Use OCR to read files added to Box and send notifications to Discord

■Overview

Do you manually review and share the contents of invoices and application forms uploaded to Box with the relevant team members? This repetitive task is not only time-consuming but can also lead to human errors, such as missed reviews and sharing mistakes. With this workflow, simply adding a file to Box automatically triggers OCR to extract the text and send the contents to Discord, eliminating the need to manually review files and share information.

■Recommended for

• Those who manually review and share the contents of invoices, application forms, and other documents stored in Box
• Those who want to use OCR to convert text from paper documents and PDFs into data
• Those who want to eliminate human errors such as missed document reviews and transcription mistakes

■Benefits of using this template

• Automate the process from reading file contents to notifying Discord when a file is added to Box, reducing the time previously spent on manual tasks.
• OCR automatically extracts text, helping prevent human errors such as missed details during visual reviews and transcription mistakes from manual data entry.

■Workflow steps

1. First, connect Box and Discord to Yoom.
2. Next, select Box as the trigger, set the action to “When a file is uploaded to a folder,” and specify the target folder.
3. Next, set the Box “Download a file” action as an operation and specify the file retrieved by the trigger.
4. Next, select the OCR feature as an operation and use the “Read any image or PDF” action to specify the items to extract from the downloaded file.
5. Finally, set the Discord “Send a message” action as an operation and send the information extracted by OCR to the specified channel.

※ “Trigger”: An action that initiates a workflow. “Operation”: An action that processes data within the workflow after the trigger runs.

■Customization options

• You can create the same type of workflow by replacing Box configured as the trigger with another storage app, such as Google Drive or Dropbox.
• You can customize the items extracted by OCR, such as the date, company name, and amount, according to the document format.
• For the action that sends a message to Discord, specify the ID of the channel where you want to send the notification.

■Important notes

• Connect both Box and Discord to Yoom.
• The AI operations for OCR and audio transcription are available only on the Team and Success plans.
  Please note that operations configured in workflows will result in errors on the Free and Mini plans.
• 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 subject to plan restrictions.