Automate Contract Creation: Client SOWs Using Zapier and ChatGPT | Tutorial
Let's build with Zapier and AI (100+ videos)📅 2023-10-31
Transcript
[00:00] hey everyone welcome back to Corbin we're diving into artificial intelligence and we received a request from one of our viewers here as you see I read the comments and the request here in this specific context was looking to set up an automation where we'll receive data about a client about a patient all the relevant information about that client or patient and then extract specific data points into a preset template so what we're going to do today is we're going to I'm going to show you two different ways to do this one's free one's paid and on top of that we're going to use in the context of creating
[00:30] a statement of work but this process can be replicated for anything else when it comes to data extraction and pushing data towards a specific document like a contract so without further Ado let's go and jump into today's video where we're going to go ahead and start leveraging the ability to do this now the first thing I want to point out is the paid way to do this so everything I'm going to show you in this automation can be done to the point of having a signable contract using a panad do integration now the reason I'm not going to dive into too much in depth about panad do in
[01:02] this tutorial is because in order to do this it is paid and it actually is a little bit expensive so this around $50 a month I believe to do this completely automatic to the point where You' have the contract ready to be signed and sent over to the individual but what I'm going to show you today is essentially putting it into a Google doc as the last page there you have all the relevant information in that Google doc and you're ready to push it out in theory this could be an entire legal contract you could replicate this to but also typically in at least how we structure
[01:32] our contracts here you'll have a very you know general contract or very specific contract to what your service or product is and then you can kind of add your additional information in something called an mendum or a you know exhibit a so what we're going to learn how to do today is going to create a automatically filling the data here um but if you want to do it truly automatic to the point of you can send an email if a contract ready to go if all the information filled out pay the doc is your bet here it just costs money so we're going to go ahead and learn how to do it today though without you know
[02:03] hurting the bank and doing it for completely free okay so we're going to go ahead and use a call that we had with a client here this was in the past we got the go-ahead from our client to use this in videos so we're going to use this call we're going to create a statement of work and in the statement of work we're going to outline three major things the objective of the projects the scope of the work and the deliverables this is standard stuff in statement of works when it comes to contract work and we're going to goe and do this all automatically so this this Theory it would be we received the transcript from the call and all the
[02:34] relevant information we need for the contract is found within this transcript as you see here and this can go really big really small if you want to learn how to deal really large amounts of data go and check out our PDF series here we show you how to break it down I'm going to go and Link a very specific video that shows you how to really deal with manipulating data it's going to be right up there it's going to be calling automate uh PDF analysis this can be applied to any of the videos you found here so without further Ado let's go jump in here so we're going to say create new zap here whatever your major starting point for your data you can apply to this as well so for us we're
[03:06] just going to go ahead and do in theory this would be like new document found in F uh in the folder so you'd be dragging your PDF or you'd be dragging your uh you know the new document that's created as I said check out the other videos if you want to see how to analyze PDFs and turn them to Google Docs and deal with the data for now though we're going to assume that we just received this transcript call from a Google meet so we're going to go Ahad and do Google drive here we're going to do a new file in folder so it's only triggered in that specific folder here
[03:37] we're going to choose our courses account here and we're going to go and continue here so let going to do this continue and then I'm going to find the dri is not to part the specific folder it is found in which I believe is in test data and then this should find the specific file we're dealing with today title Rin and web Cafe AI I'm going test trigger here we should get it here perfect we got our relevant file so the next thing we need to do here is we're going to go ahead and make sure we can get our relevant data that's associated with the file to do so we are going to
[04:08] use a code block here so code is going to allow us to actually extract the underlying information found in that document if we don't add this code Block it's just going to be file text exist but not shown if you're familiar with this channel then you know exactly the code block we're going to use here this is a very common one in the context of extracting data from uh points that aren't you know available or readily available what I mean by that is if I were to go ahead and you know try to find all the text Associated such as all this text right here I'm not gonna be able to find it zapu just doesn't provide it I think this is due to passing uh you know UI wise it doesn't
[04:40] look amazing so for us we're just going to go ahead and do file and make sure you choose the one that says file text so do file text there we go don't do file it's not going to work you got to do file text we're going to go ahead and paste our code block here this code block identifies that we are going to Output up to 10,000 words found in this data point you got more words put more uh make this higher right hit continue I'm going test this step and we should get all the relevant data that we need for this automation outputed right here of code there we go
[05:12] so we got the entire transcript from that call here let's go and proceed with the next step here so now that we have the relevant information before we go ahead and keep building out this automation for the context of building out a statement of work based off that transcript call let's go ahead and set up our template so it can actually you know give us what we need here so I'm going to go ahead and just make this uh automatic s so and I'm going to come over to S so template here so typically sometimes when you form contracts you'll have an exhibit a exhibit B this is
