Use OCR to read files added to Box and send them via Gmail

■Overview

Are you manually checking files such as invoices and application forms uploaded to Box, then sharing them by email?
These repetitive tasks are time-consuming and can also lead to human errors, such as missed checks and data entry mistakes.
With this workflow, OCR automatically reads the contents of files added to Box and sends the results via Gmail, automating the entire checking and sharing process while helping prevent missed steps.

■Who Should Use This Template

• ・Administrative teams that manually check and share information from documents received in Box
• ・Anyone who uses Box and Gmail regularly and wants to streamline file sharing
• ・Anyone who wants to improve business processes by converting paper or PDF information into data using OCR

■Benefits of Using This Template

• ・Automatically complete OCR processing and Gmail notifications when a file is added to Box, reducing the time spent on manual checks and email creation.
• ・Prevent human errors such as missed file checks and data entry mistakes when transferring extracted text, helping improve operational accuracy.

■Workflow

1. 1.First, connect Box and Gmail to Yoom.
2. 2.Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the target folder.
3. 3.Then, set the “Download a file” action for Box as an operation and specify the uploaded file.
4. 4.Next, set the OCR “Read any image or PDF” action as an operation and extract text from the downloaded file.
5. 5.Finally, set the Gmail “Send an email” action as an operation and send an email containing 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 create the same workflow by replacing Box, which is set as the trigger, with another online storage app such as Google Drive or Dropbox.
• With the OCR “Read any image or PDF” action, you can specify which items to read.
• Customize the subject, body, and recipient email address for emails sent via Gmail to suit your business needs.

■Notes

• Make sure to connect both Box and Gmail to Yoom.
• AI operations for OCR and audio transcription are available only on the Team Plan and Success Plan.
  Please note that operations in configured flow bots will result in errors on the Free Plan and Mini Plan.
• Paid plans, including the Team Plan and Success Plan, offer a two-week free trial.
  During the free trial, you can use apps and AI features (operations) that are subject to plan restrictions.