Transform Leave Applications into Digital Records with Pabbly Connect

Learn how to automate the transformation of handwritten leave applications into digital records using Pabbly Connect, Google Drive, and OpenAI. Develop expertise in application integration and learn how to design streamlined automation workflows using proven, simplified approaches.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To begin automating the transformation of leave applications into digital records, first access Pabbly Connect by visiting Pabbly.com/connect. This platform allows you to integrate various applications seamlessly.

Upon reaching the homepage, you will see options to sign in or sign up. If you are a new user, click on ‘Sign up for free’ to create an account, which only takes a couple of minutes. Existing users can simply log in to access their dashboard.

2. Creating a New Workflow in Pabbly Connect

Once logged in, you can create a new workflow by clicking on the ‘Create Workflow’ button. This initiates the process of setting up your automation. Name your workflow something descriptive, such as ‘Easily Transform Leave Applications into Digital Records with AI Agent’. using Pabbly Connect

After naming your workflow, select a folder to save it in. This organizational step helps keep your projects neat. Click on ‘Create’ to proceed, and you will be directed to a blank workflow screen. Here, you will define the trigger and actions needed for your automation.

• Name your workflow appropriately.
• Select a folder for organization.
• Click ‘Create’ to save your workflow.

Now that the workflow is created, you can begin adding the necessary trigger and actions to automate your process.

3. Setting Up Google Drive as the Trigger

The first step in your automation is to set Google Drive as the trigger application in Pabbly Connect. This means that the workflow will activate when a new file is uploaded to your specified Google Drive folder.

Select the trigger event as ‘New File in a Specific Folder’. This will monitor the designated folder for any new leave applications uploaded by students. After selecting this, you need to connect your Google Drive account to Pabbly Connect.

• Choose ‘Google Drive’ as the trigger application.
• Set the trigger event to ‘New File in a Specific Folder’.
• Connect your Google Drive account to Pabbly Connect.

After establishing the connection, select the folder where you will upload the leave applications, and click on ‘Save and Send Test Request’ to ensure the connection is working properly.

4. Extracting Data with OpenAI as the Action Step

With Google Drive set as the trigger, the next step is to extract the necessary details from the uploaded leave applications using OpenAI as the action application in Pabbly Connect. Select OpenAI and choose the action event ‘Extract Content from PDF or Image’.

To connect OpenAI, you will need to provide an API key. Once connected, map the image URL from the Google Drive response to extract the text details. It is crucial to set the prompt to specify that you want the information in a structured format, such as JSON, to facilitate easy mapping later on.

Select OpenAI as the action application. Choose ‘Extract Content from PDF or Image’ as the action event. Map the image URL from Google Drive response.

After setting up the action, click ‘Save and Send Test Request’ to confirm that the data extraction is functioning correctly. This will allow you to receive a structured response with all the relevant details from the leave application.

5. Finalizing Integration with Google Sheets

The final step in your automation is to integrate Google Sheets, where the extracted data will be recorded systematically. Select Google Sheets as the action application in Pabbly Connect and choose the action event ‘Add New Row’.

Connect your Google Sheets account and select the spreadsheet and sheet where you want to save the data. Map the fields from the OpenAI response to the corresponding columns in your Google Sheet. This ensures that each time a new leave application is processed, the details are added to a new row automatically.

Select Google Sheets as the action application. Choose ‘Add New Row’ as the action event. Map the fields from OpenAI response to Google Sheets columns.

After mapping the fields, click ‘Save and Send Test Request’ to verify that the data is correctly added to your Google Sheet. This completes the automation process, allowing you to transform handwritten leave applications into digital records effortlessly.

Conclusion

In this tutorial, we explored how to utilize Pabbly Connect to automate the transformation of handwritten leave applications into digital records. By integrating Google Drive, OpenAI, and Google Sheets, you can streamline your workflow and save significant time on data entry.

With these steps, you can easily set up your automation without any coding skills, making your data management processes more efficient and effective.