Extract text from files stored in Box using OCR, summarize it with ChatGPT, and send notifications to Discord

■Overview

Reviewing the contents of contracts and reports stored in Box and sharing them with the relevant stakeholders can be time-consuming. Opening files, manually extracting information, summarizing it, and sending notifications takes time and can also lead to human error. This workflow streamlines the information-sharing process by using file storage in Box as the trigger, extracting text with OCR, having ChatGPT summarize the content, and automatically notifying your team in Discord.

■Who This Template Is For

• Anyone who manually reviews and shares the contents of contracts or invoices stored in Box
• Anyone who wants to streamline routine document processing by using OCR and ChatGPT
• Anyone who wants to share important information with their team quickly and accurately using Discord

■Benefits of Using This Template

• Automate the entire process—from storing a file in Box to summarizing and notifying your team—so you can reduce the time spent manually reviewing and transcribing information and focus on higher-value work.
• Prevent human errors such as misreading information, missing key points in summaries, or forgetting to send notifications, and improve the accuracy of information sharing.

■How the Flow Bot Works

1. First, connect Box, ChatGPT, and Discord to Yoom.
2. Next, select Box as the trigger and configure an app trigger such as “When a file is uploaded.”
3. Add Box’s “Download a file” action as an operation, and specify the file detected by the trigger.
4. Use the OCR feature’s “Extract text from an image or PDF” action to extract text from the downloaded file.
5. Set up ChatGPT’s “Generate text” action and instruct it to summarize the extracted text.
6. Finally, use Discord’s “Send a message to a channel” action to notify the designated channel with the generated summary.

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

■Customizing This Workflow

• In the Box trigger settings, specify the target folder that should start the workflow using its content ID.
• In Box’s file download action, optionally specify the content ID of the file to download.
• With the OCR feature, you can freely specify the pages to scan and the information to extract.
• When asking ChatGPT to summarize the content, edit the message (prompt) to specify the desired output format, such as “Summarize in bullet points.”
• For the Discord notification action, you can specify the destination channel ID and freely customize the message, including mentions.

■Notes

• Connect Box, ChatGPT, and Discord 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.

　https://openai.com/ja-JP/api/pricing/

• OpenAI charges for ChatGPT API usage based on the number of tokens used when the API is called. An error will occur if payment cannot be processed when the API is used.
• OCR AI operations are available only on the Team and Success plans. On the Free and Mini plans, any configured flow bot operations that use OCR 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 subject to plan restrictions.
• Downloadable files can be up to 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.