When an audio file is uploaded to Box, use AI to create meeting minutes and add them to Google Sheets

■Overview

Do you upload audio files from meetings or interviews to Box and leave it at that? Creating meeting minutes and transferring the information to Google Sheets afterward can be time-consuming and prone to human error. With this workflow, AI automatically creates meeting minutes when an audio file is uploaded to Box, then organizes and adds the content to Google Sheets, helping you streamline these tasks.

■Who Is This Template For?

• Anyone who frequently saves audio files to Box and wants to streamline meeting minutes creation and management
• Anyone who wants to reduce the effort required to create meeting minutes by using AI-powered transcription and summarization
• Anyone who wants to automate information management in Google Sheets and eliminate omissions and input errors

■Benefits of Using This Template

• Automate everything from uploading audio files to Box to recording them in Google Sheets, reducing the time required to create meeting minutes.
• AI-powered transcription and automated recording help reduce the risk of human error, such as mishearing and data entry mistakes that can occur with manual work.

■Flow Bot Workflow

1. First, connect Box and Google Sheets to Yoom.
2. Next, select Box as the trigger, set the action to “When a file is uploaded to a folder,” and specify the folder to monitor.
3. Then, set the Box “Download a file” action as an operation to retrieve the uploaded audio file.
4. Next, set the transcription feature’s “Transcribe audio data” action as an operation to convert the downloaded audio file into text data.
5. Then, set the AI feature’s “Generate text” action as an operation to create meeting minutes based on the transcribed text.
6. Finally, set the Google Sheets “Add a record” action as an operation to add the generated meeting minutes data to the specified spreadsheet.

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

■Customization Options

• With the AI feature’s “Generate text” operation, you can use prompts to specify the format of the meeting minutes, whether to include a summary, the items to include, and more.
• With the Google Sheets “Add a record” operation, you can specify not only which spreadsheet and sheet to add the data to, but also customize each column with fixed values or dynamic data, such as the file name and meeting minutes content retrieved in previous steps.

■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 trigger interval varies depending on your plan.
• Files up to 300 MB can be downloaded. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits for triggers and individual operations, see below.

View details on file size limits