When a file is uploaded to Box, convert it to PDF with RPA and send it via Zoho Mail

■Overview

Do you find it time-consuming to download files uploaded to Box, manually convert them to PDF, and then send them by email each time? This workflow automates the entire process: when a file is uploaded to a specific Box folder, the RPA feature automatically converts it to PDF and sends it to the specified recipients via Zoho Mail. Eliminate manual file conversion and streamline your operations.

■Who should use this template

• Anyone who manually converts files stored in Box to PDF and shares them
• Anyone who frequently converts files to PDF and sends them by email, and struggles with workload or errors
• Anyone who wants to automate file management and sharing by leveraging RPA and SaaS integrations

■Benefits of using this template

• From uploading a file to Box to converting it to PDF and sending it by email, the entire process is automated, reducing the time previously spent on manual tasks
• Prevent human errors such as forgetting to convert files, failing to attach files to emails, or sending emails to the wrong recipients

■Flowbot steps

1. First, connect Box and Zoho Mail 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 file” action as an operation
4. Set the “Operate browser” action using the RPA feature to convert the downloaded file to PDF
5. Set the “Replace data using regular expressions” or “Convert file name” action in the data transformation feature to format the file name
6. Set the Zoho Mail “Upload file” action as an operation and upload the converted PDF
7. Finally, set the Zoho Mail “Send email (with attachment)” action, attach the uploaded file, and send the email

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

■Customization options

• In the Box trigger settings, you can specify which folder to monitor for uploaded files
• With the RPA feature (browser operation), you can freely configure a series of actions, such as accessing the website used for PDF conversion, uploading files, and clicking the conversion button
• With the data transformation actions, you can freely set the converted file name using fixed text, the original file name, or other values
• In the Zoho Mail sending settings, you can freely specify recipients (To, Cc, and Bcc), as well as insert information obtained from previous operations, such as the file name, into the email body

■Notes

• Connect both Box and Zoho Mail to Yoom.
• The browser operation feature is available only on the Success Plan. Please note that operations in configured Flowbots will result in errors 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 instructions on configuring browser operations, see this guide.
• Customize the browser operations to match the website you use.