Enhancing Knowledge Management:

Why Cognni Outperforms SharePoint and CoPilot for Knowledge Management

Cognni vs SharePoint & CoPilot: Why IT Can’t Build What Cognni Delivers

Every organisation needs better, faster access to its own knowledge. But while IT teams often assume SharePoint and Microsoft CoPilot can meet that need, these tools were never designed for true Knowledge Management.

Cognni is purpose-built to do one thing brilliantly — transform knowledge into intelligence that drives better decisions across the organisation.

Why Cognni?

The Core Difference

· SharePoint is a collaboration and file storage tool.

· CoPilot adds generative AI on top, but it relies on what’s already stored — without structure, context or validation.

· Cognni was engineered specifically to connect, categorise and activate knowledge at scale, delivering insight that’s accurate, current and usable across the business.

With Cognni, every piece of internal and external research, report or data source becomes part of a living knowledge ecosystem — accessible instantly, governed securely, and enhanced by enterprise-grade AI.

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Why IT-Led Solutions Fall Short

Even with CoPilot, SharePoint can’t:

· Centralise knowledge from multiple internal and external sources such as data platforms, newsfeeds, and content providers.

· Index or query all content types (video, PDFs, images, dashboards).

· Provide up-to-date answers when data changes.

· Analyse usage or identify knowledge gaps.

· Push relevant content proactively to users.

· Deliver branded, intuitive experiences that drive adoption.

· Offer expert guidance to sustain engagement and ROI.

These limitations make “building it internally” not just difficult — but futile. What starts as a cost-saving exercise ends up costing more in time, maintenance, and missed opportunities.

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Cognni Delivers More

Cognni combines powerful AI with deep knowledge expertise — giving organisations:

· Real-time generative AI with full citations and context.

· Knowledge gap analysis and predictive insights.

· Instant availability of all content with zero sync delay.

· Fully branded, intuitive interfaces tailored to your culture.

· Expert support from Knowledge Management specialists, not generic IT support.

Cognni clients such as Vodafone, Wells Fargo, British Gas, and Viasat achieve between 10x and 50x ROI, saving thousands of hours annually and transforming knowledge into competitive advantage.

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Feature / Capability

Core Purpose

AI Capabilities

Cognni

SharePoint

CoPilot (with SharePoint)

Knowledge Sources

File Handling

Knowledge Updates

Analytics & Gap Detection

Proactive Content Delivery

Customisation & Branding

Security & Compliance

Expert Support

Scalability

ROI

Implementation Time

Purpose-built Knowledge Management Platform

Conversational GenAI with citations, personas, and predictive analytics

Unlimited — internal, external, feeds, dashboards, APIs

All file types, including video, PDFs, images, voice

Immediate — real-time AI sync

Full insight into usage, gaps and value

Automated newsletters, alerts and trending insights

Fully branded and business-specific

Dedicated Knowledge Management experts

100,000+ users, instant performance

10x–50x measurable ROI

Weeks, fully managed

Collaboration & storage tool

Basic search with keyword logic

Microsoft ecosystem only

Restricted types and file size limits

Manual or delayed

Basic storage metrics

Manual updates

Limited theming options

Complex, IT-managed

IT self-managed

Slows at scale

No measurable ROI

Months, IT-heavy

Productivity assistant using SharePoint content

Text generation based on limited document access

Limited to indexed SharePoint & 365 content

Depends on SharePoint index and permissions

Often hours/days delay in re-indexing

None

User must prompt

Minimal control

Inherits SharePoint risk model

None

Dependent on SharePoint infrastructure

No visibility into value

Same as SharePoint (adds licence cost)

The Bottom Line

Adding CoPilot to SharePoint doesn’t create a knowledge management system — it only adds AI to a filing cabinet. Cognni unites all sources of organisational and external intelligence into a connected, intelligent, and continually evolving platform — built to deliver measurable impact, not maintenance headaches.

Cognni makes knowledge more: more accessible, more actionable, and more valuable.