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Let's build with Zapier and AI (100+ videos)

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[00:00] welcome back to Corb where I'm showing you daily how to start leveraging artificial intelligence for your personal and your business life and today's video comes from a suggestion from one of our users here I'm going to show you how to take client information and make sure that we can apply that in personalized automations for whatever the context may be now more specifically this comes from our PDF series we've been doing here we've been jumping into a bunch of different videos such as this one for making automated uh client lead PDFs this one allows you to analyze PDFs any type of PDFs any length and this one takes invoices and automatically puts it

[00:30] to excel sheets or Google Sheets but one of our viewers here gave me a suggestion that they want to essentially look at creating an Automation and we can go aad and read it here say I'm currently trying to create an automation for a fitness client where we will provide a workout plan for a client based on their previous workout plan of the fitness coach has given basically I want Chad gbt to refer to the results document before providing the output we're going to go ahead and do that today and we're going to build it Niche specific to a fitness goal or Fitness client but this can be applied to any in the industry

[01:00] what you're about to see today we're going to be uh combining three major ecosystems found with from zapier we're going to be combining interfaces tables and automations to make this all work perfectly so the data we're going to be dealing with today is I went ahead and generated a subpar workout plan through CH gbt we're going to load this up I'm going to explain the whole process how interconnects how you call upon specific clients for specific data reasons and stuff of this nature okay so this is the client data we're dealing with here is a pseudo data created by CH gbt we're

[01:31] going to assume that this client has come to us and we're a fitness uh coach and we are provided with this workout plan but we want to optimize the workout plan using Chad gbt but do it all automatically we're going to come over to zap you here and we're going to go ahead and select interfaces I can't click this there's sensitive information so I'm going to go ahead and just create my interfaces and we're going to jump to that part okay so for our interfaces we're going to go and start from scratch here we're going and start with a form so this is going to be the top of the underlying process here now I'm going to be using zapier entire ecosystem for this workflow but in theory if your way

[02:03] of grabbing data for a client is different EG maybe after a call you write it into a Google sheet maybe you have a Google form whatever your process is for grabbing client information I'm going to just show it as uh done through interfaces what you about to see in the future of this tutorial is you can still integrate other processes in in order for this to work this is just one way in a very simple way because you know why not just use the entire zap your ecosystem so from now though we're go ahead and add some more Fields here as you see here we have an email so an

[02:34] email field is going to be one of the most important fields that we have on this table and this is going to be associated with your underlying client and why that's important is because this is what allows us to create a unique identifier for our entire automation flow to work right so we're making personalized automation decisions based off client information the email here is the unique identifier because no two clients can have the same email and just in general no one no two people can have the same email which makes it a great unique identifier in the context of making sure that we are grabbing the

[03:04] right person's information from here though let's go ahead and add some extra information such as a short text here we're going to go ahead and just add this because it's going to be the name of the individual for our records I'm going to create field here and let me go ahead and just see if I can drag this if it will let me there we go we going to add another field here and we're going to go ahead and just say uh skill level so this will just be relevant information that you care about for your industry since we're doing a fitness based workflow today we're just going to go

[03:35] ahead and add some stuff that you would expect to be there drop down here we just say B for beginner I for intermediate a for advanced and then we'll go and create this field see if there's anything else we need here nope okay and then let's go ahead and add our last field here so this could be two things here so this could either be as you'll see here a file upload so in this context maybe you upload the information so this would be the original information about that specific client that I showed you here this information could be uploaded as a PDF therefore you

[04:06] don't have to paste it in here or alternatively we can just do long text so in this tutorial I'm just going to do long text but if you want to see how to deal with client file uploads and how to parse them you can check out our other PDF tutorials here I'm going to say client information or say client workout plan because that's the whole point of this um obviously this can be applied to any industry I'm going to hit create here see if there's anything else okay perfect so now our form is done so this is going to be your surface level here this could be anything though this could be a Google forms this could be wherever you're

