When a form is uploaded to Box, extract data with OCR and add it to Google Sheets

■Overview

Documents such as invoices and purchase orders are often uploaded to Box. Manually reviewing their contents and entering the data into Google Sheets is time-consuming and prone to input errors. With this workflow, simply uploading a file to Box triggers OCR to automatically extract the text and add the data to Google Sheets, eliminating the challenges of repetitive data entry.

■Who Is This Template For?

• Accounting and administrative teams who manually enter invoices, receipts, and other documents received in Box
• Operations teams spending significant time checking for errors in document data and reviewing entries
• Anyone looking to streamline the management of paper and PDF documents and drive data-driven process improvements

■Benefits of Using This Template

• Automate the process from uploading files to Box to entering data in Google Sheets, reducing the time spent on manual data entry.
• Prevent human errors such as transcription mistakes and misread entries, maintain data accuracy, and reduce the time required for reviews and corrections.

■How the Flowbot Works

1. First, connect Box and Google Sheets to Yoom.
2. Next, select Box as the trigger and specify the folder to monitor with the “When a file is uploaded to a folder” action.
3. Then, configure Box’s “Download a file” action in the operation to download the file detected by the trigger.
4. Next, configure the OCR “Extract text from images and PDFs” action in the operation to extract text from the downloaded file.
5. Finally, configure Google Sheets’ “Add a record” action in the operation to add the information extracted by OCR to the specified sheet.

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

■Customization Options

• When configuring the OCR action, you can specify which items to extract from the document, such as names, dates, and amounts.
• When adding data to Google Sheets, configure where to map each piece of OCR information and specify which columns should contain the data.

■Notes

• Connect both Box and Google Sheets to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• The AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, operations in configured Flowbots that use these features will result in errors.
• Paid plans, including the Team and Success plans, offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
• OCR may not be able to read data containing more than 6,500 characters or text that is too small. Please keep this in mind.