Automate Client PDFs: Transforming Lead Onboarding Processes | Tutorial

Let's build with Zapier and AI (100+ videos)📅 2023-10-19

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Transcript

[00:00] welcome back to Corbin AI where I show you daily how to start leveraging artificial intelligence in your personal and your business life you clicked on today's video as I'm going to show you how to automatically create lead generating PDFs that are specific to your lead data that you receive now in this specific context we're going to use three major softwares we're going to use zapier the automation software we're to use open ai's API which is going to allow us to use Ai and then finally we're going to use Google Slides this is going to allow us to create the lead generate PDF what's great is that zapier is free to use as a beginner opening

[00:30] only cost fractions of panties per AI execution and finally Google Slides as we all know and love is free to use this is going to be an alternative to a softare called Banner bear if you're familiar with that we're going to be able to do the same thing and get the same type of execution now with that being said we're going to do a ton in this video to start off this video I'm just going to create the template of the underly PDF the way I'm going to structure today's video is going to be three major parts so this first part is going to be me essentially structuring a Google Slides presentation to have the you know View or look of a underly PDF

[01:02] we're going to add variable points here that we're going to be able to manipulate later in our automation the second part of this tutorial is we're going to actually build out the automation itself and in my specific context it's going to be when I receive a transcript post meeting from a potential lead it's going to automatically create a specific PDF tailored to that entire conversation I had with that lead and then finally I'm going to do some API web hooks it's going to get a little bit complex but I think you're going to really like it because I'm going to show you how to take this presentation and using some custom work we're going to automatically export it as a PDF therefore we can not

[01:33] only send it to our team we can also send it to the potential lead and what's great is once you set up this process it's going to be all automatic therefore if you're dealing with a real estate client you're dealing with an assurance client whatever the scope of breath that you're dealing with you're going to be able to create automatic lead PDFs that are now specific and Niche down all right enough of me talking let's go and start so you're going to want to use Google Slides this is going to allow us to create the PDF and you can leave it in this wide screen but personally I like it when PDFs are vertical so I'm going to go ahead and come down here to

[02:04] page setup and we're going to go ahead and do custom and the standard size of a piece of paper is going to be 11 or 9 by 11 not 17 all right perfect so now we got our you know this is when it exports it's going to be a vertical orientation so now we need to start adding some design here and we're going to be able to come back to this a little bit later in this tutorial first let's start adding some design here so there's going to be fixed variables and there's going to be uh just regular you know variables that we input data so maybe for this context what we'll do is we'll take the

[02:35] place of webcafe AI an automation software solution business and we're going to go ahead and just put webcafe AI here I will say that on your specific presentation maybe take a little bit of time we're going to do this fast just so you can get an idea of what's incurring here um so you know don't mind how the design looks we're going to go and just take one of these standard templates over here and we going to do webcafe Ai and we'll go ahead and grab I'm going to go ahead and grab our current logo and bring it in here real quick okay so I went ahead and imported the image from our desktop here's put it right next to

[03:06] there looks nice looks great we're going to go to say uh let's work together like I said our copy is not going to be amazing here as I just want to show you the functionality you can take your time on it so we're going to say let's work together and in order to input variable data points within a PDF you have to do these two curly brackets and we'll put uh lead name so we're going to be able to call upon this later in our later automations and we're going to go ahead and just increase the size here uh let's go over here and what we'll do is we're going to go ahead and change the color

[03:37] of this and this should be good so as I said before this is completely free which is really nice you don't have to pay anything to use Google slides from here even to use their API which is really great um if you are trying to use Gmail's API just as a side note you're going to have to need a workspace account which actually increased it's going to be $7 a month at the bare minimum from here though we're going to go ahead and add a little bit of more context here so I'm going to go ahead and and just decrease this and move this in a little bit and Let's do let's just do we'll say

[04:09] uh major points semicolon and we'll do one two 3 so we have three major points that maybe were found within the call and this will make more sense as we develop this together here and let me go ahead and put this in the center and from here this is where we're going to put the curly brackets again I'm going to do point one curly bracket and we'll do 2 and 3 but here's the situation because I know when this input data kit comes in

