Run OCR when PDFs or images are uploaded to Box, analyze them with AI Analyst, and send notifications via Gmail

■Overview

Are you spending too much time and effort reviewing the contents of PDF and image files uploaded to Box every day, extracting information, and notifying the relevant stakeholders of the analysis results? Manually reading and analyzing text in files is especially labor-intensive and can easily lead to human errors such as data entry mistakes and missed reports. This workflow detects file uploads to Box, automatically extracts text using OCR, analyzes the content with an AI analyst, and notifies stakeholders via Gmail—smoothly automating the entire process and resolving these challenges.

■Who Should Use This Template

• Anyone who uses PDFs or image files stored in Box for work and wants to streamline their processing
• Anyone spending significant time on manual data entry, content review, and sharing information with relevant departments
• Anyone considering automating routine tasks such as extracting information from documents and images, analyzing it, and sending notifications

■Benefits of Using This Template

• Automating everything from file uploads to Box through notifying stakeholders of analysis results via Gmail reduces the time spent manually collecting, analyzing, and reporting information.
• Automated processing with OCR and AI reduces the risk of human errors, such as transcription mistakes and inconsistencies in analysis, helping improve operational quality.

■Workflow Steps

1. First, connect your Box and Gmail accounts to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder” to detect new file uploads to the specified folder.
3. Then, set Box’s “Download a file” action as an operation to retrieve the uploaded PDF or image file.
4. Next, set the OCR “Read text from an image or PDF” action as an operation to extract information from the downloaded file.
5. After that, set the AI “Generate text” action as an operation. The AI analyst uses the extracted text data to generate analysis results and a notification message.
6. Finally, set Gmail’s “Send an email” action as an operation to automatically send the analysis results and message generated by the AI analyst to the specified email address.

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

■Customization Options

• For the Box trigger, you can specify any folder you want to monitor.
• For the OCR settings, you can customize the specific text patterns you want to extract, such as invoice numbers, dates, or specific keywords.
• For the AI settings, you can freely edit the instructions (prompt) used by the AI analyst to generate text. This enables analysis tailored to your business needs, such as summarizing extracted text, classifying sentiment as positive or negative, or extracting specific information. In addition to fixed text, you can include information obtained through OCR and other data as variables in the prompt.
• For the Gmail settings, you can insert information extracted by OCR and analysis results generated by AI as variables in the email subject and body to create dynamic emails. You can also configure the recipients (To, Cc, and Bcc) and the sender’s email address.

■Important Notes

• Connect both Box and Gmail to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please 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 workflow operations using these features will result in an error.
• Paid plans, including the Team and Success plans, offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).