Turn scanned PDFs into a searchable, AI-ready knowledge base

Scans PDFs added to Google Drive, extracts the text, and lets you ask questions with answers traced to the source.

How the work actually flows

A straight line. Runs once per each scanned pdf.

Pattern: Sequence (1) ยท Multiple Instances without Synchronization (12)

flowchart TD trig>"new PDF added"]:::trig s0[["extract text via OCR"]]:::mi s1["chunk and embed content"]:::task s2[("store searchable index")]:::store s3["answer chat questions with citations"]:::svc trig --> s0 s0 --> s1 s1 --> s2 s2 --> s3 out[/"searchable knowledge base with citations"/]:::out pay{{"find answers without rereading documents"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceRuns once per itemA record or sheetResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsAI Chatbots & AssistantsKnowledge Base & RAGCRM & Sales PipelineDocument Processing & OCRFile & Cloud Storage
Connects
Google DriveMistral AIOpenAI

The problem it solves

Scanned contracts and reports sit in Google Drive as unsearchable images, so finding a specific clause or fact means opening file after file. Without a way to search inside the content, your team keeps re-reading documents they've already seen.

Who it fits

Legal, research, or operations teams managing scanned documents.

How it works

  1. A new or updated PDF appears in a monitored Google Drive folder
  2. The text is extracted from scans using AI OCR
  3. The content is split into chunks and turned into searchable embeddings
  4. You can then chat with the documents and get answers with the source cited
What you get

Answers you can trace back to the source page

You get a searchable library of your scanned documents, so you can ask questions and see exactly where each answer came from.

What you get

A searchable knowledge base of your PDFs, plus a chat interface that answers questions with source citations.

What you need

A Google Drive account, a Mistral AI API key, and an OpenAI API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Turn Google Drive files into a searchable AI chat assistant

The system reads everything in a Google Drive folder and lets your team ask it questions in plain English.

Advanced

Website chatbot that answers questions using your own documents

Answers visitor questions on your website using the content of your own documents stored in Google Drive.

Advanced

Manage your HighLevel CRM with an AI agent that knows your data

An AI assistant updates contacts, deals, and calendars in your CRM by pulling context from your documents first.

Advanced

Build a multi-topic AI chatbot that answers from your own documents

A team of AI agents answers customer questions in any language, pulling accurate answers from your own documents.

Advanced
Back to the AI Playbook