How to integrate Office Station with OCR to read resumes using OCR and register employees in Office Station

In recruitment operations, digitizing handwritten resumes and registering them in management tools is time-consuming and prone to human error. Many recruiters may struggle with this complexity. Especially during mass hiring periods, registration tasks can be delayed, affecting subsequent operations. By utilizing Yoom, you can efficiently digitize resumes using OCR functionality and create a flow that automatically registers employee information in the office station. This can significantly reduce the effort of manual input and improve the accuracy of registration content. Furthermore, it allows the entire recruitment process to proceed smoothly, providing more leeway in the schedule even during busy periods. This article introduces specific integration methods using Yoom, so please read to the end. Recommended for: - Those conducting mass hiring of new graduates or mid-career professionals and considering efficiency in resume registration tasks. - Those looking to reduce input errors when handling handwritten resumes and application documents. - Those who want to streamline the overall recruitment process and reduce the burden during busy periods. - HR personnel considering the introduction of business efficiency tools utilizing APIs and AI. Benefits of integrating office station and OCR functionality and specific usage scenarios: Benefit 1: Time reduction through efficient employee information registration By reading resumes with OCR and automatically registering them in the office station, you can reduce the time spent on manual input. When processing over 50 applicants for new graduate recruitment, traditional manual input can take several minutes per entry, totaling several hours. By utilizing this flow, simply reading the resume digitizes information such as names, addresses, and contact details, and registers them directly into the system. This efficiency allows recruiters to focus on other important tasks, and the quick completion of registration tasks makes it easier to proceed with the recruitment schedule in a planned manner. Benefit 2: Improve data accuracy by preventing human error By utilizing OCR, you can prevent input errors that are common during manual entry and enhance the accuracy of registered data. For example, when handling handwritten resumes for mid-career recruitment, misreading kanji or typos can occur. Errors in important fields such as addresses or names can easily lead to problems in subsequent operations. This flow accurately digitizes resume content and incorporates it into the system, potentially reducing the effort required for verification and correction. This improves the reliability of registration content and is expected to suppress the occurrence of errors. Benefit 3: Streamlining the entire recruitment process and reducing the burden Quick data registration of resumes is expected to allow the entire recruitment process to proceed smoothly. For example, during mass hiring, if resume data registration tasks are delayed, there is a risk of delays in subsequent tasks such as contract creation and onboarding preparation. By utilizing this flow, you can efficiently capture resume data and smoothly transition to the next steps. Additionally, with data centralized in the office station, it becomes easier to check necessary information, making it easier to manage the entire recruitment process. This system is particularly useful in reducing the workload during busy periods. How to create a flow to read resumes with OCR and register employees in the office station: From here, we will set up the flow using Yoom. The setup this time is to "read resumes with OCR and register employees in the office station."

The general flow is as follows.

Integration of Yoom and Office Station My App & Preparation of Resume
Copy the Template
Use Yoom to Set Detailed Flow
Turn ON the Trigger

AI features (OCR) are used, but advanced programming knowledge is not required.

Please note that AI features are only available with some paid plans. If your plan is not eligible, the operation of the flow bot you set will result in an error, so please be careful.
Paid plans offer a two-week free trial, during which you can use restricted apps and AI features.

Let's start with the preparation!

[What is Yoom]

Step 1: Integrate Office Station with My App & Prepare Resume

First, integrate Yoom and Office Station with My App.

After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.

When the "New App Connection" window appears, search for Office Station.

Obtain the Station ID from the URL, enter the necessary login information, and click "Add".
If the Office Station icon is added to the My Apps list, the integration is complete.

‍

Next, prepare a resume for testing during the flow setup.
There are services available online where you can fill out and download a resume, so please search for them.

The one we will use this time is below.

Since it's for testing, the content can be temporary.
Once you have prepared up to this point, copy the template from the banner below.

Step 2: Setting Up the Resume Submission Form

The initial setup is the "Resume Submission Form".
Set up the form to attach and submit resumes.

In addition to the name, you can also input dates and dropdowns, so please enter as needed.

The resume attachment field is mandatory, so make sure not to forget to check the above section.
<span class="mark-yellow">If an employee number is issued, setting it as a mandatory field here allows it to be used in the Office Station settings.</span>

You can also set the content displayed after form submission.

Once all required fields are filled, proceed to the next step.
On the next page, you will review the form screen and set the "acquired values".

In the actual flow, the content obtained from the submitted form can be acquired as output (acquired values), but here, please manually enter according to the resume content.

Once you have entered the information, click "Save" to complete the form trigger setup.

Step 3: Setting Up Text Recognition

Next is the setting for "Reading Text from Images/PDFs".

On the first page, only modify the title and proceed to the next step.
On the next page, set the content to be extracted from the resume.

If there is any necessary information from the resume items other than the default, set it here.
Once entered, click "Test" to verify if the information is correctly extracted.

If the resume content is reflected in the output as shown above, the test is successful.
Click "Save" to complete the text recognition setup.

Step 4: Employee Ledger Registration Setting in Office Station

The final setup is "Employee Ledger Registration".
On the first page, the information of the Office Station linked with My App is reflected.

Check the account information, and if necessary, modify the title and proceed to the next step.
On the next page, set the content to be registered in the Office Station.

‍

If the employee number is entered in the resume submission form, it can be selected from the output.
If there is no employee number at this stage, set a temporary number as shown in the image and later correct it from the Office Station screen.

When the test is successful, the employee ledger is created in the Office Station.
Finally, click "Save" to complete all settings.

Turn on the trigger to activate the flow.

This completes the setup for automatically creating an employee ledger in the Office Station from the resume content.

The flow set up this time is as follows.

Other Automation Examples Using OCR Functionality

Read Invoice Information Received by Email with AI-OCR and Add to Notion Database

This flow utilizes OCR to automatically read invoice information attached to emails and register it in the Notion database.

It reduces the hassle of manual entry and allows for centralized information management. It is expected to improve the accuracy of invoice recording and verification. Recommended for those who want to enhance work efficiency.

Read Business Card Information with AI-OCR and Add to Notion Database

This is a flow to digitize business cards using OCR and automatically register them in Notion. It eliminates the need for manual input, making it easier to manage business cards and search for information. It is expected to improve the efficiency of sales activities and facilitate smooth information sharing.

Ideal for business professionals struggling with data management.

‍

Read receipts with AI-OCR, store in Google Sheets, and notify via Talknote

This flow digitizes receipt contents using OCR, automatically registers them in Google Sheets, and then sends notifications via Talknote.
It is expected to streamline expense management and facilitate quick information sharing. It is useful for those who want to reduce the burden of accounting tasks.

Summary

With Yoom, you can easily digitize handwritten resumes and set up a flow to automatically register them at the office station. It does not require programming knowledge, making it easy for anyone to start. It is the perfect tool for those aiming to improve the efficiency of recruitment operations and prevent errors.

You can start with a free registration, so why not give it a try and experience the potential for business improvement?