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I’m very new to Zapier and barely computer literate, so I might be biting off more than I can chew. Any help or tips would be appreciated.

 

i have a long-term goal of creating a system that will pull both our scans and any emails from our team for a client into a single folder, so information for specific clients can all be found in one space. in addition to having the system auto-fill Google Calendar alerts to have our team reach out to clients in a timely manner.

 

Currently I’m trying to create a workflow that takes a scan, will search the scan for a client's name or PO number, rename the scan as such, and then move the scan into the proper file in Google Drive, or create a new file as needed. however, currently I’ve got it to notice the scan, to run it through Google Docs to use the OCR and create a text document. which from my understanding is needed for it to rename the file, and create new folders, but it wont actually rename the file under the clients name instead, its renaming it based on whats at the top of the sheet, ex being it being saved as “millorder.” instead of “john smith”. it will create new folders based on the name it gets, but it won't move the file into the folder? I’ve attempted to use both the AI in Zapier and ChatGPT to walk me through this, but I am Struggling and cannot find videos that go over this in a way I can understand. 

 

 

Hi ​@Fly9inc,

 

Welcome to the Community.

If your OCR via Google Docs is extracting the wrong text from scans, consider using a parsing tool like Parseur or Extractor by Zapier to pull out specific details like client names or PO numbers. Then, use that data to rename the file and move it into the correct Google Drive folder. You can also create a separate Zap to create Google Calendar events when a new folder (for example, for a new client) is created. Test each step along the way, and if needed, reach out to Zapier Support for more tailored help.

I hope this helps. Please let me know if you have any other questions or if there's anything else I can assist you with.

Hi there ​@Fly9inc 👋

Just came across this and wanted to check how things are progressing. Were you able to get it sorted?

If not, you might need to pass the entire text from the Google Doc over to the Analyze and Return Data (AI by Zapier) action and ask it to extract the client name from it. I’d recommend checking out our Use AI by Zapier to analyze and return data guide to make sure it’s set up correctly. That action would output the client name, which you’d then select in the File/Folder Name field of an Update File/Folder Name (Google Drive) action.

To move the file into the client folder, you’d use a Move File (Google Drive) action—in the File field, select the Custom value option and map the file’s ID from the previous Google Drive action that renames the file. Using the file’s ID will ensure the correct file is moved.

If you’re still running into any trouble, feel free to share some screenshots of where you’re getting stuck in the Zap (make sure to hide/obscure any personal details from them) and we’ll be happy to help further. 

Keep us posted on how you’re getting on with this, want to make sure it’s all up and running! 🙂

P.S. Just a quick note—there isn’t an Extractor by Zapier app, so the info Jammer shared above isn't quite right.

hey i’ve managed to get the files renamed in some places, and moved as need occasionaly, the issue i’m running into now is that the files, and scans are very very different and the ai/parser logic falls apart when bad handwriting and badscans are involved, forcing everything it doesnt understand into a folder called Unkown, unkown, and renaming each file to match,  and it struggles with files that might have multiple first names, such as spouses. ie, John and Sally Smith, it will return just John Smith, xxxxxx, which doesn't seem like an issue until the next scan, it picks up for that job was labeled Sally and John Smith,  and now it’s another new folder, causing things to be spread out and difficult to find. this is mostly a human error, but it is the error I’m attempting to use this system to fix, and I am struggling to find the right prompt/ logic to help create the system I need.

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