System Overview
Architecture, data flow, and demo vs. production boundaries.
Demo vs. Production - What's Simulated
?
Data Flow Architecture
Sources → Backend → AI Agent → Outputs
Data Sources
Google Drive
Demo PDFs
Egnyte DMS
Production
Vendor Spreadsheet
Demo vendor master
eTMF / ERP
Production
Workflow 1 — Vendor Document Analysis
Trigger
Manual or Cron
Load Vendors
Filter active
Fetch & Classify
QUAL, PERF, AUDIT…
AI Agent
Summarize
Send Email
QA lead report
Workflow 2 — Search & Q&A
Webhook
POST /vendor-qa
Filter Docs
Vendor, type, date
Extract Text
PDF parsing
AI Agent
Answer + Cite
JSON Response
To browser
User-Facing Outputs
Q&A Interface
Browser HTML
Email Report
QA lead inbox
Audit Log
Full traceability
1
Vendor Document Analysis
Batch job — manual trigger or scheduled
1
Load all vendors from spreadsheet, skip "Not Qualified" records
2
For each vendor, fetch linked documents from Document Index
3
Classify docs by type: QUAL, PERF, AUDIT, CAPA, QA, OTHER
4
Download each PDF, extract full text content
5
Send to AI Agent for summarization per doc type
6
Format into email report, send to qa.lead@demo.com
7
Append run details to Audit Log
2
Search & Q&A
Live webhook — triggered by the Q&A interface
1
Receive POST: { query, vendor_id?, doc_types?, date_range? }
2
Filter Document Index by vendor and optional type / date filters
3
Download matched PDFs, extract full text
4
Build context string (up to 150K chars across all docs)
5
Call AI Agent with context + query, request citations
6
Return structured JSON: answer, supporting evidence, citations, doc count
7
Log query and result to Audit Log
Vendor Dashboard
5 demo vendors sourced from Vendor_Master.csv and Document_Index.csv.
3
Approved Vendors
1
Under Review
13
Documents Indexed
2
Open CAPAs
No vendors match the current filters.
VENDOR-001
Acme Laboratory Services
ApprovedMedium Risk
QUALPERF ×2AUDITCAPA
Next Requalification: 2027-07-15
VENDOR-002
BioTest Analytics
ApprovedHigh Risk
QUALPERFAUDIT
Next Requalification: 2026-12-01
VENDOR-003
ChemSupply Inc
ApprovedLow Risk
QUALPERF
Next Requalification: 2027-03-15
VENDOR-004
DataMetrics Corp
Under ReviewCritical Risk
QUAL draft
Next Requalification: 2026-06-30 — Coming Soon
VENDOR-005
EuroLab GmbH
ConditionalMedium Risk
QUALCAPA
Next Requalification: 2026-09-01
Audit Log
Every workflow execution and Q&A query is appended here. Full traceability for all AI Agent outputs.
| Timestamp | Workflow | Vendor | Action | Docs | Query / Recipient | Status |
|---|---|---|---|---|---|---|
| 2026-04-15 10:32 | Workflow 2 — Q&A | VENDOR-002 — BioTest Analytics | query_executed | 3 | "What were the key findings from BioTest Analytics' most recent audit…" | Success |
| 2026-04-15 10:18 | Workflow 2 — Q&A | All Vendors | query_executed | 5 | "Which vendors are due for requalification in the next 6 months?" | Success |
| 2026-04-15 08:04 | Workflow 1 — Report | VENDOR-001 — Acme Laboratory Services | report_sent | 5 | qa.lead@demo.com | Success |
| 2026-04-15 08:02 | Workflow 1 — Report | VENDOR-002 — BioTest Analytics | report_sent | 3 | qa.lead@demo.com | Success |
| 2026-04-15 08:00 | Workflow 1 — Report | All Vendors | run_started | — | Manual trigger | Success |
| 2026-04-14 16:44 | Workflow 2 — Q&A | VENDOR-004 — DataMetrics Corp | query_executed | 1 | "Summarize DataMetrics Corp's qualification draft status" | No docs found |
| 2026-04-14 09:12 | Workflow 2 — Q&A | VENDOR-001 — Acme Laboratory Services | query_executed | 5 | "What is the current CAPA status for Acme Laboratory Services?" | Success |
Columns logged: timestamp · workflow · vendor_id · action · documents_processed · query · recipient · status · error_message · execution_id
Storage (demo): Spreadsheet · Production: Data warehouse or compliance system
Storage (demo): Spreadsheet · Production: Data warehouse or compliance system
Intelligence Q&A
Natural language queries against indexed vendor documentation.
