Extract text with OCR when a file is added to Box, then notify Outlook

■Overview

Do you find it time-consuming to manually review invoices, application forms, and other documents uploaded to Box and notify the relevant team members each time? These manual review and communication tasks can lead to missed responses or delays, creating operational risks. With this workflow, when a file is uploaded to Box, the OCR feature automatically reads the document content and immediately notifies the person in charge via Outlook, helping streamline these routine tasks.

■Who Should Use This Template

• Administrative teams that find it time-consuming to review and notify others about invoices and contracts received via Box
• DX teams looking to use OCR to extract text information from documents and apply it to their operations
• Anyone who wants to automate routine notifications in Outlook and focus on their core responsibilities

■Benefits of This Template

• When a file is uploaded to Box, its contents are automatically read and a notification is sent via Outlook, reducing the time spent on manual review and communication.
• Prevent human errors such as overlooking documents or failing to notify relevant team members, helping improve operational accuracy.

■Flow Bot Steps

1. First, connect Box and Outlook to Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the folder to monitor.
3. Then, set the Box “Download a file” action as an operation to retrieve the file uploaded by the trigger.
4. Next, set the OCR “Read any image or PDF” action as an operation to extract the contents of the downloaded file as text data.
5. Finally, set the Outlook “Send an email” action as an operation and send the information read by OCR to the specified recipients in the email body.

※“Trigger”: An action that initiates a flow. “Operation”: An action that processes data within the flow after the trigger is activated.

■Customization Options

• In the Outlook email-sending operation, you can specify notification recipients for To, Cc, and Bcc as needed.
• Embed the file name, text information, and other data read by OCR as variables in the email subject and body to send more detailed notifications.
• Add standard greetings, your signature, and other content to the email body to send notifications in your usual format.

■Notes

• Connect both Box and Outlook to Yoom.
• 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.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that configured Flow Bot operations 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 otherwise restricted.
• The maximum file size available for download is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits for triggers and individual operations, see here.
• OCR may not be able to read data containing more than 6,500 characters or text that is too small. Please take note.