How to Read a Health Checkup Report with OCR and Add it to Google Sheets

Step 2: Set Up Form Trigger

First, set up the "Health Check Form Submission" form.

Since this is a form for submitting health check reports, make sure to set up the necessary fields.
Depending on the input, you can also use dropdowns or checkboxes.

For some input fields, make sure to turn on the "Required" option.
You can also set up the completion screen that appears after submitting the report.

Once you've entered the information, click "Next".

Next, enter the output for testing in the flow.

The "Retrieved Values" are usually automatically read and reflected from the submitted form.
In this flow, since the form submission is the trigger, you will enter it manually.

Once you've entered the information, click "Save" to complete the trigger setup.

Step 3: Set Up Data Extraction

Next, set up "Read Text from Image/PDF".

On the first screen, there are no necessary settings other than title modification, so click "Next".
On the next page, set up the information to be read.

Set up the items you want to extract from the health check form obtained from the form.
Once you've entered the information, click "Test".

The content of the health check form attached in the form settings has been reflected and obtained in the output.
Once confirmed, click "Save" to complete the text reading setup.

Step 4: Set Up Addition to Google Sheets

The final setup is "Add Record".
On the first page, the account information of the Google Sheets linked with My App is reflected.

If necessary, modify the title.
Next, select the sheet (tab) from the candidates where you want to reflect the obtained information for Google Sheets database integration.

Enter the table range in alphanumeric characters.
Once set up, click "Next" to verify the database connection.

On the next page, set up the content to be reflected in the specified sheet.

Enter the items that match each field from the output.

Once all entries are made, click "Test".

When the test is successful, the same information is automatically reflected in the specified Google Sheets.

Once confirmed, click "Save" to complete all settings.

Finally, turn on the trigger.

Now, the information from the health check form submitted through the form is automatically reflected in Google Sheets.
The flow set up this time is as follows.

Other Automation Examples Using Google Sheets and AI Features

In addition to the integrations introduced today, various automations can be achieved by utilizing the API and AI features of Google Sheets.

If you find something interesting, please give it a try!

‍‍Automation Example Integrating Google Sheets and OCR

Files submitted via Google Forms or email attachments can be read with OCR and added to Google Sheets.
Additionally, when a file is uploaded to Google Drive, it can be read with OCR and added to Google Sheets as well.

Automation Example Using Google Sheets

Add a Row in Google Sheets and Automatically Update the Database

When a row is added in Google Sheets, it will automatically be registered in Notion, Airtable, etc.

Add lead information to the customer management app when a row is added in Google Sheets

When lead information is added to Google Sheets, it will be automatically added to Salesforce, HubSpot, etc.

Create a folder in cloud storage when a row is added in Google Sheets

Automatically create a folder in Google Drive or OneDrive when a row is added in Google Sheets.

Examples of Automation Using AI Features

Transcribe and Add Audio Data

After a web meeting ends or when audio data is uploaded to Google Drive, it is transcribed by AI and added to Google Sheets or notifications are sent to Slack.

‍Extract text and add it to apps or databases

Automatically extract specific content from messages posted in chat tools using AI and add it to Trello, Google Sheets, etc.

Summarize the Text

Automatically summarize the content received through the messaging tool and notify again, or summarize the content registered in the database.

‍Benefits and Examples of Using OCR to Read Health Checkup Reports and Add Them to Google Sheets

Benefit 1: Reduction in Work Time and Cost

For example, manually entering hundreds of health checkup reports into a database after annual checkups requires a significant amount of time and effort. By automating this process through the integration of OCR technology and Google Sheets, it is possible to instantly reflect the necessary data from the scanned reports.

Administrative staff can complete tasks that used to take several days in just a few hours, allowing them to allocate their freed-up time to other tasks, thereby improving work efficiency. Additionally, eliminating input errors reduces the need for data re-verification, leading to further cost savings.

Benefit 2: Improved Data Searchability and Analysis

For instance, when an employee wishes to have a personal consultation based on their health checkup results, searching for past data from paper documents can be cumbersome. By implementing this automated flow, you should be able to instantly find the relevant data by simply searching for a name or employee number in Google Sheets.

Moreover, it becomes easy to aggregate multiple years' worth of health checkup results and analyze trends. Not only can administrators respond quickly, but they can also take strategic actions based on maintaining employee health and predicting risks.

Benefit 3: Smooth Sharing through Digitization

For example, when the HR department, occupational physicians, and health staff need to review employees' health checkup results, paper documents often lead to delays in updates and information omissions. By using this flow, information is automatically updated and shared in Google Sheets, allowing all stakeholders to smoothly access the latest data.

This shift to paperless operations enables rapid and accurate collaboration. It seems particularly beneficial for smooth data management in remote work environments, contributing to the overall promotion of digitalization in operations.

Conclusion

For those looking to streamline the management of health checkup reports, an automated solution using Yoom and Google Sheets might be the ideal choice. By reducing the burden of manual tasks and smoothly managing scanned data, overall operational efficiency should improve.

Additionally, this system does not require programming knowledge and can be set up with simple operations. To review cumbersome data entry and document organization and allocate more time to more important tasks, why not register for Yoom for free now and smartly evolve the management of health checkup reports?