OCR files uploaded to Dropbox, summarize the content with AI, and add it to Microsoft Excel

■Overview

How do you manage invoices, meeting minutes, and other documents uploaded to Dropbox? Opening each file, reviewing its contents, and manually entering the information into Microsoft Excel is time-consuming and prone to errors. With this workflow, simply adding a file to Dropbox automatically triggers everything from OCR text extraction and AI-powered summarization to adding the data to Microsoft Excel, helping streamline your document management processes.

■Who should use this template

• Anyone who manually enters large volumes of documents received via Dropbox into Microsoft Excel
• Anyone who wants to summarize document contents with AI and efficiently organize the data in a database
• DX leaders looking for practical examples of business automation combining OCR and AI

■Benefits of using this template

• Automate everything from reading file contents to transferring data, starting when a file is uploaded to Dropbox, and reduce the time spent on manual work.
• Eliminate manual data entry to help prevent human errors such as incorrect inputs and missed checks.

■Workflow steps

1. First, connect Dropbox and Microsoft Excel to Yoom.
2. Next, select Dropbox as the trigger and set the action to “When a file is created or updated in a specific folder.”
3. Then, set the Dropbox “Download a file” action as an operation and specify the file detected by the trigger.
4. Next, set the AI feature’s “Extract text from images and PDFs” action to extract text from the downloaded file.
5. Then, set the AI feature’s “Summarize” action to summarize the text extracted in the previous step.
6. Finally, set Microsoft Excel’s “Add a record” action and add information such as the AI-generated summary to the specified sheet.

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

■Customizing this workflow

• In the Dropbox trigger settings, specify the folder you want to include in the automation.
• Customize the AI features to suit your needs, including the fields to extract when reading text with OCR and the instructions for generating summaries.
• When adding records to Microsoft Excel, specify which information—such as the file name or AI-generated summary—should be recorded in each column.

■Notes

• Connect both Dropbox and Microsoft Excel to Yoom.
• The AI operations for OCR and audio transcription are available only on the Team and Success Plans. Please note that these operations will result in an error in configured workflows on the Free and Mini Plans.
• Paid plans, including the Team and Success Plans, come with a 2-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise subject to plan restrictions.