Project management workflow

This setup includes two internal AI agents that automate a company’s internal workflows. These are the same types of agents businesses ask us to build inside the agency: one helps employees navigate internal documentation, and the other helps managers get instant project updates by pulling data from their project management tools.

You’ll get both builds in this module, and you can adapt them to any company or client.

Agent 1 — Employee Assistant (RAG-Powered Internal Knowledge Bot)

This agent helps employees find information buried inside internal systems—HR policies, onboarding instructions, compliance rules, SOPs, etc.

It uses RAG (Retrieval-Augmented Generation) to fetch accurate answers from internal documentation stored in a vector database.

What it can do:

  • Answer HR questions (sick leave, holidays, policies)
  • Guide new hires through onboarding
  • Surface information that normally lives in Google Docs, Notion, Confluence, etc.
  • Reduce dependency on HR/support teams for repetitive questions

How it’s built:

  • Upload documents → automatically embedded & stored in Pinecone
  • Create an AI agent that uses the Pinecone tool
  • Connect it to a webhook → deploy as a standalone chat UI

What you need to customize:

  • Your own documents (PDFs, .md, links, etc.)
  • Your vector database keys (Pinecone or similar)
  • Your model provider (OpenAI, Claude, Groq, etc.)
  • Your deployment webhook

Agent 2 — Management Assistant (Project Status Automation)

This agent gives managers or executives instant summaries of team activity by pulling live data from their project management platform.

Instead of using an LLM-as-the-integrator (which is unreliable), this build uses a hybrid flow:

  • Use HTTP requests to fetch real project/task data
  • Use AI only for summarizing, formatting, and generating the natural language response

This gives you:

  • Full control
  • Transparent debugging
  • Reliable outputs
  • Compatibility with any PM tool

Works with:

  • Asana
  • ClickUp
  • Monday.com
  • Jira
  • Notion
  • …anything with an API

What you need to customize:

  • API keys + tokens for your PM tool
  • Project/task endpoints
  • Field names in your workspace
  • Optional: status update routes (if you want the bot to perform actions like commenting or changing task state)

What You Need to Customize (Both Agents)

Before running these templates, make sure you update:

  • API keys (OpenAI/Claude, Pinecone, your PM system, Replit/hosting if used)
  • Webhook URLs for your own n8n instance
  • File/document sources for your RAG agent
  • HTTP URLs and payloads for your project-management integration
  • Brand voice / system prompts so the agent answers in your preferred style
  • Deployment environment (Replit, Hostinger, or self-hosted)

📚Resources:

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