Use OCR to extract text from files added to Box and notify Microsoft Teams

■Overview

Checking the contents of invoices, contracts, and other files uploaded to Box, then manually notifying relevant team members in Microsoft Teams, is time-consuming and carries the risk of missed notifications.
With this workflow, whenever a file is added to Box, the OCR feature automatically extracts its contents and sends a notification to the specified Microsoft Teams channel. This helps prevent missed checks and delayed sharing while improving operational efficiency.

■Who This Template Is For

• Anyone who uses Box and Microsoft Teams and finds manual file sharing inefficient
• Anyone who manages documents such as invoices in Box and wants to automate sharing them with relevant team members
• Team leaders who want to prevent missed document checks and sharing delays while improving operational accuracy

■Benefits of This Template

• Automating everything from adding a file to Box to sending a notification in Microsoft Teams reduces the time spent manually checking and sharing files.
• Eliminating manual tasks helps prevent human errors, such as missing important documents or sharing them with the wrong people.

■How the Flowbot Works

1. First, connect Box and Microsoft Teams with 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 extract text from the downloaded file.
5. Finally, set Microsoft Teams’ “Send a message to a channel” action as an operation to notify the desired channel of the content extracted by OCR.

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

■Customization Options

• You can replace Box’s trigger with another online storage app, such as Google Drive or Dropbox, and build a similar workflow.
• You can configure the items to be extracted by OCR based on the information you need, such as invoice numbers, amounts, or company names.
• For the Microsoft Teams notification action, set the team ID and channel ID for the notification destination according to who you want to share the information with.

■Notes

• Make sure to connect both Box and Microsoft Teams with Yoom.
• AI operations for OCR and audio transcription are available only on the Team and Success Plans. Please note that operations in configured Flowbots 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 otherwise subject to plan restrictions.
• Microsoft 365 (formerly Office 365) offers plans for home users and businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.