When call center audio files are uploaded to Box, use AI to transcribe and analyze them, then send notifications via Gmail

■Overview

The audio files collected daily by call centers are a valuable source of information for improving services and quality.
However, reviewing their content, transcribing them, and sharing the results with relevant team members can be time-consuming.
Manual processing not only takes time but also increases the risk of human error.
With this workflow, when an audio file is uploaded to Box, AI automatically transcribes and analyzes its content.
The results are then sent to designated recipients via Gmail, enabling faster information sharing and greater operational efficiency.

■Who Is This Template For?

• Those who want to efficiently manage and make use of call center interaction records
• Those who manually transcribe, review, and share notifications about audio data stored in Box
• Those who want to speed up customer support and improve the accuracy of information sharing

■Benefits of Using This Template

• Automate the entire process—from uploading an audio file to Box to transcribing and analyzing its content and sending a notification via Gmail—so you can reduce the time spent on manual tasks.
• Reduce the risk of human errors, such as missed details, overlooked checks, and incorrect notification content, helping improve operational accuracy.

■Flowbot Steps

1. First, connect Box and Gmail to Yoom.
2. Set Box's "When a file is uploaded to a folder" action as the trigger, then specify the folder to monitor.
3. Next, set Box's "Download a file" action to retrieve the uploaded audio file detected by the trigger.
4. Then, select Yoom's "Transcribe audio data" action to convert the downloaded audio file into text data.
5. Next, select the AI-powered "Generate text" action and configure it to have AI analyze or summarize the transcribed text.
6. Finally, set Gmail's "Send an email" action to send an email containing the AI analysis results and other details to the designated recipients.

※"Trigger": An action that starts a flow. "Operation": An action that performs processing within a flow after the trigger starts.

■Customization Options

• With "Generate text," you can embed information such as the file name retrieved in a previous operation as variables in the prompt, allowing you to give AI more dynamic instructions.
• For the operation that sends notification emails via Gmail, you can set any email address as the recipient. You can also include dynamic information—such as the file name retrieved in a previous operation, the transcribed content, and the AI analysis results—as variables in the email subject and body.

■Notes

• Connect both Box and Gmail to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Available minimum trigger intervals vary by plan.
• The AI operation for transcribing audio is available only on the Team and Success Plans. On the Free and Mini Plans, the configured Flowbot operation 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 subject to plan restrictions.