Sync Notion knowledge base with Vapi and Pinecone: n8n workflow

Sync Notion knowledge base with Vapi and Pinecone

Started by a clock, and works across Notion 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 loop or waits: large, and worth reading before you trust it with anything live.

LargeCalls a model: OpenAIRetrieval

The flow

Starts it 1Model 4Logic 8Service 12

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

1Trigger at 2 AM DailySchedule triggerStarts it
2Generate OpenAI EmbeddingsEmbeddings Open AiModel
3Chunk Text for ProcessingText Splitter Recursive Character Text SplitterModel
4Remove Old Vectors from PineconeHttp RequestService
5Upsert Documents to PineconeVector Store PineconeModel
6Load Documents for UpsertDocument Default Data LoaderModel
7Wait 15 SecondsWaitLogic
8Log Sync CompletionCodeLogic
9Load Notion Services DataNotionService
10Load Notion FAQ DataNotionService
11Load Notion Qualification ScriptNotionService
12Load Notion Dialogue TreeNotionService
13Load Notion Objection HandlingNotionService
14Load Notion DisclaimersNotionService
15Merge Notion ContentCodeLogic
16Generate KB FilesCodeLogic
17Delete Old KB in VapiHttp RequestService
18Prepare KB File for UploadCodeLogic
19Upload New KB to VapiHttp RequestService
20Extract KB File IDCodeLogic
21Create Query Tool in VapiHttp RequestService
22Fetch Vapi Assistant DetailsHttp RequestService
23Prepare Assistant Update PayloadCodeLogic
24Update Vapi AssistantHttp RequestService
25Log Vapi Sync CompletionCodeLogic

How it's built

Starts on: A clock
Steps: 25, 1 loop or waits
Size: Large: read it before trusting it with anything live
Connects to: Notion, 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 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 a clock.

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.