Use OCR to extract contracts stored in Box and add them to Google Sheets

■Overview

Manually transferring contract details stored in Box to Google Sheets is time-consuming and prone to input errors. With this workflow, when a new contract file is added to Box, Yoom’s OCR feature automatically reads the text in the file and adds the data to the specified Google Sheet. Eliminate repetitive data entry and manage your data with greater accuracy.

■Recommended for

• Those who manage contracts in Box and struggle with manually transferring information
• Those who maintain a contract register in Google Sheets and want to reduce input errors
• Those who want to automate contract management and improve overall operational efficiency

■Benefits of using this template

• From reading the text to transferring the data, everything is automated when a file is added to Box, reducing the time spent on manual work.
• Because the system processes everything automatically, it helps prevent human errors such as data entry mistakes and missed checks, improving data accuracy.

■Workflow steps

1. First, connect Box and Google Sheets with Yoom.
2. Next, select Box as the trigger and configure the workflow to start when a new file is added to a specific folder.
3. Set up Box’s file download action as an operation to retrieve the file detected by the trigger.
4. Set up the OCR feature’s “Read text from images and PDFs” action as an operation to extract text information from the downloaded file.
5. Finally, set up Google Sheets’ “Manage database” action as an operation to add the extracted information to the specified sheet.

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

■Customization options

• In the Box trigger settings, specify the content ID of the folder you want to monitor.
• For the action that downloads a file from Box, specify the content ID of the file retrieved by the trigger.
• For the OCR action, you can freely specify the information to extract from the contract, such as the company name and contract value.
• When adding data to Google Sheets, you can specify the target spreadsheet ID, table range, and other settings.

■Notes

• Connect both Box and Google Sheets with Yoom.
• OCR AI operations are available only on the Team and Success Plans. Please note that configured workflow operations will result in an error on the Free and Mini Plans.
• Paid plans, including the Team and Success Plans, come with a two-week free trial. During the trial, you can use apps and AI features (operations) that are otherwise restricted.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• See below for details on the file size limits supported by the trigger and each operation.

　　See the file size limits here

• Please note that OCR may not be able to read data containing more than 6,500 characters or text that is too small.