How to integrate Outlook, OCR functionality, and Dropbox to read the contents of documents received by Outlook and save them to Dropbox

In document management, do you feel challenged by organizing received document data and standardizing naming conventions?

For those who struggle with "taking time to find necessary documents" or "finding it tedious to manually name files," here's good news. By utilizing a flow that reads document data received in Outlook using OCR technology, updates the file name according to specified naming conventions, and automatically stores it in Dropbox, you can solve these issues.

By using this system, you can expect to improve work efficiency and reduce errors. Moreover, with the no-code tool Yoom, anyone can easily set it up.
This article will clearly explain the specific methods of this convenient integration flow, so please read to the end.

Recommended for

Those who manage files with Dropbox and aim to streamline naming conventions and folder organization
Those who want to utilize document data in their work by leveraging OCR technology
Those who want to improve the efficiency of document data management and sharing across the entire team
Those considering improving business flows with automation tools using APIs and AI

Benefits and Examples of Integrating Outlook with OCR Functionality

Standardize Document Data File Names to Improve Management Efficiency

Document data received in Outlook can be read using OCR technology and automatically updated based on specified rules. This allows file names to include dates, client names, and document types, making management significantly easier.

For example, when receiving an invoice, it can be automatically converted to a format like "2023-01-21_CompanyName_Invoice.pdf," making it easier to search by date and smoothly organize and search documents later.
Especially in tasks handling large volumes of documents, the effort of manually naming files is reduced, and human error prevention can also be expected.

Centralized File Management Using Dropbox

Data with file names assigned according to rules are automatically uploaded to a specified folder in Dropbox. This allows document data to be managed in one place, improving the efficiency of file searching and sharing in business.

For example, by pre-setting data distribution to folders for each client, it is possible to consolidate all related documents in the folder for "CompanyName."
This system enables speedy file sharing among team members and stakeholders, facilitating smooth business operations.

Effective Use of Document Data with OCR Technology

By using the OCR function, text data can be extracted from documents received in Outlook, and file names can be automatically set based on that information. This allows documents to be managed as organized information that can be utilized in business, rather than just as data for storage.

For example, by utilizing transaction amounts or client names included in the contents of a quotation, it is possible to set file names in a format like "CompanyName_Quotation_20230121.pdf."
This allows management that is aligned with the content, which is useful when searching for documents under specific conditions. Additionally, if document content needs to be confirmed, approximate information can be obtained from the file name.

Now, let's explain how to use the no-code tool Yoom to "read document data received in Outlook with OCR, update the file name, and store it in Dropbox."

[What is Yoom]

How to Read Document Data Received in Outlook with OCR and Store it in Dropbox

The flow of reading document data received in Outlook with OCR, updating the file name based on its content, and storing it in Dropbox can be achieved by analyzing Outlook's received data with OCR technology and saving it in a properly organized format in Dropbox.
Generally, realizing this flow requires programming knowledge, but with the no-code tool Yoom, it can be easily achieved without programming knowledge.

The general flow of setting up is as follows.

Integrate Yoom with Slack and Microsoft SharePoint as My Apps
Copy the template
Detailed flow settings
Turn on the trigger

If you are not using Yoom, please register for free here.
If you are already using Yoom, please log in.

Step 1: Connect Outlook and Dropbox with My Apps

First, let's connect the apps used in this flow with Yoom.
After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.

When the app search window appears, search for each app by name.

Connect Outlook with My Apps

Once you enter the Microsoft account information you want to connect, it will automatically complete the connection with Yoom.
No complicated settings are required!

*Regarding Microsoft365 (formerly Office365), if you are not subscribed to the general corporate plan (Microsoft365 Business), authentication may fail.

Connect Dropbox with My Apps

After logging into your Dropbox account, allow access from Yoom.

Click "Allow" to complete the connection with My Apps.
Make sure it is added to the My Apps list in Yoom.

Now you're ready. Next, move on to the detailed settings of the flow, click "Try it" from the banner below, and copy the template.

Step 2: Set Up App Trigger

The initial setting is "When an email with a specific subject is received".
Specify the keywords included in the title to start the flow.

On the first page, the account information of the Outlook linked with My App is reflected.

Check the account information and proceed to the next step after modifying the title if necessary.

On the next page, set the trigger activation interval.

The trigger activation interval can be selected from 5 to 60 minutes, but please note that it may not be selectable depending on your Yoom subscription plan.
Select the email folder ID from the candidates and specify the keyword to activate the flow.

