When a business card is uploaded to Box, extract it with OCR and add it to Google Sheets

■Overview

Have you collected a large number of business cards at trade shows or other events? Even after uploading and organizing them in Box, are you spending too much time entering the data manually? Manual transcription is not only time-consuming but can also lead to human errors such as incorrect entries. With this workflow, simply upload business card images to Box. The OCR feature automatically extracts the text and organizes and adds it to Google Sheets, helping you streamline the tedious task of managing business cards.

■Who should use this template

• Anyone who manages business cards in Box and Google Sheets and wants to eliminate the hassle of manual data entry
• Sales and marketing professionals who want to quickly digitize acquired business card information and use it in their sales activities
• Anyone who wants to eliminate errors from manual data entry and create an accurate customer list

■Benefits of using this template

• Simply upload a business card file to Box to automatically extract the text and add it to Google Sheets, reducing the time spent on manual transcription.
• By eliminating manual data entry, this workflow helps prevent human errors such as incorrect entries and missing transcriptions, keeping your data accurate.

■Flowbot steps

1. First, connect Box and Google Sheets with Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the folder where business card images will be stored.
3. Then, set the “Download a file” action for Box as an operation to retrieve the uploaded file in Yoom.
4. Next, set the OCR feature’s “Extract text from images and PDFs” action as an operation to extract text from the downloaded business card file.
5. Finally, set Google Sheets’ “Add a record” action as an operation to add the OCR-extracted information 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

• In the Box trigger settings, enter the content ID of the folder you want to monitor under “When a file is uploaded to a folder.”
• In the OCR settings, attach the file you want to process—the downloaded Box file—and configure the fields you want to extract, such as company name, name, and email address, as well as the AI and language to use.
• In the Google Sheets settings, specify the destination spreadsheet ID, tab name, and table range for writing data under “Add a record.” You can also configure which OCR information is added to each column.

■Notes

• Connect both Box and Google Sheets with 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.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, operations configured in your Flowbot will result in an error.
• Paid plans, including the Team and Success plans, offer a two-week free trial. During the free trial, you can use apps and AI features (operations) that are subject to plan restrictions.