How to Add Business Cards to Google Sheets When They Are Uploaded to Google Drive

Managing handwritten data, such as survey results and handwritten notes used in business meetings, can be quite challenging, can't it? To address this issue, you can use AI to capture handwritten data, transcribe it, and convert it into text data! By converting it into text data, you can significantly streamline your operations, making it incredibly convenient. In this article, we will introduce the benefits of using AI features to extract text from images and provide examples of automation, along with a step-by-step guide on how to create an actual flow bot. If you're looking to improve work efficiency or facilitate smooth information sharing, be sure to give it a try! Recommended for: - Those considering improving work efficiency with Google Drive and Google Sheets. - Those who register document contents saved in Google Drive into Google Sheets. - Those who want to accurately add the contents of files saved in Google Drive to Google Sheets. For those who want to try it right away: In this article, we will introduce how to integrate using the no-code tool "Yoom." No complicated settings or operations are required, making it easy for non-engineers to achieve. You can start immediately using the template below, so be sure to give it a try!

Are you sales representatives or HR and general affairs personnel spending a lot of time managing business cards? Digitizing business cards is time-consuming, and you might worry about input errors, right? Therefore, we propose integrating Google Drive and Google Sheets. Specifically, by uploading business cards to Google Drive, automatically reading the information with OCR (Optical Character Recognition), and adding it to Google Sheets, you can solve these problems. In this article, we will introduce how to integrate Google Drive and Google Sheets. Let's make the digitization and management of business cards easier by utilizing this automation. Recommended for: - Those who are using Google Drive and Google Sheets separately - Those who feel that managing business cards is a hassle - Those who want to prevent input errors and manage business card information accurately For those who want to try it immediately: In this article, we will introduce how to integrate using the no-code tool "Yoom." No complicated settings or operations are required, and even non-engineers can easily achieve it. You can start immediately from the template below, so please give it a try!

[What is Yoom]

How to Create a Workflow Integrating Google Drive and Google Sheets

Traditional API integrations can be challenging for non-engineers, often requiring significant time for setup and troubleshooting.
That's when you should try Yoom!
Here, we introduce a workflow using Yoom to "read business cards uploaded to Google Drive with OCR and add them to Google Sheets".

Before You Start

‍If you don't have a Yoom account, please create one from the Yoom account creation page.
If you're new to Yoom, check out Getting Started with Yoom.

Step 1: My Apps Integration

Register your Google Drive and Google Sheets with My Apps!
(1) Log in to Yoom and click My Apps on the left side of the screen
(2) Click the +New Connection button displayed on the right side of the screen

How to Register Google Drive with My Apps
(1) Select Google Drive from the list of apps
(2) Click Sign in with Google

(3) Select and click the account you want to integrate from the account selection screen
(4) Verify the account information is correct on the login screen and click Next
(5) Click Continue on the "Yoom is requesting additional access to your Google Account" screen to complete the My Apps registration

How to Register Google Sheets with My Apps
(1) Select Google Sheets from the list of apps
(2) Click Sign in with Google

After Completing My Apps Registration with Yoom
(1) Go to the following banner and click "Try this template"
※ This flow template includes an AI operation to "read text information from images and PDFs".
The features introduced here are available on the Team Plan and above.
For details, please check How to Set Up "Reading Text from Images and PDFs".

(2) Select any project from the workspace list
※ The copied template will be stored in "My Projects" within the project selected in (2).
(3) Click "Edit" at the top right of the flow list screen

Step 2: Set the Trigger

(1) Click "App Trigger" from the flow list screen

(2) Set the title of the app trigger
※ You can use the originally set title as is
(3) Verify that the account information linked with Google Drive™ is correct
※ If the account information is not displayed, click +Add Linked Account to register.
(4) Select "When a new file/folder is created in a specific folder" for the trigger action

(5) Click Next

■ API Connection Settings for App Trigger
(6) Set the trigger activation time
※ The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. The shortest interval for setting the trigger depends on your plan, so be sure to check that. It is generally recommended to use the shortest activation interval for your plan.
(7) Select the folder ID from the dropdown menu

(8) If there are no errors in the test, click Save

Step 3: Integrate with Google Drive

(1) Click "Integrate with App" displayed under the app trigger you just set
(2) Set the title
※ You can use the originally set title as is
(3) Verify that the account information linked with Google Drive™ is correct
(4) Select "Download File" for the action

