How to Use Pabbly Connect to Extract Conference Registration Data from PDFs to Google Sheets

Learn how to automate the extraction of conference registration data from PDFs to Google Sheets using Pabbly Connect with AI capabilities. Step-by-step guide included. Transform complex automation concepts into accessible, actionable steps that eliminate unnecessary manual work while maximizing existing application capabilities.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Data Extraction

To automate the extraction of conference registration data from PDFs to Google Sheets, you need to access Pabbly Connect. Start by visiting the Pabbly website and signing in to your account. If you are a new user, you can sign up for free and get 100 tasks each month.

After signing in, navigate to the Pabbly Connect dashboard. Here, you can create a new workflow by clicking on the ‘Create Workflow’ button. Name your workflow something like ‘Extract Conference Registration Data’ and select the folder where you want to save it.

2. Setting Up the Trigger with Google Drive

In this step, you will set up the trigger for your workflow using Pabbly Connect to monitor a specific folder in Google Drive. The trigger will activate whenever a new PDF file is uploaded to the designated folder. Select Google Drive as your trigger application and choose the trigger event as ‘New File in Folder’.

• Connect your Google Drive account by clicking on ‘Connect’.
• Select the specific folder where the PDFs will be uploaded.
• Test the trigger to ensure it is set up correctly.

Once the trigger is set, you will receive a test response from Google Drive. This confirms that Pabbly Connect is successfully monitoring the specified folder for new files.

3. Extracting Data Using OpenAI

After setting up the trigger, the next step involves using OpenAI to extract data from the uploaded PDF. In Pabbly Connect, choose OpenAI as your action application and select the action event as ‘Extract Content from PDF’.

Connect your OpenAI account by providing the required API key. You will need to specify the PDF URL from the previous step. Use the mapping feature to automatically pull in the PDF URL from the trigger response.

• Enter a prompt to instruct OpenAI on what data to extract, such as ‘Extract first name, last name, session, payment, and currency from the PDF’.
• Test the action to verify that the data is being extracted correctly.

Once the data extraction is successful, you will receive a structured response containing the extracted information in JSON format. This response will be used in the next step to populate your Google Sheets.

4. Adding Extracted Data to Google Sheets

In this step, you will add the extracted data to Google Sheets using Pabbly Connect. Select Google Sheets as your action application and choose the action event as ‘Add New Row’. This action will allow you to insert the extracted information into your specified spreadsheet.

Connect your Google Sheets account by selecting the appropriate account and granting the necessary permissions. Then, choose the spreadsheet where you want the data to be added and map the fields from the OpenAI response to the corresponding columns in your Google Sheets.

Map the first name, last name, session, payment, and currency fields to their respective columns. Test the action to ensure that the data is being added correctly to your Google Sheets.

After testing, you will see that the extracted data from the PDF is now successfully populated in your Google Sheets, demonstrating the power of automation through Pabbly Connect.

5. Finalizing the Integration and Testing

The final step involves testing the entire workflow to ensure everything works seamlessly. Upload a new PDF file to the designated Google Drive folder and wait for Pabbly Connect to trigger the automation.

Check your Google Sheets to see if the new data has been added correctly. If everything is set up properly, you should see the extracted registration data appear in your spreadsheet within a few minutes.

By following these steps, you have successfully automated the process of extracting conference registration data from PDFs to Google Sheets using Pabbly Connect. This integration not only saves time but also enhances the accuracy of data entry.

Conclusion

In conclusion, using Pabbly Connect allows you to efficiently automate the extraction of conference registration data from PDFs to Google Sheets. This step-by-step guide illustrates how to leverage AI capabilities for seamless data management.