# Sync OpenAI vector stores from Google Sheets with Drive: n8n workflow

> Started by a clock, and works across Google Drive, Google Sheets and S3. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/sync-openai-vector-stores-from-google-sheets-with-drive (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 OpenAI vector stores from Google Sheets with Drive

Started by a clock, and works across Google Drive, Google Sheets and S3. It hands the judgement calls to OpenAI. 19 steps, 3 branches, 2 loops or waits: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fsync-openai-vector-stores-from-google-sheets-with-drive)

**19 steps** Medium: a working afternoon

**3** Branches: places the flow splits

**2** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Model 1 Logic 7 Service 10

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

- 1 **Every 2 Minutes** Schedule trigger *Starts it*
- 2 **Get Row(s) From Sheet** Google Sheets *Service*
- 3 **If Outdated** If *Logic*
- 4 **Delete File From Vector Store** Http Request *Service*
- 5 **Filter New Files** Filter *Logic*
- 6 **Mark Row as Deleted** Google Sheets *Service*
- 7 **Loop Over Items** Split In Batches *Logic*
- 8 **All Files Done** No Op *Logic*
- 9 **Route by File Source** Switch *Logic*
- 10 **Download from Google Drive** Google Drive *Service*
- 11 **Download from S3** Aws S3 *Service*
- 12 **Download via HTTP** Http Request *Service*
- 13 **Upload File to OpenAI** Open Ai *Model*
- 14 **Add File to Vector Store** Http Request *Service*
- 15 **Wait 30 Seconds** Wait *Logic*
- 16 **Poll Vector Store File Status** Http Request *Service*
- 17 **Route by Embedding Status** Switch *Logic*
- 18 **Mark Row as Active** Google Sheets *Service*
- 19 **Mark Row as Error** Google Sheets *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 19, with 3 branches, 2 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Google Drive, Google Sheets, S3
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Google Drive, Google Sheets and S3 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. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 19 steps is enough that you should read each one before running it.

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 19 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-openai-vector-stores-from-google-sheets-with-drive)
- **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.

[Google Drive](https://millionrounds.com/workflows?service=Google+Drive#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[S3](https://millionrounds.com/workflows?service=S3#library)

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

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