsible for content, IT operations, or employee experience, Omnia’s AI capabilities are built to support your goals. Let us help you unlock productivity gains, create better content, and connect with your people—smarter.

Curious about what’s possible? Contact your Customer Success Manager or reach out to the Omnia team today for a tailored demo.