Click "Try this template".

Click "OK" and assign a name to the Flowbot for recognition.

The template will be copied to your "My Project".

Step 3: Set Up Email Trigger Action

Click on the email trigger action.

Start by setting up a dedicated email address for Yoom to receive triggered emails. Choose an email address that is easy to remember and clearly indicates its purpose.

Once the email address is created, configure the necessary trigger conditions. For this example, in this case, we set up the condition that if the subject contains the word “photograph.”

Once this is set, move on to the next step to continue setting up the flow.

Send an email to the Yoom address you just configured. Make sure to attach the invoice and include the word "photograph" in the subject.

After sending the email, click the "Test" button. If you see "Test Successful", you're all set! Don't forget to click "Save" to complete the setup.

Step 4: Set Up OCR Action

Next, we will set up to extract texts from images/PDFs. Click on the OCR action item. 

Select the action based on the file type relevant to your need.

Select the file type for testing.
Choose between "Use Retrieved Values" or "Upload File."
Since we want to use the file retrieved from the email," we will choose the "Use Retrieved Values" option.

📚 Reference: For more details on retrieved values and how to set them up, see the guide here.

Next, specify which data you want to extract from the receipt file. You can add or remove items as needed.

‍

Just like before, click the "Test" button, and if you see "Test Successful", everything is set up correctly! 

Be sure to click "Save" to finalize the process.

Step 5: Send Gmail

Click on the Gmail action item.

On the next screen, give an action a title (optional). Confirm the settings, and click “Next”.

Let’s set up the email content. 

In the "To" field, enter the recipient's email address. You can also configure Cc and Bcc as needed. 

Enter the subject of the email and set the body by using the retrieved value in step 4. 

Once everything is filled in, click Next to proceed.

‍

Click Test to check if the email is sent successfully. If the test is successful, click Save to finalize the settings.

Step 6: Activate the Flowbot

Toggle the "Trigger On" button to activate your flow!

That’s it! 🎉 The Flowbot is now complete!

💡 Other Automation Examples with AI-OCR and Gmail

By using Gmail and AI-OCR, you can unlock a wide range of automation possibilities that simplify your workflows. <span class="mark-yellow">Here are some examples you can explore for your next automation</span>!

Automate Document Management with OCR and Gmail

This Flowbot reads document data received via Gmail, updates the file name, and stores it in a cloud storage service. It reduces the time spent manually reviewing and organizing files.

Business Card Data Entry Automation

This Flowbot reads business card images received in Gmail using OCR, extracts the contact information, and adds it to your information management tool. It then sends a thank-you email, speeding up your follow-up process.

Contract Processing with Gmail and OCR

Automatically read contracts received in Gmail using OCR, add the data to Kintone, and receive notifications via a chat tool. This ensures the receipt and registration of contracts are tracked efficiently.

Other automation examples using Gmail

Schedule-based Email Automation

Using Yoom’s schedule trigger, emails can be automatically sent at a set date and time, informing your team of goals and providing reminders without manual effort.

Send Customer Information via Gmail on a Set Schedule

Automate the sending of standard messages via Gmail at specified times. This eliminates manual tasks, reducing the chance of emails being sent to the wrong address or missed altogether.

Automatic Upload of Gmail Attachments

Automatically upload email attachments received in Gmail to a designated folder. This feature is especially useful for sharing files quickly with your team.

👏 ‍Benefits and Examples of Integrating AI OCR with Gmail

Benefit 1. Digitization of Documents

By converting documents saved as images or PDFs into text using AI-OCR, you can easily digitize document data. This makes <span class="mark-yellow">document management more efficient by getting rid of the need for manual data entry and reducing errors</span>.

Benefit 2. Easy Information Retrieval

Once converted into text, the data is fully searchable. Using OCR technology <span class="mark-yellow">enables fast and efficient keyword searches, allowing you to quickly locate the information you need without having to look through physical or image-based documents</span>.

Benefit 3. Streamlining Data Entry

OCR eliminates the need for manual entry by automatically converting paper-based documents into digital data. This reduces the time and effort required for data input, freeing up resources for other tasks. <span class="mark-yellow">OCR can handle large volumes of documents in no time, making data entry much faster and more efficient</span>.

Benefit 4. Integration with Other Systems

By digitizing documents, you open the possibilities to workflow automation and system integration. <span class="mark-yellow">Once documents are converted into a usable digital format, they can be seamlessly integrated with other systems</span>, improving overall operational efficiency.

📖 Summary

Being able to digitize documents has become increasingly important in today’s business environment. Automating image data and PDF extraction with AI-OCR can greatly streamline your workflow, improve accuracy, and save valuable time.

Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!

👉 Create your free Yoom account now