Best AI intranet search engines and tools

Finding information at work shouldn’t be this hard. But with most intranet search engines, it’s like digging through a pile of dusty old files.

You type in keywords, click on the results, and end up asking a coworker for help. Again. 🙄

It’s time for a change. Intranet search should be as easy as asking a question.

In this blog, we’ll dive into AI-powered search tools that make finding info as simple as chatting with a colleague.

1. Qatalog

Try Qatalog for free

Qatalog is an AI-powered enterprise search platform designed to help businesses securely access information across various workplace tools, including Microsoft 360 Suite with SharePoint, entire Google Workspace, Slack, data warehouses and more. You can interact with Qatalog by simply typing a natural language question, like “What’s the latest update on our 2025 marketing plan?” or “Show me sales data for Q4,” and get accurate answers with links to source documents and files. 

Unlike traditional intranet search tools that store copies of your sensitive company data in an index database, Qatalog connects directly to source systems, ensuring security while delivering relevant search results in real time.

Thanks to it's unique no index RAG technology, you can connect Qatalog to your workspace in days for just $15 per user a month.

Qatalog best features

• Cost-effective: Save money by avoiding expensive, complex solutions. Our tool gives you top-tier intranet search capabilities without breaking the bank

• Enhanced security: Keep your data safe with a secure search tool that ensures your company's sensitive information stays protected

• Quick time to value: Start using the tool immediately with minimal setup, getting results right away and improving team productivity fast

• No tech overhead: Enjoy seamless integration with zero technical hassle, meaning no extra resources needed from your IT team

• Scalable: As your company information grows, our tool easily handles increased demand delivering accurate, real-time results 

Qatalog limitations

• Qatalog's no index search engine provides accurate, real-time results, but it may be slower than indexed intranet search engines due to the need to pull data directly from live sources. Find out more about real-time RAG architecture.

Qatalog pricing

• Free trial

• Pro: $15/month per user

• Enterprise: Custom pricing

2. Glean

via Glean

Glean AI is a workplace intranet search platform that centralizes knowledge management. It indexes company data across different platforms to provide unified search capabilities and AI-driven recommendations. It works best with stable permissions structure and general research purposes.

Glean best features

• Search across indexed information

• AI-powered suggestions based on past searches and team activity

• Use role-based access controls to manage security and permissions

• Advanced ranking algorithms to improve search accuracy

Glean limitations

• Dependence on indexing: Glean requires indexing of data to provide search results, meaning it may take time to index and update new information, which could result in slightly delayed or outdated answers or potential issues with permission settings

• Complex setup: While Glean is powerful, setting it up and ensuring it functions smoothly across a large organizations may require significant IT involvement and employee training

Glean pricing

• Custom pricing

3. Microsoft SharePoint Search

via Microsoft Learn

Microsoft SharePoint Search is built into Microsoft 365, offering a robust search experience across SharePoint sites, OneDrive, Teams, and other Microsoft applications. It uses AI-powered insights to deliver relevant results based on user activity and permissions.

Microsoft SharePoint Search best features

• Customize search layouts, apply metadata filtering, and tailor results for preferences

• Secure data with Microsoft’s built-in permissions based on roles and access levels

• Get real-time content indexing within the Microsoft ecosystem

• Refine results with multi-language support and AI-driven recommendations

Microsoft SharePoint Search limitations

• Integrating and searching data from external or non-Microsoft sources can be challenging, limiting its effectiveness in diverse IT environments

• Predefined limits to the number of entries in custom search dictionaries and the number of rows returned in search results can restrict extensive search operations

Microsoft SharePoint Search pricing

• Free trial

• Microsoft 365 Business Basic: $7.20/month per user

• Microsoft 365 Business Standard: $15/month per user

• Microsoft 365 Business Premium: $26.40/month per user

• Microsoft 365 Apps for Business: $9.90/month per user

Related: SharePoint search not working? Find out why.

4. Google Cloud Search

via Google Workspace

Google Cloud Search brings Google’s search expertise to enterprise environments, offering intelligent search within Google Workspace. It provides personalized results based on user activity and organizational data permissions.

Google Cloud Search best features

• Search instantly across all Google Workspace apps, including Gmail and Drive

• Get AI-powered suggestions and contextual search to find relevant information quickly

• Use natural language processing for smarter queries and intent-based results

• Connect with third-party enterprise systems using pre-built integrations

• Access cloud-based indexing for real-time updates, ensuring the latest content is always searchable

Google Cloud Search limitations

• Limited customizability compared to dedicated AI knowledge management tools

• Integrations are limited to the Google ecosystem, hindering its effectiveness

Google Cloud Search pricing

• Free ($300 credits)

• Custom pricing based on enterprise needs

5. Sinequa

via Microsoft

Sinequa is a cognitive search platform designed for large enterprises in regulated industries like finance and healthcare. It uses AI and natural language processing to deliver deep search insights.

