When an audio file is uploaded to Box, convert it to MP3 with RPA and save it

■Overview

Do you find it time-consuming to convert various audio files, such as meeting recordings and interview audio, to MP3? Manually converting files with an online conversion tool requires time-consuming steps, including uploading, downloading, and saving files, which can take time away from your core work. With this workflow, simply upload an audio file to Box, and RPA will automatically convert it to MP3 and save it back to Box, streamlining the manual work involved in file conversion.

■Who Is This Template For?

• Anyone who manages audio files in Box and wants to streamline manual file conversion
• Anyone who wants to automate the routine task of converting meeting or interview audio to MP3
• Anyone who wants to use RPA to eliminate the hassle of routine tasks involving file operations

■Benefits of Using This Template

• Since everything from conversion to storage is completed by simply uploading an audio file to Box, you can reduce the time spent on manual work and focus on other core tasks.
• Automating the entire process helps prevent human errors, such as selecting the wrong file or saving it to the wrong location, ensuring accurate operations.

■Flow Bot Process

1. First, connect Box to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Set up a branching function in the operation so that only specific files, such as audio files, proceed to the subsequent steps.
4. Use Box’s “Download File” action to download the file detected by the trigger.
5. Next, use the RPA feature to operate an online file conversion tool of your choice and convert the downloaded file to MP3.
6. Use the data conversion feature’s “Replace Data Using Regular Expressions” function to format the converted file name according to your preferred rules.
7. Finally, use Box’s “Upload File” action to save the converted and formatted MP3 file to the specified folder.

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

■Customization Options

• For the Box trigger settings and the file upload action, specify the ID of the folder you want to use.
• With the branching function, you can freely customize the conditions for branching the process based on information obtained in the previous step, such as the file name or extension.
• For the RPA feature, configure the URL of the file conversion site you will operate, the buttons to click, the text to enter, and other settings to match your environment.
• With data replacement using regular expressions, you can flexibly configure the text to replace and the replacement text when changing file names.
• When uploading a file to Box, you can set information obtained in previous steps as variables for fields such as the file name, instead of using only fixed values.

■Notes

• Connect Box to Yoom.
• Operations that control a browser are available only on the Success Plan. Please note that configured flow bot operations will result in an error on the Free, Mini, and Team Plans.
• Paid plans, such as the Success Plan, include a two-week free trial. During the free trial, you can use restricted apps and operations that control a browser.
• For instructions on configuring operations that control a browser, see below.
  Instructions for configuring operations that control a browser
• Customize operations that control a browser to match the website you use.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest trigger interval varies by plan.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits for triggers and individual operations, see below.
  Details on file size limits
• Branching is an operation available on the Mini Plan and above. Please note that configured flow bot operations will result in an error on the Free Plan.
• Paid plans, such as the Mini Plan, include a two-week free trial. During the free trial, you can use restricted apps and features (operations).
• Flow bots with more than five operations can be configured on the Mini Plan and above. Please note that flow bots will not start on the Free Plan.