Do you want to streamline health checkup data management with AI OCR and Microsoft Excel?
Are you spending too much time organizing and managing medical data? The integration of AI-powered OCR technology with Microsoft Excel can help automate this process and reduce the risk of human error. By leveraging app integration, you can seamlessly transfer health data into Excel, saving time and ensuring accuracy.
In this article, we will walk you through how to set up this automation without any coding knowledge, along with the benefits it provides for your team and business.
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
🌐 Connect with apps like Microsoft Excel and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
🚀 Let’s Create a Flow to Simplify Health Data Management
Let's walk through how to set up a flow that automatically reads health reports using OCR and add it to Microsoft Excel.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Microsoft Excel
If you don’t have a Yoom account yet, register now from thisregistration form!
⚠️ Note: OCR (reading text) used in this Flowbot is only available in Yoom's certain plans. If you're using the Free plan, the Flowbot may face errors due to limited access. But don't worry - all plans have a 2-week free trial! You can try all features without restrictions. For more details on Yoom and its plans, visit our Yoom Help Center.
⚠️ Note: "Microsoft 365 (formerly Office 365)" includes both personal and business plans. If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for a stable connection.
Step 1: Integrate Microsoft Excel with Yoom
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
Search for "Microsoft Excel" from the app list and select it.
Then, sign in with the account you want to use.
Now your Excel is connected :)
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
Read the health checkup report using OCR and add it to Microsoft Excel.
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
Step 3: Set Up Form Trigger Action
Let’s set up the trigger action. Click on the Form trigger item.
Create your form.
You can preview the question form as you create it, allowing you to check and modify it in real time.
Define the title and description (optional).
Choose the question type, such as "Files" for file uploads.
Add additional question sections if you need multiple-choice or other items.
You can hide the Yoom logo at the bottom of the form page (optional).
You can edit the text displayed on the submit button, changing it from the default "Submit" to something more specific.
Add text above the submit button if needed.
Set the heading for the completion page, which by default is “SubmissionComplete”.
Optionally, add a description for the completion page.
You can choose whether to display or hide Yoom branding on the completion page.
Set access restrictions to limit the form to internal use only.
Decide whether the Flowbot should be activated only by the administrator or automatically upon form submission.
Review by checking the preview pages.
In the "Retrieved Values", set sample values for use in testing in the following steps.
For this example, we’ve selected a file titled "health-report" for testing.
Once all fields are set, click "Save."
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 form, we will choose the "Use Retrieved Values" option.
📚 Reference: For more details on retrieved values and how to set them up, see theguide here.
Next, specify which data you want to extract from the health check form. You can add or remove items as needed.
Then, select the AI to use. For this setup, we’ve chosen ChatGPT to process and extract the required data.
Enter the items specified in the "Items to Extract" into the Excel sheet where the data will be stored.
For setup instructions for Excel, please refer to this guide.
After entering the items, click "Test" to verify that the data is extracted correctly.
When "Test Successful" is displayed, check whether the data in the file has been retrieved correctly. Then click “Save”.
Step 5: Set Up Excel Action
Click on the Microsoft Excel action item.
On the next screen, give an action a title (optional). Confirm the settings, and click “Next”.
Select File Storage Location: Choose either OneDrive or SharePoint. For this setup, SharePoint is selected.
Choose File Location: For SharePoint, select the Site ID. For OneDrive, it will display as Drive ID.
Specify Excel File: Use the Item ID to specify the target Excel file.
Select Sheet: Choose the Sheet Name where the data will be stored.
Define Table Range (Optional): You can optionally specify the Table Range where data will be saved.
Once all settings are configured, click Next.
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 6: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.
Copy the Form Link: Click "Copy Form Link" to get the link for the form.
Automatic Data Saving:Once the form is submitted, the data will automatically be saved to Excel.
That’s it! 🎉 The Flowbot is now complete!
Read the health checkup report using OCR and add it to Microsoft Excel.
💡 Other Automation Examples Using Microsoft Excel and AI Features
By using Microsoft Excel and AI, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
Automation Example Using Excel and OCR
You can use OCR for business card data and reading files attached to emails or stored in cloud storage.