[04:40] it's going to be a little bit larger than you'd expect so I'm going to go ahead and do you know we'll do 19 and we will actually just do this and drag this over here and we're going to go command a this put this all the way to the left and here we go and then let's go ahead and give us some spacing here so it doesn't look so jumbled up there we go all right all right so this is going to be a first page here we got the underlying client name that we just had the call with and we have the major points within the call whatever that may be in your context now I'm going to go ahead and add another page here so if I

[05:12] can do that why does this seem so hard for me okay let's do that there we go and let's go ahead and put this as you know question and answer and you know maybe we lay out just for a quick recap the questions and answers that were found within the call so it's you know clear on the underline client side so we're going to just say uh questions and I'm going to leave it like that we're going to go and we can format that later or we can just leave it like that for now so I'm going do this and then the next one I'm going to do is I'm

[05:42] going to do statement of work s so and we'll go ahead and just input s so so very simple we could add more here p zaz i could add a link you know there's a ton of stuff you can add you can add a link you can add more images you can add U you know more just fix information so maybe there's a last page here of just like typical work we do with clients whatever may be but for now we have what we need so we have the any input data that is relevant to us and we can go ahead and start beginning our process here so I'm going to go ahead and leave this this is saved and let's go Ahad and

[06:14] jump over to zapier now that we're over in zapier as I said before it is completely free to start using but as you'll notice and if you're familiar with this channel there's going to be a ton of automations that you can really streamline in your business so you'll probably be inclined to start using this at scale we're going go and create a new zap here in our public zaps everything you just saw there was just everything we've done on this channel we've done over 800 videos when it comes to automations so I'm going to go ahead and create a news appap here we're going to say lead we just say AI lead PDF and the way we're going to structure this is if you're familiar with how your underlying software records and

[06:45] transcribes your meetings go ahead and learn that for Google meets the way it works is that post a call it will automatically be added to a Google drive folder now knowing this if you use zoom or any other type of software you can still achieve the same effect with two major troubleshoots the first one for example if you're using Zoom is you can easily set up a zapier like this where once the meeting is done you'll automatically add it to a Google drive folder in that context the second one is if you use Google meet what you're about to see is going to work you know uh

[07:15] integrated well because that's essentially what we do here so I'm going to go ahead and do Google Drive and this is essentially identifying that the only time this animation will trigger is when a new file is added to a very specific folder there we're not expending too much here so we're going to say new file file in folder I'm going to hit continue here I'm going to go ahead and go for main account here and continue here I'm going to go ahead and find the specific folder real quick that we have our transcripts in for anybody that use Google meets recordings it's going to be called meet recording so as you see that is meting

[07:46] recordings I'm going to go ahead and find the specific transcript that we already got the go-ahead from our client in this context if you actually want to see that call you can check it out up there from here though I'm going to go ahead and find that and push on with that data okay so if you are familiar with the way it downloads it will have transcript in the title therefore we don't necessarily need to add this but I'm going to go ahead and show you how to do this just in case you do have other additional files that incur within that folder such as the MP4 you're going to want to go ahead and say that the title contains transcript so that's

[08:17] going to ensure that if the MP4 gets loaded up there it doesn't trigger this event and we get exited out but we are just looking for the transcript here and as we know it does have the title transcript in it because it is a transcript so from here though we're going to go on ahead and find the actual document ID this is going to allow us to grab the data that's associated with this transcript let me go ahead and do find document I went ahead and switched around the folder we're dealing for today just for security reasons and I just went ahead and named it test data I'm going to go and go to our main account here I'm going hit continue and

[08:49] from here I'm going to do our folders ahead and named it test lead and the specific name we're looking for is the title that we found uh before which is perfect so I'm going to hit continue here test this step okay perfect so the reason we did it that way is because the thing we're looking for here is going to be the file and more specifically it's a uh data point called file exists but not shown you'll see what I'm talking about here soon I'm going to go ahead and create a code block here in the purpose of the code block here is zavier currently doesn't showcase the actual text within a file don't ask me why I