Sinequa best features

• Analyze structured and unstructured data with AI-powered search

• Extract key information automatically using entity recognition

• Secure sensitive data with advanced access controls and compliance support

• Integrate with 200+ enterprise systems for an improved search experience

• Customize industry-specific taxonomies and ontologies for better search accuracy

Sinequa limitations

• Deploying Sinequa can be complex and may require substantial time and resources to integrate with existing systems

• Organizations might need specialized expertise to manage and maintain the platform

• Accessing Sinequa’s advanced features requires a bigger budget, which becomes a hassle for smaller organizations

Sinequa pricing

• Volume-based, custom pricing

6. Algolia

via Algolia

Algolia is a developer-friendly search platform known for its speed and customization. While primarily built for e-commerce, it’s increasingly used for enterprise intranet search due to its robust API-first approach.

Algolia best features

• Implement ultra-fast search with sub-millisecond response times

• Customize search ranking algorithms to tailor results based on relevance, user behavior, and business priorities

• Track user interactions with built-in analytics and run A/B tests to refine search performance

• Ensure accurate results with typo tolerance and real-time indexing, even as new content is added

• Integrate search into any application using flexible APIs and SDKs

Algolia limitations

• Upper service limits affect the scalability of search operations for organizations with extensive data or high query volumes

• May struggle with complex queries or transactions compared to some other search solutions

Algolia pricing

• Free

• Grow: Free/pay-as-you-go

• Premium: Custom pricing (billed annually)

• Elevate: Custom pricing (billed annually)

Intranet search tools: comparison table

Choosing the best intranet software can be tricky. Here’s a quick comparison to help you figure out which one fits your needs best. 🧐

What is intranet search?

Intranet search is a tool designed to help users find information within a company’s internal network. It allows employees to quickly search through documents, emails, messages, and other resources stored within the organization.

Most traditional solutions rely on indexing—copying and storing company data to make it searchable. Qatalog disrupts this model by retrieving live data directly from sources, ensuring up-to-date and secure results without the need for indexing.

Learn more about best intranet software.

How to improve internal company search?

To improve internal company search, invest in AI-driven search tools, like Qatalog. Unlike indexed solutions that require ongoing maintenance, Qatalog eliminates the need for indexing, reducing setup time and ensuring real-time results. Key strategies include:

• Using AI-driven search tools like Qatalog for instant, context-aware answers.
• Ensuring permissions remain intact by pulling live data rather than storing copies.
• Avoiding manual updates—Qatalog retrieves the latest information dynamically.

How long does it take to set up an intranet search tool?

Setting up an intranet search tool depends on the technology behind it. Traditional internal knowledge search tools require weeks or months to index data and configure settings. With Qatalog, setup is faster because there’s no need to migrate or duplicate data. Most organizations can integrate Qatalog within days, instantly accessing live company knowledge.

How to integrate an intranet search engine?

Integration involves linking the search engine to your existing systems. Steps for implementing traditional search tools that rely on indexing typically involve:

• Identifying what content needs to be indexed—manually selecting and categorizing data sources.
• Connecting the search tool to various platforms—intranets, cloud storage, emails, and collaboration tools.
• Configuring settings for permissions and security—ensuring sensitive data isn’t exposed during indexing.
• Testing and refining the integration—resolving indexing errors, broken links, and outdated search results.

Qatalog eliminates these pain points making integration faster, safer, and easier. Instead of copying and storing company data, it retrieves live information in real time. This means:

• Faster setup – Most organizations integrate Qatalog in days, not weeks.
• No data duplication – Sensitive information stays within its original systems, reducing security vulnerabilities.
• Automatic access controls – Permissions are always respected because Qatalog retrieves live data, ensuring only authorized users see what they’re allowed to.
• Zero maintenance – No need to rebuild indexes or troubleshoot outdated results—Qatalog always delivers the most current information.

Will I need to migrate or restructure our existing data?

Migration or restructuring depends on the tool you choose and the state of your current data. In some cases, you may need to reorganize data for better indexing. However, Qatalog adapts to your existing file structure with minimal changes.

What makes AI-powered search better than traditional search?

AI-powered search takes it a step further by understanding context from integrating multiple data sources and delivering more relevant results. Unlike static keyword-based search, AI search considers the relationship between people, projects, and documents, offering smarter and faster results.

What to look for in AI intranet search tools?

The right AI intranet search tools make it easier to find company knowledge without frustration. A cluttered company intranet search slows teams down, so choosing a tool that simplifies search is essential.

Here’s what to look for. 👇

• Easy-to-use interface: A good intranet search engine should feel intuitive, making it simple for employees to find what they need

• Seamless integration: The tool must work with your existing tech stack, following intranet search best practices to reduce time spent switching between platforms

• Security and access control: A reliable intranet search software should protect sensitive data while ensuring employees can retrieve relevant information easily

• Simple setup and maintenance: Complicated deployments slow adoption. The best AI intranet search SaaS solutions offer quick setup and minimal upkeep

• Smart retrieval and ranking: An advanced intranet search engine should understand natural language, surface accurate results instantly, and prioritize the most relevant information