See how Digital Biz Tech created an AI-powered workflow that streamlined internal knowledge discovery and access for a fast-growing enterprise.

Challenge

Fragmented documentation, time-consuming searches, and lack of contextual insights

The client's internal knowledge base spanned across multiple documents stored in Drive and SharePoint folders. Key challenges included:

• Excessive time spent by employees locating the right file

• Inefficient and frustrating searches within lengthy documents

• Critical information scattered across various sources

• Delays in retrieving insights for support teams and employees

• Negative impact on productivity and decision-making

Solution

Automated document integration and AI-powered knowledge assistant

Digital Biz Tech designed and implemented an n8n workflow that delivers:

• Automatic ingestion of documents from Drive and SharePoint folders into Supabase on a daily schedule

• Real-time detection and updates of modified files to ensure data freshness

• AI-driven knowledge bot capable of answering natural language queries from a chat interface

• Enhanced responses with supporting images and direct URLs to referenced documents, ensuring traceability and context

Technical Implementation

Scheduler & Trigger

• The workflow starts automatically using the n8n Schedule Trigger

• Runs daily to check and ingest new or updated documents

File Retrieval & Preprocessing

• Connectors pull documents from Google Drive and Microsoft SharePoint

• Metadata extraction (file name, type, modified date) for comparison

Change Detection

• Compare Datasets node identifies newly added or updated documents

• Updated files move forward for processing

• Unchanged files are skipped for efficiency

Transformation & Normalization

• JavaScript function nodes parse and clean document contents

• Data normalized for consistent structure before storage

Centralized Storage (Supabase)

• Documents and metadata stored in Supabase tables

• Incremental updates ensure data freshness without duplicates

Monitoring & Control

• Success and error events logged for transparency

• Optional Slack/email notifications for administrators

Integration for AI Agent

• Updated Supabase database serves as the knowledge source for the AI chat assistant

• AI responses enriched with document URLs and related images to maintain context and traceability

Results

A scalable, intelligent knowledge platform

The client immediately realized measurable improvements:

• Reduced search time – employees can now query documents in natural language instead of sifting manually through files

• Improved accuracy and trust – answers include references to the source document and related images

• Always up-to-date knowledge base – automated syncing ensures that the AI bot references the latest information

• Higher productivity – employees spend more time on decision-making rather than searching for information

Key Benefits Summary

✅ Automated document synchronization
✅ Natural language query capabilities
✅ Real-time data freshness
✅ Enhanced traceability with source references
✅ Scalable architecture for growing enterprises
✅ Significant time savings for knowledge workers

Ready to transform your knowledge management with AI automation? Contact Digital Biz Tech to learn how we can streamline your document workflows and boost productivity.