When a DOCX file is added to Box, convert it to PDF with RPA and send it via Gmail
When a DOCX file is added to Box, convert it to PDF with RPA and send it via Gmail
Launch this workflow to connect
Box &
Gmail
!
■Overview
Are repetitive tasks like converting DOCX files created in Word to PDF and sending them by email taking up too much of your time? Manually converting files and composing emails is not only tedious but can also lead to mistakes, such as attaching the wrong file. With this workflow, when a specific file is uploaded to Box, the RPA feature automatically converts it from DOCX to PDF and Gmail sends it to the designated recipients, helping streamline these routine tasks and reduce human error.
■Who This Template Is For
- Anyone who manually converts DOCX files to PDF and emails them each time, and wants to work more efficiently
- Anyone who uses Box and Gmail regularly and wants to improve efficiency by integrating them
- Anyone who wants to automate file format conversion with RPA and eliminate human error
■Benefits of Using This Template
- The process runs automatically—from storing a file in Box to converting it from DOCX to PDF and sending it by email—so you can reduce the time spent on manual work.
- By eliminating manual file conversion and email composition, you can reduce the risk of human error, such as attaching the wrong file or sending it to the wrong recipient, and improve operational accuracy.
■Flowbot Steps
- First, connect Box and Gmail to Yoom.
- Next, select Box as the trigger and set the “When a file is uploaded to a folder” action.
- Then, configure a branch in the operation so that the workflow continues only when the uploaded file is in DOCX format.
- Next, use Box’s “Download a file” action to download the target DOCX file.
- Next, use the RPA feature’s “Operate the browser” action to access an online file conversion tool or similar service and convert the downloaded file to PDF.
- Finally, configure Gmail’s “Send an email” action, attach the converted PDF, and send it to the designated recipients.
※“Trigger”: An action that starts the flow. “Operation”: An action that performs processing within the flow after the trigger starts.
■Customization Options
- With the branching feature, you can set custom conditions, such as running the process only when the file name contains a specific keyword.
- With the RPA feature, freely customize the website used for PDF conversion and the specific browser actions based on your environment.
- In Gmail’s email-sending action, you can set any recipient address and configure flexible options, such as embedding the file name retrieved from Box as a variable in the email body.
■Notes
- Connect both Box and Gmail to Yoom.
- The browser operation feature is available only on the Success Plan. Please note that operations configured in Flowbots will result in an error on the Free, Mini, and Team Plans.
- Paid plans, including the Success Plan, offer a two-week free trial. During the free trial, you can use restricted apps and browser operation features.
- For details on how to configure browser operations, see below.
How to configure browser operations
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No-Code API Actions
Executable API actions
Flowbot triggers
When a File Is Uploaded to a Folder
When a Comment Is Created
When a File Name Is Changed
When a Comment Is Updated
When a Selected Event Occurs
When a File in a Folder Is Deleted
When an Email Matching Specific Keywords Is Received
When an Email with a Specific Label Is Received
When an Email with a Specific Label Is Received (Specify Label ID)
Flowbot operations
Download File
Get List of Items in Folder
Create Folder
Search Content in Specific Folders
Copy File
Upload File
Get File Information
Upload File Version
Create New User
Add User to Group
Delete Registered Webhook
Rename Folder
Move Folder
Get Folder Information
Get List of Collaboration Information for a Specific Folder
Update Collaboration
Get Collaboration Information
Rename File
Flowbot triggers
When a File Is Uploaded to a FolderWhen a Comment Is CreatedWhen a File Name Is ChangedWhen a Comment Is UpdatedWhen a Selected Event OccursWhen a File in a Folder Is Deleted
Flowbot operations
Download FileGet List of Items in FolderCreate FolderSearch Content in Specific FoldersCopy FileUpload FileGet File InformationUpload File VersionCreate New UserAdd User to GroupDelete Registered WebhookRename FolderMove FolderGet Folder InformationGet List of Collaboration Information for a Specific FolderUpdate CollaborationGet Collaboration InformationRename FileMove FileCopy FolderCreate CollaborationSearch ContentAdd Shared Link to FolderAdd or Update File TagsGet File Tag InformationCreate a Shared Link for a FileCreate Metadata Instance on FileUpdate File Metadata InstanceGet File Metadata InstanceDelete File Metadata InstanceGet Group ListDelete File
Flowbot triggers
When an Email Matching Specific Keywords Is ReceivedWhen an Email with a Specific Label Is ReceivedWhen an Email with a Specific Label Is Received (Specify Label ID)
Flowbot operations
Search EmailsMove Message to TrashAdd Label to Specific MessageRemove Label from Specific MessageRetrieve Specific MessageMore inspiration for you
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