Automatically review contracts uploaded to Box and send notifications via Gmail

■Overview

Manually reviewing the contents of important documents such as contracts every time they are uploaded to Box, then notifying relevant stakeholders by email, can be time-consuming and prone to human errors such as missed reviews or incorrect recipients. This workflow helps solve these challenges by automating the entire process: AI automatically checks the contract when a file is uploaded to Box, then sends the results to specified recipients via Gmail.

■Who should use this template

• Those who use Box and Gmail and manually manage contracts and related notifications
• Those who want to reduce the time and errors involved in reviewing contract contents and creating notifications
• Those who want to automate routine review and notification tasks and focus on more important work

■Benefits of using this template

• Automating the process from uploading a file to Box to reviewing its contents and sending a notification via Gmail reduces the time spent on manual work and improves efficiency.
• AI-powered checks and standardized notifications reduce the risk of human errors such as missed reviews and accidental misdelivery, helping maintain consistent work quality.

■Flowbot steps

1. First, connect Box and Gmail with Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the target folder.
3. Then, set the Box “Download a file” action as an operation to retrieve the uploaded contract file.
4. Next, set the AI feature’s “Read text from images and PDFs” action as an operation to extract text related to the contract from the downloaded file.
5. Then, set the AI feature’s “Generate text” action as an operation to generate contract review points and the email body for notifications based on the extracted information.
6. Finally, set Gmail’s “Send an email” action as an operation to notify the relevant stakeholders of the generated content.

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

■Customizing this workflow

• With the AI feature’s “Read text from images and PDFs” action, you can customize the settings to extract additional information you want to review, such as the contract amount and contract term.
• With the AI feature’s “Generate text” action, you can customize the workflow by entering specific instructions (prompts) as fixed values, such as requests to summarize the contract or highlight key points, or by embedding the file name and extracted fields obtained in previous operations as variables.
• In the Gmail notification settings, you can not only specify any email addresses as recipients, but also customize the subject and body with fixed text or use information obtained in previous operations as variables.

■Notes

• Connect both Box and Gmail with Yoom.
• The OCR AI operation is available only on the Team and Success Plans. On the Free and Mini Plans, the configured Flowbot operation will result in an error.
• Paid plans such as the Team and Success Plans include a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
• Please note that OCR may not be able to read data exceeding 6,500 characters or text that is too small.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB. Please refer to the information below for details on the file sizes supported by triggers and each operation.
  For details on the file sizes supported by triggers and each operation, see below.
  Learn more about supported file sizes