How to Read a Resume with OCR Functionality and Save it by Item in Microsoft Excel, and Its Benefits

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How to Create a Workflow Integrating OCR and Microsoft Excel

• Integrate Microsoft Excel with My Apps
• Copy the template
• Set triggers including OCR, and configure actions in Microsoft Excel
• Set the trigger to ON and prepare for workflow operation

If you are already registered with Yoom, please log in. If you are not yet registered, register for free and proceed with the setup.

Step 1: Integrate OCR Tool and Microsoft Excel with My Apps

After logging into Yoom, click on "My Apps" on the left side of the screen.
Next, click on "+Add".

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In the "New Connection for My Apps" that appears next, search for Microsoft Excel.
Clicking on Microsoft Excel will display the Microsoft login page. Please log in with your Microsoft account.
※ Microsoft365 (formerly Office365) has a personal plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.

Next, copy the template.
Click 'Try it' on the banner below to copy it.

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If a screen saying "Template has been copied!" appears, the copy was successful.
Click "OK" to proceed with the flow settings.

Step 2: Set the Trigger

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First, we will create a form for applicants to upload their resumes.
Click "Resume Submission Form".

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In the form creation screen, you can edit and add content.
Some form creation settings are only available in paid plans. For more details, please check here.
① You can edit the form title and description.
② You can edit the question title and description. The first question is set as "Name".
③ You can set actions for the question. This time, we selected "Text" and set it to enter "Name".
④ You can choose whether this question is mandatory.
⑤ You can preview the created form. You can check it even during editing, so you can proceed with the settings little by little.

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① As before, you can edit the question title and description. This is set as "Resume".
② Set the action for the question. This time, to receive resume files, we selected the "Attachment" action.
③ Again, you can set whether the answer is mandatory.
④ You can add a question section. You can set checkboxes for confirmation items, numerical data, etc., as desired.
⑤ You can edit the text of the submit button. Use this if you want text other than "Submit". (This setting is only available in paid plans)
⑥ This is the setting to hide the Yoom logo. The Yoom logo will not be displayed at the bottom of the answer form page. (This setting is only available in paid plans)

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Scroll down the screen to set the "Completion Page Settings" after form submission.
① You can edit the completion message. The default setting is "Submission Complete". (This setting is only available in paid plans)
② You can add a description to the completion message. You can enter supplementary information as desired. (This setting is only available in paid plans)
③ This is the setting section for Yoom-related displays. If turned on, it can be set not to display Yoom-related information on the completion page. (This setting is only available in paid plans)
④ This is the access restriction setting. Use this if you want to use the created answer form only within the office. (This setting is only available in the Pro plan)
⑤ This is the flow bot activation setting. You can set whether to activate when the form is submitted or to activate with admin privileges.
Once each item is set, click "Next".

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In the next screen, you can check the created page and set test values.
① You can check the completed answer page and completion page.
② You can set the test "Name" to be used later.
③ Upload the test "Resume" to be used later.
Once each item is checked and set, click "Save".

Step 3: Set OCR

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Next, set up OCR.
Click "Read text from image/PDF".

* AI operations are only available in Team Plan and Success Plan. In the case of Free Plan and Mini Plan, the operation of the flow bot set will result in an error, so please be careful.
* Paid plans such as Team Plan and Success Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and AI features (operations).

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You can edit the title of the action "Read Resume" as desired.
Click "Next" without changing the "Action".

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Next, set the details of the reading.
In "File Attachment Method", you can choose "Use Retrieved Value" or "Upload File".
This time, since we will use the attached file sent in the "Resume" question section set earlier, we selected "Use Retrieved Value" and chose "Resume".
In "Additional Items to Extract", you can set additional items you want to extract besides the default readable information. This time, we added "E-mail".
In "AI to Use", you can choose between ChatGPT or Claude. This time, we selected ChatGPT.

Let's create an Excel sheet to add resume information here.
For details on setting up the Excel sheet, please refer to here.
Once each item is set, click "Test".

