When a health checkup report is uploaded to Box, analyze it with AI and add it to Google Sheets

■Overview

Wouldn't it be time-consuming to review a health check report every time it's uploaded to Box and manually enter the details into Google Sheets?
You may also be interested in AI-powered analysis but unsure how to put it into practice.
With this workflow, uploading a file to Box triggers text extraction with OCR, AI-powered analysis, and automatic recording in Google Sheets, helping resolve these challenges.

■Who Should Use This Template

• Anyone who manages health check reports in Box and Google Sheets and wants to reduce manual work
• Anyone interested in AI-powered analysis of health check data and looking for a practical way to automate it
• Managers who want to streamline employee health management and focus on more strategic work

■Benefits of Using This Template

• Automate the entire process—from uploading a file to Box to recording it in Google Sheets and analyzing it with AI—to reduce the time spent on manual data entry and review.
• Prevent human errors such as manual data entry mistakes and inconsistent instructions during AI analysis, improving data consistency and accuracy.

■Flowbot Steps

1. First, connect Box and Google Sheets to Yoom.
2. Select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Next, set the Box “Download a file” action as an operation to retrieve the uploaded health check report.
4. Then, set the OCR “Read any image or PDF” action as an operation to extract text from the downloaded file.
5. Next, set the AI “Generate text” action as an operation to generate analysis results, such as findings, based on the extracted text.
6. Finally, set the Google Sheets “Add a record” action as an operation to add the extracted and generated information to the specified sheet.

※“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 ID where health check reports will be uploaded.
• With the OCR feature, customize the items to extract from the health check report, such as the employee's name, test results, and overall assessment.
• When generating text with the AI feature, embed the content obtained through the preceding OCR step as a variable in the prompt and provide analysis instructions.
• When adding a record to Google Sheets, map the content obtained in the preceding steps, such as OCR and AI, to the columns where it should be recorded.

■Notes

• Connect both Box and Google Sheets to 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 apps and features (operations) that are otherwise subject to restrictions.
• OCR may be unable to read data exceeding 6,500 characters or text that is too small. Please keep this in mind.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file sizes supported by triggers and each operation, see below.
  　File size limits