[05:42] going to be your exhibit a here's how you give it data or input data on a Google doc what we do here is this we add this right here so we're going to add two curly brackets and let me go ahead and zoom in here two curly brackets and I'm just going to put date and then two curly two more curly brackets and I can go to enter the this in a little bit so this is what allows us to put in uh relevant information about uh our process here so I'm going to go and just remove all this underline because it's not necessary um just going to put date here and then in theory this
[06:13] would be the company you're dealing with here so we would put uh let me go and just do this do company and do brackets again and now we have the statement of work so if you're familiar with this channel I encourage you to check out ways of formatting chbt outputs as this could get complex where I could do you know objective uh objective you know and then we could do scope of work so I could make every single one of these its own like data
[06:44] point and we can kind of analyze past that but what I'm going to do for this video is just going to do s so here and this is where we're just going to put an entire chbt output based off the relev information we provided furthermore I could take the extra step here of putting in variable points for the buy prints name title date I mean it's going to be me so I don't necessarily have to put that in every single time I could just write that in as fixed text right so and kind of proceed from there but for now though we have set up our template we're going to put the date here we put the company here we're going to put the S so so now that we've set up
[07:15] our template that we can call upon for multiple use cases and come back over here so let's go ahead and use a chbt block here so I'm going to go ahead in theory I could proceed um using maybe a little less gbt here but I'm going to use uh enough for if you're dealing with really large documents you can handle it better so I'm going to hit continue here obviously we're going to do a conversation we're going to say based on this transcription we had with
[07:46] a potential client I'm going to go ahead and add context here context web Cafe AI is is an AI agency so this is where You' be out of your context that provides artificial intelligence Solutions using automation so this is
[08:17] where you get so if you're Healthcare you provide your Healthcare context provide specifically if your name shows up in the in the data you're putting in you want to make sure you identify that you are the you know you're the agency and this is the transcript you want to give yourself some space here we're say based off this transcription we had a potential client and we do transcript parenthesis we're going to go ahead and do our entire output here which is result generate the following so we're going to go ahead and generate three main things here so in
[08:49] theory here we could add more context is there specific things in the data points you're looking for that you care about EG in statements of work do you want to include some type of clause that usually this takes 3 to four weeks in your statement of work do you want to include you know whatever is specific to you that you find you're consistently using on multiple uh you know businesses this is where you would include in in this little context block here for us though we're just going to show you how to extract it on a very general presumption here where J gbt is going to give a lot of do a lot of the heavy lifting for us
[09:20] so we're going to say generate the following and I went ahead and pasted this here so we're going to say you know Del objective scope of work deliverables and I'm going to go and do format here actually I'm not going to do a formatter yet I actually just want to see what the output would look like on this first go around if I need to add a format block I will depending on how this looks we're going to go ahead increase our model to gbt 3.56k this allows us to deal with more data here we're going to add a random 32 character string here this allows for consistent outputs we're hit I'm going
[09:51] increase this to 400 just a little bit maybe we want a little bit more breath here hit test step here and then we should get an output here that provides us what those three data points relevant to this underlying call okay so based off the transcription of that call we got the objective the objective of the project is to automate the lead management process for webcafe AI and a online agency that list properties see it misinterpreted it so we actually have to come back here um let's go ahead and do something very simple here I'm going add a CH gbt block and we're going to do a 3.5 here um actually yeah we're do 3.5
[10:25] here so we're going to go ahead and do conversation hey continue continue and we're going to say based on this title of this transcription we're going to go ahead and provide the title here so notice how our titles are automatically including a data point here I could have honestly repr prompted this and give it you know clarify that we are not the ones that needed this services but I wanted to show you this as well because you know there's sometimes you got to do little workarounds like this so we can do title
[10:57] um generate just the client's name nothing else transcription we are web Cafe AI so I'm going to do this I'm going to put you know put in a little bit of characters here continue I'm going to test this step and then we should just get room in here um and then from here yep there we go then I can go ahead and put this context web Cafe AI is an AI agency that provides artificial intelligence Solutions using automation
[11:27] we are the agency and we are providing services to and then we're going to go ahead and provide the output of the previous block here which is Rin and I want to point out something pretty big here use 3.5 and 3.56k as much as you want this is a very very cheap AI here use gpc4 as conservatively as you can as that is going to be the one that cost you the most money I mean this is we're still
[11:58] talking about pennies here but but still that's just a rule of thumb here so me doing a 3.5 block like this just to get the name I'm doing it for consistent outputs I'm doing it for scale that's why we do that kind of stuff so based off this is transcription we had a potential uh we had a potential client transcription or transcript um generate the following s so for this client so as you saw before the previous output they thought we were web we thought they thought ah they thought we were the client but now let's go added one here this going to refresh the
