Read legal documents sent to Box with OCR, summarize them with AI, and notify Microsoft Teams

■Overview

Legal documents require careful review, but reading their contents and summarizing key points for stakeholders every time a file is uploaded to Box can be time-consuming and tedious. With this workflow, you can automate the entire process—from extracting text with OCR and summarizing it with AI to sending notifications in Microsoft Teams—when a file is uploaded to Box, making these routine tasks more efficient.

■Who Should Use This Template

• Legal professionals who find it time-consuming to review and share legal documents, such as contracts, stored in Box
• Anyone looking to automate routine tasks across multiple tools and improve operational efficiency
• Team leaders who want to eliminate reliance on individuals for reviewing document content and preparing summaries

■Benefits of Using This Template

• Automate everything from uploading a file to Box to summarizing and sending notifications, reducing the time spent on manual review and sharing.
• Standardize your operations by having the system handle everything from reading documents to creating summaries, preventing missed reviews and inconsistencies in summary quality.

■Flowbot Steps

1. First, connect Box and Microsoft Teams to Yoom.
2. Next, select Box as the trigger and set the “When a file is uploaded to a folder” action.
3. Then, set the “Download a file” action for Box as an operation to retrieve the uploaded file.
4. Next, select the OCR feature as an operation and use the “Extract text from an image or PDF” action to extract text from the file.
5. Then, select the AI feature as an operation and use the “Summarize” action to summarize the extracted text.
6. Finally, set the “Send a message to a channel” action for Microsoft Teams as an operation to notify the specified channel of the generated summary.

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

■Customization Options

• In the Box trigger settings, you can specify the folder that should trigger the workflow.
• With the OCR feature, you can customize the settings to extract only specific items from a document, such as the contract date or amount.
• For AI-generated summaries, you can freely configure conditions based on your needs, such as the character count or whether to format the output as bullet points.
• For Microsoft Teams notifications, you can specify the destination channel and insert variables—such as the file name or summary retrieved in a previous operation—into the notification.

■Notes‍

• Connect both Microsoft Teams and Box to Yoom.
• The AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that operations in configured Flowbots will result in an error on the Free and Mini plans.
• 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 subject to plan restrictions.
• Microsoft 365 (formerly Office 365) offers plans for home use and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.