[09:21] don't know why so you actually have to use code in order to extract it um don't worry I'm going to go ahead and put this code in the description or a comment down below so you can go and check it out there from here we're going to go ahead and run JavaScript and we're going to go ahead and use this code right here and we'll use the input data which is going to be this text right here as the variable that we want to extract the underlining words from as you see here we are extracting up to 10,000 words and we can go ahead and say find document and the specific data point we care about is going to be file exists but not shown um not that one we want the Google

[09:53] Doc one so let me go ahead and do that again file exist but not shown file text we're going to hit continue here and then we're going to go ahead and test this step there we go so as you see we got the entire output to the right here um and now we can start you know messing with the data getting the relevant information that we need for our lead PDF so if we jump back over to our lead PDF we had a couple major points we had the name we had three major points we had question and answers and we had statement of work so let's go ahead and break that down one by one first thing we can do here is we're going to do a

[10:23] Chad gbt block purpose of this Chad gbt block is we're going to go ahead and identify the underlying G that's associated with the lead there is multiple ways I can do this in theory I could go and do a Google Calendar event here where I am finding the lead that way because in theory it would have been Rin and webcafe AI I would have known that I'm webcafe Ai and you know Rin is the client I'm going to show you a way that doesn't necessarily use the Google Calendar route and we're going to go ahead and just do it directly from the data that we received from this Google Document we're going to say based on

[10:54] this transcript we are the business of web Cafe AI please generate the name of the potential potential lead we are talking with I'm going to say just the name no text before or after now I may have to up the model here I'm going to try with gbt 3.5

[11:27] first um actually we'll be fine because we can just use the title of the transcript so I'm going to say title of transcript I don't have to actually load the entire frontload the data so I to go like this and you might be saying What's the title of the transcript it's just the title right here and you'll see that's very small data point so we can honestly use gbt 3.5 turbo we're going to say name lead you want to ensure memory keys this ensures consistent outputs at scale and let's go ahead and see if we just get the word Rin and if we do we can go ahead and proceed from here and this will be really there we go

[11:57] so we got our name Rin here this is going to be our block for the name sadly I would share this zapier in the description down below but the problem is that since it owns a since there is a code block zapier doesn't let me do that yet in the future when zapier does allow me share zaps with code blocks I'll be able to do that from here though we're going to go ahead and add another chat DBT block here and if you remember correctly The Next Step here is going to be the uh three major points so to do that we're going to do another conversation and just to listen the load

[12:28] here I'm just going to goad and copy this and we're going to come back over here and because we don't know how long a transcript is but we can assume it's going to be pretty lengthy we can go ahead and make sure we uper model to GPT 3.56k the reason we do that is it can handle more data coming in therefore we lead it leads to less errors so we're going to say based on this transcript we are the business web Cafe AI uh talking to a potential lead about AI

[13:01] integration goad period there and not a ponytail come on all right potential if I was really going to try to format this perfectly i' try to use less superflous words but for now this should be fine we're going to ahead and say uh lead transcript semicolon parenthesis here and we're going to go ahead and input the output here from this JavaScript which will be this results we're going to say generate three major points about this uh

[13:34] call and let's see if this is sufficient enough we will find out together I'm going to goe and say major points typically you'd want to add maybe more prompt structuring on what you specifically want but just for the sake of this video I'm going to go ahead and see if this is sufficient I think this is sufficient so we got the potential lead Roman is looking for Automation in responding to property leads for their online agency they receive leads in various formats webc AI offers to provide templates for each specific property Rin uh uses Outlook as their email client so like three major points within that call where is the kind of

[14:06] like the idea of the call what we will provide and then specific software that's used in the call so for us that would be perfect we're going to say major points now we're going to have to do one thing here um and I wanted to keep it and if you notice it's one two three this isn't one data block so in order to ensure that this comes out perfectly uh we're going to go ahead and use a formatter block here this is going to allow us to split that one big block that we just saw there into three different data points because if we were just to continue um with that data point it wouldn't be it wouldn't output