[04:38] storing or getting the initial data points about a client whatever your process is that would be kind of the surface here I'm just showing you how to do through interfaces for people that may be new to this or you know maybe want to start using interfaces alternatively to what they're currently doing to keep in mind interfaces is there's a free plan and $20 a month for more customization but in this context since we are just inputting data for the purpose of a table it might be you might be more incentivized to use this as it is free for now um so we have it done it

[05:08] is complete let's go ahead and connect this to a table now purpose of the table is this is how we create a database that we're going to be able to call upon in our automations so let's go ahead and see if we can create a table real quick so I'm going hit create page table here and let's see what it does here so it's our table is just called page um let me make sure they're correct one it might be a duplication duplication there so I'm going to make sure I get the correct one here let me rename this to Fitness data hit save here and then let me go ahead and redo this so it uh looks

[05:40] a lot better in my feed here so I'm going go data here table uh let me find Fitness there we go Fitness data okay so we got Fitness data connected here I'm going to delete the other two tables real quick okay so I have more sensitive information in tables but essentially you just click tables here and you'll be able to see it right away so go ahead and click tables let's go go to that tables real quick okay so as you see here from our tables it was automatically created based off our fitness data or what we originally put in so we going go ahead put Tom here for the email I'm going to use my courses email so it's a real email so

[06:12] put uh courses here B that stood for uh beginner intermediate Advantage we'll just say beginner here and then client workout plan I'm going come over here and as I said before you could have used the file drop this could be a PDF pars the PDF but for now you can check out my other tutorials if you want to learn how to do that I'm just going to go and paste the entire client's information here on top of that I could have went a extra step further here and added an age input field uh a gender input field a height a weight all this relevant information that could then be used as

[06:42] different columns but for now this should be sufficient I'm going to hit submit and form has been submitted so we should see it over here pretty soon here so I'm going and reload this and we should see our relevant client information we go um as you see here we can go and open this at and it is not important for you to really you know read this completely obviously we could par this a little bit more but for the context of AI you can really read anything so we're fine so we got our skill level of B beginner our client information our email which is our unique identifier and our client's name from here let's go ahead and learn how

[07:13] we call upon it in automation flows so before we do that I'm going to go ahead and add one extra field here as our trigger in our context because whatever the context for your business is when you would want to be have it personalized is going to vary tremendously so this context since it's just a tutorial to see what's going going on here I'm going just trigger this to new plan and we're going to do an endpoint field uh it should be a buling here I hope maybe a checkbox we do that and then let's go ahead and say

[07:43] create and with this checkbox we're going to go ahead and say edit field we're going to add it to a zap we're say create a zap based off the checkbox so the purpose of this is this is what's going to trigger the flow at least in this context your context might be entirely different but let's just go to show show you how to do it with this relevant information I'm going to hit create zap here with this the trigger of this zap will be when that bulling or that checkbox gets clicked so we got Fitness data we got the trigger field of new plan continue we're going to test this trigger and essentially every

[08:13] single time there is a click there we should continue with that uh with this automation now to be clear though it says when it's updated field so if you unclick it it would rerun the automation but that's just for your reference let's go ahead and proceed with what we want to do here if we remember where we get a workout plan and then we're going to go ahead and base off the new workout plan off the old workout plan so from this information we can add a uh filter actually we're not going to add a filter

[08:44] we're just going to find the row so all we need to do to find the row now that in now that we are using zap your's ecosystem here is we can do zap your tables and we're going to find a very specific row here so we're going to say find or create record row H continue here table ID the table ID then we do filter count the number of filters you want to use uh all we really care about here is going to be the email because this is our unique identifier here and then the lookup value would be uh the specific email

[09:15] here so we're going to hit continue here we going to test this step functionality wise it is not too relevant that we needed to have a unique identifier in this context but I'll show you another zap past this that you could use a unique identifier so but for now since we have we know that when we click this it's going to associate it with this email therefore associate with this data we can go and proceed from here so from here it' be as very simple as adding a chat gbt block here depending on how much data you want to deal with you can add a 16k version of chat gbt but for

