Extract and translate text from PDFs uploaded to Box, then notify via Gmail

■Overview

Is it time-consuming to review foreign-language PDF files received from overseas contacts, run them through a translation tool, and share the results each time?
Manually processing files uploaded to Box one by one can be especially time-consuming and increases the risk of missing a file.
This workflow automates the entire process, from extracting text with OCR and translating it with AI when a PDF is uploaded to Box, to sending a notification via Gmail.
Use automation to streamline file management involving translation.

■Who This Template Is For

• Anyone who finds it time-consuming to review and translate foreign-language PDF documents saved in Box
• Anyone interested in automating workflows using OCR, AI translation, Gmail, and more
• Anyone who wants to eliminate manual translation and transcription errors and improve operational accuracy

■Benefits of Using This Template

• From the moment a file is uploaded to Box, text extraction, translation, and notifications are handled automatically, reducing the time previously spent on manual tasks.
• It helps reduce the risk of human error, such as transcription mistakes and missed sharing, which can easily occur during manual translation and email composition.

■Flow Bot Process

1. First, connect Box and Gmail to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Then, set the Box “Download a file” action as an operation to retrieve the file uploaded by the trigger.
4. Next, set the OCR “Extract text from an image or PDF” action as an operation to extract text from the downloaded file.
5. Then, use the AI “Translate” action to translate the extracted text into any language.
6. Finally, set the Gmail “Send an email” action to send an email containing the translation results to any recipient.

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

■Customization Options

• With the OCR feature, you can define the extraction range, such as which fields in the PDF file to read.
• With the AI translation feature, you can freely choose the target language, such as Japanese or English.
• For the Gmail notification action, you can customize the recipient’s email address, subject, and more.
  You can also embed the extracted text and translation results in the email body as variables.

■Notes

• Connect both Box and Gmail 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 flow bots will result in errors 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.
• Files up to 300 MB can be downloaded.
  Please note that the limit may be less than 300 MB depending on the app specifications.
  For details on the file size limits for triggers and each operation, see here