How to Use Pabbly Connect to Extract and Organize Letter Details into Google Sheets

Learn how to use Pabbly Connect to automate the extraction of letter details into Google Sheets. Step-by-step guide for seamless integration. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start using Pabbly Connect for extracting and organizing letter details, first, access the Pabbly Connect platform. Simply open your browser and navigate to the Pabbly Connect website. using Pabbly Connect

If you are new to Pabbly Connect, click on the ‘Sign Up Free’ button to create your account. Existing users can simply click on ‘Sign In’ to access their dashboard. Once signed in, you will find options to create workflows that automate tasks.

2. Creating a Workflow in Pabbly Connect

After signing into Pabbly Connect, the next step is to create a workflow for your AI agent. Click on the ‘Create Workflow’ button and name your workflow, for example, ‘AI Agent to Extract Data from Letters.’ This name can be customized based on your preference. using Pabbly Connect

• Select the folder where you want to set up the automation.
• Click on ‘Create’ to open the workflow interface.

In this interface, you will see a trigger window and an action window. The trigger window allows you to set up the event that initiates the workflow, while the action window defines what happens as a result of that trigger.

3. Setting Up Google Drive Trigger

To extract letter details, the first action is to set up a trigger from Google Drive using Pabbly Connect. Search for Google Drive in the trigger step and select ‘New File in Specific Folder’ as the trigger event.

Next, connect your Google Drive account by clicking on ‘Connect’ and then ‘Add New Connection.’ Sign in with your Google account and select the specific folder where you will upload the letters, ensuring that this folder is set to allow access for the AI agent.

• Upload a sample letter file to the designated Google Drive folder.
• Change the folder’s sharing permissions to allow access for extraction.

Once the file is uploaded and permissions are set, click on ‘Save and Send Test Request’ in Pabbly Connect to confirm that the trigger is working correctly.

4. Extracting Data Using OpenAI

The next step involves sending the uploaded letter to OpenAI to extract relevant details. In the action step, search for OpenAI and select ‘Extract Content from PDF/Image’ as the action event. using Pabbly Connect

Connect your OpenAI account by entering the API key you generated from the OpenAI dashboard. After connecting, select the model you wish to use, such as GPT-4 Mini, and map the URL of the uploaded letter from the trigger step to the OpenAI action.

Set the prompt for OpenAI to extract details like date, sender, subject, and body content. Use a structured JSON format to specify the details you want to extract.

After configuring these settings, click on ‘Save and Send Test Request’ to receive the extracted data from OpenAI, confirming that the AI agent is functioning as intended.

5. Adding Extracted Data to Google Sheets

Finally, to organize the extracted details, you will add them to Google Sheets using Pabbly Connect. In a new action step, search for Google Sheets and select ‘Add New Row’ as the action event.

Connect your Google Sheets account and select the specific spreadsheet where you want to add the details. Map the fields from the OpenAI response to the corresponding columns in your spreadsheet, including date, sender, subject, body content, file name, and file URL.

Ensure all fields are correctly mapped to capture the extracted data. Click on ‘Save and Send Test Request’ to finalize the process.

Once completed, check your Google Sheets to see if the new row with the letter details has been added successfully, confirming that the integration via Pabbly Connect is working as expected.

Conclusion

By following these steps, you can effectively use Pabbly Connect to automate the extraction of letter details into Google Sheets. This powerful integration streamlines your workflow and saves valuable time.