Use OCR to extract text from files added to Box, then send it via Outlook

■Overview

Do you spend too much time manually reviewing invoices and purchase orders uploaded to Box, transcribing their details into Outlook emails, and sharing them with the relevant stakeholders?
Although these tasks are routine, they are important and come with the risk of human error.
With this workflow, OCR automatically reads the contents of files as soon as they are added to Box, and Outlook sends an email automatically. This helps reduce the manual workload and eliminate issues such as data entry errors.

■Who Should Use This Template

• Anyone who manually transcribes and shares the contents of documents stored in Box via Outlook email
• Anyone who spends too much time manually reviewing and entering information from documents or is concerned about errors
• Anyone who wants to connect Box and Outlook, automate repetitive tasks, and focus on core business activities

■Benefits of Using This Template

• From detecting a new file added to Box to extracting its contents with OCR and sending an email through Outlook, the entire process is automated, saving the time previously spent on manual work.
• OCR automatically reads the contents of files and reflects them in the email body, helping prevent human errors such as transcription mistakes and missed items during review.

■Workflow

1. First, connect Box and Outlook 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, set Box’s “Download a file” action as an operation to retrieve the file uploaded by the trigger.
4. Next, set the OCR feature’s “Read any image or PDF” action as an operation to extract text information from the downloaded file.
5. Finally, set Outlook’s “Send an email” action as an operation to automatically send an email containing the information extracted by OCR in the body.

※“Trigger”: An action that starts a workflow. “Operation”: An action that performs a process within the workflow after the trigger starts.

■Customization Options

• You can create the same workflow by replacing Box configured as the trigger with another storage app, such as Google Drive or Dropbox.
• For the OCR feature’s “Read any image or PDF” action, configure the fields to extract based on the format of the documents you want to read.
• You can freely customize the recipients, subject, and body of emails sent from Outlook, including the information extracted by OCR.

■Notes

• Connect both Box and Outlook to Yoom.
• 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, 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 subject to plan restrictions.
• Microsoft 365 (formerly Office 365) offers plans for home use and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.