CHATBOTS
Voice-Note Field Report Intake to Airtable
Transcribes a field worker's voice memo, extracts the structured details, and files a new field report row in Airtable matched to the right site record.
How it runs
The automated pipeline, trigger to output.
- TriggerNew voice memo uploaded to watched folderDropbox
- ActionTranscribe audio to textElevenLabs
- ActionExtract structured report fields as JSONOpenAI
- ActionLook up matching site recordAirtable
- LogicConfident site match found?
- ActionCreate linked field-report row (or Unmatched holding record)Airtable
- OutputSend confirmation with record linkDropbox
What it does
Field staff record a quick voice memo from a job site instead of typing a form. The workflow transcribes the audio, pulls out the structured facts (site name, issue type, severity, action taken), finds the matching site record in Airtable, and creates a linked field-report row. The worker gets a confirmation back with the row link.
When to use it
Use this when crews submit observations from the field and you want clean, searchable records instead of audio files nobody listens to. Good for facilities inspections, utility crews, property managers, and agricultural scouts who can't stop to fill out a form.
How it works
- 1A voice memo is uploaded to a watched folder, kicking off the run.
- 2ElevenLabs transcribes the audio to text.
- 3OpenAI extracts structured fields (site, category, severity, summary, action) as JSON.
- 4A lookup queries Airtable for the site whose name best matches the transcript.
- 5A branch checks whether a confident site match was found.
- 6Airtable creates a field-report row linked to that site (or to an "Unmatched" holding record).
- 7The worker receives a confirmation with the new record link.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect ElevenLabsText-to-speech, voice cloning.
- 3Connect OpenAIModels, embeddings, files.
- 4Connect AirtableBases, tables, views, automations.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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