When BI data is uploaded to Dropbox, use OCR and AI to analyze sales trends and add the results to Google Sheets

■Overview

Do you find it time-consuming to manually review, analyze, and transfer BI data to Google Sheets every time a file is uploaded to Dropbox? Manual data reading errors and reliance on individual expertise for analysis can also become significant challenges. This workflow helps address these issues by automating the entire process—from extracting text with OCR and analyzing trends with AI to automatically recording the results in Google Sheets—triggered by a file upload to Dropbox.

■Recommended for

• Anyone who wants to automate the analysis and transcription of BI data stored in Dropbox
• Teams looking to improve the efficiency and accuracy of data analysis using OCR and AI
• Anyone who wants to reduce the burden of manually entering data into Google Sheets

■Benefits of using this template

• Automate everything from uploading files to Dropbox to recording data in Google Sheets, reducing the time spent on manual analysis and data entry.
• Improve operational accuracy by preventing manual data reading errors, missed entries, and inconsistencies in AI analysis instructions.

■Flow bot steps

1. First, connect Dropbox and Google Sheets to Yoom.
2. Next, select Dropbox as the trigger and set the action to “When a file is created or updated in a specific folder.”
3. In the next operation, set Dropbox’s “Download a file” action to download the BI data detected by the trigger.
4. Then, set the OCR feature’s “Extract text from an image or PDF” action to extract the required text information from the downloaded file.
5. Next, set the AI feature’s “Generate text” action to analyze sales trends and other insights based on the extracted text data.
6. Finally, set Google Sheets’ “Add a record” action to add the AI analysis results and other information to the specified sheet.

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

■Customization options

• In the Dropbox trigger settings, specify the folder where BI data is uploaded.
• In the OCR action settings, customize the text extraction fields for the target file based on the information required for analysis.
• In the AI action settings, freely customize the prompt for analyzing sales trends and other insights. You can also set template text and information obtained through the preceding OCR step as variables.
• In the Google Sheets action settings, flexibly customize each column by assigning AI analysis results, file information, and other data obtained in preceding steps, or by setting fixed values.

■Notes

• Connect both Google Sheets and Dropbox to Yoom.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• AI operations for OCR and speech-to-text are available only on the Team and Success plans. On the Free and Mini plans, flow bot operations using these features 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).