Extract text from files stored in Box with OCR, summarize it with ChatGPT, and add it to Notion

■Overview

Do you find it time-consuming to review countless contracts and meeting minutes stored in Box, understand their contents, and organize them in Notion? With this workflow, simply storing a file in Box triggers a seamless process: OCR automatically reads the text, ChatGPT summarizes it, and the information is automatically added to a Notion database. Eliminate tedious manual information gathering and manage your knowledge more efficiently.

■Recommended for

• Anyone looking to streamline the management of documents such as contracts and meeting minutes stored in Box
• Anyone looking to automate manual information gathering and summarization using ChatGPT and OCR
• Anyone using Notion as an information hub and looking to reduce the effort of manual data entry

■Benefits of using this template

• Automate the entire process from uploading files to Box to consolidating information in Notion, reducing the time spent reviewing, summarizing, and transcribing documents.
• Prevent human errors such as mistakes when manually reading text, missing information when transcribing it to Notion, and data entry errors, helping improve information accuracy.

■Flowbot steps

1. First, connect Box, ChatGPT, and Notion to Yoom.
2. Next, select Box as the trigger and configure the flow to start when a file is added to a specific folder.
3. Set up a Box action in the operation to retrieve the file detected by the trigger.
4. Use the OCR action, “Extract text from images and PDFs,” to extract text data from the retrieved file.
5. Use a ChatGPT action to summarize the extracted text based on a specified prompt.
6. Finally, use Notion’s “Manage database” action to add the generated summary to the specified database page.

※“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, specify the target folder using its content ID.
• When using the action to retrieve a file from Box, you must specify the content ID of the target file.
• With the OCR feature, you can configure it to extract only the necessary sections based on specific keywords instead of extracting the entire text.
• When asking ChatGPT to summarize the text, you can customize the prompt, such as “Summarize in bullet points.”
• When adding information to Notion, specify the database where the information should be stored using its ID.

■Notes

• Connect each of Box, ChatGPT, and Notion to Yoom.
• To run ChatGPT (OpenAI) actions, you need a paid OpenAI API plan that allows you to make payments when the API is used.

　　OpenAI API pricing

• OpenAI charges for ChatGPT API usage based on the number of tokens used during API communication. Please note that an error will occur if you are unable to make payments when using the API.
• The OCR AI operation is available only on the Team and Success plans. On the Free and Mini plans, the configured Flowbot operation 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 otherwise restricted.
• The maximum downloadable file size is 300 MB. Please note that some apps may have a limit below 300 MB due to their specifications.
• For details on the file size limits for triggers and individual operations, see below.

　　See details

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