Keep your AI knowledge base in sync when documents change

Whenever a file changes in Google Drive, the system refreshes its AI-searchable copy automatically.

How the work actually flows

A straight line. Runs once per each text chunk.

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

flowchart TD trig>"file updated in drive"]:::trig s0[("remove outdated version")]:::store s1["extract and chunk text"]:::task s2[["embed and tag chunks"]]:::mi s3[("add refreshed content to database")]:::store trig --> s0 s0 --> s1 s1 -->|"one per each text chunk"| s2 s2 --> s3 out[/"updated searchable copy of document"/]:::out pay{{"keeps ai answers current with latest 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 stepRuns once per itemA record or sheetResultPayoff
Build size
Advanced

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

Business functions
Knowledge Base & RAGDocument Processing & OCRSpreadsheet & Database OpsFile & Cloud Storage
Connects
Google DriveOpenAISupabase

The problem it solves

You update a document, but the AI assistant that answers questions from your files keeps giving outdated answers. Manually re-uploading every changed file to keep things current isn't sustainable.

Who it fits

Teams running an AI assistant that answers questions from a shared library of company documents.

How it works

  1. A file update in your monitored Google Drive folder starts the process
  2. The system removes the outdated version from the searchable database
  3. It reprocesses the updated file, extracting and breaking the text into chunks
  4. The new chunks are embedded and tagged with an updated version number
  5. The refreshed content is added back to the searchable database
What you get

Documents that stay findable without manual reindexing

Your AI assistant always searches the latest version of every document your team relies on.

What you get

An up-to-date, searchable copy of your document in the vector database, so AI answers always reflect the latest version.

What you need

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

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

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