Use OCR to read files stored in Box and add tasks to Asana

■Overview

Reviewing invoices and application forms one by one and creating tasks manually can be time-consuming.
It can also lead to human errors, such as transcription mistakes and missed task creation.
With this workflow, uploading a file to Box triggers OCR to read its contents and automatically adds a task to Asana.
Streamline these repetitive tasks and create an environment where you can focus on core business operations.

■Who Should Use This Template

• Anyone who reviews invoices and other documents stored in Box and manually creates tasks in Asana
• Anyone who spends significant time processing and reviewing documents and wants to improve operational efficiency
• Anyone who wants to prevent input errors and missed task creation caused by manual data entry

■Benefits of Using This Template

• From uploading a file to Box to reading it with OCR and adding a task to Asana, the entire process is automated, reducing the time spent on manual work.
• By eliminating the need to manually review information and transfer data, this workflow reduces the risk of human errors such as input mistakes and missed task creation.

■Flowbot Steps

1. First, connect Box and Asana with Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Set Box’s “Download File” action as an operation and specify the file detected by the trigger.
4. Select the OCR feature as an operation, set the “Read Any Image or PDF” action, and read the downloaded file.
5. Finally, set Asana’s “Add Task” action as an operation and create a task based on the information extracted by OCR.

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

■Workflow Customization Options

• In the Box trigger settings, specify the folder that should trigger the workflow.
• With the OCR feature, you can freely configure which fields to extract from the file.
• In Asana’s Add Task action, specify the project and section where you want to add the task, then set the values obtained by OCR in the task name and description fields.

■Notes

• Connect both Box and Asana with Yoom.
• Files up to 300 MB can be downloaded.
  Depending on the app specifications, the limit may be less than 300 MB.
  For details on the file size limits supported by the trigger and each operation, see below.
  See file size limits
• The OCR AI operation is available only on the Team and Success plans.
  Please note that configured flowbot operations 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 features (operations) that are subject to plan restrictions.
• Please note that OCR may not be able to read data containing 6,500 or more characters or text that is too small.