Best AI operations tools

EditionSeptember 2026

Best AI stack for operations, ranked by effect on the work, with the risk read beside each one.

Oximy ResearchUpdated 19 September 20263 min read

TL;DR

  1. 01Start with the assistant connected to your company's email, documents and meetings.
  2. 02Choose one maintained home for policies, procedures and operating decisions.
  3. 03Before automating stable handoffs between systems, assign owners, set permissions, and decide how to handle errors.
  4. 04Measure request resolution, process cycle time and time spent finding information.

We picked these tools for operations leaders managing documents, search, workflows, service requests, meetings, and shared operating records.

The stack at a glance

Recommended tools with level, Oximy grade, and training
#ToolGrade
1Microsoft 365 CopilotMicrosoft 365 CopilotA
2Gemini in Google WorkspaceGemini in Google WorkspaceA+
3GleanGleanA+
4Notion AINotion AIA+
5ZapierZapierA-
6Atlassian RovoAtlassian RovoA+
7MoveworksMoveworksB
8Fireflies.aiFireflies.aiA+

Oximy grade and training readings are shown on the assessment date. We do not show prices: vendor pricing is mostly quote-only, and we print a number only with a source and a date.

The recommended tools

In rank order. Named customers come from the vendor's own published stories, which we opened and checked. They show the tool is used for that job, not that it worked.

Microsoft 365 Copilot

Rank 01

Microsoft 365 Copilot

Horizontal AIMicrosoft
A

Microsoft 365 Copilot brings CRM data into Outlook and Teams.

What it should move: it reduces seller administration and improves CRM records.

Best fit

  • It fits Microsoft 365 teams that use Salesforce or Dynamics as their CRM.
  • KPN uses Microsoft 365 Copilot for Sales with its CRM to support marketing and sales productivity.[1]

The catch

Sellers need to use Copilot's active CRM connection; check their CRM work when assessing adoption.

Trains on your data: No training on user dataIncidents: 4
SOC 2ISO 27001GDPRHIPAACCPAISO 27017ISO 27018ISO 27701

Assessed SEP 21, 2026

Gemini in Google Workspace

Rank 02

Gemini in Google Workspace

Horizontal AIGoogle
A+

Gemini drafts and analyses work across Google Workspace applications.

What it should move: it shortens document work, meeting follow-up, and internal searches.

Best fit

  • It fits companies that want assistance inside Google Workspace.
  • Beyond uses Gemini in Google Workspace for procurement responses, internal case-study retrieval and meeting records.[2]
  • Probe Group uses Gemini in Google Workspace for contract review, operational workflows and training materials.[3]

The catch

Gemini can access sensitive mail, files, and meetings through user permissions. Review permissions, sharing, and outputs before assigning more seats.

Trains on your data: No training on user dataIncidents: 2
SOC 2ISO 27001GDPRHIPAA

Assessed SEP 21, 2026

Glean

Rank 03

Glean

Workflow tools
A+

Glean searches connected workplace systems and answers questions from internal knowledge.

What it should move: it reduces internal search time and repeated questions to operations teams.

Best fit

  • It fits companies with many connected knowledge sources and shared search needs.

The catch

Search quality depends on permissions and document quality. Review access before connecting stale or widely shared material.

Trains on your data: No training on user dataIncidents: 1
SOC 2ISO 27001GDPRHIPAAtx_ramp_level2

Assessed SEP 21, 2026

Notion AI

Rank 04

Notion AI

Systems of recordNotion
A+

Notion AI searches, drafts, and automates work inside Notion.

What it should move: it shortens knowledge searches, documentation, and repeated internal work.

Best fit

  • It fits companies that maintain their shared knowledge in Notion.
  • OpenAI uses Notion AI to search technical documentation, internal databases and enablement material.[4]
  • Ramp uses Notion AI for company knowledge, meeting notes and operational workflows.[5]

The catch

Notion AI answers depend on page structure and permissions. Pages without owners, duplicate policies, and broad sharing cause wrong answers and expose internal information.

Trains on your data: No training on user dataIncidents: 1
SOC 2ISO 27001GDPRHIPAABSI C5ISO 27017ISO 27018

Assessed SEP 21, 2026

Zapier

Rank 05

Zapier

Workflow tools
A-

Zapier connects applications and automates multi-step workflows.

What it should move: operations teams spend less time moving information between applications.

