How to Easily Digitize Certificates and Verify Academic Records with Pabbly Connect

Learn how to automate the digitization of certificates and verification of academic records using Pabbly Connect. Step-by-step tutorial included. Implement the precise methodologies leading organizations use to automate repetitive tasks, illustrated with practical examples designed for immediate application.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start digitizing certificates and verifying academic records, you first need to access Pabbly Connect. Open a new tab in your browser and navigate to pabby.com/connect. This platform is essential for integrating various applications seamlessly.

Once on the Pabbly Connect page, you will see options to sign in or sign up for free. If you are a new user, click on ‘Sign up for free’ to create an account. Existing users can simply log in. After logging in, you will be directed to the dashboard, where you can create new workflows.

2. Creating a Workflow in Pabbly Connect

After accessing your dashboard in Pabbly Connect, click on the ‘Create Workflow’ option. You will be prompted to name your workflow. For this automation, name it ‘Easily Digitize Certificates and Verify Academic Records with an AI Agent’.

Next, select a folder to save your workflow. Choose a relevant folder, such as ‘AI Automations’, and click on ‘Create’. This action sets up the structure for your automation, allowing Pabbly Connect to manage the connections between applications effectively.

3. Setting Up the Trigger with Google Drive

In this step, we will set up the trigger in Pabbly Connect using Google Drive. The trigger will activate when a new PDF file is uploaded to a specified folder in Google Drive. Select Google Drive as your trigger application.

Choose the trigger event as ‘New File in Specific Folder’. You will need to connect your Google Drive account to Pabbly Connect. Click on ‘Connect’, and select ‘Add New Connection’. Log in to your Google account and grant the necessary permissions. Once connected, select the folder where the certificates will be uploaded.

• Select ‘New File in Specific Folder’ as the trigger event.
• Connect your Google Drive account by clicking on ‘Connect’.
• Choose the appropriate folder for uploads.

After selecting the folder, click on ‘Save and Send Test Request’ to ensure the connection works. You will receive a confirmation response indicating that the trigger is set up correctly.

4. Extracting Data from PDF Using OpenAI

Next, we will set up the action in Pabbly Connect to extract data from the uploaded PDF using OpenAI. Select OpenAI as your action application and choose the action event ‘Extract Content from PDF or Image’.

Establish a connection with OpenAI by entering your API key. Once connected, you will need to specify the model you want to use; for instance, GPT-4 mini is recommended. Provide the PDF URL from the previous step and enter a prompt to guide the AI in extracting the necessary details.

• Select ‘Extract Content from PDF or Image’ as the action event.
• Input the API key to connect to OpenAI.
• Map the PDF URL to extract relevant details.

Click on ‘Save and Send Test Request’ to capture the response, which will include the extracted details such as the student’s name, course, and graduation year.

5. Adding Extracted Data to Google Sheets

Finally, we will add the extracted data to Google Sheets using Pabbly Connect. Select Google Sheets as your action application and choose the action event ‘Add a New Row’.

Connect your Google Sheets account and select the specific spreadsheet where you want the data to be added. Use mapping to insert the details extracted from the PDF into the corresponding columns in Google Sheets.

Select ‘Add a New Row’ as the action event. Map the extracted data to the appropriate columns in Google Sheets. Click on ‘Save and Send Test Request’ to finalize the integration.

Once the integration is complete, every time a new PDF certificate is uploaded to Google Drive, the details will automatically be extracted and added to Google Sheets, streamlining your record-keeping process.

Conclusion

In this tutorial, you have learned how to digitize certificates and verify academic records using Pabbly Connect. By integrating Google Drive, OpenAI, and Google Sheets, you can automate the tedious process of data entry effectively. Implement these steps to enhance your workflow and save valuable time.