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Extract Timesheet Data with Mistral OCR & Gmail Human Verification

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Created by: Rajeet Nair || rnair1996

Rajeet Nair

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Last update 23 days ago

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📖 Description

🔹 How it works

This workflow introduces an AI + Human-in-the-Loop pipeline for employee timesheet management. It combines the power of Google Drive, AI (OCR + LLM), and Gmail with a human review step to ensure accuracy and compliance.

  1. AI-Powered File Discovery

    • Scans a Google Drive folder for new or updated timesheet files (PDF, Word, Excel, Images).

  2. AI Data Extraction

    • Uses OCR and LLM (Mistral) to intelligently read and extract structured data.
    • Supports multiple formats: PDF, Word (DOC/DOCX), Excel (XLS/XLSX), and Image files (JPG, PNG, scanned documents).
    • Creates clean JSON with file details and timesheet logs (date, hours worked, tasks, notes).

  3. Smart Data Formatting

    • Converts AI output into a clear HTML summary table for easy review.
    • Flags potential anomalies (missing hours, duplicate dates, irregular entries).

  4. Human-in-the-Loop Verification

    • Sends an approval email via Gmail containing:
      • File metadata
      • AI-generated HTML summary
      • JSON attachment of raw extracted data
    • HR/Managers review the summary and approve/reject before final actions occur.

  5. Post-Approval Automation (optional)

    • Approved records can be saved in a separate Google Drive folder.
    • Employees or HR receive confirmation emails.

⚙️ Set up steps

  1. Connect Credentials

    • Add Google Drive and Gmail credentials in n8n.
    • Configure Mistral (or any LLM) API credentials.

  2. Configure Google Drive

    • In the “Search files and folders” node, replace the folderId with your company’s timesheet folder ID.

  3. Customize Extraction Schema

    • Sticky notes explain how JSON output is structured.
    • Adapt it for your organization’s needs (e.g., overtime, project codes).

  4. Set Up Human Verification Emails

    • Update Gmail node recipients to your HR or approval team.
    • Customize the email body (AI summary + JSON file attached).

  5. Activate & Test

    • Enable the workflow.
    • Upload a sample timesheet to trigger the AI + human verification loop.

⚡ Result: A robust AI + Human-in-the-Loop workflow that reduces repetitive data entry, prevents payroll errors, and gives HR full confidence before final approval.