Read business card data using OCR and store it in Microsoft Excel.
■Overview Are you manually checking the contents of attachments such as invoices and purchase orders received in Outlook and transcribing them into Microsoft Excel? This routine task not only takes time but can also cause human errors such as input mistakes. By using this workflow, upon receiving specific emails, the attached files are automatically read by the OCR feature and added to Microsoft Excel as data, helping eliminate these data entry issues.
■Who we recommend this template for - People who manually enter the contents of attachments received in Outlook into Microsoft Excel - Accounting or sales operations staff looking to streamline routine data entry tasks such as invoices and purchase orders - Those considering automating tasks that convert information on paper or PDFs into data using OCR
■Notes - Please connect both Outlook and Microsoft Excel with Yoom. - Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. - For the trigger, you can choose an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies by plan. - The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be lower than 300 MB. - For details on file size limits for the trigger and each operation, please see the link below. https://intercom.help/yoom/en/articles/9413924 - AI operations for OCR or speech-to-text are available only on the Team Plan and Success Plan. On the Free Plan or Mini Plan, operations configured in your flow bot will error out. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial, during which you can use restricted apps and AI features (operations). - OCR may not read data exceeding 6,500 characters or text that is very small. - For settings related to operations that manipulate Microsoft Excel databases, please see the link below. https://intercom.help/yoom/en/articles/9003081
■Overview This is a flow where when a fieldwork report is uploaded to Dropbox, use OCR to read it and register the data in the Microsoft Excel work management sheet. Yoom allows integration between apps without programming, making it easy to achieve this flow.
■Recommended for - Those who upload fieldwork reports to Dropbox daily - Those who find it tedious to transfer data to a work management sheet created in Microsoft Excel - Those who want to update the work management sheet timely
■Notes - Please link Dropbox and Microsoft Excel with Yoom. - Microsoft365 (formerly Office365) has a consumer plan and a general enterprise plan (Microsoft365 Business), and if you are not subscribed to the general enterprise plan, authentication may fail. - The AI operations for OCR or speech-to-text are available only on team plans or success plans. Please note that operations set in the flowbot will result in an error for free plans or mini plans. - Paid plans such as team plans or success plans offer a 2-week free trial. You can use limited apps and AI functions (operations) during the free trial. - To perform ChatGPT (OpenAI) actions, you need to subscribe to OpenAI's API paid plan. (A state where payment can be made when the API is used) https://openai.com/api/pricing/ - The usage of ChatGPT API provided by OpenAI is based on a pay-as-you-go system charged through tokens during the API communication. Therefore, please note that an error will occur if payment can’t be made during API usage.
■Overview This is a flow that adds contact information registered in Apollo to Microsoft Excel. By using Yoom, you can easily integrate apps without programming.
■Recommended for 1. Companies that use Apollo as a customer management tool ・Marketing and sales personnel who manage contact information using Apollo 2. Data administrators who manage data in Microsoft Excel ・Those who find it burdensome to add data manually each time
■Notes ・Please connect Yoom to both Apollo and Microsoft Excel. ・For the trigger, you can select a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies depending on your plan. ・Microsoft 365 (formerly Office 365) has consumer plans and business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.
This is a flow to store survey results received via Gmail into Microsoft Excel.
■Important Notes ・Please integrate with both Gmail and Microsoft Excel with Yoom. ・You can select the trigger activation interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for personal and general business use (Microsoft365 Business), and authentication may fail if you're not enrolled in the general business plan. ・AI operations are only available in team plans and success plans. If you are on a free plan or mini plan, operations set in the flow bot will result in errors, so please be cautious. ・Paid plans such as team plans and success plans offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
This is a flow to store survey results received in Outlook in Microsoft Excel.
■Notes ・Please link both Outlook and Microsoft Excel with Yoom. ・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・AI operation is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan can have a free trial for 2 weeks. During the free trial, you can use restricted applications and AI features (operations). ・Microsoft365 (formerly Office365) has Home Plan and Business Plan (Microsoft365 Business). Authentication may fail if you are not subscribed to the Business Plan.
■Overview The "Analyze HubSpot form content with AI and add to Microsoft Excel" workflow automatically analyzes data collected with HubSpot and organizes and saves it in Microsoft Excel.
