Read files with OCR when they’re added to Box, then send a notification via Gmail

■Overview

Do you manually review invoices and application forms uploaded to Box and notify the relevant stakeholders? Checking each file takes time, and missed files or notifications can disrupt your operations. With this workflow, the OCR feature automatically reads the contents of files uploaded to Box and sends the results to a specified email address via Gmail, streamlining review and notification tasks and enabling faster responses.

■Who Is This Template For?

• Those who manually review and notify others about invoices and contracts stored in Box
• Those who want to prevent human errors such as missed file reviews and incorrect notifications
• Those who want to use OCR to automate the digitization and review of paper or PDF documents

■Benefits of This Template

• Automate the process from reading file contents to sending notifications when a file is uploaded to Box, reducing the time spent on manual reviews and communications.
• Because the system processes files automatically, it helps prevent human errors such as missed files, missed notifications, and transcription mistakes.

■Flow Bot Steps

1. First, connect Box and Gmail to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Then, set the Box “Download a file” action as an operation and specify the file detected by the trigger.
4. Next, select the OCR feature’s “Read any image or PDF” action as an operation to read the contents of the downloaded file.
5. Finally, set the Gmail “Send an email” action as an operation and send a notification containing the information read by the OCR feature.

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

■Customization Options

• In the Gmail email-sending operation, you can freely set the notification recipients (To, Cc, and Bcc).
• You can insert information obtained by the OCR feature as variables in the email subject and body, enabling more detailed notifications.
• You can freely add fixed greetings, signatures, and other content to the email body, allowing you to send notifications in a format that fits your organization’s processes.

■Notes

• Connect both Box and LINE WORKS to Yoom.
• AI operations for OCR and audio transcription are available only on the Team and Success Plans. On the Free and Mini Plans, the configured Flow Bot operations will result in errors.
• Paid plans, including the Team and Success Plans, come with a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise restricted.
• The maximum downloadable file size is 300 MB. Depending on the app’s specifications, the limit may be less than 300 MB.
• For details on the file size limits supported by the trigger and each operation, see here.
• OCR may not be able to read data containing 6,500 characters or more, or data with very small text.