Turn a Google Drive folder into a live HR knowledge base. Staff can ask questions in chat and get answers based on your latest policy files. Great for HR teams that want fast, consistent answers without repeating the same replies.

When a file is added or updated in the chosen Google Drive folder, the workflow downloads it, splits the text into chunks, creates embeddings with Google Gemini, and loads them into a Pinecone index. A chat trigger starts an AI Agent that uses the Gemini chat model, memory for context, and a Vector Store Tool connected to Pinecone to search your documents and answer questions. Updates are picked up within about a minute, so answers stay fresh.

To set it up, you will need Google Drive access, a Google AI API key, and a Pinecone index named company files. Point both Google Drive triggers to your folder and set the Pinecone nodes to the right index. Share the chat link with employees to start. Expect faster response times, fewer repeat tickets, and quick lookups for benefits, leave, and onboarding policies.

• Watches a specific Google Drive folder for new and updated files every minute
• Downloads each file from Google Drive and prepares it for processing
• Splits text into chunks with overlap to keep context across sections
• Creates embeddings using Google Gemini models text-embedding-004
• Stores vectors in a Pinecone index named company files for fast search
• Starts a chat session on incoming messages and routes them to an AI Agent
• Uses a Gemini chat model with window memory to hold conversation context
• Retrieves the most relevant passages from Pinecone during each question

• Reduce manual policy search from 30 minutes to 1 minute per question
• Automate up to 80 percent of repeat HR questions
• Keep answers current within 1 minute after a file change
• Support 100 concurrent chat users without extra admin work
• Connect Google Drive, Google AI Gemini, and Pinecone in one flow
• Improve answer accuracy by using the latest file content

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Google Drive, Pinecone and Google AI Gemini. See the Tools Required section above for links to create accounts with these services.
3. Create a Google AI API key in Google AI Studio. In n8n, open the Credentials manager, create a new credential for Google AI Gemini, and paste the API key. Give the credential a clear name like Gemini HR Chat.
4. Sign up for Pinecone and create an index named company-files. In n8n, create a Pinecone API credential using your Pinecone API key. Name it Pinecone Company Files.
5. In n8n, double click any Google Drive node and in the Credential to connect with dropdown click Create new credential. Sign in with your Google account and allow Drive access.
6. In Google Drive, create a folder for your company policies. Copy the folder ID from the URL. Open both Google Drive Trigger nodes and set Trigger on to specific folder and paste the folder ID. Leave polling at every minute.
7. Open both Pinecone Vector Store nodes and select the company-files index. Keep mode set to insert for the indexing node.
8. Check the Embeddings nodes and confirm model text-embedding-004 is selected. Leave default settings unless you have a custom embedding plan.
9. Upload a sample policy file to the Drive folder and wait one minute. In Pinecone, verify that vector counts increase for the company-files index.
10. Open the When chat message received node and copy the public chat URL shown in the node. Visit the link and ask a policy question to verify you get an answer based on your document.
11. If no results appear, confirm the Drive triggers point to the right folder, the files are not empty, and your Pinecone index name matches in all nodes. Also check that all credentials test successfully in n8n.
12. Share the chat URL with employees and limit access to the Drive folder to control who can influence the knowledge base.