HR & IT Helpdesk Chatbot with Audio Transcription

This workflow provides an intelligent chatbot that integrates audio transcription and policy document analysis functions, aimed at helping corporate HR and IT departments improve service efficiency. It automatically downloads and analyzes internal policies, builds a knowledge base, and supports receiving text and voice messages via Telegram. Utilizing AI for intelligent Q&A, it also features contextual memory to ensure coherence in multi-turn conversations. This solution enhances the convenience for employees in accessing information and alleviates the pressure on human customer service representatives.

Workflow Diagram
HR & IT Helpdesk Chatbot with Audio Transcription Workflow diagram

Workflow Name

HR & IT Helpdesk Chatbot with Audio Transcription

Key Features and Highlights

This workflow develops an intelligent HR and IT helpdesk chatbot integrated with audio transcription capabilities. It can automatically download and parse internal company policy documents to build an efficient vector-based knowledge base. The chatbot supports receiving both text and voice messages via Telegram and leverages OpenAI’s powerful AI services for speech-to-text conversion and intelligent Q&A. Equipped with contextual memory, the chatbot ensures coherent multi-turn conversations and personalized responses.

Core Problems Addressed

  • Complex internal HR and IT policy information makes it difficult for employees to quickly obtain accurate answers
  • Traditional helpdesks have slow response times and lack voice communication support
  • Inability to track conversational context leads to poor dialogue experiences
  • Need for automated handling of multiple message types to enhance user interaction convenience

Application Scenarios

  • Providing employees with 24/7 automated policy consultation and technical support via HR and IT departments
  • Enabling efficient communication in remote work environments through instant messaging tools like Telegram
  • Converting voice messages to text to facilitate voice-based inquiries and improve interaction experience
  • Digitizing corporate knowledge bases and building intelligent Q&A systems

Main Workflow Steps

  1. Download and Extract Policy Documents
    Automatically download internal policy PDF files via HTTP request nodes and parse document content using extraction nodes to establish the knowledge foundation.

  2. Build Vector Knowledge Base
    Convert document content into vectors using text splitting and OpenAI embedding models, then store them in a PostgreSQL database with PGVector extension to support efficient semantic search.

  3. Message Reception and Type Identification
    Monitor Telegram messages, distinguish between text and voice messages; voice messages are automatically transcribed to text via OpenAI’s audio transcription API, while unsupported message types trigger user prompts.

  4. AI-Powered Q&A Agent
    Combine vector retrieval with chat memory to provide employees with accurate answers based on internal policies, supporting multi-turn conversational context retention.

  5. Message Reply
    Send generated answers back to users through the Telegram node, completing the Q&A interaction loop.

Involved Systems and Services

  • Telegram: Message triggering and response platform
  • OpenAI: Provides text embeddings, audio transcription, and chat model services
  • PostgreSQL (PGVector): Stores vector data and supports semantic search
  • n8n Built-in Nodes: HTTP requests, file extraction, text splitting, conditional branching, data setting, etc.

Target Users and Value

  • HR and IT departments in enterprises, enhancing employee self-service capabilities and reducing manual support workload
  • Organizations aiming to build intelligent knowledge base Q&A systems
  • Teams seeking to improve employee communication experience through multimodal input (text + voice)
  • IT operations and human resource managers needing quick access to policy and technical support information

By integrating multiple technologies and services, this workflow delivers an efficient, intelligent, and user-friendly internal helpdesk chatbot solution, enabling employees to obtain accurate HR and IT support anytime and anywhere via chat tools.