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

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

(2) From the Dropbox "Select Account and Action" screen, check if there is any error 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 interval.
Select the trigger 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 interval varies depending on the plan.

Scroll down, confirm 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, check if there is any error 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 or PDFs

(1) Next, use Yoom's OCR function to read text from images or PDFs.
Click "Read Text from Image/PDF".
※ AI operations are only available in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flowbot you 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).
※ Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.

(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.
Confirm 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 Google Sheets "Database Integration" screen, check if there is any error in the account information linked with Google Sheets, and keep the action as "Add Record".

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

• Spreadsheet ID: Select from options
• Tab Name: Select from options
• Table Range: Direct input

Once the input is complete, click "Next" at the bottom.
(3) From the "Database Operation Detailed Settings" 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 Google Sheets

In addition to the integrations introduced today, it is possible to achieve various automations by utilizing the APIs of Dropbox and Google Sheets.

If you find something interesting, please give it a try!

Automation Examples Integrating Dropbox and Google Sheets

You can create a folder in Dropbox when a row is added in Google Sheets, or transcribe and summarize audio files from Dropbox using OpenAI and add them to Google Sheets.
Additionally, it is possible to set up an integration where a Google Sheet created in Google Drive is uploaded to Dropbox in PDF format.

Automation Example Using Dropbox

Upload Email Attachments to Dropbox

Automatically upload files received in Gmail or Outlook to Dropbox.

Notify chat tools when a file is uploaded to Dropbox

Automatically notify Slack, Discord, etc., when a file is uploaded to Dropbox.

Upload files submitted through the form to Dropbox

Automatically upload files submitted through Google Forms, etc., to Dropbox.

Automation Example Using Google Sheets

Retrieve tasks due today from Google Sheets and notify chat tools in bulk daily

Automatically retrieve tasks due today from Google Sheets and notify tools like Slack or Discord in bulk every day.

Add a row in Google Sheets and also add it to the database

Automatically register in Notion or Airtable when a row is added in Google Sheets.

Add lead information to the customer management app when a row is added in Google Sheets

When lead information is added to Google Sheets, it will be automatically added to Salesforce, HubSpot, etc.

For those who want 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

Benefits and Examples of Integrating Dropbox and OCR Functionality

Benefit 1: Improved Work Efficiency 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 the OCR functionality and timely reflected in Google Sheets. This process is much faster compared to manual data entry and has the significant advantage of preventing human errors.
For example, in the accounting department, when processing invoices and receipts, simply scanning paper documents and uploading them to Dropbox automatically organizes important information such as client names, amounts, and dates in Google Sheets. This reduces the vast amount of data entry work, allowing accountants to focus on high-value tasks such as analysis and reporting. This efficiency is beneficial not only for small and medium-sized enterprises but also for large organizations, as it allows for speedy processing of large volumes of data, thereby improving overall productivity.

Benefit 2: Enhanced 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 should serve as a foundation for integrating data that was previously managed separately by each department, enabling the sharing of unified information across the organization.
For instance, when sales team members individually upload customer information and transaction records to Dropbox, the contents are automatically reflected in Google Sheets and managed in their latest state. This centralized data makes it easy to understand who is responsible for which customer, facilitating smooth handovers and follow-ups.

Benefit 3: Promotion of Paperless Operations

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

Conclusion

Integrating Dropbox with Google Sheets seems to offer many benefits, such as automated data entry, centralized information, and paperless operations.
These contribute to improved work efficiency and enhanced team collaboration, proving effective in various aspects of business activities. Additionally, these tools are relatively easy to set up, making them attractive even for those not well-versed in IT.
If you are currently facing challenges in data management in your operations, incorporating this integration might make your daily tasks surprisingly smoother.
Why not take a step towards improving your operations now?