How to integrate Box with AI translation features to receive an email, extract specific text, and create a folder in Box

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

In modern business, there is an increasing demand for efficiency and automation.
Do you ever feel like you spend too much time managing emails and organizing files in your daily tasks?
This time, we will introduce a method to automatically create folders in Box based on the content of received emails.
By reducing manual work, you can expect improved work efficiency!
Here, we will introduce a simple no-code integration method.
We will also explain the actual benefits and setup procedures, so please take a look for reference!

Benefits of Integrating AI Operations with Box

Benefit 1: Improved Work Efficiency

By automating the process of checking emails and creating folders manually, you can expect a reduction in work burden.
Especially when handling a large volume of emails, automation can reduce work time and allow you to allocate time to other important tasks.
This can lead to an overall improvement in work efficiency.
For example, if the sales department receives emails from clients and creates folders for each case, automation can reduce the time sales representatives spend checking emails and creating folders.
With the time saved, they might be able to focus more on sales activities and customer interactions.

Benefit 2: Reduction of Human Errors

When creating folders manually, errors due to human processes, such as input mistakes or duplicate folders, are inevitable.
Automating this process can prevent such errors.
This is particularly beneficial when you need to create a large number of folders or manage multiple projects simultaneously.
For instance, when contracts or legal documents are frequently exchanged, folders are needed for each specific case.
Manually creating folders can lead to mistakes in folder names or misplacement, but automation ensures that documents are always organized in the correct folders, reducing the risk of losing important contracts by mistake.

[What is Yoom]

How to Create an AI Operation and Box Integration Flow

First, access the official Yoom website and create an account.
If you already have an account, please log in.
Yoom Account Issuance Page

Step 1: Integrate Box with My Apps

1)After logging into your Yoom account, register the app you want to use.
Click "My Apps" and select "New Connection."

2)Select the app you want to register and log in with the account you use for each app.

3)Once registration is complete, an icon will appear in My Apps.
Check if the icon of the registered app is displayed.

*AI operations are available only with the Team Plan and Success Plan.
For the Free Plan and Mini Plan, the operation of the flow bot you set will result in an error, so please be careful.
List of Function Restrictions and Usage Limits for Each Plan | Yoom Help Center (intercom.help)

*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 features (operations).
What You Can Do and How to Start with the Free Trial | Yoom Help Center (intercom.help)

This time, we are creating a flow of [Creating a folder in Box by retrieving specific text when an email is received].
Since you can automatically create folder names based on email content, it saves the trouble of manual work.
As it is automated, it also prevents duplication or omission of manual storage.
Let's automate those tedious tasks!

Step 2: Select and Copy the Template

1) Open the template above and click the icon for "Try this template".

2) The following display will appear.

Click the icons with "!" on the right in order to set up the operations.
Titles and details can be edited by clicking, so please change them as needed.

Step 3: Set the Trigger

Click "Email Trigger: When an email arrives".

1) Create an address to receive the trigger email.
When an email arrives at that address, the flowbot will activate.
Once entered, click "Next".

2) Send an email that matches the conditions to the address you just set, then click Test.
If the test is successful, click "Save".

Step 4: Set AI Operations

1) Return to the flow and click the icon for "Extract Data from Text".

2) Set the action to "Extract Data from Text" and choose the conversion type "Data Extraction (2 tasks)", then click "Next".

3) Enter the required fields.
The target text can be entered using the output information.
Once completed, click "Test" and after a successful test, click "Save".

Step 5: Set Box Actions

1) Return to the flow and click the icon for "Integrate with App: Create Folder".

2) Select the action "Create Folder" and click "Next".

3) The folder name can be entered using the output information.
Once completed, click "Test" and after a successful test, click "Save".

This completes the flow of [Receiving an email, extracting specific text, and creating a folder in Box].

Step 6: Test and Verify

Once everything is set up, the following display will appear, click "Turn on Trigger".
Activate the flowbot and verify that it operates correctly.

Here is the template used this time

Other Automation Examples Using Box

Yoom also offers other automation templates using Box, which we would like to introduce.
Utilize these templates according to the tasks you wish to automate or in combination with the applications you are currently using.

1. Store Files Attached to Emails in Box
Automatically store files attached to emails in a specified folder in Box.
You can specify any folder or file name for the storage destination.
Since attachments are automatically stored, it not only saves you the hassle of manual work but also ensures smooth data management.

2. When a file is uploaded to Box, register the file information as a record in kintone
‍This is a flow to register a record in kintone when a new file is uploaded to Box.
You can automatically detect when a file is uploaded without having to access Box, and register it as a record in kintone.
This reduces the need for manual upload tasks and is expected to improve operational efficiency.

3. Send a message to the LINE WORKS talk room when a file is uploaded to Box
This flow automatically sends a message to the LINE WORKS talk room when a file is uploaded to Box.
It eliminates the need for manual notification tasks and is expected to improve work efficiency.

Summary

By integrating AI operations with Box, it becomes possible to retrieve specific text upon receiving an email and automatically create folders in Box.
Implementing this flow allows for automatic folder creation, which can lead to improved project management and reduced time spent on creating a large number of folders, thereby enhancing work efficiency.
Additionally, automation helps prevent human errors such as duplication or omissions that occur with manual creation, leading to more accurate information organization.

With Yoom, you can easily integrate apps without the need for programming, so we encourage everyone to use this article as a reference and try integrating apps!