When a file is uploaded to Box, register customer information not yet in Square

‍■Overview

Managing documents such as application forms in Box and manually entering customer information into Square can be time-consuming and prone to errors.
This workflow automatically registers customers in Square by using OCR-extracted information when a file is uploaded to Box. Automating the manual integration between Square and Box eliminates these challenges and streamlines customer management.

■Who Should Use This Template

• Anyone who manually enters information from application forms and other documents stored in Box into Square
• Store operators who want to connect Square and Box to automate customer registration
• Anyone responsible for preventing manual data entry errors and missed registrations while maintaining accurate customer data

■Benefits of This Template

• Customer registration in Square is completed automatically whenever a file is uploaded to Box, reducing the time spent on manual tasks.
• By eliminating manual data entry, this workflow helps prevent human errors such as incorrect entries and missed registrations, keeping your data accurate.

■How the Flowbot Works

1. First, connect Box and Square to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. In the operation, configure Box’s “Download a file” action to retrieve the uploaded file.
4. Next, use the OCR feature’s “Extract text from an image or PDF” action to extract customer information from the file as text data.
5. Then, use Square’s “Search for customer information” action to check whether the customer is already registered based on the extracted information.
6. Use branching to proceed to the next step only if the customer is not registered in Square.
7. Finally, configure Square’s “Register customer information” action to create a new customer using the information extracted by OCR.

※“Trigger”: An action that starts the flow. “Operation”: An action that performs processing within the flow after the trigger starts.

■Customization Options

• In the OCR step, configure the fields you want to extract, such as names and contact details, according to the files being processed.
• When registering customers in Square, you can map names, email addresses, and other information extracted by OCR to the corresponding fields. You can also set fixed text in fields such as the notes field.

■Notes

• Connect both Box and Square to Yoom.
• Branching is available on the Mini Plan or higher, while AI operations for OCR and audio transcription are available only on the Team Plan and Success Plan. On the Free Plan and Mini Plan, configured Flowbot operations that require these features will result in an error.
• Paid plans, including the Team Plan and Success Plan, come with a 2-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise subject to plan restrictions.