When a form response is submitted, download an object from Amazon S3, perform OCR, and send a notification via Gmail

Launch this workflow to connect Amazon S3 & Gmail !

■Overview

Do you spend too much time manually reviewing and transcribing data from PDF files, such as invoices and application forms, stored in Amazon S3? With this workflow, you can use form responses as a trigger to automatically extract the required data from PDFs stored in Amazon S3 using OCR, then notify relevant stakeholders via Gmail. Eliminate repetitive review and transcription tasks so you can focus on more important work.

■Who this template is for

Anyone struggling to manually extract data from PDFs stored in Amazon S3
Professionals who review PDF contents and manually email the relevant departments
Anyone looking to streamline routine workflows involving AWS S3 that start with form submissions

■Benefits of using this template

Automate the entire process—from downloading PDFs from Amazon S3 and extracting data with OCR to sending notifications—to reduce the time spent on manual tasks
Prevent human errors such as overlooking information or entering incorrect data during manual reviews and transcription, improving operational accuracy

■Flow bot steps

First, connect Amazon S3 and Gmail to Yoom
Next, select Form Trigger as the trigger and set the action to “When a response is submitted through the form”
Next, set the Amazon S3 operation to “Retrieve object information” to identify the target PDF based on the information received through the form
Then, set the Amazon S3 operation to “Download object”
Next, set the OCR feature to “Read any image or PDF” and extract the required data from the downloaded file
Finally, set the Gmail action to “Send email” and send a notification email containing the extracted data

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

When extracting data from PDFs with OCR, configure the fields you want to retrieve, such as invoice numbers and amounts
You can customize the recipients, subject, and body of the email sent via Gmail. Insert data extracted by OCR into the body to dynamically customize the notification content

■Notes

Connect both Amazon S3 and Gmail to Yoom
AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that operations in configured flow bots will result in errors on the Free and Mini plans.
Paid plans, including the Team and Success plans, offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB, so please be aware of this
For details on the file size limits supported by triggers and each operation, see File size limits.
Please note that OCR may not be able to read data containing 6,500 or more characters or text that is too small

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About the Apps

Amazon S3

Yoom allows you to integrate with Amazon S3 without code and automate file management within S3 buckets via API. For example, you can quickly build no-code workflows to automatically upload files generated by external apps to S3 or transfer files retrieved from S3 to another storage or chat tool.

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Yoom allows you to integrate with Gmail's API without code and automate email sending from Gmail. You can automatically create and send invoices and contracts via Gmail, or automatically reply to inquiries.

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Amazon S3

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