Read files uploaded to Dropbox with OCR and send them to Microsoft Teams

■Overview

Do you manually review files such as invoices and application forms uploaded to Dropbox, then notify Microsoft Teams? With this workflow, simply adding a file to Dropbox automatically triggers OCR to read its contents and sends the results to a designated Microsoft Teams channel, eliminating the need for manual review and notifications.

■Recommended for

• Teams that manually share information between Dropbox and Microsoft Teams and want to improve efficiency
• Teams that want to automate the process of using OCR to read documents such as invoices, review their contents, and share the results
• Teams that want to eliminate missed notifications and transcription errors while improving operational accuracy

■Benefits of using this template

• Automate everything from adding a file to Dropbox to notifying Microsoft Teams, reducing the time spent on manual reviews and notification creation.
• Because the system handles the process automatically, it helps prevent human errors such as overlooking information or making transcription mistakes, improving operational accuracy.

■Workflow

1. Connect Dropbox and Microsoft Teams to Yoom.
2. Select Dropbox as the trigger and set the trigger action to “When a file is created or updated in a specific folder.”
3. Set Dropbox’s “Download a file” action as an operation to download the file detected by the trigger.
4. Next, set the OCR feature’s “Read any image or PDF” action as an operation to extract text from the downloaded file.
5. Finally, set Microsoft Teams’ “Send a message to a channel” action as an operation to send the text extracted by OCR to the designated channel.

※ “Trigger”: An action that initiates a workflow. “Operation”: An action that performs processing within the workflow after the trigger starts.

■Workflow customization options

• In the Dropbox trigger settings, specify the folder to include in the automation.
• With the OCR feature, you can configure in detail which information to extract from image and PDF files for each field.
• For the Microsoft Teams notification action, you can freely customize the channel where messages are sent and the message content, including information read by OCR.

■Notes

• Connect both Microsoft Teams and Dropbox to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home use and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that operations in configured workflows will result in errors on the Free and Mini plans.
• Paid plans such as the Team and Success plans include a two-week free trial. During the free trial, you can use apps and AI features (operations) that are subject to plan restrictions.