(5) Click Next

■ API Connection Settings
(6) Set the file ID from the output as {{File ID}}

(7) If there are no errors in the test, click Save

Step 4: Read Text from Images/PDFs

(1) Click "Read Text from Images/PDFs"
(2) Set the title
※ You can use the originally set title as is
(3) Select "[v2] Read Business Card (4 tasks)" for the action

(4) Click Next

■ Set Details
(5) Select the method of attaching files from each dropdown menu
(6) No additional items to extract are set this time
(7) Select the AI to use from the dropdown menu

(8) If there are no errors in the test, click Save

Step 5: Operate the Database

(1) Click "Operate the Database"
(2) Set the title
※ You can use the originally set title as is
(3) Verify that the account information linked with Google Sheets is correct
※ If the account information is not displayed, click +Add Linked Account to register.
(4) Select "Add Record" for the execution action

(5) Set each item in the database integration

Spreadsheet ID: Select any from the candidates

Spreadsheet Tab Name: Select any from the candidates
Table Range: Specify the table range in the format "A1:G30"

(6) Click Next

■ Detailed Settings for Database Operations
(7) Set each item with the values of the record to be added
※ The item names will change depending on the information specified in the database integration.
Here, set the output of "Read Text from Images/PDFs" to link with Google Sheets

Settings screen linking all items and outputs

(8) If there are no errors in the test, click Save
(9) Return to the flow list screen and change the app trigger to ON to complete the flow settings!

Other Automation Examples with Google Drive and Google Sheets

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Drive and Google Sheets. All of them can be used with simple settings, so if there is something you are interested in, please give it a try!

Automation Example Using Google Drive

Automatically Save Gmail Attachments to Google Drive Using OCR

This flow reads Gmail attachments using OCR and sorts them into folders in Google Drive based on the extracted content. By automating the checking of Gmail files and saving them to Google Drive, it reduces the effort of sorting tasks and improves work efficiency.

Create a folder in Google Drive when an account is registered in Salesforce

This is recommended for those who want to utilize account information outside of Salesforce, as accounts registered in Salesforce are automatically saved to Google Drive. By automating folder creation and reallocating the time previously spent on manual tasks to other operations, it enhances the overall productivity of the team.

Analyze files stored in Google Drive with ChatGPT and update the file names

Utilize ChatGPT's AI capabilities to analyze the contents of files stored in Google Drive and rename them to appropriate file names. This automation is expected to reduce the time spent on manually changing file names and enhance the search efficiency in Google Drive.

Automation Example Using Google Sheets

Notify Slack When a Row is Updated in Google Sheets

This is recommended for those who want to receive notifications every time data is updated in Google Sheets. When information is updated in Google Sheets, a notification is automatically sent to Slack based on the updated content, preventing errors from manual input. Additionally, notifications can be sent quickly after updates, facilitating smooth information sharing within the team.

Add information added to NotionDB to Google Sheets

Automatically store newly added information in the Google Sheets database, which can help prevent omissions or oversights 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 timestamps to employ branching operations, splitting the registration and update routes, and notifying Google Chat."

Update Google Sheets When a HubSpot Form is Submitted

This is a workflow to streamline marketing and customer data management. Automatic updates allow for smooth data organization and analysis, which can improve operational efficiency.

Benefits of Integrating Google Drive and Google Sheets

Benefit 1: Simplified Digitization of Business Card Information

For sales representatives, digitizing business cards is a routine task, but manually entering the information can be very time-consuming. By integrating Google Drive and Google Sheets, data is automatically added to the sheet every time a business card is uploaded, significantly reducing the effort required for data entry. For example, you can create a customer list simply by digitizing the business cards collected during a business trip and uploading them to Google Drive after returning to the office.

Benefit 2: Centralized Management of Large Volumes of Business Card Information

HR and administrative staff need to manage large volumes of business card information, but manually digitizing the data can lead to scattered information. Automatically adding business card information to Google Sheets makes it easier to manage information centrally. For instance, if you can automatically add new employees' business card information to the spreadsheet, you can keep the entire employee database up to date. This makes searching and updating information easier and facilitates smooth information sharing across the team.

Conclusion

By integrating Google Drive and Google Sheets, you can significantly reduce the effort required to manage business card information. This integration is particularly beneficial for sales representatives and HR/administrative staff, as it streamlines the digitization and management of business card information, reducing their workload. With Yoom, you can achieve this integration without any coding, making it immediately useful for your tasks. Consider adopting this automation with Yoom to make managing business card information more comfortable.