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

■Overview

Do you spend too much time reviewing invoices and application forms uploaded to Box, entering their contents as text, and sharing them with the relevant people? Manually transcribing information takes time and can lead to errors. This workflow solves these challenges smoothly by automating the entire process—from automatically extracting text with OCR when a file is uploaded to Box to notifying Microsoft Teams.

■Who This Template Is For

• Anyone who manually reviews and transcribes information from invoices and other files uploaded to Box
• Anyone who uses Box and Microsoft Teams regularly and wants to streamline information sharing
• Anyone who wants to automate workflows that include OCR processing and reduce human error

■Benefits of This Template

• Automate everything from uploading a file to Box and converting its contents to text to notifying Microsoft Teams, reducing the time spent on manual work.
• Eliminate manual text transcription to prevent human errors such as incorrect entries and missed checks.

■How the Flowbot Works

1. Connect Box and Microsoft Teams to Yoom.
2. Set the Box trigger action “When a file is uploaded to a folder” and specify the folder to monitor.
3. Set the Box operation “Download a file” to download the file detected by the trigger.
4. Select the OCR feature and use the “Read any image or PDF” action to read the downloaded file.
5. Set the Microsoft Teams operation “Send a message to a channel” and include the text extracted by OCR in the message before sending it.

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

■Customization Options

• In the Box trigger settings, specify the folder you want to monitor.
• With the OCR feature, you can specify in detail which parts of the file to extract text from.
• In the Microsoft Teams notification settings, freely customize the channel, team, and message content.

■Notes

• Connect both Microsoft Teams and Box to Yoom.
• Microsoft 365 (formerly Office 365) offers personal 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. On the Free and Mini Plans, configured Flowbot operations will result in errors.
• 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 otherwise restricted.