When an order data file is added to Box, extract it with OCR, manage production with AI, and notify Microsoft Teams

■Overview

Processing order data generated through daily operations can be time-consuming, involving tasks such as checking files, reading their contents, and sharing information with relevant departments. Manual checks and data entry errors can also lead to delays. With this workflow, when an order data file is stored in Box, its contents are automatically read using OCR, AI generates the information required for production management, and the results are sent to Microsoft Teams—helping resolve these challenges.

■Who Is This Template For?

• Those who use Box and Microsoft Teams and want to automate order data processing
• Those interested in improving the efficiency and accuracy of production management by leveraging OCR and AI
• Those who want to reduce the burden of manual data processing and focus on core operations

■Benefits of Using This Template

• Automate the entire process—from reading data and processing it with AI to sending notifications—starting with a file upload to Box, reducing the time spent on manual tasks.
• Prevent errors when manually reading or transcribing data and ensure accurate information sharing with relevant stakeholders.

■How the Flowbot Works

1. First, connect Box and Microsoft Teams to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Next, set Box’s “Download a file” action as an operation to retrieve the uploaded order data file.
4. Next, set the OCR action “Read any image or PDF” as an operation to extract the required information from the downloaded file.
5. Next, set the AI action “Generate text” as an operation to generate production management-related text based on the information extracted by OCR.
6. Finally, set Microsoft Teams’ “Send a message to a channel” action as an operation to notify the specified channel with the text generated by AI.

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

■Customization Options

• In the Box trigger settings, specify the folder you want to monitor.
• With the OCR feature, you can customize which fields to read from the order data file, such as product numbers, quantities, and delivery dates.
• You can freely customize the instructions (prompt) used to generate text with the AI feature. By incorporating information extracted by OCR as variables, you can generate more specific production instructions and other content.
• In the Microsoft Teams notification settings, you can select the destination channel and flexibly compose the message body. In addition to fixed text, you can insert values obtained from previous operations—such as OCR results or AI-generated text—as variables.

■Notes

• Connect both Box and Microsoft Teams to Yoom.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that on the Free and Mini plans, the configured Flowbot operations will result in errors.
• 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 otherwise subject to plan restrictions.
• Microsoft 365 (formerly Office 365) offers plans for home use and plans for businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.