Exchanging business cards is an important activity for business professionals. However, managing and processing business cards can be a hassle when the number grows. Even if you’ve successfully exchanged business cards, manually entering each one into your company’s system later can be extremely time-consuming.
To help solve this issue, this article introduces a way to automate the registration of business card data using Google Drive and Google Sheets!
Recommended for
Those who save business card images in Google Drive and want to manage the information in Google Sheets
Those looking to streamline their workflow using Google Drive and Google Sheets
Those who want to avoid missing entries when transferring business card data from Google Drive to Google Sheets
For those who want to try it right away
This article introduces an integration method using the no-code tool Yoom. No complicated setup or operations are required, so even non-engineers can implement it easily. You can get started right away using the template below—give it a try!
When a business card is uploaded to Google Drive, read the business card information and add it to a Google Spreadsheet.
How to Create a Workflow Integrating Google Drive and Google Sheets
Now, let's create a "Flow Bot" that reads business card information and adds it to Google Sheets when a business card is uploaded to Google Drive.
Instead of creating a Flow Bot from scratch, you can save time by using a template that already has the flow set up as shown in the image above. First, click "View Details" on the banner of the template below, and proceed with Yoom registration from the "Try this template" button at the bottom of the screen! If you have already completed the registration, the login screen will be displayed, so please log in!
When a business card is uploaded to Google Drive, read the business card information and add it to a Google Spreadsheet.
Once registration is complete, you will be redirected to a page called "My Projects". Next, let's integrate Google Drive and Google Sheets with Yoom. This is called "My App Integration"!
Select "My Apps" from the menu on the left side of the screen! ↓ Let's start with integrating Google Drive with My Apps!
From the new connection button at the top right, enter "Google Drive" in the search box, and click when the Google Drive icon appears!
On the page titled Select Account, press the Google account of the Gmail address you want to integrate with Yoom. Next, you will be redirected to a page titled Login to Yoom, so click Next. Finally, if a page titled Yoom is requesting additional access to your Google Account appears, press Continue to proceed!
If the above screen appears, press the red frame below. Next, you will be redirected to the authentication screen, so make sure to allow all permissions.
Next, we will integrate Google Sheets, but since it is also a Google service like Google Drive, the steps for My App Integration are the same. Search for "Google Sheets" in the search box and register!
Once both Google Drive and Google Sheets are integrated with Yoom, the next step is to configure the contents of the Flowbot! The setup process for this Flowbot consists of 4 steps!
Google Drive Trigger Settings
First, since it will be necessary when setting up the Flowbot, create a folder in Google Drive to store business cards and upload the business cards. ↓
Once you have uploaded the business cards to the folder, open the Yoom screen and click "Copy: When a business card is uploaded to Google Drive, read the business card information and add it to Google Sheets" from My Projects on the left side of the screen! Press Edit at the top right. ↓ Press the Google Drive icon for "When a new file or folder is created in a specific folder". Since the necessary fields are already filled in using the template, check if the Google Drive account information is correct and click Next!
Enter the folder ID. When you click inside the box, a list of folders will be displayed, so select the folder where you uploaded the business cards.
Once selected, there is a "Test" button just below, so click it. If it displays "Test Successful" in blue, you're good to go, so save it!
Google Drive Settings
Press the Google Drive icon for "Download File". Again, since the necessary fields are already filled in using the template, check if the Google Drive account information is correct and click Next.
Enter the file ID, but since you are using a template, it is already set up.
Therefore, as before, press the test button, and if it displays "Test Successful" in blue, you're good to go! Don't forget to save it.
Read Images/PDFs
Press the book icon for "Read Text from Image/PDF". Again, since the necessary fields are already filled in, check if the account information is correct and click Next!
Set what content to extract from the business card. However, since you are using a template, no input is required...! The items to be recognized are already set as shown in the red frame.
If there are other strings you want to recognize, you can input them in the box, and they will be reflected, so set them as needed. As before, press the test button. If it displays "Test Successful" in blue, save it. *The AI operations for OCR or transcribing audio to text are only available in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations set in the Flowbot will result in an error, so please be careful. Paid plans like 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).
Google Sheets Settings
Next is the Google Sheets setting, but a sheet to add the read business card information is required. Therefore, create it at this stage.
I created it as shown in the image this time! Once the Google Sheet is created, proceed to the next step. ↓ Press the Google Sheets icon for "Add Record". Check if the account information to be linked is correct and scroll down.
Select the spreadsheet ID and tab name. First, enter the spreadsheet ID.
When you click inside the box, a list will be displayed as shown in the image, so select the Google Sheet where the business card information will be accumulated. Set the tab name in the same way, and you're good to go! ↓
For other fields, they depend on the prepared Google Sheet, so input according to the content of the Google Sheet. Once input is complete, press Next.
↓
Next is the final setting! Set the values for the records to be added!
The box names displayed on this page depend on the Google Sheet you linked earlier. Therefore, the display may differ from the image, but the setup method is the same.
Click inside the box and select "Read Text from Image/PDF", and the information from the business card you uploaded earlier will be displayed in a list as shown in the image. Just choose the content that matches the box name, and you're good to go!
In the image, the company name box is selected, so the business card information also selects the company name. ↓
Once you fill in the boxes as shown in the image, press the test button just below, and if it displays "Test Successful" in blue, press Save. This completes the integration of Google Drive and Google Sheets!
Yoom has many other Flowbot templates available, so be sure to check them out.