[12:29] REM key it's like starting a new chat in web caf's UI sorry chat dbc's UI and let's see what this new output will be there we go so as you see here way better so we got the objective is to the objective of this project is to automate the lead management process of R for Ran's online property agency this will involve creating templates for email responses to leads integrating automation into R's backend system and streamlining lead management process to free up time for Rin to focus on growing the business scope of work here is going to be the scope of work of this project includes following task integration with Property Port portals template creation
[13:00] variable extraction email automation additional automation opportunities and deliverables automated lead management system this is all correct if you want to go ahead and sit down and read this entire transcript go ahead but I can tell you from my past that this is exactly what was entailed with this underlying project so from here now that we got the statement of work I typically like adding a little bit of nuance with a gbt 4 output but to be honest with you this is pretty solid here um this is really solid here you know just for the
[13:32] sake of adding a little bit of new Nuance I could add a gbt 4 prompt here but everything I see here is actually within the realm of what I would want on top of that we can go as simple as deleting it in the Google Doc if we need to but let's just add a gbt 4 block here just for the sake of showing you how to do it so we're going to do gbt 4 we CH gbt we're going to do conversation actually let me just go ahead and make my life a lot easier here and just duplicate this so uh put this down here and
[14:04] basically the reason I duplicated is there's a lot of context sorry not that one let's duplicate this one we've already kind of established context a lot of the stuff is we're just kind of refreshing uh gbts memory again so context web Cafe AI is an AI agency that provides artificial intelligence Solutions so on so forth let's go ahead and bang that buck again and get another room and output here with this original chadt block so we're using it two blocks for fine tuning and we're to say based off this statement of work we had with a potential client or for this
[14:34] potential for this potential client and we're going to do s so here and then we're going to delete this and we're going to provide the original opo here so you could add a little bit of fine-tuning as I said before in that 3.56k here but if you want to ensure that you get the best possible output when dealing with data points and it's actually going into a contract this is kind of maybe where you'd add a little bit more fine-tuning here on regards to how you want it to look why because now we're using a gbt
[15:06] form model here and if you're familiar with this channel I basically say that any type really limited uh use cases where you'll never end on a gbt forward block when it comes to data manipulation and data formatting therefore it is a good rule of thumb to always go with if you have eight CH gbt 3.5 blocks the last block I want you to have no matter what I don't care what you say it's a gbt 4 block ures consistency and it's going to basically save your butt sometimes when CH gbt can get a little crazy as this has a lot more comprehension when dealing with outputs
[15:37] So based on the sa work potential client um you know let me just look at it real quick there's some stuff that I didn't like necessarily in this output um such as alluding to future work opportunities which wasn't good in add context so additional automation opportunities see this is not necessary in a statement of work um and then this one right here at the bottom so let's go Ahad and just say this uh generate the same work just for the project at hand don't allude to any
[16:10] future work with client forther more furthermore keep the same [Music] structuring and don't have Superfluous text so I don't know if gbt is going to know what I'm talking about when I say superus let's see if I can spell this correct and the context of when I say superus text I'm referring to the text at the bottom there I mean that's superflous we don't need it it's extra
[16:41] unnecessary for the end conversion event of a statement of work so I'm going to go ahead and see if this works fine we got gbt 4 here we got a random memory key let's go ahead and you know put this down to 300 tokens I'm going to hit continue here and I'm going to test this step and there we go so we went ahead and fine-tune that statement to work a little bit more as you'll notice there is no superus text Here There Is No Illusion or alluding to Future opportunities of work because that's not necessary in the current contract we're going to go here so let's go ahead and proceed uh we're going to go ahead and need to add a find sorry not a find a
[17:13] Google doc block here the purpose of this Google doc is now we're going to be finding that template we made earlier in this tutorial if you remember um of these curly brackets here it's very important two curly brackets both sides um and we're going to go ahead and do an event of find document and as we know we're going to be using typ typically at least how we structure contracts is we structure contracts where you know some stuff is just fixed in the context of templates EG uh you know exhibit a statement of work is typically going to look the same across different clients so from here we're can go ahead and put in s so template continue test this step
[17:45] and this should bring up this relevant document that we created here perfect now that we have this we're going to go ahead and add another Google dock step here with this we're going to create a event of create document from template we're GNA hit continue here continue here and this is going to be amazing for us so what we're going to do here is the template document you're going to have to have that fine Step In order to get the underlying document ID this allows us to grab that specific document so you can't put name here make sure you put the ID so the new document name you know comeing coming into fruition again that
[18:17] really small output allows us to grab the client's name and we can just say uh s so with webcafe AI so this is what the documents name is going to be um on production or on output right so this is what we're going to see as the final document here uh we can add sharing preference preferences here so in theory you could go really far here and say anyone with the link of you grab the link uh send it as an email to the client automatically depending on what you want to do or send it to your team automatically if it is in a private
