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- ✨ Meet HIRE – Your HR Agent That Learns from Every Upload
✨ Meet HIRE – Your HR Agent That Learns from Every Upload
— Issue #20 of The Artificial Newsletter
Managing HR documentation is always messy. Files everywhere. Different versions. And the never-ending Slack ping:
“Hey, what is our maternity leave policy?”
So we decided to solve it — without writing a single line of code. We built HIRE – a self-updating HR knowledge agent using nothing but Power Automate, Encodian, and OneDrive.
And yes, it auto-learns from every HR PDF we upload.
✅ What HIRE Does:
Every time a new PDF lands in our HR folder:
It extracts the text
Appends it to a central
knowledge.txt
fileWe upload that
.txt
to a Custom GPT agent every FridayThe team can then ask questions like:
"What’s our notice period?"
"Do we have a WFH policy?"
"What's the current probation duration?"
No hunting for files. Just answers.
💡 Why We Built This:
No one reads PDFs
Search is terrible in file drives
Our team works async, and GPT is easier than pinging HR
🛠 How We Built HIRE (Step-by-Step)
We did this completely no-code, using Power Automate and a free PDF-to-text connector.
📂 Step 1: Set Up the Folder
We created a folder in OneDrive:
/i8CLOUD External/KnowledgeBot/
And added a blank text file named:
knowledge.txt
🔄 Step 2: Build the Power Automate Flow
Here’s what our flow looks like:

▶️ Trigger: When a file is created
Connector: OneDrive for Business
Folder:
/KnowledgeBot/
📄 Get File Content
Input: PDF file that was just uploaded
🧠 Extract Text via Encodian
Action:
Extract Text from PDF
Return File:
No
Output:
TextLayer
📜 Read Existing knowledge.txt
Get file content from
/KnowledgeBot/knowledge.txt
✍️ Compose Updated Content:
concat( body('Get_file_content_using_path_1'), '\n\n===== New Document: ', triggerOutputs()?['headers']['x-ms-file-name'], ' =====\n\n', body('PDF_Extract_Text')?['TextLayer'] )
💾 Overwrite the .txt
File:
Action:
Create file
Path:
/KnowledgeBot/knowledge.txt
Overwrite: Yes
📬 Step 3: Upload to Custom GPT
Every Friday, we:
Download
knowledge.txt
Upload it as a knowledge file inside our Custom GPT
Share the GPT internally (we call it AskHIRE 😉)
🧠 What the Team Can Now Ask:
"Show me the latest onboarding steps"
"What font do we use in the brand deck?"
"What’s the leave encashment policy?"
And the best part? They don’t even know it’s being updated quietly in the background.
🪄 What’s Next:
We’re already working on:
🛰 Automating the weekly GPT upload
🏷 Tagging document sections ([Leave], [Compensation], etc.)
👩💼 Building versions for other teams (Projects, Finance, etc.)
✋ Want To Build It Yourself?
This setup takes under 30 minutes, costs nothing extra if you already use Microsoft 365, and creates real magic for your team.
Reply “clone” and I’ll send over a zip of the exact flow + GPT prompt we used.
Would you ask your HR team or AskHIRE instead?
✅ Published via The Artificial Newsletter
🧪 Low-code automation, real-world use cases, and GPTs that get things done.