Use OCR to extract text from PNG files stored in Box and add it to Google Sheets

■Overview

Do you manually enter the details of PNG invoices, application forms, and other documents saved in Box into Google Sheets while visually checking them?
This task is not only time-consuming but also prone to human errors such as data entry mistakes.
With this workflow, whenever a PNG file is uploaded to Box, AI OCR automatically reads the text and adds the data to the specified Google Sheet. Automate tedious data transfer and improve operational accuracy and productivity.

■Recommended for

• Anyone who manually transfers information from image files saved in Box to Google Sheets
• Anyone who wants to prevent human errors when entering data from images such as invoices and application forms
• Anyone who wants to automate repetitive data entry tasks and spend more time on higher-value work

■Benefits of using this template

• Automate the entire process from uploading a file to Box through entering the data, reducing the time spent on manual work.
• Because AI OCR automatically reads and transfers the text, you can prevent human errors such as mistakes caused by visual checks or manual data entry.

■Workflow

1. First, connect Box and Google Sheets with Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Then, set the Box “Download a file” action as an operation to retrieve the file uploaded by the trigger.
4. Set the AI feature “Read text from images and PDFs” as an operation to extract text from the downloaded file.
5. Finally, set the Google Sheets “Add a record” action as an operation to add the extracted text to the specified sheet.

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

■Customization options

• In the Box trigger settings, select the folder you want to monitor for file uploads.
• In the AI OCR settings, customize the file attachment method, language, and fields to extract based on the format of your documents.
• In the Google Sheets action settings, select the spreadsheet and sheet where you want to add the data, then specify which extracted data should be added to each column.

■Notes

• Connect both Box and Google Sheets with Yoom.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest trigger interval varies by plan.・AI operations for OCR or audio transcription are available only on the Team and Success Plans. On the Free and Mini Plans, the configured workflow operations will result in an error.
• 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.