Extract text from PDF files uploaded to Box with OCR and add it to Google Docs

■Overview

Manually reviewing and transcribing information from PDF files such as invoices and contracts uploaded to Box is not only time-consuming but also prone to human error, including data entry mistakes. With this workflow, when a specific file is uploaded to Box, the OCR feature automatically reads the text in the file and appends the content to a designated Google Docs document. This helps resolve these challenges and streamline document management.

■Who This Template Is For

• Anyone who manages PDF documents in Box and struggles with manual transcription tasks
• Anyone who wants to automate the extraction of text from standardized documents such as contracts and application forms
• Anyone who uses Box and Google Docs regularly and wants to streamline collaboration between the two apps

■Benefits of This Template

• Automate everything from extracting text with OCR to recording it in Google Docs when a file is uploaded to Box, reducing the time spent on manual work.
• Eliminate manual data transcription to prevent human errors such as data entry mistakes and missed checks, improving operational accuracy.

■How the Flowbot Works

1. First, connect Box and Google Docs to Yoom.
2. Select Box as the trigger and use the “When a file is uploaded to a folder” action to specify the folder to monitor.
3. Set up branching and define specific conditions, such as processing PDF files only.
4. Set the Box “Download a file” action in an operation to retrieve the target file.
5. Set the OCR “Extract text from images and PDFs” operation to extract text information from the downloaded file.
6. Finally, set the Google Docs “Append text to the end of the document” action in an operation to append the extracted text to the designated document.

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

■Customizable Points in This Workflow

• In the Box trigger settings, you can specify any folder you want to use as the starting point for the automation.
• With the OCR feature, you can specify which fields to extract from the PDF file.
• For the Google Docs integration, you can customize the document file and other details for appending the text.

■Important Notes

• Connect both Box and Google Docs to Yoom.
• The AI operation for OCR or transcribing audio 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 restricted apps and AI features (operations).
• Branching is an operation available on the Mini plan and above. On the Free plan, the configured Flowbot operation will result in an error.
• Paid plans such as the Mini plan include a two-week free trial. During the free trial, you can use restricted apps and features (operations).