When a PDF is uploaded to Box, extract key information with DeepSeek and notify Microsoft Teams

■Overview

Do you find it time-consuming to review PDFs such as invoices and quotes uploaded to Box and notify the relevant stakeholders? Manual checks and data entry take time and can also lead to oversights and input errors. With this workflow, uploading a file to Box triggers DeepSeek to automatically extract key details from the PDF and notify Microsoft Teams, helping streamline routine review and notification tasks.

■Who is this template for?

• Anyone who manually reviews and shares invoices, application forms, and other documents received in Box
• Anyone looking to streamline tasks that use AI to read PDF content and extract only the information they need
• Anyone who wants to quickly notify relevant stakeholders of extracted information via Microsoft Teams

■Benefits of using this template

• Automate the entire process—from uploading a PDF to Box and extracting information to sending notifications—to reduce the time spent on manual review and communication tasks.
• AI accurately extracts text from PDFs and sends notifications, helping prevent human errors such as overlooking information or making transcription mistakes.

■Flowbot steps

1. First, connect Box, DeepSeek, and Microsoft Teams to Yoom.
2. Select Box as the trigger, set the “When a file is uploaded to a folder” action, and use it as the starting point for the workflow.
3. Set Box’s “Download a file” action as an operation to retrieve the uploaded PDF file.
4. Set up Yoom’s AI feature, “Extract text from images and PDFs,” to extract text data from the downloaded file.
5. Select DeepSeek as an operation and use the “Generate text” action to summarize and format the required information from the extracted text.
6. Finally, set Microsoft Teams’ “Send a message to a channel” action as an operation to notify the designated channel of the generated content.

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

■Customization options

• In the Box trigger settings, specify the folder you want to monitor and use to start the workflow.
• For the DeepSeek text generation action, customize the instructions (prompt) based on the model you want to use and the information you want to extract.
• For the Microsoft Teams message action, customize the team or channel to notify, the message content, the people to mention, and other settings.

■Notes

• ‍‍Connect Box, DeepSeek, and Microsoft Teams to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home use and business use (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• AI operations for OCR or audio transcription are available only on the Team and Success plans. On the Free and Mini plans, configured Flowbot operations will result in errors.
• 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 otherwise subject to plan restrictions.