Run OCR and add the results when a file is uploaded to Airtable

■Overview

Manually transcribing text from image files such as invoices and receipts using online tools is time-consuming and prone to errors. With this workflow, when a file is uploaded to Airtable, OCR automatically extracts the text from the image and appends the results to the record. Automate the manual work previously handled with tools to improve operational accuracy and efficiency.

■Who Should Use This Template

• Anyone manually entering data using an OCR tool
• Anyone managing files in Airtable and looking to streamline the transcription of text information
• Anyone looking to eliminate human error when transcribing text or entering data from image files

■Benefits of This Template

• Simply upload a file to Airtable, and the text will be automatically extracted and appended, reducing the time previously spent on manual transcription.
• Eliminating manual data transcription helps prevent human errors such as incorrect entries and missing information, keeping your data accurate.

■Workflow Steps

1. First, connect Airtable to Yoom.
2. Next, select Airtable as the trigger and set the action to “When a record is created.”
3. Next, set up branching in the operation and configure the workflow to continue only when the record includes an attached file.
4. Next, set up Airtable’s “Download a file from a record” action in the operation.
5. Next, set up the OCR feature’s “Read any image or PDF” action in the operation to read the downloaded file.
6. Finally, set up Airtable’s “Update a record” action in the operation and append the text extracted by OCR to the specified field.

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

■Customization Options

• In the Airtable trigger settings, specify the base ID and table ID you want to use, as well as the Created Time field for detecting newly created records.
• With the OCR feature, you can specify the areas or items from which you want to extract text in image or PDF files.
• For Airtable’s “Update a record” action, specify which field should receive the text extracted by the OCR feature.

■Notes

• Connect Airtable to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest available trigger interval varies by plan.
• Airtable outputs can be retrieved using JSONPath. See below for details.
  See how to retrieve Airtable outputs
• Branching is an operation available on the Mini plan and above. On the Free plan, the configured operation in the workflow will result in an error.
• Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
• Files up to 300 MB can be downloaded. Depending on the app specifications, the limit may be less than 300 MB.
• See below for details on the file size limits supported by triggers and each operation.
  See the file size limits
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, the configured operation in the workflow will result in an error.
• Paid plans such as the Team and Success plans offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
• Please note that OCR may not be able to read data containing more than 6,500 characters or text that is too small.