[18:47] account but from here we can go and keep everything the same and there is actually uh one thing that I forgot to add here but it's really simple so all we need to add is one last thing cuz this is very contr track specific um is going to be the date funny enough the date so we're going to go ahead and just run some JavaScript again here and I want ahead and already typed up some JavaScript with some comments here um just for your reference if you are not familiar with code when I when people say comments they're referring to these little slashes so this is text that's not actually read by the code is text
[19:18] for the human to read so from here I'm going paste in this very uh simple block here essentially all this block does is just give me the exact date that this event URS EG if it runs today it's going to be 2023 of uh October um and you know right here 2023 10th and the 31st so perfect now that we have the relevant date here we can come back over here and we're going to put in that date uh as with all my tutorials I'm going to go ahead and share the code in the uh in the comments down below I would share this uh zap
[19:49] promise I can't zapier currently doesn't allow me to share or they don't have the capabilities to share zaps with code blocks in it so keep that in mind so we're going to go down here to date I'm going to go ahead and provide the reply but I guess this just called date in this context and that's going to be the date the company uh for now we'll just put in the individual's name I could have probably added a chat gbt block there that basically finds a specific company that's been identified in this in the transcription text but for now I think you got a good understanding of that and then the S so is going to be
[20:21] our last block here that was the gbt 4 block which was the reply so with all this new information we're going to go ahead and put this new document in a specific folder and that's just going to be your s so example here you can put it into a different folder that maybe you've shared with your team from here though this should be good to go let's make sure we got our okay perfect I'm going to go ahead and test this step jumping over to S so example we should see it one two three boom one two three boom there we go okay
[20:53] so let's go jump over here looks like there might have been an air no there wasn't an air okay perfect as you see here we got it so we got our relevant date um we got our relevant company name and we got the statement of work yes the formatting is not amazing in theory I could have went the extra step here added a little bit of HTML formatting in the output here so it looks a little bit better you know what let's go ahead and do it so we're going to go ahead and add a formatter block here we're going to say [Music] format uh output
[21:24] in HTML use bold text when deemed necessary now this is not like 100% important um but you know just so you can get a little bit idea that this can look a lot better for the output here we go so we're going to continue here when to retest this up let's see if we get a good HTML output that I like and let's see what it looks like real quick okay so that didn't work I'm going to try it again let me just maybe give it less information your format I'll put
[21:55] HTML and let's see if this works continue sometime and this is why memory key is important I'm cleaning this slate again that didn't give me a HTML output at least from what I could see so I'm going to go and retest this step again and you know this should work there we go so we got a nice little output of HTML here this wasn't super important but from here as you see we got our new data point here I'm going to go and retest this step let's show back over to that Google drive folder uh okay interesting that is actually very new I didn't even know that was a thing okay
[22:26] so let me go ahead and see if we can go pop up here okay so I actually learned something today so you can't actually output with HTML when it is a data point for a template keep that in mind you can do it in the context of creating a new document so I'll go Ahad and just show you that real quick of basically what I was trying to achieve here but essentially it seems like you actually can't use HTML in the context of creating a document from a template so end of the day we still get the underling value because we are getting the information that's specific to what we care about but just to show you what
[22:57] I was referring to if I went ahead and did this and just said uh showcase and you know went ahead and just put this in the specific folder here let's go ahead and do test data or should do s so example there we go continue this is just cool to know that you can actually format data before it goes into a new document but it has to be creating a document from new text you learn something new every day and as you see here this was the end output of what I was looking for but it seems like it didn't necessarily want to work in this context but from here though
[23:28] as you'll see if we come back over to this uh we got a relevant information um it seems like actually HTML kind of messed with it a little bit so you know maybe we're incentivized not to use HTML in this context so keep that in mind it seems like the best way to do this would be in the context of essentially just having it come out as plain text which we did as the first go around here and essentially provide us a ton of value because what you just saw there was after a call has incurred that transcript can be automatically created by Google and then that will be sent to
[23:59] our folder this could be Dropbox Zoom whatever and then it will do this entire process entire flow based off the contextual data we provide and it created me a niche specific client specific statement of work that I care about learned a ton of stuff you can check out the code below if you felt like you learn something make sure to leave a like if you like this kind of video and you want to see more content like this I'm going to leave a playlist at the end here while we're jumping into zapier more automations more Ai and as recent there's been a lot of demand for PDF tutorials so we've done a ton of stuff when it comes to PDF just type in Cor AI PDF and I guarantee there's going to be four different videos that teach
[24:30] you four different things so 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