How to add file contents to a Google Spreadsheet using OCR when a file is uploaded to Dropbox

Do you ever feel burdened by manual data entry and file management?
The solution to this problem is the integration of Dropbox and Google Sheets. By using this system, the contents of files uploaded to Dropbox are automatically read by OCR and immediately reflected in Google Sheets.
This not only streamlines data entry tasks but also centralizes information management and allows for timely sharing with your team.
This article introduces the specific benefits and integration methods.

Recommended for

Office workers who don't want to spend time on manual data entry and file management in Google Sheets
Team leaders who want to manage and organize Dropbox data comprehensively
Companies looking to reduce paper document management or lessen environmental impact

Benefits and Examples of Integrating Dropbox with OCR Functionality

Benefit 1: Streamlining Operations through Automated Data Entry

By integrating Dropbox with Google Sheets, data entry tasks can be automated.
When a file is uploaded to Dropbox, its contents are read through OCR and reflected in Google Sheets in a timely manner. This process is much faster compared to manual data entry and offers the significant advantage of preventing human error.
For example, when processing invoices or receipts in the accounting department, simply scanning paper documents and uploading them to Dropbox allows important information such as client names, amounts, and dates to be automatically organized in Google Sheets. This reduces the massive amount of data entry work and allows accountants to focus on high-value tasks like analysis and reporting. This efficiency is beneficial not only for small and medium-sized enterprises but also for large organizations, enabling speedy processing of large volumes of data and improving overall productivity.

Benefit 2: Improved Data Management through Centralized Information

The integration of Dropbox and Google Sheets allows for centralized management of data stored in various formats on Google Sheets.
This system can integrate data that was previously managed separately by each department, providing a foundation for sharing unified information across the organization.
For example, when sales team members individually upload customer information and business records to Dropbox, the contents are automatically reflected in Google Sheets and managed in the latest state. This centralized data makes it easy to understand who is responsible for which customer, facilitating smooth handovers and follow-ups.

Benefit 3: Promoting Paperless Operations

The integration of Dropbox and Google Sheets is a significant step towards promoting paperless operations.
By simply scanning paper documents and uploading them to Dropbox, the OCR function reads the contents and records them in Google Sheets, reducing paper-based data management.
For example, in the HR department, by scanning and saving applicant information filled out during interviews to Dropbox, the data can be automatically reflected in Google Sheets. This method not only reduces the storage space needed for paper management but also minimizes the risk of document loss.

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How to Add File Contents to Google Sheets via OCR When Files are Uploaded to Dropbox

When a file is uploaded to Dropbox, the OCR function automatically reads the file's contents and reflects the information in Google Sheets. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The integration flow is broadly created through the following processes:

Register Dropbox and Google Sheets as My Apps
Set up for when files are created or updated in Dropbox
Use the OCR function to read text from images or PDFs
Integrate with Google Sheets to add records

If you are not using Yoom, please register for free from here.

If you are already using Yoom, please log in.

Step 1: Integrate Dropbox and Google Sheets with My Apps

(1) After logging into Yoom, select "My Apps" from the left menu and click on "+ New Connection".

(2) From the list of new connections in My Apps, click on Dropbox.
(3) The Dropbox login screen will appear. Log in using your Google or Apple ID, or enter your email address and click "Continue" to log in.

(4) Next, register Google Sheets with My Apps. Similarly, click on Google Sheets from the list of new connections in Yoom.
(5) From the Google Sheets login screen, click "Sign in with Google" and log in.

Once the integration is complete, Dropbox and Google Sheets will be registered in Yoom's My Apps.

This completes the My Apps registration.
Next, let's set up triggers using templates!

Step 2: Setting Up When Files Are Created or Updated in Dropbox

(1) We will use the template introduced earlier. Click "Try it" on the banner below.

Click on the app trigger "When a file is created or updated in a specific folder".

(2) From the "Select Account and Action" screen in Dropbox, verify that there are no errors in the account information linked with Dropbox, keep the trigger action as "When a file is created or updated in a specific folder", and click "Next".