If there are no issues, click "Save".

Step 4: Set Actions

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Set to add the information read by OCR to Microsoft Excel.
Click "Add Record".

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Edit the title as desired and check the account information.
Do not change the execution action, and scroll down the page.

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Set up the Microsoft Excel database connection.
For "File Location", select the location where the Excel file to add resume information is saved, from OneDrive or SharePoint.
Next, select "Drive ID". For SharePoint, it is displayed as "Site ID".
Click the blank to select from the options.
Similarly, select "Item ID" and "Sheet Name" from the options.
"Table Range" allows you to specify the data addition range in the Excel sheet.
Once each item is set, click "Next".

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In the next screen, set the values to be added to the connected Excel sheet items.
Click the blank and set each item from "Output".

Once each item is set, click "Test".

When the test is successful, the resume information read by OCR is added to the Excel sheet.
Once confirmed, click "Save".

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Click "Turn on Trigger" to prepare for flow operation.

You can copy the answer form from the top right of the flow bot settings screen.
Now, when a resume is submitted from the answer form, it will be automatically added to Microsoft Excel.

Other Automation Examples Using Microsoft Excel

In addition to the flows we introduced this time, you can use Microsoft Excel's API to automate a variety of business processes.
All of them can be used with simple settings, so if there are any that interest you, please give them a try!

Once registered, add it to a Microsoft Excel sheet.

After the information is added, the details of the assignment will automatically be entered into Microsoft Excel, reducing the time and effort required to transfer the same information.

Read the PDF file attached to the form using OCR, store it in Microsoft Excel, and notify

There is no need to manually store the information from the obtained PDF data into the Microsoft Excel database, as all processes can be automated.

Publish and Save the Target Sheet as a PDF in Microsoft Excel at a Specified Date and Time

Automatically create and save a PDF based on the contents of Microsoft Excel at a specified date and time, potentially eliminating the need for manual work.

When a message is sent, extract text from the post using AI and add it to Microsoft Excel

By automatically synchronizing only the necessary information set in advance from the content of reports or inquiries, the time required for checking, organizing, and transcribing messages should be reduced.

Store the Received Survey Results in Microsoft Excel

Centralized data management allows for quick reference to necessary information, potentially enabling prompt responses and decision-making.

Add a record to Microsoft Excel when a task is registered

By automating the addition of tasks to Microsoft Excel, manual work becomes unnecessary, and the occurrence of human errors can be reduced.

Benefits and Examples of Integration

Benefit 1: Cost Reduction through Paperless Operations

By utilizing the integration of OCR and Microsoft Excel applications, you can centrally manage paper and resumes in digital format.
This not only reduces printing and storage costs but also contributes to reducing environmental impact.
Additionally, it eliminates the need for time spent searching for documents and storage space, promoting not only efficiency but also office organization!
In large-scale recruitment activities that handle a large number of resumes, cost and time savings can be expected.

Benefit 2: Streamlining Data Entry Tasks

By automatically adding resumes read by OCR to Microsoft Excel, you can skip data entry tasks.
This reduces input errors and overlooked information, improving data quality.
Moreover, as work time is significantly shortened, staff can focus more easily on other tasks.
In companies with active recruitment activities, the management of applicant resumes is streamlined, leading to smoother scheduling and quicker responses.

Benefit 3: Efficient Search and Filtering of Applicant Information

By digitizing resumes and managing them with Microsoft Excel, you can easily search and filter applicant information.
For example, it is possible to quickly identify candidates with specific skills or applicants from specific regions.
This eliminates the need to manually check resumes, thereby improving the quality and speed of recruitment.

Conclusion

With the integration of OCR and Microsoft Excel, you can convert resumes into digital data and manage information automatically.
This may eliminate the manual data entry previously performed, reducing human errors and potentially improving data accuracy!
Furthermore, being saved as Excel data leads to faster information retrieval.

Please take advantage of Yoom's app integration to experience the efficiency of your operations!