Read business cards with AI when they’re uploaded to Box, then send notifications via Gmail

■Overview

Manually reviewing business card files every time they are uploaded to Box and sharing the information with relevant team members can be time-consuming and prone to data entry errors.
With this workflow, uploading a business card file to Box triggers AI to automatically extract the text.
You can also automatically send the extracted information via Gmail, making this a useful tool for eliminating inefficient information sharing.

■Who should use this template

• Those who manually review business card information uploaded to Box and send notifications via Gmail
• Those looking to streamline business card data entry and reduce human error
• Those interested in automating tasks with AI-OCR and looking for practical use cases

■Benefits of using this template

• Automate the entire process—from uploading a business card to Box and extracting its information to sending a notification via Gmail—to reduce the time previously spent on manual work.
• Prevent human errors such as transcription mistakes when entering business card information manually and missed Gmail notifications, helping ensure accurate information sharing.

■Workflow steps

1. First, connect Box and Gmail to Yoom.
2. Set up a Box trigger such as “When a new file is uploaded to a specific folder.”
3. Next, set up the Box “Download a file” action to retrieve the uploaded business card file in Yoom.
4. Then, set up the “Extract text from an image or PDF” action to extract text from the downloaded business card file.
5. Finally, set up the Gmail “Send an email” action to send a notification email to the specified recipients, including the extracted business card information.

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

■Workflow customization options

• With “Extract text from an image or PDF,” you can specify the items to extract from the business card image, such as the company name, contact name, phone number, and email address.
• In the Gmail notification operation, you can customize the message by embedding variables, such as business card information retrieved in previous operations, in addition to fixed text.

■Notes

• Connect both Box and Gmail 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.
• AI operations that perform OCR or transcribe audio are available only on the Team and Success Plans. On the Free and Mini Plans, operations configured in the workflow will result in an error.
• Paid plans, including the Team and Success Plans, come with a two-week free trial. During the free trial, you can use apps and AI features (operations) that are subject to plan restrictions.