Introduction
One of the widespread practices in any industry nowadays is the electronic way of sharing documents in PDF format. These PDF documents are very much part of e-KYC procedures, bank statements, financial statements, research reports, etc. If you are from any industry, you always have the challenge in converting some of the structured content into data in any application platform. It could be an in-house developed application or off-the-shelf applications. You will either be forced to do the boring job of doing data entry of multiple records manually or relying on a data entry person. This will take your considerable time, resources, and investment as well. Also, the accuracy of the manual data entry will be questionable if there are any issues to be investigated from the application back to the PDF documents.
How to solve this problem?
There are million ways to solve this problem depending upon the expertise and resources available at your disposal. However, by adopting the latest developments in Artificial Intelligence (AI), this job will be made easy and accurately done.
Low Code App and Gemini Integrated Solution
Let us assume your finance department needs to produce consolidated reports, selective reports which require certain calculations and any other integration with other systems.
Assuming all your documents are in PDF, which are collected over a period of time. If your management wants to see those data presented in a single report or bunch of reports for decision making, a Low Code Platform like Zoho Creator will be very handy.
Zoho Creator will allow you to design the forms, reports, pages, and workflow necessary to process, enter, and present the data in any supported format. However, with your scenario of uploading PDF documents into the Creator database, it may not be straight forward. As we mentioned before, you can have an integrated solution that helps to achieve the same.
Google Gemini API
Google's Gemini API will help in processing the structured PDF documents and provide a structured JSON response. Using the REST API based integration provided by Gemini, the collected response can be further processed and transformed into individual fields by Zoho Creator Deluge scripts. By defining the correct prompt for the Gemini Text Processing API, the resultant JSON will be accurate to extract the relevant fields from the uploaded PDF.
Example, you can have a Zoho Creator file upload form that will allow you to upload the PDF file. Upon uploading of the file, Zoho Creator workflow has to be triggered. This will work with Gemini API to read through the file and return JSON content (content will be defined in the Prompt which is part of the Gemini API Payload). From the Zoho Creator end, we can quickly process the response and right away insert the mapped fields into the Zoho Creator Form.
Sample Invoice Processing - Review:
An invoice ideally contains the Supplier, Client, and Billing address, tax details, along with data of the invoice, invoice number, plus the line items and the sub total of prices and final price.
By collecting all the relevant details in the invoice PDF, Google Gemini will be intelligent enough to give a JSON response that will hit your Zoho Creator record smoothly.
All the work that has to be done from the Zoho Creator implementation is to map the fields of JSON with the relevant fields of Zoho Creator. By doing this, a PDF will become a record in no time.
Assuming you have a high volume of PDF files to be processed, we can have a schedule to collect them from the shared drive and process them in batches. All this means for a person who handles the work is to place the PDF documents under the correct folder for the batch process to kick off.
What is the difference between OCR fields of Creator VS Gemini Integration?
Even though Zoho Creator has an OCR AI field to process images and convert them into text, the accuracy is not warranted. That is the reason, Google Gemini's efficiently trained models take care of this processing quite easily. Also, the development of models and training them at Zoho end is no longer needed.
Conclusion
As we discussed above, a question may arise why should we use Zoho Creator here? Reason being, the presentation of data in dashboards, different style reports, quick to scale up and efficient third party integration via REST API will be an ideal choice for any department who deals with the laborious work of manual pdf conversions into data.
If you have more questions and any implementation assistance, feel free to reach out to us here.