When a file is uploaded to Box, use OCR to extract data and automatically add a new user to Google Workspace

■Overview

Every time a new file is uploaded to Box, manually reading its contents with OCR and entering the new user information into Google Workspace can be time-consuming and prone to errors.
This can become a significant burden, especially when there are many files or users need to be added quickly.
With this workflow, uploading a file to Box triggers OCR processing and automatically adds the user to Google Workspace, helping you resolve these challenges seamlessly.

■Who Should Use This Template

• Anyone who reads information from documents stored in Box and manually adds users in Google Workspace
• Anyone struggling with human errors such as incorrect entries or missed tasks due to manual data entry
• IT administrators who want to automate routine user provisioning tasks and focus on more important work

■Benefits of Using This Template

• Automate the entire process from uploading a file to Box to adding a user in Google Workspace, reducing the time spent on manual work.
• Eliminate manual data transfer to reduce the risk of human errors such as incorrect entries and missed verification.

■Flowbot Steps

1. First, connect Box and Google Workspace to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
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 text from the downloaded file.
5. Finally, set the Google Workspace “Add a new user” action as an operation to create a new user based on the information extracted with OCR.

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

■Customization Options

• When setting the Box “When a file is uploaded to a folder” trigger, enter the content ID of the folder you want to monitor.
• When setting the OCR “Extract text from an image or PDF” action, configure the action based on the number of characters to extract, the fields you want to extract, the AI model to use, the document language, and other options.
• When setting the Google Workspace “Add a new user” action, configure details such as the new user’s name, default password, and whether to require a password change at first login.

■Notes

• Connect both Box and Google Workspace 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.
• Google Workspace and OCR_AI operations are available only on the Team and Success Plans. On the Free and Mini Plans, configured Flowbot operations 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 apps and AI features (operations) that are otherwise subject to plan restrictions.