Case Study: AI-Powered Knowledge Discovery Workflow
Discover how Digital Biz Tech created an AI-powered workflow that streamlined internal knowledge discovery and access for a fast-growing enterprise, transforming fragmented documentation into an intelligent, searchable knowledge base.
Challenge
Fragmented documentation across Drive and SharePoint.
Excessive time spent locating the right files.
Inefficient searches within lengthy documents.
Critical information scattered across various sources.
Delays in retrieving insights for support teams.
Solution
Automated document integration using n8n workflow.
AI-driven knowledge bot with natural language queries.
Real-time detection and updates of modified files.
Enhanced responses with supporting images and document URLs.
Centralized storage in Supabase database.
Results
80% reduction in time spent searching for information.
90% improvement in answer accuracy.
Always up-to-date knowledge base.
Higher productivity for knowledge workers.
Faster decision-making with instant access.
The Challenge: Fragmented Documentation and Inefficient Discovery
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
The 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: A Step-by-Step Automated Workflow
The solution is architected as a logical, automated sequence that integrates cutting-edge AI models with robust cloud infrastructure. The workflow proceeds as follows:
- Scheduler & Trigger: The workflow starts automatically using the n8n Schedule Trigger
- File Retrieval & Preprocessing: Connectors pull documents from Google Drive and Microsoft SharePoint
- Change Detection: Compare Datasets node identifies newly added or updated documents
- Transformation & Normalization: JavaScript function nodes parse and clean document contents
- Centralized Storage (Supabase): Documents and metadata stored in Supabase tables
- Monitoring & Control: Success and error events logged for transparency
- Integration for AI Agent: Updated Supabase database serves as the knowledge source for the AI chat assistant
Storage Architecture:
- Supabase DB is used to store all metadata, document relationships, and search indices
- Secure Cloud Storage with enterprise-grade encryption for all document assets
- Access Control with role-based permissions and single sign-on integration
- Compliance meets industry standards including GDPR and SOC 2
The 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