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Are you tired of input errors and oversights when manually extracting email addresses from PDFs?
Checking email addresses in PDF files such as invoices, application forms, and survey responses, and then copying and pasting them one by one into a list is a very tedious task, prone to oversights and input errors.
Especially when you need to process a large number of PDF files, the time required can be enormous, often encroaching on other important tasks.
If there were a workflow that automatically reads email addresses from PDF files and accurately transfers them to other tools, you could be freed from these repetitive tasks, eliminate the risk of human error, and allocate more time to strategic work!
The automation setup we introduce this time can be easily configured without any coding, and can be implemented immediately without specialized knowledge, so take this opportunity to incorporate automation and make your daily tasks more efficient!
As an example, we will introduce a method of automatically reading email addresses from PDF files in combination with Microsoft Excel!
Yoom offers a template for automating workflows to automatically extract email addresses from PDF files.
If you want to "try it first!", click the banner below to experience automation right away!
We introduce automation templates for business workflows that automatically extract and record email addresses from PDF files received in your various tools!
By using these templates, you can prevent manual transcription errors and time wastage, allowing you to efficiently create mailing lists and organize customer information. If you're interested, please click to learn more!
<span class="mark-yellow">Automatically extract email addresses from PDF files attached to emails received in Gmail or Outlook and transcribe them into Microsoft Excel</span>.
Streamline the collection and management of contact information included in inquiry emails and document request emails, and achieve prompt responses!
<span class="mark-yellow">Automatically read email addresses contained in PDF files received via form tools like Google Forms and transfer them to Microsoft Excel</span>.
You can smoothly list the information collected from event applications or survey responses and use it for follow-ups and other purposes!
<span class="mark-yellow">It is possible to automatically detect email addresses from PDF files stored in online storage services such as OneDrive or Dropbox and transfer them to Microsoft Excel</span>.
You can efficiently extract contact information from accumulated documents such as contracts and reports within the company and proceed with database creation!
Now, let's explain a flow where we automatically extract email addresses from PDF files received via Google Forms using OCR functionality and transfer that information to Microsoft Excel as a representative example!
We'll be using Yoom to set this up without any coding, so if you don't have a Yoom account yet, please create one from this registration form.
[What is Yoom]
This time, we will create it through the following major processes.
Before setting up Flowbot, let's connect Yoom with each app.
After logging into Yoom, select My Apps and click on Add.
Select Google Forms from the list of apps.
Click on "Sign in with Google".
Select the account you want to connect.
Click "Continue".
Click "Continue".
You have now registered Google Forms as My App.
As before, click on My Apps and select Add.
In the My Apps list, click on Google Drive.
You can easily find it using the search bar.
Select "Sign in with Google".
Click on the account you want to connect.
Click Continue.
Select Continue.
You have now registered Google Drive as My App.
Note: Microsoft365 (formerly Office365) has plans for home use and general business (Microsoft365 Business). If you are not subscribed to a general business plan, authentication may fail.
As before, click on My Apps and select Add.
Select Microsoft Excel from the list of apps.
Using the search bar will help you find it smoothly!
Click on the account name you want to connect.
Enter your password and click Sign In.
You have now registered Microsoft Excel as My App.
Copy the template from the Yoom site.
Besides using templates, you can also create Flowbots from scratch.
Here, we will introduce a method using templates for easier setup.
Please click the banner below.
Please click "Try this template".
Let's click "OK".
Now you have copied the template.
The copied template is saved in My Projects.
Next, proceed to the Flowbot settings.
Click on "When a response is submitted to the form" in the template you just copied.
Optionally set the title and linked account information, and proceed by clicking "Next" with the action as per the template.
Set the trigger interval.
The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Depending on your plan, the shortest interval for setting triggers may vary, so be sure to check that.
It is generally recommended to set it to the shortest activation interval for that plan.
Please check the annotation for the Form ID and enter it.
Once set, execute the trigger action (form response) and click test.
If the test is successful, click "Add value to retrieve".
Here, add the PDF information obtained from Google Form (indicated as fileid).
Once done, please save.
How to retrieve Google Form response contents is here.
How to retrieve and store Google Form attachments (images, PDF files) in Google Drive is here.
Next, click "Download File".
The title can be changed.
Check the linked account.
The action "Download File" is selected.
Check the settings and click Next.
For the File ID, select the item where the file information obtained from Google Form is added.
After setting, click test.
If the test is successful, please save.
Next, click "Extract Text from Images/PDFs".
Note: OCR (text extraction) is available with some paid plans.
For free and mini plans, the operation of the flowbot being set will result in an error.
Paid plans offer a 2-week free trial, during which you can use restricted apps and AI functions (operations).
The title can be changed.
The action "Any PDF/Image File (within 4000 characters)" is selected.
Change according to the number of characters.
Tasks within the parentheses will be consumed.
After setting, click Next.
For the file attachment method, select "Use Retrieved Value" and "File Retrieved from Google Drive".
By setting it as below, you can extract information other than email addresses if desired.
After setting Ai to Use and language, click test.
If the test is successful and text is extracted, please save.
This is the final setup step!
Click "Operate Database" to complete the setup.
The title can be changed.
Check the account information linked with Microsoft Excel.
The action "Add Record" is selected.
Select the file storage location.
Select the Drive ID from the options.
Select the Item ID from the options.
Similarly, select or enter the worksheet name from the options and enter the table range.
After setting, click Next.
For the values for the new record, select each item from "Retrieved Value" in "read Text from Image/PDF".
After setting, click test.
If the information is added to Microsoft Excel, please save.
Finally, turn on the trigger and check the operation.
Now the Flowbot setup is complete.
You can read files with OCR and transfer them to other tools or notify the contents.
By automating, you can likely proceed with your work smoothly.
By automating the process of extracting email addresses from PDF files and transferring them to Microsoft Excel, you can eliminate the tedious tasks of manual copy-pasting and visual verification, which were previously done manually, and prevent human errors such as input mistakes.
This not only significantly reduces working time but also allows you to quickly and accurately utilize the extracted email address list for marketing activities and customer management, potentially expanding business opportunities!
With the no-code tool "Yoom," which enables the kind of business automation introduced here, even those without programming knowledge can intuitively build business flows by simply following on-screen instructions.
If you are even slightly interested in automation, please register for free here and experience business efficiency improvement with Yoom!
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