When MDM data is submitted via Google Forms, use OCR and AI to analyze data quality, then add it to Notion

Data managed through MDM (Master Data Management) must be high quality, but manually registering and updating data is time-consuming and prone to input errors. While many people are interested in advanced data management powered by AI, they may struggle with how to implement it in practice. This workflow uses data submitted through Google Forms as its starting point, extracts information with OCR, analyzes data quality with AI, and automatically adds the results to Notion. It enables smooth AI adoption in MDM while improving the accuracy and efficiency of data management.

■ Who this template is for

• Anyone considering building an MDM system in Notion and automating data registration with AI
• Anyone spending significant time checking and formatting data collected through Google Forms
• Anyone who wants to extract information from paper documents and other sources with OCR and manage it efficiently as MDM data

■ Benefits of using this template

• Reduce the time required to register data in MDM by having AI analyze submissions triggered by Google Forms and automatically add the results to Notion
• Maintain and improve data quality by using OCR and AI-powered data formatting to prevent manual input errors and inconsistent notation

■ Flowbot steps

1. First, connect Google Drive, Google Forms, and Notion to Yoom
2. Set the Google Forms trigger to “When a response is submitted to the form”
3. Set the Google Drive operation to “Download a file” and download the file attached to the form response
4. Next, set the OCR feature to “Read any image or PDF” and extract text from the downloaded file
5. Then, set the AI feature to “Generate text” and analyze and format the extracted text
6. Finally, set the Notion operation to “Add a record” and add the AI-formatted data to the specified database

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

■ Customization options

• In the Google Forms trigger settings, specify the ID of the form you want to connect
• In the OCR settings, specify the fields you want to extract from the file
• For the AI “Generate text” action, edit the prompt as needed to perform your desired analysis and formatting
• For the Notion “Add a record” action, specify the ID of the database where you want to store the data

■ Notes

• ‍‍Connect Google Forms, Google Drive, and Notion to Yoom.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• The AI operation for OCR or audio transcription is available only on the Team and Success plans. On the Free and Mini plans, the configured Flowbot operation will result in an error.
• Paid plans, such as the Team and Success plans, include a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
• See below for how to retrieve response details when using Google Forms as a trigger.
  Learn how to retrieve response details