How to integrate Slack with OneDrive to read document data posted on Slack using OCR, update the file name, and store it in OneDrive

Are you spending too much time managing documents daily and encountering manual errors? Checking document data frequently posted on Slack and manually renaming and organizing them can be a factor in reducing work efficiency.

The solution to these issues is the "Slack and OneDrive Integration Flow" using Yoom. In this flow, document data posted on Slack is automatically read by OCR, the file name is updated based on the content, and it is saved to OneDrive.

This can reduce the burden of manual work and improve work efficiency. This article introduces the setup method and benefits of building the flow.

Recommended for

Those who use Slack regularly and want to streamline the management and sharing of document data
Those who use Microsoft OneDrive and want to make document management and file searching more convenient
Corporate personnel aiming to improve work efficiency through automation and digitization of document data
Those considering reducing the burden of digitizing analog documents and managing paper media
Those seeking to reduce errors and time in document organization tasks such as invoices and contracts

Benefits of Integrating Slack and OCR Features and Specific Use Cases

Benefit 1: Reduce Manual Work and Improve Work Efficiency

By automatically reading document data posted on Slack with OCR technology, updating the file name, and storing it in OneDrive, the burden of manual file management is reduced.
Traditionally, checking document data and assigning appropriate file names based on the content required a lot of time and effort. However, by introducing app integration, these tasks can be automated, allowing personnel to focus on other tasks.

For example, in tasks where invoices or contracts received regularly were manually renamed and managed, automation can reduce errors and improve the efficiency of document organization.

Benefit 2: Improve the Accuracy of Document Data Digitization

By utilizing OCR technology, handwritten characters and scanned document data can also be accurately read and digitized. This feature advances the digitization of analog documents, eliminating the need for paper media management, and reducing physical storage space and improving searchability.

For example, if you are operating by scanning handwritten memos or reports circulated within the company and posting them on Slack, it becomes possible to efficiently organize the content as digital data.

Benefit 3: Improve Convenience through Centralized Document Management

By integrating Slack and OneDrive, document data is centrally managed, making it easier to access necessary information.
This reduces the risk of file loss due to distributed management and enables unified management. Additionally, by utilizing OneDrive's folder structure, document classification and searching can be performed efficiently.

For example, if the sales department organizes customer contracts and related materials received into a department-specific folder, it becomes easy to refer to the necessary information without mixing it with other departments.

Here, we will explain how to use the no-code tool Yoom to "read document data posted on Slack with OCR, update the file name, and store it in OneDrive."

[What is Yoom]

How to Read Document Data Posted on Slack with OCR, Update the File Name, and Store It in OneDrive

The flow of reading document data posted on Slack with OCR, updating the file name, and storing it in OneDrive can be realized by using Slack's API to obtain document data, reading the content with OCR technology, and then storing the organized data using Microsoft OneDrive's API.
Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom.

The general flow of the setup is as follows.

Integrate Yoom with Google Sheets and Smartsheet as My Apps
Copy the template
Detailed flow settings
Turn on the trigger

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

Step 1: Connect Slack and OneDrive with My Apps

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

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

Connect Slack with My Apps

To connect Slack with My Apps, you need permission to access the workspace.

Log in and allow access to the workspace you want to connect with Yoom.
Next, add the Yoom app to the channel you want to post to.

Refer to the help page to complete the app addition, and the Slack My Apps connection is complete.

Connect OneDrive with My Apps

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

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

Once the My Apps connection is complete, it will be added to the list.

Once confirmed up to this point, the My Apps connection for use in the flow is complete.
Next, we will move on to the detailed settings of the flow, so copy the template from "Try it" in the banner below.

Step 2: Set a Trigger in Slack

The initial setting is "When a file is posted to the channel."
Set it up so that the flow activates when a file is posted to the specified Slack channel.

On the first page, the account information of the Slack integrated with My Apps is reflected.

If necessary, correct the title, check the account information, and proceed to the next step.

Next, 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 the plan of Yoom.

Select the channel ID from the candidates, upload a test document to the specified channel, and click "Test."

If the test is successful, you can obtain the output as shown above.

After confirming, click "Save" to complete the app trigger settings.

Step 3: Set to Download the File

The next setting is "Download the posted file."
Download the file posted on Slack earlier for text recognition.

On the first page, as before, correct the title and check the account, then proceed to the next step.

The output of the "Download Link" obtained in the first setting is reflected, so click "Test" as it is.

If the test is successful and the file output is obtained, click "Save" to complete the file download settings.

Step 4: Set to Read Text from the File

Next is the setting to "Read text from images/PDFs."
First, set up the action.

AI operations (transcription) are features available only in some paid plans. If your plan is not eligible, the operation of the flow bot you set 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.

In this flow, since we are using an invoice file for testing, we selected "Read invoice."

Read business card
Read affidavit
Read resume

There are many other actions available, so you can set them according to the file you want to read.

Once the action is set, proceed to the next step.

If there are additional items you want to extract, enter them if there are items other than the default ones.
Once set, perform a "Test," and if successful, click "Save" to complete the text reading settings.

Step 5: Set to Upload the File to OneDrive

The final step is the "Upload file" setting.
On the first page, as with Slack, correct the title and check the account, then proceed to the next step.

Next, set the file storage location in OneDrive.

Select the required items such as Drive ID from the candidates and set the file name using the output.
The output part will change depending on the content of the document.

By setting it as "File from {{Issuing Company}}," only the output part changes, and the file name is assigned.

Once the settings are complete, click "Test" and confirm that the file is created in the specified folder.
Once you confirm the creation, click "Save" to complete the settings.

Finally, turn on the trigger.

Now, when a file is uploaded to Slack, it will automatically read the text and upload the file to OneDrive.
The flow you set is as follows.

Other Automation Examples Using Slack and OneDrive

Upload Files Received on Slack to OneDrive

This is a flow that automatically retrieves files posted on Slack and uploads them to OneDrive. This eliminates the need for manual file organization and allows for centralized information management.

Ideal for those who want to efficiently save important data received on Slack.

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Create a folder in OneDrive on a specific schedule and send a message to Slack

This flow automatically creates a folder in OneDrive on a specified schedule and sends a notification to Slack. This is expected to streamline work progress and task management.

Recommended for those who want to streamline regular file management.

Receive contracts via Google Forms, read them with OCR, add to kintone, and notify on Slack

This is a flow where contracts received via Google Forms are analyzed with OCR, the data is added to kintone, and then a notification is sent on Slack. This can improve the efficiency of contract management and enhance data accuracy.

This flow is recommended for those who want to easily automate contract management.

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Summary

With Yoom, you can easily integrate Slack and OneDrive to streamline document data management.

By utilizing OCR technology, you can achieve automatic and accurate file name updates and data organization without the need for programming. This reduces manual errors and is expected to enhance the productivity of the entire team.
Yoom's intuitive interface makes it easy for first-time users to get started. If you're struggling with daily document management, why not register for Yoom for free and take the first step towards improving your work efficiency?

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