This automation acts as a virtual company secretary, allowing employees to instantly ask questions about internal procedures or company policies directly through Slack or WhatsApp. Using a Retrieval-Augmented Generation (RAG) workflow, the system accesses and interprets company documents stored in Google Drive — enabling real-time answers like:

Whenever new documents are added to the company’s Drive folder, they are automatically processed, vectorized, and added to a Pinecone database for contextual search. From there, the chatbot can understand and respond based on the most relevant internal files, keeping company knowledge centralized and easily accessible for all employees.

n8n – Workflow automation and orchestration

Google Drive – Document storage and trigger for new uploads

OpenAI API – Embeddings + Chat Model for RAG and conversational logic

Pinecone – Vector database to store and retrieve document embeddings

Slack API – Employee communication interface

WhatsApp Business API – Alternate chat interface for employees

Webhook & HTTP modules – Custom data handling and routing logic

🔁 Auto-Sync Documents – New or updated company files in Google Drive are automatically processed and indexed for semantic search.

💬 Multi-Channel Interaction – Employees can ask questions either via Slack or WhatsApp; the assistant replies on the same platform.

🧩 RAG-Based Contextual Responses – Combines OpenAI’s language model with Pinecone vector search for accurate, context-aware answers.

🧠 Persistent Memory – Simple Memory node ensures the AI agent maintains context during the conversation.

⚙️ Dynamic Data Flow – The automation intelligently merges incoming data, adapts payloads, and routes responses depending on the trigger source.

🔒 Scalable & Private – Designed to operate entirely within the company’s private cloud structure, maintaining data privacy and security.

This automation transforms internal knowledge management into an always-on AI assistant, dramatically reducing the workload for HR and administrative teams.

Internal inquiries and emails are reduced by over 90%, limited to exceptional cases or procedures not present in company documents.

The result is significant time savings, greater operational efficiency, and truly accessible company knowledge, transforming internal policy documents into an intelligent, conversational knowledge base.