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Are you manually entering business card details into your database?
What if you can automatically convert this data into text using AI-OCR? By transforming paper business cards into digital text, you can streamline your data management processes and make your workflow much more efficient.
In this article, we’ll explore the benefits of using AI-OCR and show you how to create a Flowbot that simplifies the process by integrating it with Google Sheets and Gmail.
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In this guide, you'll learn the step-by-step process of how to use Yoom to automatically capture business card details, store them in Google Sheets, and send a thank-you email using Gmail.
Yoom offers ready-made templates for easy setup. Click the "Try it" button to get started now!
Let's walk through how to set up a flow that automatically scans business card details, saves it to Google Sheets, and sends a thank-you email via Gmail.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
If you don’t have a Yoom account yet, register now from this registration 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.
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
☝️ Tip: To test the flow settings, you'll need to prepare a Google Sheet database in advance. While the content entered can be temporary, it’s important to create the necessary columns and fields in the sheet to ensure that the data can be properly processed.
Search for "Google Sheets" from the app list and select it.
Log in using your Google account to link with Yoom.
Click “Continue”.
Click “Continue”.
Since Google Sheets and Gmail are both part of the Google ecosystem, they can be integrated using the same procedure. Therefore, you can follow the same steps to integrate Gmail as well.
Click the "Try It" button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and give the Flowbot a name to recognize.
The template will be copied to your "My Project".
Click on the form trigger action.
Create your form.
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.
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 "card" for testing.
Business card details are automatically extracted from the form submissions, but since the flow hasn’t been activated yet, you will need to upload the data manually.
Once all fields are set, click "Save."
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 Form, we will choose the "Use Retrieved Values" option.
Next, specify which data you want to extract from the Form 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. If the test is successful, the retrieved value will be updated.
Then, click "Save".
Click on the action with the Google Sheets icon.
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".
Click on the action with the Gmail icon.
Create an email template using the information you’ve gathered and set it up to send automatically. The recipient’s details will already be populated, so you just need to enter the sender’s email address, subject, and other necessary details.
Use the retrieved value to generate the email body, making use of the business card details you’ve captured in the previous steps. This will allow for a personalized email that includes the relevant details.
Once you’ve configured everything, preview the email on the next screen.
Click “Test” to ensure the email is sent correctly. If the test email is delivered as expected, click “Save” to finalize all settings.
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!
You can set up automation to save data in specific locations in Google Sheets or trigger email sends based on the information submitted in the form.
After exchanging business cards, you can ask them whether they’d like to schedule a meeting within the next week. Based on their responses, you can adjust where the data is saved and whether to send the email.
This automation allows you to easily identify clients who need follow-up. You can also customize the branching conditions based on your form content, so feel free to adjust them according to your specific business needs.
You can also set up notifications to alert yourself after a thank-you email is sent.
Tracking these notifications is important for managing your next steps in client engagement. For example, you can set reminders to follow up after a certain period, improving your support system and ensuring timely follow-ups.
By using Google Sheets, Gmail, and OCR features, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
Automatically Notify via Chat Tools When a Row is Added in Google Sheets
■Overview
This is a flow that notifies Microsoft Teams when a row is added to a Google Spreadsheet.
■Recommended for
1. Those who use Google Spreadsheets for business
・Office workers who manage and add information on shared sheets
・Accounting departments that want to edit the same sheet simultaneously with multiple people
2. Those who use Microsoft Teams as their main communication tool
・Companies using it as an internal information sharing tool
・Those who communicate in teams for each project
■Benefits of using this template
Managing information with Google Spreadsheets facilitates smooth information sharing within the team and leads to project activation.
By using Microsoft Teams, information sharing within the team becomes even easier.
However, manually notifying Google Spreadsheet information each time is a significant hassle.
This flow is suitable for those who want to share information immediately after adding it.
By sending notifications to Microsoft Teams simultaneously with the addition of content, it eliminates the hassle of manual input and enables quick information sharing.
■Notes
・Please link both Google Spreadsheets and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that notifies Discord when a row is added in Google Sheets.
■Recommended for
1. People who use Google Sheets for work
・Accountants who accumulate information in Google Sheets
・Administrative department personnel using Google Sheets for collaborative work
2. People who use Discord as their main communication tool
・Those who communicate via Discord in project management
・Companies using Discord as an information-sharing tool
■Benefits of using this template
Google Sheets excels in collaborative editing and facilitates smooth information sharing among members.
However, it can sometimes be unclear who added the information, potentially leading to time-consuming verification.
This template is suitable for those who want to ensure transparency among contributors by sending notifications to a communication tool.
Every time information is added to Google Sheets, it automatically sends a notification to Discord, allowing you to quickly identify who added what information.
■Notes
・Please integrate both Google Sheets and Discord with Yoom.
■Overview
This flow notifies Slack when a row is added to a Google Spreadsheet.
■Recommended for
1. Those who use Google Spreadsheets for business
・Accounting professionals who manage and add information on shared sheets
・Administrative department personnel who want to edit the same data simultaneously with multiple people
2. Those who use Slack as their main communication tool
・Companies using it as an information-sharing tool for each department
・Project managers who create channels for each project to share information
■Benefits of using this template
Google Spreadsheets are an effective tool for team projects because they allow easy information sharing.