When a business card is uploaded to Google Drive, read the business card information and add it to a Google Spreadsheet.
Other Automation Examples Using Google Drive and Google Sheets
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Drive and Google Sheets.
If you find something interesting, please give it a try!
Automation Examples Integrating Google Drive and Google Sheets
It is possible to automatically add information to Google Sheets after saving a file to Google Drive, or to automatically add information to Google Sheets by reading survey images uploaded to Google Drive. Additionally, it is possible to read invoices submitted through a form using AI, append the data to Google Sheets, and then automatically save it to Google Drive.
Automatically read invoice data using AI and transfer data to Google Sheets; store files in Google Drive.
When invoice data is submitted via form, AI automatically reads the desired information, requests confirmation of the read information, stores it in Google Spreadsheet, and notifies Slack.
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview The "Create a folder in Google Drive when a contact is registered in Apollo" flow is a business workflow that streamlines data management associated with sales activities. Every time a new contact is added to Apollo, a dedicated folder is automatically created in Google Drive. This allows for centralized management of materials and information related to each contact, reducing the effort and errors of manual folder creation. It is a convenient workflow to achieve efficiency and organization of data for the sales team.
■Recommended for ・Sales representatives managing a large number of contacts using Apollo ・Those who want to organize contact-specific materials in Google Drive for efficient access ・Team leaders who want to reduce the time and effort of manual folder creation ・Executives who want to advance the automation of sales processes and improve business efficiency
■Notes ・Please link both Apollo and Google Drive with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview Are you manually notifying stakeholders in Discord every time a new row is added to a list managed in Google Sheets? This routine task is not only time-consuming but also prone to missed or delayed notifications. With this workflow, when a row is added in Google Sheets, it automatically sends a message to the specified Discord channel, streamlining information sharing.
■Who we recommend this template for ・Those who manually copy updates from Google Sheets to Discord each time ・Those who want to speed up information sharing within the team and strengthen real-time collaboration ・Those who want to prevent missed or delayed notifications caused by manual work and improve operational accuracy
■Notes ・Connect Yoom with both Google Sheets and Discord. ・You can set the trigger interval to 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on your plan.
Overview Are you manually sending notifications to Slack every time you update information managed in Google Sheets? Such routine reporting tasks not only require effort but can also lead to errors such as delayed or missed notifications. By using this workflow, you can use row additions in Google Sheets as a trigger to automatically send a message to a specified Slack channel, streamlining information sharing.
Who this template is recommended for - Those who report each update made in Google Sheets to their team on Slack - Those who want to prevent human errors such as notification time lags and missed reports caused by manual work - Those who want to automate information-sharing processes within a team or department and improve operational efficiency
Notes - Please connect Yoom with both Google Sheets and Slack. - For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. - Please note that the minimum run interval varies by plan.
■Overview The "Sync to Google Sheets when a record is created in Airtable" workflow 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 as well, eliminating the effort of manual data entry and enabling centralized management of the latest information. This makes information sharing across the team smoother and improves the accuracy of operations.
■Recommended for - Those who manage data using both Airtable and Google Sheets - Staff who spend time on manual data transfers - Team leaders who want to maintain data consistency and up-to-dateness - Business owners considering workflow automation - Those who want to simplify data integration across multiple SaaS apps
■Notes - Please connect Yoom with both Airtable and Google Sheets. - For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. - Please note that the minimum run interval varies by plan. - Airtable output can be obtained via JSONPath. For how to obtain it, please refer to the following: https://intercom.help/yoom/en/articles/9103858
■Overview This is a flow to issue a document and save it to Google Drive when a row in Google Sheets is updated. With Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data with Google Sheets ・If you manage data such as customer information using Google Sheets but find it cumbersome to issue documents manually
2. Companies that use Google Drive for file storage and sharing ・If you use Google Drive regularly and want to utilize it for saving and sharing invoices ・If you want to automate but don't know where to start
■Notes ・Please connect both Google Sheets and Google Drive with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
Benefits of Integrating Google Drive and Google Sheets
1. Automatically Read Image Data from Google Drive and Add to Google Sheets!
You can automatically read the text on business cards uploaded to Google Drive and add details such as company names, personal names, and addresses to Google Sheets! With just one action of uploading a business card to Google Drive, the entire process can be automated, eliminating the need to manually enter numerous business cards and saving time.
2. Editing is Possible by Listing in Google Sheets!
Once the business card information is added to Google Sheets, collaborative editing and management become possible, allowing you to add detailed research about company information! By supplementing the necessary data to the business card information added to Google Sheets, you can reuse the data for future sales activities and marketing.
Summary
By storing business cards in Google Drive and automatically reading and adding their content to Google Sheets, you can manage this information collaboratively at any time. It's a great advantage to be able to easily share and utilize business cards that were previously managed individually! It also makes it easier to list client companies, so please take this opportunity to try it out!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
After working as a manager at a general store, I began working from home as an SEO writer. Later, I entered into a freelance contract with a marketing startup for about five years. Surrounded by University of Tokyo students, I spent my days learning various business terminologies and how to use SaaS tools. During my time as a store manager, I was often overwhelmed by administrative tasks such as sales and inventory management, personnel management, and ordering, which frequently prevented me from engaging with customers and caused me to miss sales opportunities. Even during my freelance work, I found myself bogged down with repetitive tasks like data entry and often thought, "Can't these monotonous tasks be automated?" Therefore, I strongly resonate with Yoom's vision!
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