[14:36] correctly and you'll see why later on so we're going to use formatter here we're going to do an event of split text and we're going to go ahead and take the output from chat gbt so that's going to be your input major points it's going to be reply we're going to do an event of not disappearing that's not the event we're going to do let's try new line first so this is how they like this is the documentation on zapier side new line uh don't ask me why if you want to learn more about the documentation you can just click more and then click here and then for here since we want to do

[15:07] separate Fields we're going to say all as separate fields in this context that means all as separate data points so we should getting a split here between these and let's go to see test step here and then see if that works there we go item one item two item three so we're going to be able to use that later on in this flow the next thing we were doing was the uh Q&A so this should actually be pretty simple let me just show you a real quick trick um so it saves you time when building out FL I'm going to go and just duplicate this because of the fact that contextually we're dealing with the same transcript there is no major

[15:38] changes um in the beginning part for the context we provide of the automation we're creating so we're going to go ahead and just call this question and answer and going to hit check mark here they continue here and then based on this transcript we are business of webcafe AI talking to a potential lead about AI integration generates all qu U say all relevant question and answers so go to see how it

[16:10] formats this as we know we're going to use 3.56k we're going to go and do Q and A that rhymed on accident leave a like just because it rhymed on accident um I'm going to continue here I'm going to test this step so what you'll notice though is I'm going to go ahead and take this one step further just for everyone understand so this is going to give me the question answers it's going to work fine and the output will be fine the next and the last one is a statement of work so what I'm going to do here is I'm going to actually compress the data here and then I'm going to use gbt 4 to provide a statement of work because the

[16:40] fact that statement of Works probably require a little bit more uh comprehension so that's when you typically increase a model from gbt 3.5 to4 is when you need more comprehension as you see here we got all the relevant questions and answers such as and this is question answers that happened in that transcript in that call specific to Rin so that's what makes this so cool so we got does web Cafe AI add attachments or signatures to the email templates no web Cafe AI emails typically consist of a generic body HTML with information about the listed property what platform does webcafe AI use for responding to

[17:11] webcafe user Outlook of there you know stuff like this this is like relevant information that we talked about in that call so from here we can go and keep that output but let's go and do a compressor block here and actually let's go and show that little trick I did earlier so we don't have to keep going like that we say duplicate and we're going to go ahead and say based on this transcrip we're going to say generate a compressed version giving us a general s so we spelled out statement of work for this

[17:43] client so I'm going to first let it give me its version of a statement of work I could give more context of what we like in the statement of work but what I plan on doing is I'm going to one up this and I'm actually going to use a CH gbt 4 Block in order to kind of mold the compression version now the reason I can't just take this transcript and use a for a model right now is because that's too much data that's too much data for gpc4 to handle you're going to lead to higher error rate just the outputs won't be as reliable so what you want to do in these context is you want to take big data compress and then use

[18:14] gbg4 as a way to actually at scale handle this kind of operation so from here we should get an output here of some type of mock statement of work as you see here this is gbt's version of what it understands what a possible statement work can be so I'm going to do here is that it's not going to be perfect right uh so what we're going to do is we're going to make it we're going to perfect it so we're going to do s so compressed I'm going do a chat gbt 4 block here and for this block this is going to be the data we actually push

[18:44] towards and this may be whatever context you are using CAD gbt or you're using this entire flow it's going to whatever context you have for that so maybe this is essentially when you deal with this is important information that's about to be placed automatically on a PDF F this needs to be right some stuff like the major points like it's as long as you hit 80% 90% of like yeah it's right it's not as important this is important so we're going to say based on this s so we received for web Cafe AI semicolon

[19:16] parenthesis I'm g go ahead and put the S so actually let's do uh s so semic parenthesis and we'll put that output here we're going to say generate a same of work that follows these guidelines is we're going to put it out so we're going to say you know guideline one um typical work takes one to two

[19:51] weeks to complete guideline two uh minimum minimum let's say R CRM is base camp guideline three uh list step or we say list all software relevant I mean this is whatever is specific to your statement of work and we can just you know put one last one um 50% up oh not that 50% up

