2026-02-13

# 2026-02-13 — Day 2: Data Extraction Complete + KB Foundation

## Accomplishments 🎉

### Data Extraction (Phase 1 Complete)

**Zoho CRM Cases** ✅
- 1,461 cases extracted
- Using Cases module as current support system (Desk migration later)

**Zoho WorkDrive** ✅
- 4,597 files extracted
- 584 folders
- Team: ROLLerUP (30,219 files reported, partial extraction)
- Correct endpoint: `workdrive.zoho.com` not `zohoapis.com`

**Zoho CRM Emails** ✅
- 42,227 emails extracted via CRM related records
- Pulled from Contacts, Leads, Deals associations
- Direct Mail API requires user-level access (can't read other mailboxes as admin)

**JustCall** ✅
- Calls, SMS, Contacts extracted
- Recording URLs captured (can transcribe later with Whisper)
- API: Basic Auth with API Key + Secret
- Max 50 items per page

### Knowledge Base Foundation

**KB Schema Created:**
- `kb.articles` - Final curated articles
- `kb.categories` - Hierarchical categories (Products, Procedures, Policies, Training, FAQs)
- `kb.document_chunks` - Extracted document text for search/synthesis

**Document Text Extraction** ✅
- 642 PDFs processed
- 2,219 chunks created
- 944,998 tokens of content
- Download endpoint: `https://workdrive.zoho.com/api/v1/download/{file_id}`

### APIs That Didn't Work
- **Zoho Connect** - API returns empty responses despite having ZohoPulse scopes
- **Zoho Learn** - Scopes work but endpoints return "URL_RULE_NOT_CONFIGURED"
- **Zoho Mail (org-wide)** - Super Admin can list accounts but can't read other mailboxes

## Technical Details

### New Credentials Added
```
JUSTCALL_API_KEY=73ba2c3d79db3e91488fdeb74ed37a88d8396e8d
JUSTCALL_API_SECRET=09942e6c68e708c1fd3c763d5192780986c5d866
ZOHO_LEARN_REFRESH_TOKEN=(saved for future use)
```

### Database Schemas
- `zoho.*` - Raw extracted data (22+ tables)
- `justcall.*` - JustCall data (calls, sms, contacts)
- `kb.*` - Knowledge base (articles, categories, document_chunks)

### Scripts Created
- `extract_crm_cases.py` - CRM Cases extraction
- `extract_workdrive.py` - WorkDrive files/folders
- `extract_crm_emails.py` - Emails from CRM relationships
- `extract_justcall.py` - JustCall calls, SMS, contacts
- `extract_documents.py` - PDF text extraction to KB chunks

## Total Data Extracted (Both Days)

| Source | Records |
|--------|---------|
| CRM Notes | 75,147 |
| CRM Activities | 48,072 |
| CRM Emails | 42,227 |
| Books Estimates | 14,297 |
| CRM Contacts | 11,007 |
| Books Contacts | 11,333 |
| CRM Deals | 9,594 |
| Books Payments | 5,306 |
| WorkDrive Files | 4,597 |
| CRM Leads | 2,904 |
| Books Invoices | 2,862 |
| SalesIQ Chats | 2,501 |
| KB Document Chunks | 2,219 |
| CRM Accounts | 1,975 |
| CRM Cases | 1,461 |
| JustCall | TBD |
| WorkDrive Folders | 584 |
| **TOTAL** | **~237,000+** |

Plus **945K tokens** of document content ready for synthesis.

## KB Architecture Decided

**Purpose:** Answer any question about ROLLerUP (products, procedures, SOPs)
- Employee-facing searchable documentation
- AI-queryable for agents
- Like Zoho Help docs structure

**Content Sources:**
- WorkDrive documents (manuals, specs, policies)
- NOT raw emails/calls (that's analytics, not KB)

**Pipeline:**
1. Extract text from documents ✅
2. Cluster by topic
3. AI synthesizes articles
4. Human review
5. Publish to Zoho Learn (or custom UI)

## Next Session TODO

- [ ] Generate embeddings for document chunks (pgvector)
- [ ] Run topic clustering on chunks
- [ ] AI synthesis: Create first batch of articles
- [ ] Build simple search UI or Zoho Learn integration
- [ ] Verify JustCall extraction totals
- [ ] Analyze winning patterns for Zoho Analytics dashboard

## Notes

- Eugene prefers full script rewrites over patches
- Use `nano -l` for line numbers on Mac
- JustCall returns max 50 per page (not 100)
- WorkDrive download: `workdrive.zoho.com` domain works, `zohoapis.com` doesn't
- Mail org API: Can list accounts but each mailbox needs owner's token