Use OCR to extract data from files uploaded to Box and add it to Airtable

■Overview

Managing documents such as invoices and application forms in Box and manually transferring their contents to Airtable can be time-consuming and prone to input errors.
With this workflow, simply uploading a file to Box triggers OCR to automatically read the text in the document and add it to Airtable as a record.
Eliminate repetitive data entry and focus on more important tasks.

■Who This Template Is For

• Teams looking to automate data transfer between Box and Airtable
• Teams looking to move away from paper-based document management and promote paperless operations and greater efficiency
• Teams looking to reduce manual input errors and the burden of verification tasks

■Benefits of Using This Template

• Complete data entry from the moment a file is uploaded to Box. Reduce the time spent manually transferring data and streamline your operations.
• Let the system handle processing automatically to prevent human errors such as manual transcription mistakes and missing fields, helping maintain data accuracy.

■Flowbot Steps

1. First, connect Box and Airtable 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. Then, configure Box’s “Download a file” action as an operation and specify the file retrieved by the trigger.
4. Next, configure the OCR operation “Read any image or PDF” to extract text from the downloaded file.
5. Finally, configure Airtable’s “Create a record” action and add the information extracted by OCR to the appropriate Airtable fields.

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

■Customization Options

• For Box’s “Download a file” action, set the value retrieved by the trigger in the File ID field.
• For the OCR operation “Read any image or PDF,” configure the fields you want to extract based on the document format, such as the date, amount, or company name.
• For Airtable’s “Create a record” action, specify the base ID and table ID where you want to add the data.

■Notes‍

• Connect both Box and Airtable 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 Flowbot 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 restricted apps and AI features (operations).