[20:27] front and other 50% on completion so whatever is relevant to your specific company this could get a lot more detailed a lot more specific obviously I just want to show you all how to do this so I'm going keep from there we're go ahead and make sure we up our model to gbt 4 here and this is going to allow for us to get a more comprehensive output I'm going to go ahead and make sure that that doesn't glitch s so4 and that could be a random string of 32 characters FYI going continue here and test this step so it's going to take

[20:57] the compressed version of the statement of work it's going to compress it even further to be more specific and tailored to what we care about now one thing I want to point out is gbt for does take some time to operate you'll notice 3.5 is a lot faster in this process you're not receiving a glitch this is not an error this isn't specific to you this is just a general thing about open AI gbt 4 also I want to point out as a rule of thumb when a automation incurring every step's going to wait for this step don't worry about you know this one fast the

[21:27] next one is going to go fast and it's going to skip over this output that's not how this works in this context it's all chronological so therefore in order for it to continue we need an output here um and as you see we just got our output and we got the relevant statement of work for the web Cafe integration specific to that underlying individual craft the unique templates for each property listing that reflects the property details obviously I G more context here even goal as far as given example statement it worked so it really ensures consistent outputs but from here we have successfully used us AI to

[21:58] automatically get the relevant information for our data points therefore we can jump over to Google slides and in Google Slides this is where the magic happens and we're going to be able to create that underline presentation so I'm going to do an event here we're going to say create presentation from template we're going to hit continue here continue here and then we're going to use the name of the presentation and since this is going to be a very standardized presentation template we can go ahead and copy this lead PDF example and we'll hit do that we could save it so in theory you could

[22:29] skip this next process I'm about to show you here and we could share it to the email of the client or we just keep it uh in our back end so from here though we're going to do uh the template presentation lead PDF example and actually I just realized the title Presentation we can actually change this this is going to be how it exports and how it looks so for the title Presentation let's actually just do what we did over here right so we're going to say Rin um we say welcome to web Cafe AI this is

[23:00] going to be how the title of the presentation and then later on the PDF is going to look so let's begin here so we got lead name come over here and we go to name here we go every single uh way you get the chbt output you care about is going to reply then we got point one now as I said earlier if you were to mistakenly do this it's going to do 0.1 two and three all in one data point that's why we did the formatter block formatter block allowed us so we can grab 0 one from uh output item one and then let me go X this and then

[23:30] pointer two would be the second output here and then pointer three will be obviously the third output here so we'll be good on that now we don't have to worry about a mess in scale from here though we're going go ahead and add our questions since we didn't really do any post formatting here we can go ahead and add it like that and then finally the last part that we just created here we can go ahead and ignore the compressed version of the statement of work and put the uh regular version of the statement work or the G gbt version let's go and continue uh let's go and continue test

[24:01] this step and let's see what the live action PDF looks like okay so as you see here the presentation is good to go I'm going to go ahead and find it in my drive real quick all right so here we go I'm going to go and click that as you see here we got a relevant name the specific data point here okay so take into account that you will probably need to have it so that the underlying text is a lot smaller so that kind of issue doesn't occur but as you see here we're getting all the relevant information that we just created here let's not do

[24:31] that um I'm going to command a this oh that is why it's doing that okay command a this and then go to make smaller here we're getting all the relevant information that we care about I probably could get maybe a smaller amount of question answers stuff of this nature especially look at this I mean maybe remove the twos right because it automatically has it there but as you see here as a general rule of thumb we are getting consistent and the outputs of what we care about here so as you see here we got the overview scope of work deliverables um then we got the questions and answers then we got the name here and we got the

[25:02] major points about this call now this is all specific data this isn't Chad gbt making up stuff this entire PDF is based off that transcript that we just had therefore logistically how this works is when you get off that call this is going to happen automatically when the transcript's ready so when you add it to your folder then boom this PDF is being made with all the AI prompts is getting push push push push so let's go ahead and jump into stage three of this entire process and for one you can either share the presentation itself but let's go ahead and refine it a little bit make it a PDF and in theory send it as an email

