Click "Try this template".

Click "OK" and give the Flowbot a name to recognize.

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

Step 3: Google Drive Trigger

Click on the app trigger action with the Google Drive icon.

The next screen is pre-configured. You can change the title if you want. 

Set your trigger interval (how often you want Yoom to check Google Drive for new updates).
It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend setting the trigger to the shortest activation interval available for your plan. 

⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.

Then specify the Folder ID. This is where you specify which Folder you want Yoom to check.

Once set, click “Test”. 

If the test succeeds, the retrieved value will be updated. Check if it's correct, and click “Save”. 

Step 4: Download File

Click on the action item with the Google Drive icon.

The next screen is pre-configured. You can change the title if you want. 

Then specify the File ID.
Select “File ID” from the retrieved value of the previous action.
By setting it this way, you can automatically link to and reference images stored in Google Drive. 

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

Conduct a test, and if successful, click "Save".

Step 5: Set Up OCR Action

Click on the OCR action.

The title and action are pre-configured. You can change them if needed. For the action, select it based on the file type relevant to your need. 

Once selected, click “Next”.

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

Next, specify which data you want to extract from the Google Drive file. 

📚 References: For more details on how to set up the “Extract Text from Images/PDFs” action, you can refer to the full guide here.

Conduct a test, and if successful, click "Save".

Step 6: Add Record to Google Sheets

Click on the action with the Google Sheets icon. 

The next screen is pre-configured. You can change the title if you want. 

Select Spreadsheet ID:
Choose the Spreadsheet ID from the displayed options.‍

Select Tab Name:
Choose the Tab Name where the data will be stored.‍

Define Table Range (Optional):
You can optionally specify the Table Range where data will be saved.

📚 Reference: For more details on table range settings, check this guide. 

Map the Data:
Click on each item field and assign the corresponding data from the retrieved value to each field.

Test the Setup:
After setting the data, click Test to check if everything is configured correctly.

Once you confirm the test is successful, click "Save".

Step 7: Activate the Flowbot

Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.

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

💡 Other Automation Examples Using Google Drive and Google Sheets

By using Google Drive, Google Sheets, and the OCR feature, 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>!

Automation Examples Integrating Google Drive and Google Sheets

Automation Examples Using Google Drive

Notify via Chat Tools When Files or Folders Are Created in Google Drive

Automatically Upload Attachments Received by Email to Google Drive

Create a Folder in Google Drive When an Account is Registered in Another App

Automation Examples Using Google Sheets

Notify via Chat Tools When a Row is Added in Google Sheets

Add New Data Registered in Other Database to Google Sheets

Automatically Issue Documents Using Google Sheets Data

👏 Benefits of Automatically Extracting Text from Images

Benefit 1: Streamlined Document Management

By automatically converting handwritten notes and documents into digital text, you can significantly simplify your document management processes. For example, <span class="mark-yellow">you can take a photo of the paper survey responses with your smartphone, upload the image to Google Drive, and automatically extract the text into Google Sheets</span>. You no longer need to manually enter the data into Google Sheets, saving you time and effort.

Benefit 2: Enhanced Search Accuracy 

Extracting specific text information from images or files allows you to easily organize and search through large volumes of data. For example, <span class="mark-yellow">extracting details like items, quantities, and amounts from invoices or quotes and saving them as structured text in separate tools can lead to easy data search and analysis</span>.

📖 Summary

In this article, we introduced a powerful AI feature, OCR, for extracting text from images. With this feature, you can streamline your document management process and automatically reflect it in Google Sheets. This automation can cut down on time-consuming manual work, allowing you to focus on other important tasks.

 <span class="mark-yellow">Best of all, no technical expertise is needed, and anyone can easily set it up</span>! Ready to simplify your workflows? Sign up for Yoom and try it today!

👉 Create your free Yoom account now