When a manual is added to Google Drive, use an AI worker to extract tasks and automatically update the task inventory table
When a manual is added to Google Drive, use an AI worker to extract tasks and automatically update the task inventory table
Launch this workflow to connect
Google Drive &
Google Sheets
!
■Overview
Updating a task inventory manually every time you create a new operations manual is a time-consuming process. As the number of manuals grows, information can be missed during transcription or updates can be delayed, making it difficult to maintain an up-to-date view of your operations. With this workflow, simply adding a manual to Google Drive prompts AI to automatically extract and organize tasks and update the task inventory in Google Sheets. Automate everything from adding manuals to reflecting them in your inventory, and always keep your operations list up to date.
■Who should use this template
- Teams that frequently launch new projects or operations and regularly create operations manuals
- Teams that manage manuals in Google Drive and want to streamline the process of transferring information to a task inventory
- Managers and business owners who want to automatically maintain an up-to-date operations list without adding extra work for team members
■Benefits of using this template
- Your operations list is updated automatically whenever you save a manual to Google Drive, freeing up the time previously spent transferring information for other tasks.
- AI extracts tasks and standardizes their level of detail, reducing inconsistencies in human interpretation and helping you maintain an accurate task inventory.
■Flow bot workflow
- First, connect Google Drive and Google Sheets to Yoom.
- Next, select Google Drive as the trigger and set up the “When a new file or folder is created in a specific folder” action.
- Then, select Google Drive as the action and set up the “Download a file” action.
- Finally, create a manual for the AI Worker to extract, classify, and standardize tasks from operations documents, and set the “Add a row” action in Google Sheets as a tool to use.
※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization options
- In the Google Drive trigger settings, specify the folder you want to monitor.
- Adjust the AI Worker instructions (prompt) to match your organization’s rules for task formats and classification methods.
- In the Google Sheets settings, customize the destination sheet and field mappings to match the format of your existing task inventory.
■Notes
- Connect both Google Drive and Google Sheets to Yoom. You must also connect any tools (apps) used within the AI Worker to My Apps.
- For basic AI Worker settings, see [AI Worker] How to configure basic settings.
- The number of AI Workers that can run simultaneously, the number of AI Workers you can create, and the AI models available to you depend on your plan.
- The apps and operations available within the AI Worker are subject to the same usage restrictions as flow bots.
- AI Workers consume tasks during test runs just as they do during production runs. For details, see [AI Worker] How task execution counts are calculated.
- AI Workers are more likely to process tasks correctly when you provide detailed instructions. For details, see [AI Worker] How to create a manual.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Note that the shortest available trigger interval varies by plan.
- Files up to 300 MB can be downloaded. Depending on the app specifications, the limit may be lower than 300 MB.
- For details on file size limits for triggers and individual operations, see File size limits.
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No-Code API Actions
Executable API actions
Flowbot triggers
New File or Folder Created
When a New File or Folder Is Created in a Specified Folder
When a Specific File Is Created or Updated
When a File Containing Specific Keywords Is Created
When a Row Is Added
When a Row Is Updated
Flowbot operations
Create Folder
Duplicate File
Search for Files and Folders in a Specific Folder
Delete File
Upload File
Download File
Download Google Sheets File
Download Google Slides
Download Google Docs File
Retrieve a List of Files and Folders in a Specific Folder
Rename File
Retrieve File or Folder Information
Convert Excel File to Google Sheets
Convert CSV File to Google Sheets
Grant File or Folder Permissions to a User
Move File to Trash
Retrieve a List of Permissions for a File or Folder
Update Description for a File or Folder
Flowbot triggers
New File or Folder CreatedWhen a New File or Folder Is Created in a Specified FolderWhen a Specific File Is Created or UpdatedWhen a File Containing Specific Keywords Is Created
Flowbot operations
Create FolderDuplicate FileSearch for Files and Folders in a Specific FolderDelete FileUpload FileDownload FileDownload Google Sheets FileDownload Google SlidesDownload Google Docs FileRetrieve a List of Files and Folders in a Specific FolderRename FileRetrieve File or Folder InformationConvert Excel File to Google SheetsConvert CSV File to Google SheetsGrant File or Folder Permissions to a UserMove File to TrashRetrieve a List of Permissions for a File or FolderUpdate Description for a File or FolderChange File Destination FolderCreate a Shortcut to a FileConfigure Download and Copy PermissionsRetrieve a List of Folders in a Specific FolderConvert a File to Google DocsDownload a Google Sheet (Specify Sheet)Change Sharing to "Anyone with the Link"Search Files and Folders in a Specific Folder (Excluding Trash)Convert a Presentation File to Google SlidesConvert a PDF File to Google DocsGrant File or Folder Permissions to a Specific OrganizationUpdate a Specific FileRemove Permissions from a File or FolderCreate a Shared DriveSearch Shared DrivesCopy File (Detailed Options)Search Files and Folders
Flowbot triggers
When a Row Is AddedWhen a Row Is Updated
Flowbot operations
Set a Value in a CellGet ValuesClear ValuesCreate a New SpreadsheetCopy a Sheet (Tab)Add a New Sheet (Tab)Delete Sheet (Tab)Replace ValuesUpdate Sheet NameDelete RowsGet Spreadsheet InfoGet Sheet NamesApply a Formula to a RangeEnter Values in a RangeEmbed an Image in a CellSort by Specific ColumnHide a SheetAdd a Note to the Specified CellsInsert ColumnsDelete ColumnsWrite Values to Multiple ColumnsAdd RowsMore inspiration for you
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