Refresh a pivot table in Google Sheets when a file is uploaded to Box

■Overview

Every time a new file is uploaded to Box, manually reviewing its contents and updating data in Google Sheets can be time-consuming.
This is especially true when using pivot tables for regular reports or data analysis, as failing to update the source data can affect the reliability of your analysis results.
With this workflow, uploading a file to Box triggers OCR to extract information from the file and automatically add a new record to Google Sheets.
This keeps the pivot table’s source data up to date, reduces the time and human error involved in manual updates, and helps improve operational efficiency.

■Who This Template Is For

• Anyone using Box and Google Sheets who wants to streamline manual data entry and aggregation
• Team leaders who want to automate data updates after file uploads and get real-time visibility into their information
• Anyone who wants to move beyond repetitive data entry and focus on more strategic work

■Benefits of This Template

• Automate the entire process from uploading a file to Box to reflecting its data in Google Sheets, freeing up time for other important tasks.
• Prevent human errors such as data transfer mistakes and missed entries, improve the accuracy of your Google Sheets data, and make pivot table analysis more reliable.

■How the Flowbot Works

1. First, connect Box and Google Sheets to Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the folder to monitor.
3. Then, set the Box “Download a file” action as an operation to retrieve the uploaded file.
4. Next, set the OCR “Extract text from an image or PDF” action as an operation to extract the necessary information from the downloaded file.
5. Then, set the loop “Command operation” as an operation so the extracted data can be processed row by row or in another specified format.
6. Finally, set the Google Sheets “Add a record” action as an operation to add the OCR-extracted data to the specified sheet. This updates the pivot table’s data source.

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

■Customization Options

• In the Box trigger settings, use the “When a file is uploaded to a folder” action to specify the content ID of the Box folder you want to automate.
• For the OCR “Extract text from an image or PDF” action, configure the action based on the number of characters in the file, the fields you want to extract (such as dates, amounts, or product numbers), the AI model to use, and the language of the document (such as Japanese or English).
• For the loop “Command operation,” specify the values from the OCR-extracted data that you want to process repeatedly. For example, if you extract multiple fields, you can configure each field to be added to a different column in Google Sheets.
• For the Google Sheets “Add a record” action, specify the Google Sheets ID and sheet name where you want to add the data, as well as which extracted values should be added to which columns.

■Notes

• Connect both Box and Google Sheets to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits for triggers and each operation, see below.
  See file size limits
• The “OCR or transcribe audio” AI operation and the “Repeat the same process” operation are available only on the Team and Success plans. On the Free and Mini plans, operations using these features will result in an error.
• 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 restricted on the Free plan.