# Build AI-ready knowledge base from Outlook & Notion: n8n workflow

> Started by someone opening a chat with it, and works across Notion, Outlook and Pinecone. It puts OpenAI behind a retrieval step, so answers are drawn from...

Source: https://millionrounds.com/workflow/build-ai-ready-knowledge-base-from-outlook-and-notion (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Data collection](https://millionrounds.com/workflows?category=Data+collection#library)

# Build AI-ready knowledge base from Outlook & Notion

Started by someone opening a chat with it, and works across Notion, Outlook and Pinecone. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 25 steps, 1 branch: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fbuild-ai-ready-knowledge-base-from-outlook-and-notion)

**25 steps** Large: read it before trusting it with anything live

**1** Branch: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 3 Model 14 Logic 5 Service 3

The steps in the order they run, from what starts it.

- 1 **Microsoft Outlook Trigger** Microsoft Outlook trigger *Starts it*
- 2 **Embeddings Cohere** Embeddings Cohere *Model*
- 3 **Recursive Character Text Splitter** Text Splitter Recursive Character Text Splitter *Model*
- 4 **Notion Trigger** Notion trigger *Starts it*
- 5 **Embeddings Cohere1** Embeddings Cohere *Model*
- 6 **Recursive Character Text Splitter1** Text Splitter Recursive Character Text Splitter *Model*
- 7 **When chat message received** Chat trigger *Starts it*
- 8 **Embeddings Cohere2** Embeddings Cohere *Model*
- 9 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 10 **Simple Memory** Memory Buffer Window *Model*
- 11 **Get many messages** Microsoft Outlook *Service*
- 12 **Pinecone Vector Store** Vector Store Pinecone *Model*
- 13 **Default Data Loader** Document Default Data Loader *Model*
- 14 **Get many child blocks** Notion *Service*
- 15 **Pinecone Vector Store1** Vector Store Pinecone *Model*
- 16 **Default Data Loader1** Document Default Data Loader *Model*
- 17 **AI Agent** Agent *Model*
- 18 **Pinecone Vector Store2** Vector Store Pinecone *Model*
- 19 **Pinecone Vector Store3** Vector Store Pinecone *Model*
- 20 **Remove Duplicates** Remove Duplicates *Logic*
- 21 **If** If *Logic*
- 22 **Get many child blocks1** Notion *Service*
- 23 **Merge** Merge *Logic*
- 24 **Split Out** Split Out *Logic*
- 25 **Remove Duplicates1** Remove Duplicates *Logic*

## How it's built

- **Starts on:** Someone opening a chat with it
- **Steps:** 25, with 1 branch
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Notion, Outlook, Pinecone
- **Model:** OpenAI
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Notion, Outlook and Pinecone accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone opening a chat with it.

Does it use AI?

Yes. It calls OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 25 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 25 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fbuild-ai-ready-knowledge-base-from-outlook-and-notion)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Notion](https://millionrounds.com/workflows?service=Notion#library)[Outlook](https://millionrounds.com/workflows?service=Outlook#library)[Pinecone](https://millionrounds.com/workflows?service=Pinecone#library)

## Workflows like it

Also data collection, with the same services where possible, closest in size first.

- [**Sync Notion knowledge base with Vapi and Pinecone** 25 steps · calls a model · Notion, Pinecone](https://millionrounds.com/workflow/sync-notion-knowledge-base-with-vapi-and-pinecone)
- [**Generate and deploy Notion chat assistants with OpenAI** 24 steps · calls a model · Notion](https://millionrounds.com/workflow/generate-and-deploy-notion-chat-assistants-with-openai)
- [**Send a weekly legal tech AI digest with OpenAI and Gemini** 24 steps · calls a model · Excel, Outlook](https://millionrounds.com/workflow/send-a-weekly-legal-tech-ai-digest-with-openai-and-gemini)
- [**Time tracking with Notion** 24 steps · Notion](https://millionrounds.com/workflow/time-tracking-with-notion)
- [**AI email auto-responder system- AI RAG agent for email inbox** 27 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/ai-email-auto-responder-system-ai-rag-agent-for-email-inbox)
- [**Automated email responses with OpenAI and Supabase** 27 steps · calls a model · Outlook, Postgres](https://millionrounds.com/workflow/automated-email-responses-with-openai-and-supabase)