Read PDF files uploaded to Box with OCR and send notifications to Microsoft Teams

■Overview

Do you spend too much time manually reviewing PDF files such as invoices and application forms uploaded to Box, then notifying the relevant people? This workflow automates the entire process: when a PDF file is uploaded to a designated Box folder, the OCR feature automatically reads its contents and sends the extracted information to Microsoft Teams. Eliminate repetitive file-checking tasks and focus on more important work.

■Who Is This Template For?

• Anyone who wants to connect Box and Microsoft Teams to streamline information sharing
• Anyone who spends significant time reviewing and transcribing information from PDF files
• Anyone who wants to prevent missed notifications and data entry errors when sharing information manually

■Benefits of This Template

• The workflow automatically reads file contents and sends notifications when a file is uploaded to Box, reducing the time previously spent on manual tasks.
• By eliminating the need to manually review and transcribe data, the workflow helps prevent human errors such as incorrect entries and missed notifications.

■Flowbot Steps

1. First, connect Box and Microsoft Teams to Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the folder you want to monitor.
3. Then, set the Box “Download a file” action as an operation to download the file detected by the trigger.
4. Next, configure the OCR feature’s “Read any image or PDF” action to extract text information from the downloaded file.
5. Finally, set the Microsoft Teams “Send a message to a channel” action as an operation and send a notification to any channel with the information extracted by OCR included in the message.

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

■Customization Options

• In the OCR operation, you can specify which items to extract from the PDF file.
• In the operation for sending a message to Microsoft Teams, you can freely specify the channel where the notification is sent. You can also create dynamic notifications based on the file contents by embedding information extracted by OCR as variables in the message, in addition to using fixed text.

■Notes

• Connect both Box and Microsoft Teams to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home users and businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• Note that the shortest trigger interval varies by plan.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, configured operations in your Flowbot will result in an error.
• Paid plans, including the Team and Success plans, come with a two-week free trial. During the trial, you can use apps and AI features (operations) that are otherwise subject to plan restrictions.