When a JPEG file is added to Box, extract text with OCR and add it to Google Sheets

‍■Overview

Are you spending too much time and effort manually transcribing text from JPEG image files such as invoices and receipts? Although this task is simple, it is prone to copy-and-paste mistakes and missing entries. With this workflow, whenever a JPEG file is stored in Box, OCR automatically reads and converts its contents into text, then adds the extracted data to Google Sheets. Automate the entire process of extracting text from JPEG files and improve operational efficiency.

■Who should use this template

• Accounting and sales administration teams that manually transcribe text from JPEG images saved in Box
• Anyone who wants to convert JPEG data, such as survey responses or business cards, into text and manage it in Google Sheets
• Anyone who wants to eliminate manual input errors and improve data quality by automating their processes

■Benefits of using this template

• Simply store a file in Box to automatically run OCR text extraction and transfer the results to Google Sheets, reducing the time previously spent on manual work.
• Eliminating manual copy-and-paste work helps prevent human errors such as input mistakes and missed entries, keeping your data accurate.

■Flow bot steps

1. First, connect Box and Google Sheets 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 up the branching feature in an operation so that subsequent steps run only when the uploaded file is a JPEG.
4. Next, set the Box “Download a file” action in an operation and specify the file obtained by the trigger.
5. Next, set the OCR “Read any image or PDF” action in an operation and specify the downloaded file.
6. Finally, set the Google Sheets “Add a record” action in an operation and add the text extracted by OCR to the specified sheet.

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

■Customizable points in this workflow

• In the Box trigger settings, enter the ID of the folder you want to monitor.
• In the branching feature, set the conditions for running subsequent steps based on information obtained by the preceding trigger, such as the file name or file format.
• In the OCR feature, customize the area of the image to read and the fields to extract.
• In the Google Sheets action, configure the spreadsheet, sheet name, starting cell, and other settings as needed.

■Notes

• Connect both Box and Google Sheets to Yoom.
• The AI operation for OCR or audio transcription is available only on the Team and Success Plans. On the Free and Mini Plans, operations configured in the flow bot will result in an error.
• Paid plans such as the Team and Success Plans offer a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise restricted.
• The branching feature is available on the Mini Plan and higher. On the Free Plan, operations configured in the flow bot will result in an error.
• Paid plans such as the Mini Plan offer a two-week free trial. During the free trial, you can use restricted apps and features (operations).
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be lower than 300 MB.
• For details on the file size limits for triggers and individual operations, see below.
  See the file size limits
• Please note that OCR may not be able to read data containing more than 6,500 characters or text that is too small.