[09:46] now I think we should be fine using a 16k to compress the data maybe and then use a gbt 4 but possibly let me see let me see how much data this really is okay that's nothing so since the data is so small we can actually jump straight to a gbt 4 blocker here we're going to say based on this client's workout plan simply cool in and to make this a little bit better to show you the power of filtering I'm going to add a little filter block here or not a filter block a formatter block and what we're going

[10:17] to do with this formatter block is we're going to go ahead and structure the data that's initially found with the age and everything of this nature um a little bit better so we can use it in this prompt so we're going to filter text we're going to go ahead and do uh segment or split that's what it is split and we're going to hit continue here we're going to do our input which is going to be the relevant information founded client workout plan and I'm going to go ahead and hit hit separator here for new line if you're wondering where I got that uh dictation from you

[10:47] can check out the documentation here for now though we're going to go ahead and do all as separate Fields we're going to continue we're going to test the step and this is just going to allow me to get um the data points of this separated which I'm going to use here so I'm going to go ahead and do uh based on this client's workout uh workout plan and information we're going to do client and I'm going to do uh weight height gender we'll just do that for now

[11:18] but we could obviously do more if we wanted to so for this let's put in the weight and this is going to be from here we're just going to scroll down here we're going to go ahead and find it by weight and then we're going to go ahead and add the height so this is assuming that every single time you structure your incoming data you would have the beginning part be the demographic of the individual and then the latter part be the uh weight of the individ or sorry the workout plan of the individual fical height and then

[11:49] gender gender here and then let's go ahead and do this we're going to say create uh optimize their workout plan do this add the workout plan that we had here which is going to be the original data point here come over here boom and then let's go ah and see what the output will look like for now and then let's see if we

[12:19] need to change some stuff I'm going to go ahead and up this to gbt 4 as we are requesting more comprehensive information here uh so we do gbt 4 and we can add a memory key here here remember Keys a random random string of 32 characters it cons uh it ensures consistency at scale okay so based off that information I could have added more formatting could have added more inputs we got the following optimized workout plan and what's so great here is that we could even take this one step further here add a Gmail block and we could send this or you know format that into a PDF

[12:50] or we could just send it as an email I'm going to go ahead and uh just create a or I'll send it as email I'm going send it to our courses account here so we can kind of visualize okay careful about clicking your email that opened up all my emails which was very annoying I'm going hit expand record here I'm going to go ahead and grab this and let's come back over to our zap here send email here we're going to CH to choose our courses account this would be actually in theory I didn't even need to do that I could have just grabbed it directly from here so we're going to do email new here this is going to be the data points associated with that table here and in

[13:22] theory we could just send the straight output here maybe we'd want to format it better have better structuring but in theory we could just straight send the new optimized plan from that original data point say optimized workout optimize here and hit continue and then test this step we can check it out over in our Gmail go we got our uh new email here optimize workout So based off their original workout we add some optimizations here we probably could have added more filtering more data more more you know whatever is nich specific

[13:53] to your industry obviously I just said optimize workout plan I didn't give any specifics here you'd probably want to add more specifics here if you're having issues with the output or it's loading or taking too long to load add a 3.5 block here or 16k block compress the data even further and then have it so it only reads the relevant information that you care about for your industry uh from here though let's show you a zappier example where we are not necessarily manually uh inputting a trigger box here but we are still grabbing the data associated with a client that comes from a different Source okay so for this PDF

[14:24] we're going to assume that we have the associated client's email from here we're going to be able to parse the data grab the email associate with the table records and make a personalized automation off of it to do so we're going to go ahead and create a news app here and if you're familiar with my other PDF tutorials you probably know the direction this is going but you're going to learn a new way to parse uh PDFs for specific data points so I'm going to do Google drive here uh and then we're going to do an event of new file and folder so it only triggers when you add a PDF to this specific folder here or maybe it's a word doc choose account here we're going to choose our

[14:54] courses account there we go and then we're going to go ahead and choose our specific specific folder here so for our case that was the folder of data response we're going to continue here we're going to test this trigger actually before we test that trigger let me go ahead and make sure I load up the example data we got working on here client example PDF and let's go ahead and test this trigger this should show up here go if you are kind of overwhelmed by the amount of data you can hide Title Here Cent example PDF and the way we got to parse this in order for this to come out correct is we have

