Free template · Documents · Internal Ops

Stop fighting over which doc is the latest.

Watches docs across Drive, Dropbox, Notion. Detects when something's been edited in two places. Reconciles to the latest version, flags real conflicts. Nobody wastes 45 minutes figuring out which file is current.

Setup time ~25 minutes
Run cost ~$0.50/mo
Validation Tested + ready to run
License Free, yours forever

What it does

One source of truth.

  1. 1
    Schedule Trigger — every 30 minutes
    Polls all three sources at the same cadence. Drop the interval to 5 or 15 minutes if your team edits constantly.
  2. 2
    Fetch Drive Changes
    Lists Google Drive files modified since the last poll. Replace with a service account token or OAuth2.
  3. 3
    Fetch Dropbox Changes
    Uses Dropbox's list_folder/continue with a stored cursor so each poll only returns what changed.
  4. 4
    Fetch Notion Changes
    Searches Notion sorted by last_edited_time. The Code node filters by timestamp.
  5. 5
    Merge Sources + Detect Conflicts
    Combines all three feeds, groups files by lowercase name, and flags any name that shows up in two or more sources within the polling window.
  6. 6
    Recommend Action — OpenAI
    Given the conflict and source list, gpt-4o-mini writes a 2-3 sentence summary: which version is likely canonical and what to do (consolidate, archive duplicates).

Use it in your business

Vertical-specific framing

Law firm
Catches when an associate edits a contract draft on Drive while the partner is redlining the same file in Dropbox. Saves the 'wait, which version is the latest?' phone call before a client meeting.
Accounting firm
Catches dual edits on financials, audit workpapers, or tax returns across Drive, Dropbox, and Notion. Critical during close week and tax season.
Marketing or design agency
Surfaces when copy decks, brand guidelines, or proposal templates get duplicated across client folders. Saves the 'we sent the wrong version' email.
Operations or compliance team
Builds an audit trail of who edited what, where, and when. Plug the Code node output into a Postgres or Airtable log for monthly compliance review.
Get the template
Three quick questions, then we send the JSON. We use the answers to recommend templates that fit your business.

No spam. Unsubscribe anytime. The JSON link arrives instantly after submit.

What you'll need

Three or four accounts depending on your stack.

n8n Free self-hosted, or n8n Cloud starting $20/mo
OpenAI API key Pay-as-you-go, ~$0.0005 per conflict analyzed
Google Drive + Dropbox + Notion API access on each source you want polled
Slack workspace For the alerts (or swap for email)

The math

What this is worth, conservatively

Average time to find the canonical version of a contested doc 15-45 minutes
Conflicts per week (10-person professional services team) 3-6
Annualized time recovered ~50-150 hours
Plus: avoided 'sent the wrong version to the client' incidents 1-3 per year, each $500-5,000 in trust damage
Cost to run this template forever ~$6/year

Estimates based on McKinsey knowledge worker time-loss research and informal professional-services benchmarks. Trust-damage estimates are illustrative only.

Other templates you might want

Related

Documents · Sales Ops
SOW / Quote Generator
Eliminate ad-hoc proposal docs entirely by generating a single source of truth from intake.
Internal Ops · Documents
SOP Generator from Recording
Turn a Loom into a Google Doc SOP automatically. Bonus: no more 'where's the doc for that?'
Internal Ops
Inbox Triage Agent
Classify inbound email and route to the right channel before it gets lost in the same chaos.

Want this wired across your stack?

If you'd rather have us connect to your real Drive folders, your Dropbox shared spaces, your Notion workspaces, and add a fourth source like Box or SharePoint. that's our $5,500-9,500 docs ops build. 2 to 3 weeks.

Book a 15-min walkthrough