Switch Automate - N8N Workflow Directory

Target Audience

This workflow is designed for professionals and businesses that utilize Airtable for data management and require automated data extraction from PDF files. It is particularly beneficial for:
- Data Analysts needing to extract structured data from unstructured sources.
- Project Managers who want to automate data updates in their Airtable projects.
- Developers looking to integrate AI-driven data processing into their applications.
- Marketing Teams that rely on data-driven decisions and need efficient data handling from various documents.

Problem Solved

This workflow addresses the challenge of manually extracting data from PDF files and updating Airtable records. It automates the process of:
- Listening for changes in Airtable (like row updates or field changes).
- Fetching the relevant PDF files automatically.
- Extracting the required information using AI and LLMs (Language Models).
- Updating the Airtable records with the extracted data, thereby saving significant time and reducing human error.

Workflow Steps

Webhook Trigger: The process begins when a specific event occurs in Airtable, such as a row update or a field creation.
2. Get Table Schema: The workflow retrieves the schema of the table to understand the fields and their descriptions.
3. Fetch Records: It fetches the records that need to be processed based on the event type.
4. Filter Valid Rows/Fields: The workflow filters out rows and fields that do not contain the necessary data or are empty.
5. File Data Retrieval: For each relevant record, it fetches the associated PDF file from the specified field.
6. Data Extraction: The Extract from File node processes the PDF to extract text content.
7. Dynamic Prompt Generation: For each field that requires data, it generates a prompt that will be sent to the AI model for extraction.
8. AI Processing: The extracted text and prompts are fed into an AI model to generate the required field values.
9. Update Airtable Records: Finally, the workflow updates the relevant Airtable records with the newly extracted data, ensuring that all necessary fields are populated correctly.

Customization Guide

To customize this workflow:
- Change Webhook URL: Update the webhook path to match your Airtable setup.
- Modify Field Names: Adjust the field names in the workflow to align with your Airtable schema.
- Adapt Extraction Logic: Modify the extraction logic in the Get Prompt Fields and Generate Field Value nodes to suit the specific data you wish to extract from your PDFs.
- Add Additional Nodes: Incorporate additional nodes for more complex logic or to integrate with other services as needed.
- Test and Validate: Use the Test workflow feature to validate changes and ensure the workflow operates as intended before deploying it in a live environment.