✨ 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:

  1. It extracts the text

  2. Appends it to a central knowledge.txt file

  3. We upload that .txt to a Custom GPT agent every Friday

  4. The 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.