Build a searchable knowledge base from your emails and Notion pages

The system stores your Outlook emails and Notion pages so an AI assistant can answer questions from them.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"email moved or notion page added"]:::trig s0["identify content source"]:::task s1["answer team question"]:::svc trig --> s0 gx{"× which source received content"}:::gate s0 --> gx p00["store email thread"]:::task gx -->|"email path"| p00 p10["store notion page"]:::task gx -->|"notion path"| p10 jn{"○ content stored"}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"ai answers from real records"/]:::out pay{{"faster access to team knowledge"}}:::pay s1 --> 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 serviceOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsAI Chatbots & AssistantsKnowledge Base & RAG
Connects
OutlookNotionPineconeCohereOpenAI

The problem it solves

Your team's knowledge is scattered across email threads and Notion pages, and finding the right past answer means digging through both. New team members have no easy way to learn your tone, policies, or client history without asking someone directly.

Who it fits

A team that documents client conversations in Outlook and knowledge in Notion, and wants an AI assistant that knows both.

How it works

  1. Moving an email thread to a designated folder in Outlook adds it to the knowledge base
  2. Adding a page to a specific Notion database adds it as well
  3. Both sources are stored separately so tone and factual reference stay distinct
  4. When someone asks the AI assistant a question, it searches both sources for relevant context
  5. It replies with an answer informed by your real emails and documentation
What you get

Answers pulled from your own records instantly

Ask a question and get an answer drawn straight from your team's emails and Notion documentation.

What you get

An AI assistant that answers questions using your own email history and Notion documentation.

What you need

A Microsoft Outlook account, a Notion account, and API access to Pinecone, Cohere, and OpenAI.

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

Back to the AI Playbook