■Who we recommend this template for ・Marketing professionals collecting customer data using HubSpot ・Business analysts who want to improve work efficiency by reducing time spent on form data analysis ・Team leaders who mainly manage data in Microsoft Excel and want to automate data organization and analysis ・Executives looking to derive valuable insights from HubSpot form responses ・IT professionals looking to optimize business workflows by integrating multiple SaaS applications
■Notes ・Please connect Yoom with both HubSpot and Microsoft Excel. ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・Note that the shortest trigger interval varies by plan. ・Please refer to the following for setting up operations that manipulate the Microsoft Excel database. https://intercom.help/yoom/ja/articles/9003081
■Overview Are you manually transcribing survey or inquiry responses collected with Google Forms into Microsoft Excel? This task is simple, but as the volume increases it takes time, and copy-and-paste errors tend to occur. By leveraging this workflow, when a new response is submitted to Google Forms, a row is automatically added to the specified sheet in Microsoft Excel, eliminating the effort of such data entry and human errors.
■Who we recommend this template for ・Those who manually transcribe responses obtained via Google Forms into Microsoft Excel ・Those who manage lead information from forms as a team and want to streamline data entry tasks ・Those who want to resolve issues such as input mistakes and missed follow-ups caused by manual data transcription
■Notes ・Please connect both Google Forms and Microsoft Excel with Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a general business plan, authentication may fail. ・For settings related to operations that manipulate the Microsoft Excel database, please refer to the following: https://intercom.help/yoom/en/articles/9003081 ・For how to retrieve response contents when using Google Forms as a trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133 ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies by plan.
■Overview Are you manually transferring inquiry and application information obtained from forms on your Wix-built website to Microsoft Excel? This task is time-consuming and also carries the risk of human errors such as input mistakes and omissions. By using this workflow, when a form is submitted on Wix, information is automatically added to Microsoft Excel, allowing you to smoothly resolve these issues.
■Recommended for ・Website managers who manually transfer information obtained from Wix forms to Microsoft Excel ・Those who manage customer information and inquiries in Microsoft Excel and want to streamline data entry ・Anyone who wants to automate data transcription and focus on more important core tasks
■Notes ・Please connect Yoom with both Wix and Microsoft Excel. ・Wix outputs can be retrieved via JSONPath. For how to retrieve them, see below. https://intercom.help/yoom/en/articles/9103858 ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a general business plan, authentication may fail. ・For settings regarding operations that manipulate the Microsoft Excel database, please see below. https://intercom.help/yoom/en/articles/9003081
Audio data uploaded to cloud storage can be transcribed by AI, and the transcript can be automatically sent as a notification on Slack, or it can be transcribed after a web conference ends and shared on Slack.
When a meeting ends on Google Meet, automatically transcribe it and send a notification to Slack.
■Overview This flow automatically transcribes and notifies on Slack when a Google Meet meeting ends. With Yoom, you can easily achieve this flow without programming, as it allows for seamless integration between apps.
■Recommended for ・Sales representatives who frequently conduct regular meetings or important business negotiations using Google Meet and spend time creating and sharing meeting minutes ・Project managers who manage multiple projects simultaneously and need to share meeting content across teams ・Those who want to smoothly share meeting content on Slack with members who could not attend the meeting ・Department heads who have introduced remote work or flextime systems and emphasize asynchronous communication
■Notes ・Please integrate Google Meet, Google Drive, and Slack with Yoom. ・The "Wait" operation and AI operation for transcribing audio are features available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■Overview This is a flow that transcribes an audio file and notifies Slack when it is uploaded to Google Drive. By using Yoom, you can easily integrate apps without programming.
■Recommended for 1. Those who manage audio files ・Those who handle many audio files in their work and find it troublesome to check the contents ・Those who find transcribing audio files cumbersome and want to automate it
2. Those who use Slack as their main communication tool ・Those who find it troublesome to share information within the team ・Those who want to efficiently share transcription results with the team
■Notes ・Please link both Google Drive and Slack to Yoom. ・OCR or AI operations that transcribe audio are functions available only with the Team Plan and Success Plan. If you use the Free Plan or Mini Plan, the operations set in the flowbot will result in an error, so please be careful. ・Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
AI can extract specific content from messages posted on platforms like Microsoft Teams and automatically add it to apps like Trello, Microsoft Excel, or other databases.
