How to Use AI to Extract Import/Export Documents Data From PDFs to Google Sheets with Pabbly Connect

Learn how to use Pabbly Connect to automate the extraction of import/export document data from PDFs to Google Sheets using AI. Step-by-step tutorial included. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Document Data Extraction

To begin automating the extraction of import/export document data from PDFs to Google Sheets, first, you need to access Pabbly Connect. Open your browser and search for Pabbly.com/connect to reach the landing page of Pabbly Connect.

Once on the landing page, you will see options to sign in or sign up for free. If you are a new user, click on the ‘Sign up for free’ button to create an account and get access to hundreds of tasks every month. If you already have an account, simply click on ‘Sign in’ to log in.

2. Creating a Workflow in Pabbly Connect

After signing in, you will be directed to your dashboard. To create a new workflow, click on the ‘Create Workflow’ button. You will then need to name your workflow and select a folder to save it in. For this task, you might name it ‘Extract Import/Export Document Data from PDFs to Google Sheets’. using Pabbly Connect

Once you have named your workflow, click on the ‘Create’ button. This will open the workflow window where you can set up triggers and actions. In this case, the trigger will be set to Google Drive, as the automation will start when a new file is added to your specified folder.

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

After setting the trigger, ensure that the folder you are monitoring in Google Drive is named ‘Import/Export Documents’. This is crucial for the workflow to function correctly.

3. Setting Up AI Integration with OpenAI

Next, you will need to set up the action that follows the trigger. For this, select OpenAI as your action application. The action event you need to choose is ‘Extract Content from PDF/Image’. Click on the ‘Connect’ button to proceed. using Pabbly Connect

If you have not connected your OpenAI account before, you will need to add a new connection by entering your OpenAI API key. To obtain this key, visit the OpenAI API key page, create a new secret key, and copy it into your Pabbly Connect workflow.

• Select the appropriate model, such as GPT-3.
• Map the PDF URL from the trigger response to the action step.
• Enter a prompt to guide the AI in extracting the required details.

Once everything is set, you can save and test the request to see if the AI extracts the necessary data from the PDF as intended.

4. Adding Extracted Data to Google Sheets

The final step involves adding the extracted data into Google Sheets. To do this, select Google Sheets as your action application, and choose the action event ‘Add a New Row’. Click on the ‘Connect’ button to link your Google Sheets account. using Pabbly Connect

After connecting, you will need to select the specific spreadsheet and sheet where you want to add the extracted data. For instance, choose the spreadsheet named ‘Import Export Data’ and select ‘Sheet1’ as your target sheet.

Map the extracted fields such as invoice number, port of loading, and receiver’s address into the corresponding columns in Google Sheets. Ensure all necessary fields are mapped correctly before saving.

Once you have mapped all the fields, click on ‘Save and Send Test Request’. This will send the extracted data to your Google Sheets and confirm that the workflow is functioning correctly.

5. Conclusion: Automating Document Data Extraction with Pabbly Connect

In conclusion, using Pabbly Connect allows you to automate the process of extracting import/export document data from PDFs to Google Sheets seamlessly. By integrating Google Drive, OpenAI, and Google Sheets, you can eliminate manual entry and reduce errors.

This automation not only saves time but also enhances the efficiency of your workflow. Start using Pabbly Connect today to streamline your document processing tasks and enjoy the benefits of automation!