(3) From the "App Trigger API Connection Settings" screen, select the trigger activation interval.
Select the trigger activation interval from the dropdown menu with options of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger activation interval varies depending on the plan.

Scroll down, verify the red line, and enter the path and file name of the target folder.

Once the input is complete, click "Test", and if no error occurs, click "Save" at the bottom.
(4) Next, download the file linked with Dropbox.
Click "Download File".

(5) From the "Select Account and Action" screen, verify that there are no errors in the account information linked with Dropbox, keep the action as "Download File", and click "Next".

(6) From the "API Connection Settings" screen, directly enter the folder path.
Select the file name from the output.
Once the input is complete, click "Test", and if no error occurs, click "Save".

Step 3: Use OCR Function to Read Text from Images and PDFs

(1) Next, use Yoom's OCR function to read text from images and PDFs.
Click "Read Text from Image/PDF".
※ AI operations are available only in the Team Plan and Success Plan. In the Free Plan and Mini Plan, the operation of the flowbot set will result in an error, so please be careful.
Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).

(2) From the "Select Action" screen, keep the title as "Read Text from Image/PDF" and the action as "Read Text Information from Any PDF or Image File", and click "Next".

(3) From the "Set Details" screen, select "Use Retrieved Values" and "Downloaded File" from the dropdown for the file attachment method.
Verify the red line and directly input the items you want to extract.
For detailed settings, please refer to the help page below.

How to Set "Read Text from Image/PDF"

Once the input is complete, click "Test", and if no error occurs, click "Save" at the bottom.

Step 4: Integrate with Google Sheets to Add Records

(1) Next, integrate with Google Sheets to add records.
Click "Add Record".

(2) From the "Database Integration" screen in Google Sheets, verify that there are no errors in the account information linked with Google Sheets, and keep the execution action as "Add Record".

Scroll down and enter the Spreadsheet ID, tab name, and table range.

Spreadsheet ID: Select from candidates
Tab name: Select from candidates
Table range: Direct input

Once the input is complete, click "Next" at the bottom.
(3) From the "Detailed Settings for Database Operations" screen, select from the output.
Once the input is complete, click "Test", and if no error occurs, click "Save" at the bottom.

(4) Finally, click "Turn on Trigger".

This completes the flowbot "When a file is uploaded to Dropbox, read the file content with OCR and add it to Google Sheets".

Other Automation Examples Using Dropbox and OCR Features

At Yoom, we have other examples of automation using Dropbox and OCR features, and we would like to introduce a few of them.

1. When a file is uploaded to Dropbox, read the file content with OCR and add it to Microsoft Excel

This flow is ideal for those who want to automatically add the content of Dropbox files to Microsoft Excel. By eliminating the need for manual input, it is expected to prevent transcription errors. Automation can save the time of the person in charge.

2. Upload files submitted via Google Forms to Dropbox

By integrating Dropbox with Google Forms, you can eliminate the need to manually transfer files. This can reduce the workload for those responsible. Additionally, since the files are saved in a designated folder, it becomes easier to find the necessary information.

3. When a file is created or updated in a Dropbox folder, send an email via Gmail

By integrating Dropbox with Gmail, whenever a file is created or updated in Dropbox, the data is automatically sent via Gmail. This can reduce the need to check Dropbox and send emails to the person in charge.

Furthermore, if you would like to check templates using Dropbox, Google Sheets, and OCR functionality, please visit the following site.

List of Flowbot Templates Using Dropbox

List of Flowbot Templates Using Google Sheets

List of Flowbot Templates Using OCR Functionality

Summary

By integrating Dropbox and Google Sheets, you can gain many benefits such as automating data entry, centralizing information, and going paperless.
These contribute to improving work efficiency and strengthening team collaboration, proving effective in various aspects of business activities. Additionally, these tools are relatively easy to set up, making them attractive for those who are not tech-savvy.
If you are currently facing challenges in data management in your work, incorporating this integration might make your daily tasks surprisingly smoother.
Why not take the first step towards business improvement now?