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

■Overview

Do you spend too much time reviewing foreign-language PDF documents received from overseas transactions?
Manually copying text and switching between tools for translation is not only time-consuming but can also lead to human errors, such as transcription mistakes.
This workflow automates the entire process—from uploading a PDF file to Box, extracting text with OCR, and translating it with AI to sending a notification via Outlook.
Use automation to streamline file management involving translation.

■Who This Template Is For

• Anyone who spends too much time reviewing overseas invoices and documents saved in Box
• Anyone who manually extracts and translates text from PDFs and finds the process inefficient
• Anyone who uses Outlook and wants to share translation results more quickly and accurately

■Benefits of Using This Template

• Automate everything from text extraction and translation to notifications, starting with a file upload to Box, and reduce the time spent on manual tasks.
• Reduce the risk of human errors, such as copying mistakes, missed translations, and incorrect notification recipients.

■Workflow Steps

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

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

■Customization Options

• When configuring the OCR action, you can specify which items to extract from the PDF file.
• For AI-powered translation, you can set the target language, such as English or Japanese.
• For the Outlook email action, you can freely customize the recipient email address, subject, and body.
  You can also insert information obtained within the workflow, such as the translation results, into the email body.

■Notes

• Connect both Box and Outlook to Yoom.
• The AI operation for OCR or audio transcription is available only on the Team and Success plans.
  Please note that operations in configured workflows will result in an error on the Free and Mini plans.
  Paid plans, including the Team and Success plans, offer a two-week free trial.
  During the free trial, you can use apps and AI features (operations) that are otherwise restricted.
• The maximum file size available for download is 300 MB.
  Please note that the limit may be less than 300 MB depending on the app specifications.
  For details on the file size limits supported by triggers and individual operations, see here.