Use OCR to extract text from files stored in Box, summarize them with ChatGPT, and send the summary via Outlook

■Overview

Reviewing the contents of contracts and reports stored in Box, summarizing the key points, and sharing them with stakeholders by email can be a time-consuming, repetitive task. This process not only takes time but can also lead to human errors, such as oversights and transcription mistakes.

With this workflow, simply adding a file to Box automatically triggers OCR text extraction, summarization with ChatGPT, and email delivery through Outlook, helping streamline the entire information-sharing process.

■Who should use this template

• Anyone who manually reviews documents stored in Box and shares the information with stakeholders
• Anyone who wants to streamline the creation of summaries for various documents using ChatGPT
• Operations teams who spend too much time creating and sending routine report emails in Outlook

■Benefits of using this template

• Automating the process from reading and summarizing file contents to sending emails, triggered by storing a file in Box, reduces the time required for the entire task.
• Preventing human errors such as overlooking content, making mistakes when creating summaries, or sending emails to the wrong recipients helps improve operational accuracy.

■Flow bot steps

1. First, connect Box, ChatGPT, and Outlook with Yoom.
2. Select Box as the trigger and configure an app trigger such as “When a file is added to a specific folder.”
3. Connect to Box in an operation and retrieve information about the file added by the trigger.
4. Configure the OCR action “Extract text from an image or PDF” in an operation to extract text from the retrieved file.
5. Connect to ChatGPT in an operation and summarize the extracted text using a specified prompt.
6. Finally, configure Outlook’s “Send an email” action in an operation and send an email containing the generated summary.

* “Trigger”: An action that starts a flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization options

• In the Box trigger settings, specify the folder you want to automate using its content ID.
• For the action that downloads a file from Box, specify the content ID of the file to download.
• The OCR feature can be freely configured, including extracting specific keywords.
• You can freely customize the message sent to ChatGPT, allowing you to generate text tailored to your purpose, such as “Summarize this in bullet points.”
• You can freely edit the subject and body of emails sent through Outlook. Inserting information retrieved by OCR or ChatGPT into the body makes it easier for recipients to understand the content.

■Notes

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

　　OpenAI API pricing

• OpenAI charges for ChatGPT API usage based on the number of tokens exchanged when the API connects. If payment cannot be made when the API is used, an error will occur.
• Microsoft 365 (formerly Office 365) offers plans for home users and businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• The OCR AI operation is available only on the Team and Success plans. On the Free and Mini plans, the configured flow bot 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 subject to plan restrictions.
• 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 supported by triggers and each operation, see below.

　　See the file size limits

• OCR may not be able to read data containing more than 6,500 characters or data with very small text.