Use OCR to read files added to Box and add records to Google Sheets

■Overview

Do you manually review invoices and other documents uploaded to Box, then enter their contents into Google Sheets?
This process is time-consuming and prone to input errors.
This workflow automatically uses OCR to extract information when a file is added to Box, then transfers the data to Google Sheets, helping streamline these routine tasks.

■Who This Template Is For

• Anyone who manually transfers information from invoices, application forms, and other documents received via Box
• Anyone who digitizes and manages document data in Google Sheets
• Anyone looking to reduce time spent on routine data entry and focus on core tasks

■Benefits of This Template

• The process, from uploading a file to Box through transferring the data, is automated, allowing you to spend the time previously dedicated to manual work on other tasks.
• By eliminating manual data entry, this workflow helps prevent human errors such as incorrect entries and missed transfers, improving data accuracy.

■Workflow Steps

1. First, connect Box and Google Sheets to Yoom.
2. Next, select Box as the trigger, set the action to “When a file is uploaded to a folder,” and specify the folder to monitor.
3. Then, set Box’s “Download a file” action as an operation to download the file detected by the trigger.
4. After that, select Yoom’s OCR feature as an operation and use the “Read any image or PDF” action to extract text from the downloaded file.
5. Finally, set Google Sheets’ “Add a record” action as an operation to add the data extracted by OCR to the specified sheet.

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

■Customizing This Workflow

• You can replace Box, which is configured as the trigger, with other cloud storage apps integrated with Yoom, such as Google Drive or Dropbox.
• You can configure the items extracted by OCR to match the format of the documents you want to process, such as invoice numbers, amounts, and dates.
• When adding data to Google Sheets, specify the spreadsheet ID and sheet name as needed.

■Notes‍

• Connect both Box and Google Sheets to Yoom.
• The AI operation for OCR or audio transcription is available only on the Team and Success Plans.
• Please note that operations in configured workflows will result in an error 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.