How to Use AI Agents to Extract and Organize License & Certification Info in Google Sheets with Pabbly Connect

Learn how to automate the extraction and organization of license and certification information in Google Sheets using Pabbly Connect and AI agents. Navigate the automation landscape confidently with clear, structured guidance suitable for professionals regardless of prior technical experience.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating the extraction and organization of license and certification info in Google Sheets, you need to access Pabbly Connect. This platform allows seamless integration between various applications, including Google Drive and Google Sheets.

Begin by visiting the Pabbly Connect website. If you are a new user, click on the ‘Sign Up for Free’ option to get started with 100 free tasks each month. Existing users should click on ‘Sign In’ to access their dashboard.

2. Creating Your Workflow in Pabbly Connect

Once logged into Pabbly Connect, the next step is to create a new workflow. Click on the ‘Create Workflow’ button, and a pop-up will appear asking for a workflow name. Name your workflow something descriptive, like ‘Extract and Organize License Info in Google Sheets’.

• Click on ‘Create’ to open the workflow editor.
• In the workflow editor, you will find options to set triggers and actions.

In this section, you will define how the workflow should behave. The trigger will be when a new file is added to a specific folder in Google Drive, and the action will involve extracting data using an AI agent.

3. Setting Up the Google Drive Trigger

To set up the trigger, select Google Drive as the trigger application in Pabbly Connect. Choose the event as ‘New File in Specific Folder’. This will allow the workflow to activate whenever a new certificate is uploaded to your designated folder.

Next, click on ‘Connect’, and if you haven’t connected your Google Drive account yet, select ‘Add New Connection’. You will be prompted to sign in with your Google account and grant the necessary permissions.

• Select the folder where the certificates are stored.
• Click on ‘Save and Send Test Request’ to ensure the connection is successful.

Once the test is successful, Pabbly Connect will capture the latest response from Google Drive, allowing you to proceed with the next steps in your workflow.

4. Extracting Data Using AI Agents

After setting up the trigger, the next step is to extract the necessary information from the uploaded certificates using AI agents. In Pabbly Connect, select OpenAI as the action application. Choose the action event as ‘Extract Content from PDF or Image’.

Click on ‘Connect’, and if you haven’t set up your OpenAI account yet, you will need to add a new connection using your OpenAI API key. Follow the prompts to generate a new API key if necessary.

Map the URL of the uploaded certificate from the previous step. Provide a prompt for the AI agent, such as ‘Extract details from the given license or certification document’.

This setup allows the AI to analyze the uploaded documents and extract relevant information, which is essential for the next step of adding this data into Google Sheets.

5. Adding Extracted Data to Google Sheets

The final step is to add the extracted details into Google Sheets. In Pabbly Connect, select Google Sheets as the action application and choose the action event ‘Add New Row’.

Connect your Google Sheets account by selecting ‘Add New Connection’ and signing in with your Google credentials. Once connected, select the specific spreadsheet and worksheet where you want the data to be added.

Map the extracted fields such as ‘Certificate Issued To’, ‘Course Name’, ‘Issued By’, and ‘Issue Date’. Click on ‘Save and Send Test Request’ to verify that the data is correctly added to your Google Sheets.

After successful verification, your workflow is now complete! Every time a new certificate is uploaded, Pabbly Connect will automatically extract the details and update your Google Sheets, streamlining your documentation process.

Conclusion

In this tutorial, we explored how to use Pabbly Connect to automate the extraction and organization of license and certification information in Google Sheets. By integrating Google Drive, AI agents, and Google Sheets, you can save time and reduce manual data entry.

This automation not only enhances productivity but also ensures that your documentation is always up to date. Start using Pabbly Connect today to simplify your workflow!