A knowledge base with an expiry date

In regulated environments where data integrity, release logic and GxP compliance are operational realities, this is more than a didactic upgrade. A user working in regulated processes who is guided through a release procedure in SAP, for example, and who simultaneously understands the requirements behind it, will make better decisions, make fewer errors, and be better placed to respond in an audit. The divide between digital enablement and structured knowledge transfer is dissolved.

The shift in roles: from creator to editor

Those who produce training materials in SAP Enable Now today act as authors in the traditional sense: they replicate processes, record workflows, structure content and design the learning journey from scratch. This is time-intensive, requires close process knowledge and explains why organisations with large libraries have spent years building dedicated authoring teams or engaging external capacity.

WalkMe Learning Arc fundamentally changes this process. Generative AI takes over the creation of content drafts: based on a description, a process flow or an existing template, the system generates structured content in minutes. What changes is not the need for human expertise, but where that expertise is directed. The author's role becomes that of an editor: reviewing what the AI has produced, assessing factual accuracy, adding professional judgement and ensuring that published content meets both internal and regulatory requirements.

This control function is not an optional safeguard. AI-generated content may be inaccurate, and it has no knowledge of a company's internal procedures or current system configuration. In a GxP environment, unreviewed output is unacceptable. Therefore, the efficiency gains of the new platform only materialise where investment in new competency profiles keeps pace: authors who can professionally assess AI outputs and take editorial responsibility for them.

For companies in regulated industries, a further aspect is relevant: WalkMe Learning Arc exclusively processes data within the EU, does not use customer data to train public models and operates on a human-in-the-loop basis, whereby AI-generated drafts must be reviewed and approved by an author before publication. This is not standard practice across the market. For organisations managing GxP-relevant content or clinical process documentation, however, it is a prerequisite for deployment.

What the transition involves

Firstly, a full migration of existing content is only partially feasible from a technical standpoint, and is not usually a sensible strategy either. Established training libraries often contain a significant amount of material that is no longer used or reflects outdated processes, as well as content created for roles that no longer exist in their original form. Transferring this content would consume resources without providing any benefit. Therefore, a usage analysis of the existing library is a prerequisite for any transition planning.

Secondly, the platform change requires infrastructure decisions involving IT and contract management from an early stage. These decisions must cover user management, translation requirements, and the tools that the authoring team will require during the transition period.

Thirdly, regulated content operates under its own set of requirements. GxP-relevant training materials, instructions for safety-critical processes and compliance documentation cannot simply be transferred. They must be reviewed for content accuracy, and revalidated where necessary, with Quality and Regulatory Affairs involved throughout. This is an organisational task, not an IT one, and it requires commensurate lead time.