Send Parsed Data from Monthly Reports via Email

  1. Set up Your Source File Storage
  2. Select the App and the Action Event
  3. Set up the Action Event
  4. Send the Configuration for Test & Review
  5. PDF.co Parsed Output
  6. Set up a New Zap
  7. Set up the Gmail Email
  8. Send the Email Configuration to Test
  9. Gmail Test Success
  10. The Output Email

 
In this tutorial, we will show you can extract data from a PDF using PDF.co Document Parser, send the extracted text as the body of the email using Gmail, and automate this process using Zapier.

We will use this sample Monthly Report and extract the highlighted value in the table.

Sample Monthly Report PDF
Screenshot of the Monthly Report PDF

1. Set up Your Source File Storage

We assume that you already set up the initial step for your source file storage.

2. Select the App and the Action Event

In our action step, let’s choose PDF.co as the App and the Document Parser as the Action Event.

Use PDF.co Document Parser In the Action Event

3. Set up the Action Event

Let’s set up the Document Parser Action Event.

 

Setup Document Parser With File And Template Data

 

  • In the Input field, select or choose the source file URL.
  • In the Template Id field, enter your Template Id. You can find the Id number on the Document Parser Template’s page.

To learn how we created the template to extract the value in the table for this file, jump to the How to Create the Document Parser Template section.

NOTE: If you are new to PDF.co Document Parser, you can check out our guides here.

4. Send the Configuration for Test & Review

Let’s send our Document Parser configuration to PDF.co to Test & Review.

Test PDF.co Document Parser Configuration

5. PDF.co Parsed Output

Great! Our test was successful. PDF.co returned our parsed value.

Document Parser Test Successful

 

6. Set up a New Zap

Now let’s move on to our next Zap step. Let’s select Gmail as the App and Send Email as the Action Event.

 

Send Parsed Data Using Gmail

 

7. Set up the Gmail Email

Let’s set up our Gmail email.

Choose To And From Email Addresses

  • In the To field, enter the recipient’s email address.
  • In the From field, choose the email address you want to send the email from.

 

Add Parsed Data In The Body Of The Email

 

  • In the Subject field, enter your desired email subject.
  • In the Body Type field, you can choose either a plain email or an HTML email.
  • In the Body field, you can enter the parsed data.

8. Send the Email Configuration to Test

Let’s send our email configuration to Gmail to test.

Send Email Configuration To Gmail

 

9. Gmail Test Success

Great! Our Gmail test was a success. Let’s go over to our recipient’s email inbox and check the result.

Gmail Email Test Success

10. The Output Email

This is the email that the recipient will receive once we run our Zap.

Test Email Sent To Recipient
Screenshot of Email sent to Recipient

How to Create the Document Parser Template

We are going to show you (3) three ways on how to parse the value in the table. To follow along, you can get the sample Monthly Report here.

  1. Using Virtual Grid
  2. Using Macros
  3. Using Regular Expressions

 

Using Virtual Grid

The easiest way to parse the value in the table is through the Virtual Grid. In the Document Parser Online Template Editor, click on the Add Object button and select Add FIELD mapped from VIRTUAL GRID.

Click Target Icon To Open Table

Click on the Target icon button next to the Select Cell text field. This will open the table where the values are placed in individual cells.

Selectable Table Generated By Virtual Grid

Choose the Value in the table and click on the Use Selected Cell button.

Virtual Grid Value Parsing Result

Click on the Run Template button and it will return the value you selected.

Using Macros

Another way to parse the value in the table is using the Document Parser Macros. The Macros give you the flexibility to look for the value anywhere in the document. This type of search capability is made possible by Regex or Regular Expression. For non-Regex experts, the Macros will allow you to use Regex without its complexity.

In the Document Parser Online Template Editor, click on the Add Object button and select Add FIELD based on TEXT SEARCH.

Search Value Using Macros

In the Expression field, enter the search pattern. You can copy and paste this expression Organic Search{{Spaces}}(?{{Number}}) to find the Organic Search but only display the value 410. Put a checkmark on the Regex check box.

Add The Search Pattern In the Expression Field

Click on the Run Template button to see the extracted value.

 

Using Regular Expressions

Last but not least is parsing the table value using the Regular Expression or Regex. We will use the same Add FIELD based on the TEXT SEARCH object.

Find Table Value Using Regex

In the Expression field, paste this Organic Search\s+(\d+) search pattern to get the value 410 in the table. Tick the box in the Regex check box and Run the template.

Add The Regex Pattern In The Expression Field

 

In this tutorial, we learned how to parse a specific value in a table using the PDF.co Document Parser. We familiarized ourselves with the (3) three data parsing techniques. We used the parsed text and emailed it via Gmail. And, we were able to put the steps altogether in a single zap in Zapier.

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