When a message is posted on Microsoft Teams, create a page in Notion.
■Overview The 'Create a page in Notion when a message is posted on Microsoft Teams' workflow is a business workflow designed to streamline communication within the team and centralize information management. By automatically generating a detailed page in Notion when an important message is posted on Microsoft Teams, it prevents information leaks and duplication, allowing smooth information sharing across the entire team.
■Recommended for - Team leaders who use Microsoft Teams and Notion regularly and feel challenges in information management - Business personnel who want to automatically record and organize important conversations and messages within the team - Executives who want to save the trouble of manually transcribing information and improve business efficiency
■Notes - Please link Microsoft Teams, Notion, and Yoom. - Microsoft365 (formerly Office365) has plans for households and general corporations (Microsoft365 Business), and authentication may fail if you have not subscribed to the general corporation plan.
This is a flow to extract text from a post using AI when a message is sent on Microsoft Teams and add it to Microsoft Excel.
■Caution ・Please connect Yoom with both Microsoft Teams and Microsoft Excel. ・AI operations are only available with the team plan and success plan. Operations set in the flow bot for the free plan or mini plan will result in an error, so please be careful. ・You can perform a two-week free trial of paid plans such as the team plan and success plan. During the free trial, you can use restricted apps and AI features (operations). ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please be aware that the shortest activation interval varies depending on the plan. ・For the settings regarding operations that manipulate the Microsoft Excel database, please refer to the link below. https://intercom.help/yoom/ja/articles/9003081
■Overview The 'Summarize Discord Post Messages and Notify on Slack' workflow contributes to faster information sharing. By summarizing the content on Discord before notifying, it improves the readability of the information.
■Recommended for - Users who communicate within their team using Discord - Users who have frequent interactions on Discord and sometimes miss important messages - Users with multiple active channels who want to efficiently keep up with necessary information - Companies or teams that use Slack regularly - Users who want to quickly check important Discord messages on Slack
■Notes - Please integrate Yoom with both Discord and Slack. - The trigger intervals can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please be aware that the minimum trigger interval varies depending on the plan.
This flow adds content to Google Docs when a message is sent on Slack.
■Notes ・Please connect Yoom with both Slack and Google Docs. ・AI operations are available only on Team and Success plans. If you are on a Free or Mini plan, the operations of the flow bot will result in an error, so please be careful. ・Paid plans like Team and Success plans offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
👏 Benefits and Examples of Integrating AI OCR with Microsoft Excel
Benefit 1: Streamlining Document Management Tasks
Integrating AI-powered OCR technology with Microsoft Excel can automate the manual entry of health checkup forms. For example, a company processing 100 health checkup forms per month could save over 8 hours of work time each month if each form required just 5 minutes of manual input. This automation reduces the burden on teams, allowing them to focus on more strategic tasks and increasing overall efficiency.
Benefit 2: Reducing Human Error
Manual data entry is prone to errors and oversights. AI OCR technology can automatically extract text and numbers from health checkup forms and input them directly into Microsoft Excel, preventing mistakes. With OCR, you can ensure more reliable data and better health management, significantly improving the work efficiency of teams.
Benefit 3: Streamlining Diagnostic Data Analysis
Using AI OCR to automatically populate Microsoft Excel with data from health checkup forms streamlines the analysis process. For example, if your company manages health checkup data across multiple locations, automating the transfer of this information into Excel allows for quick search and analysis. This helps the management team monitor health trends and make data-driven decisions quickly, ultimately improving overall health management.
📖 Summary
By using OCR technology with Microsoft Excel, you can automate the process of entering health data, reducing the risk of human error and saving valuable time. This integration ensures more accurate management of health data, making it easier to take timely and appropriate actions.
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!
With approximately five years of experience in the customer success industry at a foreign company, I share valuable content daily based on the challenges faced in various roles, from operators to management. By utilizing Yoom, I aim to provide you with actionable insights to enhance customer experience and deliver practical content that can be applied in the field.
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