Use OCR to extract text from image files attached to Gmail messages with a specific label, then add it to Google Sheets

■Overview

Do you spend too much time opening attachments such as invoices and application forms received in Gmail, checking their contents, and manually entering the information into Google Sheets? With this workflow, when you receive an email with a specific label in Gmail, AI automatically reads the attached file using OCR and adds the extracted information to Google Sheets. Automate tedious data entry, prevent input errors, and streamline your operations.

■Who This Template Is For

• Anyone who manually transfers information from invoices or purchase orders received in Gmail to Google Sheets
• Anyone who wants to eliminate the time spent checking attachment data and prevent input errors
• Anyone who wants to promote digital transformation in paper- or PDF-based document management by leveraging OCR

■Benefits of Using This Template

• Automate the process from email receipt to data entry, reduce the time spent on manual input, and focus on more important tasks.
• Eliminate manual data transfer to prevent human errors such as input mistakes and missed entries, improving data accuracy.

■Flowbot Steps

1. First, connect Gmail and Google Sheets to Yoom.
2. Next, select Gmail as the trigger, set the action to “When an email with a specific label is received,” and specify the target label.
3. Then, configure a branch in the operation so that the workflow proceeds only when the received email contains an attachment.
4. Next, set up the AI operation “Read text from images and PDFs” to extract text information from the attachment.
5. Finally, configure the Google Sheets operation “Add a record” to add the extracted information to the specified sheet.

※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization Options

• In the AI (OCR) settings, you can specify the fields you want to read, such as invoice amounts, company names, and dates.
• In the action for adding records to Google Sheets, you can freely choose which information read by AI should be added to which columns in the spreadsheet.

■Notes

• Connect both Gmail and Google Sheets to Yoom.
• The branching operation is available on the Mini plan and above, while the OCR AI operation is available only on the Team and Success plans. On other plans, the operations in the configured Flowbot will result in an error.
• Paid plans such as the Mini plan include a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to plan restrictions.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Be aware that the shortest available trigger interval varies by plan.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits for triggers and individual operations, see below.
  See details here.

• OCR may not be able to read data containing more than 6,500 characters or text that is too small.