Best fit

  • It fits teams with stable application workflows and an owner for each automation.
  • Okta uses Zapier to automate support escalations and credential-rotation workflows.[6]
  • Palo Alto Networks uses Zapier for Slack workflows covering account provisioning, licence resets and access approvals.[7]

The catch

Automations can fail quietly or multiply. Teams must manage credentials, errors, usage costs, and long-term ownership.

Trains on your data: Free: Yes, Paid: NoIncidents: 2
SOC 2GDPRCCPASOC 3

Assessed SEP 21, 2026

Atlassian Rovo

Rank 06

Atlassian Rovo

Systems of recordAtlassian
A+

Rovo searches connected knowledge and runs agents in Jira and Confluence.

What it should move: teams spend less time searching and triaging issues in Jira and Confluence, with fewer handoffs.

Best fit

  • It fits companies that use Jira and Confluence as shared records.
  • Mercedes-Benz uses Atlassian Rovo agents for defect intake, duplicate detection and internal workflows.[8]
  • trivago uses Atlassian Rovo for enterprise search and actions across company tools.[9]

The catch

Rovo depends on Atlassian data and permissions. Teams must manage agent actions, duplicate content, and inconsistent project structures.

Trains on your data: Yes, with opt-outIncidents: 2
SOC 2ISO 27001GDPRHIPAACCPAFedRAMPISO 27018

Assessed SEP 21, 2026

Moveworks

Rank 07

Moveworks

Workflow tools
B

Moveworks answers employee questions and completes workplace service tasks through chat.

What it should move: it shortens employee request resolution and increases service-desk capacity.

Best fit

  • It fits companies with established employee service processes, maintained help content, and clear system permissions.
  • Equinix uses Moveworks in Microsoft Teams to resolve employee IT issues and route support tickets.[10]

The catch

Moveworks connects identities, tickets, and internal systems. Wrong permissions or routing can expose information or misdirect requests.

Trains on your data: YesIncidents: 0
SOC 2ISO 27001GDPRHIPAACCPAISO 27017ISO 27018ISO 27701

Assessed SEP 21, 2026

Fireflies.ai

Rank 08

Fireflies.ai

Workflow tools
A+

Fireflies records meetings and creates searchable notes and actions.

What it should move: it shortens follow-up and improves action and decision records.

Best fit

  • It fits teams with recording rules and a process for moving actions into project systems.
  • Fello uses Fireflies.ai to capture and search leadership, strategy and operations meetings.[11]
  • Moonfrog Labs uses Fireflies.ai to transcribe meetings and capture project actions and deadlines.[12]

The catch

Fireflies records voices and confidential discussions. Teams need clear consent, retention, and access rules.

Trains on your data: No training on user dataIncidents: 2
SOC 2GDPRHIPAAferpa

Assessed SEP 21, 2026

Where to start

Your company uses Microsoft 365

Start with Microsoft 365 Copilot, then measure its effect on meetings, documents, and email before adding another assistant.

Your company uses Google Workspace

Start with Gemini in Google Workspace, and review file permissions and shared drives first.

People cannot find answers

Use Glean across several systems, or use Notion AI when Notion holds the maintained knowledge record.

Handoffs slow the work

Use Zapier for application workflows, Rovo for Atlassian work, or Moveworks for employee service requests.

Questions

References

  1. 01KPN: how it uses Microsoft 365 CopilotMicrosoftVendor-published
  2. 02Beyond: how it uses Gemini in Google WorkspaceGoogleVendor-published
  3. 03Probe Group: how it uses Gemini in Google WorkspaceGoogleVendor-published
  4. 04OpenAI: how it uses Notion AINotionVendor-published
  5. 05Ramp: how it uses Notion AINotionVendor-published
  6. 06Okta: how it uses ZapierZapierVendor-published
  7. 07Palo Alto Networks: how it uses ZapierZapierVendor-published
  8. 08Mercedes-Benz: how it uses Atlassian RovoAtlassianVendor-published
  9. 09trivago: how it uses Atlassian RovoAtlassianVendor-published
  10. 10Equinix: how it uses MoveworksMoveworksVendor-published
  11. 11Fello: how it uses Fireflies.aiFireflies.aiVendor-published
  12. 12Moonfrog Labs: how it uses Fireflies.aiFireflies.aiVendor-published
See Oximy for Operations teams