Outlook & Notion Knowledge Base Builder for AI Agents

This n8n template lets you automatically build and maintain an AI-ready knowledge base from Outlook emails and Notion pages.
It stores both sources in a Pinecone vector database so your AI agent can reference them when generating answers, extracting information, or drafting context-aware emails.

Who’s it for

• Teams using Outlook for client or customer communications.
• Businesses maintaining documentation or notes in Notion.
• Developers or AI builders who want to create custom knowledge bases for intelligent agents.

How it works / What it does

1. Outlook Integration:

   • When you move an email or thread to a specific folder (e.g., “knowledgebase”), the workflow triggers automatically.
   • It captures the entire conversation, removes duplicates, and stores it in Pinecone under a namespace called "emails".
   • The AI agent later uses these stored emails to learn tone, structure, and context for drafting responses.

2. Notion Integration:

   • When a page is added to a designated Notion database, the workflow triggers.
   • The page content is extracted and embedded into Pinecone under the "knowledgebase" namespace.
   • This allows your agent to use your Notion pages as factual reference material when answering questions.

3. AI Agent Setup:

   • Uses two Pinecone tools — one to reference Notion content (knowledge base) and another for emails (style & tone).
   • Equipped with Cohere embeddings for multilingual support and OpenAI for conversation or drafting tasks.
   • When queried, the agent retrieves relevant knowledge from both namespaces to produce accurate, context-rich replies.

How to set up

1. Import this template into your n8n account.
2. Connect your Outlook account and specify which folder to watch (e.g., “knowledgebase”).
3. Connect your Notion account and select your target database.
4. Connect your Pinecone, Cohere, and OpenAI credentials.
5. Activate the workflow — new Notion pages and Outlook threads will automatically update your knowledge base.

Requirements

• n8n account.
• Microsoft Outlook account.
• Notion account and database.
• Pinecone account for vector storage.
• Cohere API key for embeddings.
• OpenAI API key for AI model.

How to customize the workflow

• Namespaces: Rename or expand namespaces (e.g., “sales_emails”, “internal_docs”) to organize knowledge types.
• Embeddings Model: Replace Cohere with OpenAI embeddings if preferred.
• Agent Behavior: Adjust the agent’s system message to change its tone or purpose (e.g., “act as a sales assistant”).
• Extra Sources: Extend this workflow to include PDFs, websites, or Slack messages.
• Sync Schedule: Modify trigger intervals to control how frequently updates are captured.

This workflow automatically builds a living, AI-powered knowledge base from your Outlook and Notion data — perfect for intelligent support, research, or content generation.