# Sync Notion knowledge base with Vapi and Pinecone: n8n workflow

> 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...

Source: https://millionrounds.com/workflow/sync-notion-knowledge-base-with-vapi-and-pinecone (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)

# 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.

Large Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fsync-notion-knowledge-base-with-vapi-and-pinecone)

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

**0** Branches: places the flow splits

**1** Loop or waits

**2** Services it connects to

## The flow

Starts it 1 Model 4 Logic 8 Service 12

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

- 1 **Trigger at 2 AM Daily** Schedule trigger *Starts it*
- 2 **Generate OpenAI Embeddings** Embeddings Open Ai *Model*
- 3 **Chunk Text for Processing** Text Splitter Recursive Character Text Splitter *Model*
- 4 **Remove Old Vectors from Pinecone** Http Request *Service*
- 5 **Upsert Documents to Pinecone** Vector Store Pinecone *Model*
- 6 **Load Documents for Upsert** Document Default Data Loader *Model*
- 7 **Wait 15 Seconds** Wait *Logic*
- 8 **Log Sync Completion** Code *Logic*
- 9 **Load Notion Services Data** Notion *Service*
- 10 **Load Notion FAQ Data** Notion *Service*
- 11 **Load Notion Qualification Script** Notion *Service*
- 12 **Load Notion Dialogue Tree** Notion *Service*
- 13 **Load Notion Objection Handling** Notion *Service*
- 14 **Load Notion Disclaimers** Notion *Service*
- 15 **Merge Notion Content** Code *Logic*
- 16 **Generate KB Files** Code *Logic*
- 17 **Delete Old KB in Vapi** Http Request *Service*
- 18 **Prepare KB File for Upload** Code *Logic*
- 19 **Upload New KB to Vapi** Http Request *Service*
- 20 **Extract KB File ID** Code *Logic*
- 21 **Create Query Tool in Vapi** Http Request *Service*
- 22 **Fetch Vapi Assistant Details** Http Request *Service*
- 23 **Prepare Assistant Update Payload** Code *Logic*
- 24 **Update Vapi Assistant** Http Request *Service*
- 25 **Log Vapi Sync Completion** Code *Logic*

## 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.

## 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%2Fsync-notion-knowledge-base-with-vapi-and-pinecone)
- **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)[Pinecone](https://millionrounds.com/workflows?service=Pinecone#library)

## Workflows like it

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

- [**Build AI-ready knowledge base from Outlook & Notion** 25 steps · calls a model · Notion, Outlook](https://millionrounds.com/workflow/build-ai-ready-knowledge-base-from-outlook-and-notion)
- [**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)
- [**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)
- [**Gemini-powered Facebook comment & DM assistant with Notion** 23 steps · calls a model · Notion](https://millionrounds.com/workflow/gemini-powered-facebook-comment-and-dm-assistant-with-notion)
- [**Score job applications and write AI feedback with OpenAI** 23 steps · calls a model · Notion](https://millionrounds.com/workflow/score-job-applications-and-write-ai-feedback-with-openai)