Use OCR to extract data from files uploaded to Box that meet specific conditions, then create events in the Microsoft Teams calendar

■Overview

Do you find it time-consuming to check files such as invoices uploaded to Box and manually enter payment due dates and other details into the Microsoft Teams calendar? Manually reviewing and transcribing information from images and PDFs is not only time-consuming but can also lead to input errors. This workflow connects Box and Microsoft Teams, automatically reads the contents of specific uploaded files with OCR, and creates calendar events, helping you streamline these routine tasks.

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■Recommended for

• Anyone who checks files uploaded to Box and manually transcribes their contents
• Anyone who wants to use Microsoft Teams and Box to streamline information sharing and task management within their team
• Anyone who wants to automate the management of invoice payment due dates, contract renewal dates, and other deadlines to prevent missed follow-ups

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■Benefits of using this template

• Automate everything from OCR-based data extraction to scheduling events in Microsoft Teams when a file is uploaded to Box, reducing the time spent on manual work.
• Eliminate the need to transcribe file contents or manually enter events into a calendar, helping prevent human errors such as input mistakes and missed important events.

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■How the Flowbot works

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. Next, configure a branch in the operation settings so that the workflow proceeds only when specific conditions, such as the file name, are met.
4. Next, configure Box’s “Download a file” action in the operation settings.
5. Next, configure the OCR function in the operation settings to extract text from the downloaded file.
6. Finally, configure Microsoft Teams’ “Create an event in the calendar” action in the operation settings 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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■Customization options

• In the branch settings, define the conditions for running the workflow, such as running it only when the file name contains “invoice.”
• For Microsoft Teams’ calendar event creation action, set the target user ID as needed.

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■Notes

• Connect both Box and Microsoft Teams to Yoom.
• Microsoft365 (formerly Office365) offers home and business plans (Microsoft365 Business). Authentication may fail if you are not subscribed to a business plan.
• Branching is an operation available on the Mini plan and above. On the Free plan, the configured Flowbot operation will result in an error.
• Paid plans such as the Mini plan come with a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to plan restrictions.