How To Create AI Agents For Google Sheets & Excel
Let's build with Zapier and AI (100+ videos)📅 2024-03-22
Transcript
[00:00] you may know or not know but zapier has released a new feature called Central and in today's video we're going to see how we can leverage that in the context of Google Sheets in Excel what zapier central allows us to do is talk to a chatbot likee interface but automatically do task within our business through just simple conversation so today's video we're going to leverage create behavior and data sources to expediate our workload when it comes to data input for Excel sheets to Showcase this we're going to go ahead and use a fake invoice PDF from there we're going to go ahead and extract relevant data that we care about in that PDF and automatically put it
[00:30] into a Google sheet let's jump in in today's video I'm just going to give you a very simple example of how to extract data and push it towards an Excel sheet Google sheet you can go ahead and use this in your business's specific context now the way I would approach this as a optimal way of approaching this kind of workflow is that the data that you provide the bot as you'll see make it as big as possible so for example if you have 10 invoices you want to run through this workflow do 10 invoices if you want to do 20 whatever it may be you can apply this and use this logic past the
[01:01] example I'm showing you today this is purely just to show you how to optimize and leverage the ability to connect Google Sheets zier Central and everything above the board let's jump in so if you don't know what zapier central is it's a brand new tool that zap released I believe like one or two weeks ago I'll go ahead and Link that video up there very general overview of basically what we can do with the tool this video though as you probably already know is dedicated towards Excel and Google Sheets Corbin this isn't an Excel this is not Microsoft Excel this is Google Sheets I get it I get it you don't have to tell me the comments I know there's a
[01:31] difference but both serve the same purpose right now Microsoft Excel does not integrate with zapier flawlessly therefore we are going to lay towards Google Sheets in this tutorial let's go and begin so I went ahead and played around this before this is actually a lot simpler than you think it would be so all we're going to do is this when we provide you with a data source this will be an invoice from our company
[02:02] we want you to extract the following information so me in let me go and make sure we SP extract correct and then this is the invoice so we got an invoice here this is a fake invoice so there is no Tim Adams but with this invoice we got you know relevant information such as pricing when it's due description of the service the customer's name customer's email so whatever is relevant to you typically in the context of invoices or maybe alternatively whatever data you're trying to extract whatever is pertinent to you this is where we're going to outline it in the following instructions
[02:34] so for today's example I'm just going to Simply put customers email comma service comma price we can put more we can put less now we have identify the data we want to extract for the Google sheet coming over to the Google sheet we're going to Simply add these as columns so put customer and that is small y'all let me go and zoom in y'all there we go zoom in customer email price and what was the other one service notice how the way I reference
[03:06] it here customer email price service I am referencing it with the exact same dictation here that's important that allows AI to understand which column to put the data into now that we have that we can go and say then put this data into a new row in our Google Sheets stop moving mic period there we go once we put in the instructions we have to add a trigger and action but adding a trigger and action actually gives it the ability to kind of give you suggestions
[03:37] depending on your context so we could use their suggestions here I'm going to go ahead and just use like the new trigger that we have here which is when I message the bot it will do set action so we're going to say grab data or yeah we'll say grab data and add trigger so basically anytime I message the bot and say grab data this is like my workflow for grabbing data specifically in the context of invoices then we're going to go ahead and use an action here of create a spreadsheet row hit add make sure your account is connected this is the wrong account for this context I'm
[04:07] going to add my Google Sheets to account so for this stuff we actually want to identify some variables here first one is we actually want to identify the specific spreadsheet we're using so for us I got a test data for obvious reasons next we want to just go ahead and find tune a little bit more here let's have it choose the specific sheet there we go for everything else though we're going to have ai generate the field and we're going to hit add action now that we've done that we're going to Simply turn on perfect as you see from
[04:38] our workflow what is the first thing that is required in our instructions first thing is required is a data source the data source can be found here now currently the only data sources that zap Central has access to is Google Sheets Google Dax and notion I'm going to show you a real quick trick here to how to leverage Google Dax also as a sign note let me know in the comments if you want a video that's specifically dedicated towards rather us grabbing data and pushing it towards a Google sheet more in terms of basically us looking through a Google sheet extracting data and seeing what's relevant to us in that context let's go and do Google Docs though so I'm in Google Docs here I'm
[05:10] going to go Ahad and drag my invoice PDF first thing I want you to know is that since it's a PDF it's not going to be able to pick this up and zap your central second thing I want to note is that there's actually a way to automatically convert this into a doc so you don't have to go through this process if you want to see that watch like the first five minutes of this video I'm referencing right here this was like the old way to extract data from an invoice but that first four blocks in that zapi automation shows you how to extract data automatically and convert into a Google doc for this video though I'm simply going to right click I'm going to say open with Google doxs
[05:40] now that I've opened with Google Docs here and it's huge I'm going go ahead and just you know make this doc so we can understand it so there we go we got all the relevant information here Corin that does not look good doesn't look pretty doesn't matter AI doesn't care AI just reads data this could look extremely jumbled and it still be able to understand it from here we're going to go back to excel bot to Google doxs we're going to make sure that we have connected our Google Docs account we're going to Simply add a document invoice doc add data source so now that everything set up here this is where it gets impressive I can go ahead
[06:11] and so we can kind of get like a visual of what's incurring in the back end we're going to go ahead and sit say test behavior in theory I didn't I don't have to press that it's actually live right now and all I'd have to do is message grab data and it would do it let's see what it's doing in the back end so we can understand this a little bit more so we're going to say test Behavior here we going to get this nice little open up here see what it does one thing I want you to take note of about Zab Central which which is really cool is that like you could do a Chad gbt block and use their AI as well so it's like a layering effect what I'm showing you right now
[06:41] when it comes to grabbing data from a invoice PDF extracting it correctly and putting it towards Google sheet would be way more extensive extensive than what I just did right there and to prove it to you just watch that video that I referenced earlier it required a lot more logic in order to achieve we're about to do right now as you'll see this is kind of the movement and the steps that zapier is taking towards making it a lot easier in a no code way to do this kind of logic got our action here just to gut check we're dealing with an email
[07:13] of Tim Adams atgmailcom we're dealing a price of 400 and we're dealing with a service of AI article generator from this test data it was able to grab the customer email the service and the price but Corbin that's not in the sheet or is it boom there we go we have successfully automatically grabbed this data so now we can frontload this with a ton of invoices SL a bigger PDF that maybe has a ton of data that we need to extract Page by Page and we know how to do it now as of right now we can't actually share zapier Central Bots but if we
[07:43] could I would share this bot I think in the future they'll probably allow that but that concludes today's video make sure you leave a like it's completely free if this scratched a part of your brain you're like whoa what is this what did I just watch what's going on here check out my playlist at the end here zapier and jumping into everything when it comes to AI check out my zapier Cal videos too if you want to get more context on this I'll see you in the next video that's the playlist I was referencing about zapier and AI That's a random video it may me be I might be on a hike or might be just another technical video that's my face