Once all inputs are made, send a title containing the keyword to the specified email folder and click "Test".

It was confirmed that an email containing "Invoice" in the subject was received and the output was obtained.

Once confirmed, click "Save" to complete the trigger setup.

Step 3: Set Up Branching

Next, set up branching.
Determine whether to proceed with the flow based on the presence of attachments in the sent email.

Note that branching is a feature available in plans above the Mini Plan. If you are on a free plan, the flow bot you set up will result in an error, so please be careful.
Paid plans offer a two-week free trial, during which you can use the branching feature.

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In the very first flow, the output of "Presence of Attachments" is set to "true" to proceed to the next flow. If there are no issues, click "Save" to complete the branching setup.

Step 4: Set Up to Retrieve Attachment Information

Next, set up "Retrieve Attachment Information from Email".
On the first page, modify the title and check the account information before proceeding.

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Retrieve attachment information based on the "Email ID" obtained from the output.
Click "Test" as is.

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Once the test is successful and you have confirmed that the attachment information has been retrieved, click "Save" to complete the setup.

Step 5: Set Up to Download Attachments

Next is the setup for "Download Email Attachments".

After modifying the title and checking the account information, proceed to set up for downloading the file.

This is the setup to download attached files from the "List of File IDs" of the email specified by "Email ID".

Click "Test" as is.

The test was successful, and the download of the attachment was completed.
Click "Save" to complete the setup so far.

Step 6: Set Up to Read Text from Files

Next, set up "Read Text from Images/PDFs".
This AI operation (text reading) is available only in some paid plans. If your plan is not eligible, the operation of the flow bot you set up will result in an error, so please be careful.
Paid plans offer a two-week free trial, during which you can use restricted AI operations.

First, set up the action.

Since the attached file this time is an invoice, the above setting is used, but there are actions to read emails, resumes, receipts, etc., so set according to the content of the attached file.

Next, configure the detailed settings for the information to be retrieved.

Specify which information to extract from the retrieved file. If you want to obtain information other than the default, enter it manually.
The content of the attached file is as follows.

Once all inputs are made, click "Test".

The test was successful, and the default content and specified phone number information were obtained in the output.
Once confirmed, click "Save" to complete the text reading setup.

Step 7: Set Up to Upload Files

The final setup is "Upload Files".
On the first page, check the Dropbox account information and modify the title, just like with Outlook.

Next, specify the Dropbox upload destination and file name.

Set the file name while utilizing the output.
The part entered as "{{○○}}" changes each time according to the information of the retrieved file. Conversely, the part [Invoice] is fixed and applied to all folders. <span class="mark-yellow">(※ Be sure to include the extension.)</span>

Once the setup is complete, click "Test" and check if the file is stored in the specified location.

The file was successfully added to Dropbox with the specified file name.
Once confirmed, click "Save" to complete all settings.

Finally, turn ON the trigger.

Now, when an email containing a specific keyword is received in Outlook, the attachment will be automatically read and uploaded to Dropbox.

The flow you set up is as follows.

Other Automation Examples Using Outlook and Dropbox

Yoom offers other flows utilizing Outlook, Dropbox, and AI, so here are a few examples.

Upload Attachments Received in Outlook to Dropbox

This flow automatically saves email attachments received in Outlook to Dropbox. This improves file management efficiency and reduces the hassle of manually saving attachments.

With better file organization, work efficiency is expected to improve.

Extract information received in Outlook using AI and add it to Google Sheets

This flow analyzes the content of emails received in Outlook using AI and adds the necessary information to Google Sheets. This simplifies data entry tasks and ensures accurate information management.

Ideal for those struggling with data aggregation and organization.

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Read the registration number from the receipt received in Outlook, verify the registration status of the business using the Qualified Invoice Issuer Public System, and notify Discord

This flow reads the registration number from receipts received in Outlook using OCR, checks the registration status of the business using the Qualified Invoice Issuer Public System, and notifies the results to Discord.
This significantly reduces the need to switch between apps, streamlines manual verification tasks, and is expected to improve the accuracy of information.

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Summary

With Yoom, you can easily automate the process of reading document data received in Outlook using OCR, automatically updating the file name, and storing it in Dropbox, all without programming.

‍By implementing this system, you can improve document management efficiency and expect increased productivity in your operations. Additionally, document search and sharing will become smoother, streamlining the workflow for the entire team.
The no-code tool Yoom offers a two-week free trial, so start by registering an account and experience the convenient automation flow!