Extract files stored in Box with OCR, summarize them with ChatGPT, and send them via Gmail
Extract files stored in Box with OCR, summarize them with ChatGPT, and send them via Gmail
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ChatGPT &
Box &
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■Overview
Do you spend too much time manually reviewing contracts, invoices, and other documents stored in Box?
Summarizing their contents and sharing them with stakeholders is also time-consuming and can lead to risks such as transcription errors.
With this workflow, you can automate everything from OCR-based text extraction to summarization with ChatGPT and delivery via Gmail when a file is uploaded to Box, helping you streamline the entire process.
■Who Is This Template For?
- Anyone who finds it time-consuming to review documents such as contracts and invoices stored in Box and create summaries
- Anyone who wants to use ChatGPT to efficiently extract information from large volumes of documents and apply it to their work
- Anyone who wants to automate routine reporting tasks and prevent missed or delayed communications caused by manual work
■Benefits of This Template
- Automate everything from saving a file to Box and extracting its contents to summarizing it with ChatGPT and sharing it via Gmail, reducing the time spent on manual work.
- Process documents without manual intervention to help prevent human errors such as transcription mistakes in summaries and missed email deliveries.
■Flowbot Workflow
- First, connect Box, ChatGPT, and Gmail to Yoom.
- Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
- Then, configure Box’s “Download a file” action in the operation and specify the file detected by the trigger.
- Next, configure the OCR action “Extract text from an image or PDF” to extract text from the downloaded file.
- Then, configure ChatGPT’s “Generate text” action and instruct it to summarize the text extracted by OCR.
- Finally, configure Gmail’s “Send an email” action and include the summary generated by ChatGPT in the email body.
※“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, enter the content ID of the folder you want to automate.
- In the OCR action, you can configure the document language, the items to extract, the AI model to use, and more.
- In the ChatGPT action, configure the summary instructions (message), response format (role), text variation (temperature), and more.
- In the Gmail email action, configure the recipient email address, subject, body, and other details to suit your workflow.
■Notes
- Connect Box, ChatGPT, and Gmail to Yoom.
- To run ChatGPT (OpenAI) actions, you need an OpenAI paid 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 exchanged during API communication. An error will occur if you are unable to make payments when using the API.
- OCR AI operations are available only on the Team and Success plans. On the Free and Mini plans, operations configured in your 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 lower than 300 MB.
- For details on the file size limits supported by triggers and individual operations, see below.
File size limits - OCR may not be able to read data containing more than 6,500 characters or text that is too small.
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Message Is Created in a Thread
When a File Is Uploaded to a Folder
When a Comment Is Created
When a File Name Is Changed
When a Comment Is Updated
When a Selected Event Occurs
When a File in a Folder Is Deleted
When an Email Matching Specific Keywords Is Received
When an Email with a Specific Label Is Received
When an Email with a Specific Label Is Received (Specify Label ID)
Flowbot operations
Generate Text
Generate Text (with Image)
Generate Text (Advanced)
Generate Text (Web Search)
Generate Text from Image URL
Convert Text to Audio File
Retrieve Model List
Create Thread
Add Message to Thread
Convert Audio File to Text (File Upload)
Download File
Get List of Items in Folder
Create Folder
Search Content in Specific Folders
Copy File
Upload File
Get File Information
Upload File Version
Flowbot triggers
When a Message Is Created in a Thread
Flowbot operations
Generate TextGenerate Text (with Image)Generate Text (Advanced)Generate Text (Web Search)Generate Text from Image URLConvert Text to Audio FileRetrieve Model ListCreate ThreadAdd Message to ThreadConvert Audio File to Text (File Upload)
Flowbot triggers
When a File Is Uploaded to a FolderWhen a Comment Is CreatedWhen a File Name Is ChangedWhen a Comment Is UpdatedWhen a Selected Event OccursWhen a File in a Folder Is Deleted
Flowbot operations
Download FileGet List of Items in FolderCreate FolderSearch Content in Specific FoldersCopy FileUpload FileGet File InformationUpload File VersionCreate New UserAdd User to GroupDelete Registered WebhookRename FolderMove FolderGet Folder InformationGet List of Collaboration Information for a Specific FolderUpdate CollaborationGet Collaboration InformationRename FileMove FileCopy FolderCreate CollaborationSearch ContentAdd Shared Link to FolderAdd or Update File TagsGet File Tag InformationCreate a Shared Link for a FileCreate Metadata Instance on FileUpdate File Metadata InstanceGet File Metadata InstanceDelete File Metadata InstanceGet Group ListDelete File
Flowbot triggers
When an Email Matching Specific Keywords Is ReceivedWhen an Email with a Specific Label Is ReceivedWhen an Email with a Specific Label Is Received (Specify Label ID)
Flowbot operations
Search EmailsMove Message to TrashAdd Label to Specific MessageRemove Label from Specific MessageRetrieve Specific MessageMore inspiration for you
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