Extract text from JPG files added to Box with OCR and send a notification to Slack

■Overview

Manually reviewing and entering text from JPG image files such as invoices and receipts every time you receive them can be time-consuming. With this workflow, simply storing a JPG file in Box automatically triggers OCR to read the text and convert it into text data, helping streamline repetitive tasks and prevent input errors.

■Who should use this template

• Those who manually enter information from JPG images such as invoices and application forms and are considering automation
• Those who find it time-consuming to convert image files saved in Box into text and share the information afterward
• Those who want to eliminate input errors caused by manual transcription and improve operational accuracy

■Benefits of using this template

• Text conversion is automatically triggered when a file is stored in Box, reducing the time previously spent on manual transcription.
• By completing the entire process, from text extraction to notification, without human intervention, you can prevent human errors such as transcription mistakes and improve the quality of your operations.

■Flow bot workflow

1. First, connect Box and Slack with 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 the operation and configure the condition so that subsequent processes run only when the uploaded file is in JPG format.
4. Next, set the Box “Download a file” action in the operation to download the file detected by the trigger.
5. Next, set the OCR “Read any image or PDF” action in the operation to extract text from the downloaded file.
6. Finally, set the Slack “Send a message to a channel” action in the operation to notify the designated channel of the extracted text.

* “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, enter the content ID of the folder you want to use as the trigger.
• With the branching feature, you can freely customize conditions for running subsequent operations, such as whether the file name contains “.jpg” or “.jpeg.”
• With the OCR feature, you can configure the workflow to extract only specific fields based on the type of file being read.
• For Slack notifications, you can specify the destination channel and mentions, and embed information retrieved by the OCR feature in the message body as variables.

■Notes

• Connect both Box and Slack with Yoom.
• AI operations for OCR and audio transcription are 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 include a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise subject to plan restrictions.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• The shortest available trigger interval varies by plan.
• Branching is a feature (operation) available on the Mini plan and above. On the Free plan, operations configured in the flow bot will result in an error.
• Paid plans such as the Mini plan include a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to plan restrictions.
• 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 supported by the trigger and each operation, see below.
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• OCR may not be able to read data containing 6,500 or more characters or text that is too small.