Vendor Q&A
Ask questions about qualifications, audits, performance, and CAPAs
Mode
Live
Demo
QUAL
PERF
AUDIT
CAPA
QA
OTHER
Sample Questions
What CAPAs are currently open across all vendors?
Which vendors are due for requalification in the next 6 months?
What is Acme Laboratory's current qualification status?
Summarize DataMetrics Corp's qualification assessment.
Analyzing vendor documents…
Fetching PDFs, extracting text, querying AI Agent
Submit a question to see the AI Agent response with citations.
Request failed
Question
Answer
Document Upload
Upload a vendor PDF to the Document Index via Workflow 3 (vendor-ingest webhook).
Upload Document
Sends file to n8n → DocuPipe → Document_Index sheet
Click to browse or drag and drop
PDF files only
PDF files only
Uploading to DocuPipeSending document and updating Document Index…
✓ Document added successfully
Row appended to Document_Index sheet.
DocuPipe ID:
Document available for QA queries after DocuPipe processing completes (typically 1–2 min).
DocuPipe ID:
Document available for QA queries after DocuPipe processing completes (typically 1–2 min).
Upload failed
Recently Indexed
Documents currently in the Document Index
| Vendor | Type | Filename | Date Filed |
|---|---|---|---|
| VENDOR-001 | QUAL | VENDOR-001_Qualification_Assessment_2026.pdf | 2026-01-15 |
| VENDOR-001 | PERF | VENDOR-001_Q4_2025_Performance_Review.pdf | 2025-12-20 |
| VENDOR-001 | PERF | VENDOR-001_Q1_2026_Performance_Review.pdf | 2026-03-15 |
| VENDOR-001 | AUDIT | VENDOR-001_Audit_Report_Nov2025.pdf | 2025-11-15 |
| VENDOR-001 | CAPA | VENDOR-001_CAPA-2025-089_Documentation.pdf | 2025-12-01 |
| VENDOR-002 | QUAL | VENDOR-002_Qualification_Assessment_2025.pdf | 2025-06-10 |
| VENDOR-002 | PERF | VENDOR-002_Q4_2025_Performance_Review.pdf | 2025-12-18 |
| VENDOR-002 | AUDIT | VENDOR-002_Audit_Report_Sep2025.pdf | 2025-09-22 |
| VENDOR-003 | QUAL | VENDOR-003_Qualification_Assessment_2026.pdf | 2026-02-01 |
| VENDOR-003 | PERF | VENDOR-003_Q1_2026_Performance_Review.pdf | 2026-03-30 |
| VENDOR-004 | QUAL | VENDOR-004_Qualification_Assessment_2026_TEST.pdf | 2026-03-01 |
| VENDOR-005 | QUAL | VENDOR-005_Qualification_Assessment_2025.pdf | 2025-08-14 |
| VENDOR-005 | CAPA | VENDOR-005_CAPA_SupplyChain_2025.pdf | 2025-10-05 |
Run Vendor Report
Trigger Workflow 1 to analyze vendor documents, generate AI profiles, and send email reports.
Generate Vendor Report
Fetches all vendors, analyzes documents, sends email reports
Routes all reports to this address instead of individual vendor owners.
Workflow triggered
Processing vendors in background — this may take 1–3 minutes depending on document count. Reports will be sent via Gmail when complete.
✓ Workflow started successfully
Check Gmail for vendor overview reports.
Check the Audit Log for execution records.
Check the Audit Log for execution records.
Error triggering workflow
What This Triggers
Vendor Document Analysis & AI Summarization
Running the report will:
1
Load all vendors from Vendor_Master spreadsheet
2
Skip vendors with status "Not Qualified"
3
Fetch and classify documents from Document_Index
4
Download PDFs and extract full text
5
Send each document to AI Agent for summarization
6
Generate consolidated vendor profiles
7
Email reports to QA lead (or override address)
8
Log execution to Audit_Log sheet
Note: Workflow runs asynchronously. The button confirms the trigger was received — reports arrive by email 1–3 minutes later depending on vendor document count.
Requalification Countdown
Vendors sorted by urgency. Red = <90 days, Amber = <180 days, Green = >180 days.
Today's Date (Demo)
April 19, 2026 — countdown calculated from this date. Vendors are ranked by days remaining to requalification deadline.
KPI Trends
On-time delivery and out-of-specification rate over the last 5 reporting periods per vendor.