Create a report with Gemini based on a PDF submitted through a form, then send it via Outlook
Create a report with Gemini based on a PDF submitted through a form, then send it via Outlook
Launch this workflow to connect
Gemini &
Microsoft Outlook
!
■Overview
Do you spend too much time reviewing PDFs submitted through forms, manually creating reports, and sharing them by email?
Not only is this process time-consuming, it is also prone to human errors such as data entry mistakes and missed notifications.
With this workflow, Gemini automatically creates a report based on the PDF attached to the submitted form, then sends it to the relevant stakeholders via Outlook—helping you resolve these challenges seamlessly.
Not only is this process time-consuming, it is also prone to human errors such as data entry mistakes and missed notifications.
With this workflow, Gemini automatically creates a report based on the PDF attached to the submitted form, then sends it to the relevant stakeholders via Outlook—helping you resolve these challenges seamlessly.
■Who should use this template
- Anyone who manually creates and shares reports based on PDFs received through forms
- Anyone who wants to streamline daily document creation by leveraging generative AI such as Gemini
- Anyone who wants to reduce the effort required to create and send routine report emails using Outlook
■Benefits of using this template
- Automate the entire process—from form submission to report creation and email sharing—to save time and focus on more important tasks.
- Prevent human errors such as manual data entry mistakes, incorrect email recipients, and missing file attachments, improving operational accuracy.
■How the flow bot works
- First, connect Gemini, Google Sheets, Google Drive, and Outlook to Yoom.
- Select the form trigger feature as the trigger, set the action to “When a form is submitted,” and create fields such as one for accepting PDF files.
- Set up Gemini’s “Upload file” action as an operation, and specify the PDF file submitted through the form.
- Set up Gemini’s “Generate content (use file)” action, and instruct it to generate a report based on the uploaded file.
- Set up Google Sheets’ “Issue document” action to create a report document based on the content generated by Gemini.
- Finally, set up Outlook’s “Send email” action to attach the generated report and send it to the specified recipients.
※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization options
- You can customize the fields configured in the form trigger to suit your needs, such as an upload field for the file used to create the report.
- You can set any instructions for the prompt used to generate text with Gemini while referencing the form responses, including the uploaded file.
- You can use any template for the document issued in Google Sheets and insert text generated by Gemini or other values into the template’s variable fields.
- For emails sent through Outlook, you can freely configure the recipients, subject, and body. You can also insert values such as content generated by Gemini into the email body.
■Notes
- Connect each of Gemini, Google Sheets, Google Drive, and Outlook to Yoom.
- Microsoft 365 (formerly Office 365) offers Home and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- The form feature is available on the Mini plan and above. On the Free and Personal plans, operations and Data Connect configured in your flow bots will result in errors.
- Paid plans such as the Personal, Mini, Team, and Success plans include a two-week free trial. During the free trial, you can use apps that are otherwise subject to plan restrictions.
- The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be lower than 300 MB.
- For details on the file size limits supported by triggers and individual operations, see File size limits.
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Gemini
Yoom allows integration with Gemini's API without any coding. You can use Gemini via API to automatically generate content at various times. It is possible to create AI chatbots by integrating with chat tools or automatically store text generated by Gemini by integrating with database services.
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Specific Subject Email Is Received
When an Email Is Received
When an Event Is Registered in the Calendar
When a Calendar Event Is Added or Updated
When a Task Is Created
When an Email Is Received
Flowbot operations
Generate Content
Upload File
Generate Content (Using File)
Generate Content (URL Context)
Generate Content (Google Search)
Generate Image from Text (Nano Banana)
Create an Event in My Calendar
Create a Calendar
Create an Event in a Specified User's Calendar
Get Email Attachment Information
Download Email Attachments
Delete Event from a Specific User's Calendar
Update Event in a Specific User's Calendar
Delete Event from My Calendar
Update Event in My Calendar
Create Task (with Reminder Settings)
Create a Task (Reminders Not Supported)
Search Events in My Calendar
Flowbot triggers
There is no action.
Flowbot operations
Generate ContentUpload FileGenerate Content (Using File)Generate Content (URL Context)Generate Content (Google Search)Generate Image from Text (Nano Banana)
Flowbot triggers
When a Specific Subject Email Is ReceivedWhen an Email Is ReceivedWhen an Event Is Registered in the CalendarWhen a Calendar Event Is Added or UpdatedWhen a Task Is CreatedWhen an Email Is Received
Flowbot operations
Create an Event in My CalendarCreate a CalendarCreate an Event in a Specified User's CalendarGet Email Attachment InformationDownload Email AttachmentsDelete Event from a Specific User's CalendarUpdate Event in a Specific User's CalendarDelete Event from My CalendarUpdate Event in My CalendarCreate Task (with Reminder Settings)Create a Task (Reminders Not Supported)Search Events in My CalendarSearch Events in a Specific User's CalendarFind Meeting TimesGet Calendar ViewRetrieve Mail MessagesMove MessageRetrieve a Specific MessageSearch Messages in a Specific FolderUpdate MessageFind a Specified User's Free/busy ScheduleRetrieve a Specified User's Calendar ViewRetrieve a Specified Group's Calendar ViewRetrieve a List of Members in a Specified GroupMore inspiration for you
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