Read files uploaded to Box with OCR and create events in the Microsoft Teams calendar

■Overview

Do you spend time reviewing document information, such as invoices uploaded to Box, and manually adding events to your Microsoft Teams calendar? These manual tasks are not only inefficient but can also lead to human errors, such as data entry mistakes and missed follow-ups. This workflow automates the integration between Microsoft Teams and Box. When a file is uploaded to Box, OCR automatically extracts the content, and an event is automatically created in the Microsoft Teams calendar, helping you eliminate these challenges.

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■Who Should Use This Template

• Anyone who uses Box and Microsoft Teams regularly and manually reviews files or adds calendar events
• Anyone considering automating document processing, such as application forms and invoices, through Microsoft Teams and Box integration
• Anyone looking to improve operational accuracy by preventing manual transcription errors and missed follow-ups

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■Benefits of Using This Template

• Automating the process from uploading a file to Box to adding an event to the Microsoft Teams calendar reduces the time previously spent on manual work
• Eliminating manual data transcription helps prevent human errors, such as misreading information and missing entries, improving the quality of your operations

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■Flowbot Workflow

1. First, connect Microsoft Teams and Box 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 information from the file
5. Finally, set the Microsoft Teams “Create an event in the calendar” action as an operation to create an event based on the extracted information

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

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■Customizable Points in This Workflow

• When setting the action to create an event in the Microsoft Teams calendar, you can optionally specify the ID of the user whose calendar you want to add the event to

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■Notes

• Connect both Box and Microsoft Teams to Yoom.
• Microsoft 365 (formerly Office 365) offers personal and business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that operations configured in Flowbot will result in an error on the Free and Mini plans.
• 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 subject to plan restrictions.
• Please note that OCR may be unable to read data containing more than 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.
• For details on the file size limits supported by triggers and individual operations, see below.
  See details here