Use OCR to extract data when files matching specific conditions are uploaded to Box, then create records in Salesforce

■Overview

Do you manually enter the contents of invoices and application forms uploaded to Box into Salesforce every time? This process is not only time-consuming and tedious but can also lead to human errors such as transcription mistakes. This workflow automates the integration between Box and Salesforce. When a specific file is uploaded, the OCR feature reads its contents and automatically creates a record in Salesforce. Streamline routine data entry tasks and create an environment where you can focus on more important work.

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■Who Is This Template For?

• Anyone who uses Box and Salesforce together and finds manually entering file contents time-consuming
• Anyone who wants to prevent input errors and missing information when transferring data from Box to Salesforce
• Anyone who wants to automate the entire workflow, from file management to registering customer information

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■Benefits of This Template

• Automatically complete the process from uploading a file to Box to creating a record in Salesforce, reducing the time required for data entry.
• Eliminate the need for manual data entry to reduce the risk of human errors such as input mistakes and missing fields, while maintaining data accuracy.

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■Flowbot Steps

1. First, connect Box and Salesforce to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Next, set the Box “Download a file” action as an operation and specify the file detected by the trigger.
4. Next, set the “Branching” feature as an operation so that subsequent steps run only when specific conditions are met.
5. Next, select the “OCR” feature as an operation to extract text from the downloaded file.
6. Finally, set the Salesforce “Create a record in a custom object” action as an operation and map the information extracted by OCR to the relevant fields.

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

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■Workflow Customization Options

• With the Branching feature, you can set conditions such as the file name and file format. For example, you can configure the workflow to “run only when the file name contains ‘invoice.’”
• When creating a record in Salesforce, enter the My Domain URL for your environment and the API name of the custom object you want to connect.

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■Notes

• Connect both Box and Salesforce to Yoom.
• 【Salesforce】is available only on the Team and Success Plans. Please note that on the Free and Mini Plans, the configured Flowbot operations and Data Connect will result in errors.
• Paid plans, such as the Team and Success Plans, offer a two-week free trial. During the free trial, you can use apps that are otherwise subject to restrictions.
• AI operations for OCR and audio transcription are available only on the Team and Success Plans. Please note that on the Free and Mini Plans, the configured Flowbot operations will result in errors.
• Paid plans, such as the Team and Success Plans, offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
• Please note that OCR may not be able to read data containing more than 6,500 characters or text that is too small.