Unleash the Power of AI: Extract Data from PDF with Microsoft AI Builder

Table of Contents

1. Introduction
2. Extracting Data from a PDF Document
3. Using AI for Data Extraction
4. Requirements for Using AI Builder
5. Setting Up AI Builder
6. Creating a Custom Model
7. Training the Model
8. Testing the Model
9. Incorporating the Model into Power Automate
10. Creating a Flow with Power Automate
11. Testing the Flow
12. Conclusion

Article

Introduction

In today's article, we will explore how to extract data from a PDF document automatically using the power of AI. Many people think that working with AI is complicated, but in reality, it can be quite simple. We will be using Microsoft AI Builder, a tool that allows us to train our own AI model with just a few clicks of the mouse. This will significantly simplify a process that involves manually copying and pasting data from PDFs into separate systems.

Extracting Data from a PDF Document

The Kevin Cookie Company, for example, receives all its cookie orders as PDF attachments in emails. Instead of manually extracting the data from these PDFs, we can use AI Builder to automate this task for us. No more wasting time on tedious copying and pasting!

Using AI for Data Extraction

To get started, you will need a work or school Microsoft account. Additionally, your organization needs to have an AI Builder license. If you just want to follow along, you can sign up for a free 30-day trial to set up your account. Once you're signed in, head to the Office website and click on "Sign In." From there, navigate to the "All Apps" page and select "Power Automate." This tool allows you to automate various business processes and is where we will find AI Builder.

Requirements for Using AI Builder

Before diving into AI Builder, it's important to understand the requirements for using this tool. As mentioned earlier, you will need a Microsoft account and an AI Builder license for your organization. More information about these requirements can be found in the description below.

Setting Up AI Builder

Once you're in Power Automate, you'll find AI Builder in the sub menu. Click on "Build" to start setting up your AI model. AI Builder offers various ways to leverage AI, including understanding text sentiment, categorizing feedback, and even identifying objects in images. However, in this case, we will focus on form processing.

Creating a Custom Model

In the form processing model, you will have the option to add fields, tables, and checkboxes that you want to extract from your PDF. Simply click on "Add" and specify the information you want to extract, such as order number and customer name. AI Builder allows you to extract information from tables that span multiple pages, making it incredibly versatile.

Training the Model

After adding the necessary fields, you will need to create a collection, which is a group of documents that share a similar layout. In our case, we have one specific layout for our order form. However, if you have different layouts, you can set up multiple collections. Upload a few sample PDF documents to train your model, and then proceed to tag the specific data you want to extract in each document.

Testing the Model

Once you've finished tagging the documents, you can proceed to train your model. Think of a model as a simple algorithm that understands data within your documents and its location. After training, you can run a quick test using a sample PDF file to verify that your model is correctly identifying the information you want to extract. If everything looks good, you can publish your model.

Incorporating the Model into Power Automate

Now that your model is trained and published, it's time to put it into action. Power Automate allows you to create flows that incorporate your AI model. Flows can be triggered by various events, such as receiving an email with a PDF attachment. Simply create a flow using the provided templates or customize your own.

Creating a Flow with Power Automate

To demonstrate how to use your AI model in a flow, let's look at an example where we extract details from an email attachment. The flow will extract the details from the attachment and insert them into a new email message. You can also choose to add the extracted details to a spreadsheet, Microsoft Teams, or any other connector available within Power Automate.

Testing the Flow

Once you've created your flow, it's time to test it. Send an email to yourself with the subject line "AI Builder" and attach a PDF order form. If all goes well, you should receive an email with all the details extracted from your order form. This automation will save you a significant amount of time and make your job much easier.

Conclusion

In conclusion, extracting data from PDF documents can be a time-consuming and error-prone task. However, with the power of AI and tools like Microsoft AI Builder and Power Automate, this process can be automated, allowing you to focus on more meaningful tasks. By following the steps outlined in this article, you can train your own AI model and create flows that streamline your data extraction process. Say goodbye to manual copying and pasting, and embrace the magic of AI!