By using Slack simultaneously, you can share information instantly, leading to transparency within the team.
However, notifying Slack every time new information is entered into Google Spreadsheets can be cumbersome.
This flow is effective for those who want to be notified when information is added to Google Spreadsheets.
When information is added to Google Spreadsheets, it automatically sends a notification to Slack, enabling quick information sharing within the team.
Additionally, by quoting the added content in the chat, you can improve the accuracy of the information.
■Notes
・Please integrate Google Spreadsheets and Slack with Yoom.
Automatically Sync Registered Content in Database Apps to Google Sheets
■Overview
When new lead information is registered in Salesforce, the information is automatically recorded in a Google Spreadsheet.
You can reflect any fields, such as lead name and contact information, in the spreadsheet.
■Setup Instructions
1. Connect each app, Salesforce and Google Spreadsheet, with Yoom. (My App Integration)
2. Set up the account information to be integrated with the "When a new lead is registered" trigger in Salesforce.
3. In the "Record information in spreadsheet" operation in Google Spreadsheet, set up the target spreadsheet, etc., based on the information obtained from Salesforce.
4. Once the setup is complete, change the trigger to ON at the end.
5. When new lead information is registered in Salesforce, the information is added to the Google Spreadsheet.
■Notes
・It is necessary to set up the account information to be integrated in each app's operation.
・Please replace the setup information for Salesforce and Google Spreadsheet with any desired values.
・Salesforce is an app available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations and data connections of the configured Flowbot will result in an error, so please be careful.
・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview
The workflow "Reflect records registered in Airtable to Google Sheets" is a business workflow aimed at improving data management efficiency.
When new data is added to Airtable, the same information is automatically reflected in Google Sheets, eliminating the need for manual data entry and allowing centralized management of the latest information.
This facilitates smooth information sharing across the team and improves the accuracy of operations.
■Recommended for
■Benefits of using this template
■Overview
This is a flow that adds information to a Google Spreadsheet when it is added to any Notion database.
By integrating Notion and Google Spreadsheet, newly added information is automatically stored in the Google Spreadsheet database, eliminating any gaps or omissions in information management.
Additionally, since the trigger is activated by registration or update in the Notion database, you can create advanced flows such as using creation or update dates to branch the registration and update routes and notify Google Chat using branching operations.
■Notes
・Please integrate both Notion and Google Spreadsheet with Yoom.
Automatically Create Documents Based on Google Sheets Data
■Overview
This is a flow that issues an invoice and saves it to Google Drive when a row in a Google Spreadsheet is updated.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage data with Google Spreadsheets
・Those who manage data such as billing information using Google Spreadsheets but find it cumbersome to issue invoices manually
2. Companies that use Google Drive for file storage and sharing
・Those who use Google Drive regularly and want to utilize it for saving and sharing invoices
・Those who want to advance automation but don't know where to start
■Benefits of using this template
By implementing this automation flow, there is a benefit that an invoice is automatically generated and saved to Google Drive every time a row in a Google Spreadsheet is updated.
This reduces the effort of creating invoices and enables highly accurate billing management.
Additionally, it reduces errors associated with manual invoice creation and allows for efficient business operations.
Furthermore, by digitizing invoices, they can be accessed anytime, anywhere, enabling quick responses.
As a result, customer satisfaction and business reliability are likely to improve.
Automatically Forward Files Received in Gmail to Chat Tools
■Overview
The "Workflow for Reading Attachments Received in Gmail with OCR and Notifying Discord" is a business workflow that automatically analyzes the content of email attachments and quickly shares the necessary information with the team. By utilizing this workflow, you can automatically process attachments received in Gmail with OCR and notify Discord. This ensures smooth information sharing and improves work efficiency.
■Recommended for
■Benefits of using this template
Since attachments received in Gmail are read with OCR and automatically notified to Discord, you can eliminate the hassle of manual information extraction and notification.
By reading information from received attachments and notifying Discord, quick information sharing becomes possible.
Automation prevents human error in information extraction and notification, improving the accuracy of information.
■Overview
The flow "Share files to a Microsoft Teams channel when receiving an email with attachments in Gmail" is a business workflow that leverages the integration between Gmail and Microsoft Teams.
It reduces the manual effort of file transfer and improves work efficiency.
■Recommended for
■Benefits of using this template
By using OCR, you don’t need to manually enter data or business card information, saving time and reducing errors. For example, when you receive multiple business cards at an event, you can scan them to digitize the data, which is then automatically organized and stored in Google Sheets.
Storing business card information in Google Sheets makes it easier to search and use the data. With physical cards, finding a specific contact can take time, but by digitalizing the data, you can quickly search for names or companies in the Google Sheets database. For example, if you want to create a list of clients from a particular industry, you can quickly filter the data in the database to find the relevant information.
Since Google Sheets is cloud-based, information can be shared instantly with your team. This allows everyone to access the most up-to-date customer information, instead of each team member managing their own data separately. For example, if you add new clients to the Google Sheet database, everyone can quickly access the client information.
To simplify business card management, we recommend integrating Google Sheets and Gmail with AI-OCR features using Yoom. By leveraging OCR, scanned business card data is automatically saved in Google Sheets, and thank you emails are sent from Gmail, streamlining customer interactions.
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!