[15:25] to do another Google drive because zap you can't read PDF we're going to have to upload a we're going to basically make a duplication of this underlying file here and make it a word doc sorry a Google doc in order for us to be able to read it and parse the data so when you upload this new file though make sure it's being uploaded into a new folder as if you upload it into the same folder you're going to create a loop and you're going to basically expend all your zaps within like six hours so don't do that go ahead and make sure we're going to choose file exist but not shown this is the original file that we uploaded as a PDF do we want to convert the document

[15:57] we're going to say true then we're we're going to go ahead and just uh we can rename the document if we want to but I'm just going to name it the same thing I'm going to continue here I'm going to test this step and then coming over to this drive here we should see it show up here in pars client if I chose the right folder I did not CH I did choose the right folder so let me see all right there you go uh come over here that original PDF is now parsed into this and now we can actually read this data in order for us to read this data uh we're going to go ahead and add a code block here so I'll make sure I add the code

[16:27] that you about to see here today in the description below but we're going to go ahead and do a code block and we're going to do code by zapier we're going to do JavaScript the reason we have to do a code block is because zapier does not currently allow us to see the text that's associated with a document like this not sure why I'm going to go ahead and do file text file text exists but not shown we're going to hit uh this is going to be the word count so however long your data points or the data associated with a lead or just client in general is this is where you'll change

[16:59] it here right now we're going to Output up to 10,000 words increase it up to your will we going toit continue here we're going to test this step we're going to get the entire data associated with this client's lead PDF or just PDF information from here though we're going to go ahead and make sure that we can associate this with that table record we created earlier so we're going to do this we're say CH gbt and this could be done with a G uh 3.5 or four block I'm going to go ahead and use uh four because it's a lot more forgiving when it comes to prompts I'm going to go say base on this client

[17:34] information I'm g go through semicolon parenthesis provide the output here generate just the email no text before or after so that before after is pretty fundamental here because sometimes chbt will be like here's your email or you're just like no just give me the text so I'm going to do this um I'm not going to do this we go and choose our model here it's going to be a gbt 4 model more comprehensive thinking here and we're going to do uh memory key

[18:05] here to ensure consistent outputs we're going to continue here and test this step and as you see here we got our result here of content courses at webcafe converse.com and then from here this is where the Magic Begins so we're going to go ahead and do a table block here and since we already know the data is going to be associated with a very specific table table here we're going to say find or create record continue and one thing I want to point out is that if you're using an alternative method other than interfaces to create your data points you would essentially add a trigger like this where you'd create the record and create your record that way rather than having

[18:35] an input form like interfaces like you saw earlier for now we're going to hit find or create record we're going to go ahead and use our fitness table from here we're going to do lookup field is going to be email and then we're going to go ahead and make sure the lookup value is going to be our previous reply so now we're kind of fine- tuned to the point that we have our specific data that is associated with the email of our client this in this context is our unique identifier so therefore we know when we upload a PDF that we will be able to find the client's relevant

[19:06] information based off their email and then from here we can kind of proceed with further logic specific to that client so I get Chad gbt here and you know choose an event of conversation hit continue continue and as you'll see here we will get that relevant information about that client so we have the client workout plan that was found in this table over over here so now as you see there is no reference to that original client anywhere other than the email that we grabbed from that PDF and now we

[19:38] have all that information that we've kind of stored uh associated with that email now so knowing this you now have the ability to create customize personalize automation workout flows specific to your clients you will just need to set up a database within tables that will allow you to associate data with an email which in this context is going to be your unique identified for future use cases so if you felt like You' learned something today make sure to leave a like it's completely free and helps us here at Corbin A if you want to learn more about automations and zap year and AI check out our playlist at

[20:08] the end here we're diving out into all 5,000 apps found on zap Year's back in and seeing how AI can integrate every single one 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 business life until next time