Extract text from files stored in Box with OCR, summarize it with ChatGPT, and send a notification to Slack

■Overview

Reviewing and summarizing invoices and contracts uploaded to Box, then sharing them with stakeholders, can be a time-consuming and repetitive task.
With this workflow, simply uploading a file to Box triggers OCR to extract its contents, ChatGPT to create a summary, and Slack to automatically send a notification.
Automate the entire process and reduce the burden of manual work.

■Who should use this template

• Anyone who spends significant time reviewing and sharing documents stored in Box
• Anyone who handles extensive manual work across multiple SaaS tools and struggles to focus on core tasks
• Anyone who wants to automate document summarization and information sharing to boost team productivity

■Benefits of using this template

• Automatically process everything from uploading a file to Box to sending a Slack notification, reducing the time required to share information.
• Prevent human errors such as manual transcription mistakes, missing details in summaries, and forgotten stakeholder notifications.

■How the Flowbot works

1. First, connect Box, ChatGPT, and Slack to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Then, configure Box’s “Download a file” action as an operation to retrieve the uploaded file.
4. Next, use the OCR feature’s “Extract text from an image or PDF” action to extract text from the downloaded file.
5. Then, configure ChatGPT’s “Generate text” action as an operation to summarize the extracted text.
6. Finally, configure Slack’s “Send a message to a channel” action as an operation to send the generated summary to the specified channel.

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

■How to customize this workflow

• In the Box trigger settings, enter the content ID of the folder you want to monitor.
• In the OCR action settings, you can configure the character limit, items to extract, AI model to use, and language of the documents to process.
• In the ChatGPT action settings, configure the summarization instructions (message content), role, and temperature (the diversity of the generated text) as needed.
• In the Slack message action settings, configure the destination channel ID and message content as needed.

■Notes

• Connect Box, ChatGPT, and Slack to Yoom.
• To run the ChatGPT (OpenAI) action, you need a paid OpenAI API plan with billing enabled for API usage.
  https://openai.com/ja-JP/api/pricing/
• OpenAI charges for ChatGPT API usage based on the number of tokens used during API communication. An error will occur if payment cannot be processed when the API is used.
• The OCR AI operation is available only on the Team and Success plans. On the Free and Mini plans, operations configured in the Flowbot 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 restricted apps and AI features (operations).
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits for triggers and individual operations, see below.
  https://intercom.help/yoom/en/articles/9413924
• OCR may not be able to read data containing more than 6,500 characters or text that is too small.