Advanced Academic Paper Analysis Tool
At EffIn Systems, we pride ourselves on leveraging the power of automation to solve real-world problems for businesses. In this case study, we’ll take you behind the scenes of one of our latest advanced projects: the creation of an Academic Paper Analysis Tool. This tool showcases our team's unique approach to problem-solving and demonstrates how we can help streamline complex processes in a variety of industries.
The Problem
Many academic professionals and students frequently deal with large volumes of academic papers that need to be reviewed, summarised, and analysed. Reviewing academic papers is a highly time-consuming process, often taking hours to carefully read through dense content, with key insights still being easily overlooked. Despite spending significant time on these tasks, important information can be missed. The need to organise multiple documents and manage communication around them further adds to the administrative workload, making the entire process even more challenging.
The original objective was to create a simple summary tool for academic papers. However, as the project developed, we saw the potential to add significantly more value, evolving it into a comprehensive analysis tool designed to automate the entire process, reduce manual effort, improve efficiency, and ensure consistent, high-quality output.
The Solution
EffIn Systems developed the advanced automation using GoHighLevel and Make.com, incorporating a series of steps that automate the extraction, analysis, and communication of academic papers. The tool is designed to extract key information from academic papers more effectively than any student could, and in a fraction of the time, making it an indispensable resource for students seeking to streamline their research and study processes. Below, we break down how this automation was crafted.
Step 1: Automated Document Upload Detection
The process begins once a new row is added to the Google Sheet, specifying the PDF type and inputting the recipient’s email. At this point, the automation triggers the download of the corresponding PDF from Google Drive, while also updating the status icon, seamlessly moving the process forward without manual intervention.
Step 2: PDF Type Identification, Text Extraction and Conversion
A complication, not all PDFs are created equal - some are text-based, and others are scanned documents. Text-based PDFs, as suggested by the name, are simple to convert to text. Scanned PDFs, however, require a more advanced conversion process.
To handle non-text-based PDFs, the automation uses Google Cloud Vision to perform Optical Character Recognition (OCR), converting scanned text into a usable format. The iterated output is then put through a text aggregator to provide the full paper in text form.
For text-based PDFs, the file is sent through CloudConvert. This step extracts the text and transforms it into a format suitable for analysis. This ensures that all academic papers are uniformly processed, regardless of their format.
If no PDF type is selected, the Google Sheet is updated to reflect this error.
Step 4: Academic Paper Analysis
At the heart of this sophisticated automation lies an intricate analysis engine, the result of extensive training and fine-tuning over a long period. Leveraging OpenAI’s GPT models, the system has been meticulously calibrated to ensure the generation of advanced and accurate paper summaries, extraction of critical points, clarification of complex terminology, and (the optional addition of) the provision of highly relevant recommendations for further reading or research.
The true strength of this system comes from the countless hours spent refining each AI assistant, ensuring each can seamlessly handle dense academic content with remarkable precision. Through detailed training, and specialist assistants, the AI has been calibrated to process complex texts, extract key points, summarise content, and clarify terminology with a high degree of accuracy.
This fine-tuning ensures that the system consistently delivers highly detailed, context-aware insights, regardless of the complexity of the content. The AI has been trained to handle various academic texts with precision, generating detailed summaries, extracting critical points, and clarifying complex terminology. While the output remains consistent, it is designed to provide thorough and actionable insights that are equally valuable to both seasoned academics and students alike, offering a reliable tool for anyone needing a deeper understanding of dense academic material.
Step 5: Communication and Delivery
Once the analysis is complete, the tool compiles the data and converts the output into a polished HTML format, ready to be sent via Gmail. The email contains a neatly organised analysis document, ensuring everything is easily accessible to the recipient. Simultaneously, the Google Sheet is updated to mark the analysis as complete, providing a clear overview of the process.
The tool is highly flexible and can be customised by our developers to suit various workflows. While reports are typically sent via Gmail, the tool can be adapted to integrate with collaboration platforms (e.g. Slack, Teams, Trello), upload documents to a Google Drive folder, or handle other tasks based on specific requirements.
Key Features of the Automation
End-to-End Automation: The entire process, from document upload to final analysis delivery, is fully automated, minimising manual intervention and saving countless hours of work.
Text-Based and Scanned Document Handling: By integrating Google Cloud Vision for OCR, the system can convert both text-based and scanned PDFs into analysable text formats, increasing versatility.
AI-Powered Analysis: Leveraging OpenAI GPT technology, we could train highly advanced assistants to automatically generate thorough academic summaries, making it easy to digest complex papers in a fraction of the time it would take manually.
Multi-Platform Integration: The automation integrates seamlessly with Google Drive, Google Sheets, Gmail, and CloudConvert, creating a cohesive workflow that ensures documents are processed and delivered without delays.
Error Handling and Alerts: The automation is built with robust error-handling capabilities. If a file fails to process correctly, the tool logs the issue and alerts the user via the status icon, ensuring that no document falls through the cracks.
Why This Tool Is Important
For academic professionals, students, and research departments, the Academic Paper Analysis Tool revolutionises how academic documents are managed. By drastically reducing the time spent on document review and analysis, it enables users to focus on more strategic tasks, such as research and interpretation, instead of being bogged down by administrative work.
This tool is just one example of the custom automation solutions EffIn Systems provides. Whether you’re in academia, law, finance, or any field that requires handling and analysis of documents, we can design a tailored automation solution to fit your specific needs.
Conclusion: What EffIn Systems Can Do for You
This project exemplifies our ability to automate complex processes across diverse industries. While the Academic Paper Analysis Tool is specifically designed for academic use, our expertise spans a wide range of challenges, from legal document review to financial report generation. We have the flexibility to design and implement custom automation tools that solve problems efficiently and effectively—not just for businesses, but for any environment that can benefit from automation.
To learn more about how EffIn Systems can streamline your workflows through advanced automation, contact us today. We’re here to help you save time, reduce operational costs, and focus on what truly matters in your work.
Note: This blog demonstrates how Academic Paper Analysis Tool 1.0 was made and does not include the tool's new features.