[25:33] okay so now that we have our presentation made our next step here is going to be another Google slides and we're going to find that presentation so the way we do that is we're going to do Google Slides again and we're going to go ahead and do an event here which is going to be F presentation so we're doing this so we can grab the underlying ID associated with this Google slide so we're going to do find presentation and we should be able to do with the name what's great is we already know the name so we already titled it here here and we should be able to get the underlying ID associated with this presentation we just created which is going to be great

[26:04] and then we're going to be able to jump into maybe the more complex side of this tutorial and this is the idea we care about and we're going to be able to export it as a PDF so now I tried with two different routes actually continuing with this method what I found though was the outputs were coming out to be text documents it seems like the only way to grab data is through a Json payload I may be wrong in this if someone has better experience in the context of Google Drive API I enourage you to comment down below a troubleshoot for this I just found I wasn't able to directly get a PDF and on top of that I was like okay I'm going to take this

[26:34] step one step further I'm going to use a software called cloud diverts in order to convert it based off the PDF's link or the the presentation link that didn't work but we don't have to worry about that because we can do one alternative to all of this and we can kind of go with our original route where since it's already made as a presentation you can either one manually export it by just doing a simple file export or we can go ahead and just share the PD PF directly and the way we can do this is let's just say we set up a Gmail block on the next flow here and with this Gmail block

[27:05] we're going to go ahead and just send it to the client that we had so I'm going to go ahead and just say um send email here what we can do is post call we can set it up where we can automatically share the presentation if you choose to go this route so I'm going to continue here choose our email account just so we can see it I'm going to go ahead and just send it to myself I say two I'm going to do courses this would be the underlying lead email that we just received hit X here I'm going to go ahead and just put in the link so the way that this link is structured because Google structures everything the same in the context of download links we're going to go ahead and say test lead and

[27:38] the link we're going to provide I went ahead and found it and what's great is since we found the presentation we just need to change one little variable here so we got the presentation and as you'll see here this is the underlying ID that we found in the earlier step here so if I come over down here toine presentation and come to ID I can go ahead and click that therefore every single time this runs through it will automatically grab the correct presentation and you can add this link now on top of this uh Gmail handles HTML so we could make this so it's not the entire link and it's just a button that says learn more I'm going to

[28:09] continue here test this step so we can kind of see it in the front end all right so as you see here it gets attached and it's put down here as well you go and click it here and then we should have it pulled up here with the unique and specific PDF to our underlying client in that context now there's two options to troubleshoot the issue of it not being a PDF the first one is just you know manually going in and just real quickly exporting it then sending it the second one is going to be you know maybe there is a way to troubleshoot the API documentation from what I saw it seems like the payload was only in Json format last thing I want to

[28:40] point out here is that typically transcripts are provided in that folder pretty fast so after a call it'll probably be within that folder within 10 to 15 minutes so if you don't want it so that the individual receives this lead PDF right away you can add a delay block here or maybe instead of inad of sending it like right when it happens like 10 minutes after the call we add a delay block here where we give ourselves a little bit of leeway and we're going to say you know delay for 30 minutes and then send this PDF you know maybe make it feel a little bit more unique in that context you just do 30 and then we can

[29:12] choose the time of minutes on top of that for that Gmail that you just saw you can customize it you can add a ton of stuff you can add a signature there's so much more stuff you can do here but for now this should conclude today's video showing you how to automatically create lead PDFs with a free software of Google slide and you know kind of scale with that and kind of proceed from there if you enjoyed today's content make sure to leave a like and it really helps me here at Corbin A and it lets me know you want more complex tutorials of this topic if you want to see more content like this I'm going to leave a playlist at the end here called zapier to 5,000 apps I show

[29:43] different ways you can integrate AI in all business operations without further Ado I'll see you in the next video thanks for tuning in and yes surprise I'm an AI Avatar make sure to explore more here at Corbin AI where we demystify AI for your personal and business life until next time