JD Studio: AI Job Descriptions in Microsoft 365

Project Overview

From interview notes to a job description ready to sign, in one conversation. We built JD Studio, an AI job description assistant, for the HR team of a large multi-entity group in Saudi Arabia, inside the group's own Microsoft 365 and Power Platform. HR users chat with a Copilot Studio agent, add their inputs in a Power Apps form and get the group's official job description form back as a finished Word document.

The Business Context

The HR team wrote job descriptions with a browser-only AI tool someone had built for them. It worked for one person at a time, but everything lived in each user's browser: no database, no audit trail and no way to find an earlier job description. It sat outside the company's Microsoft 365 sign-in, security and data policies, and its output didn't match the group's official job description form, so HR retyped everything into Word. The AI could also fill gaps with plausible but invented details, with nothing to show which parts were facts and which were guesses.

How We Approached It

1. 01

   Start in chat

   The HR user tells the assistant they want to create a job description. It opens a new session and replies with a link to a form.

2. 02

   Fill in a smart form

   The link opens a Power Apps form already tied to that session. The user picks a mode: paste the notes or transcript from the hiring manager interview, or give the job title and any known details and let the assistant draft the rest from good practice.

3. 03

   Draft in the official structure

   Back in chat, the user asks for the job description. The assistant writes it section by section in the company's own structure: job information, purpose, key accountabilities, key stakeholders and how the role communicates with them, qualifications and experience, and technical competencies.

4. 04

   A finished Word document

   The official form is filled in automatically, keeping the corporate layout, branding and approval section. The document is saved on the session record, ready to download, review and sign.

5. 05

   Check progress any time

   “Is my JD ready?” gets an answer from the live status: still waiting for inputs, ready to generate, or done, with the download link.

Honest about gaps

A job description is a formal document, so the assistant never fills a gap silently.

• Interview notes mode: the assistant uses only the facts in the notes and the form. Anything missing is marked “information required” instead of being made up.
• Job title mode: every suggestion it adds is marked “needs confirmation”.
• The form's own rules, every time: three to five accountabilities, five to seven stakeholders, approved stakeholder types and communication styles, no personal names, and qualitative experience requirements.
• Governed and secure: the data sits in the group's own Microsoft cloud, with Microsoft 365 sign-in, permissions and data policies. Nothing is stored in a browser.
• Traceable: every request is a record with its inputs, status, requester and generated document.

The same pattern, other documents

Chat, form, document, done works for any document a company produces from a set of inputs and rules.

• Offer letters and HR forms
• Contract drafts from an approved template
• Customer intake requests
• Field service reports
• Copilot agents inside Dynamics 365 apps

Outcomes

What We Delivered

Technology Stack