Convert Word files in Box to PDFs with RPA

‍■Overview

Do you find yourself searching for a tool and manually converting Word files to PDF each time? This simple task can take up a significant amount of time, especially when handling large numbers of files. With this workflow, when a specific Word file is uploaded to Box, RPA automatically converts it to PDF and saves it. Free yourself from routine file conversion tasks and spend more time on creative work.

■Who Should Use This Template

• Anyone who finds manual file conversion using online tools or other methods time-consuming
• Anyone who manages documents in Box and wants to automate the Word-to-PDF conversion process
• Sales and administrative teams who convert and manage standardized Word files, such as quotes and contracts, as PDFs

■Benefits of This Template

• Automatically complete PDF conversion and saving when a file is uploaded to Box, reducing the time previously spent on manual tasks.
• Prevent human errors that commonly occur during manual file conversion, such as selecting the wrong file or missing a conversion.

■Flowbot Steps

1. First, connect Box to Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the folder to monitor.
3. Use the branching feature to set a condition so that subsequent operations run only when the uploaded file is a Word file.
4. Then, set the Box “Download a file” action to retrieve the target Word file.
5. Use the RPA “Operate a browser” action to access any online PDF conversion site and convert the downloaded file to PDF.
6. Use the data transformation “Replace data using regular expressions” action to format the output file name according to your preferred rules.
7. Finally, use the Box “Upload a file” action to save the converted and formatted PDF 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

• In the Box trigger settings, specify which folder to monitor by entering the folder ID.
• With the branching feature, you can freely customize the conditions for running subsequent operations based on information such as the file format and file name.
• With the RPA feature, you can configure the URL of the web page to operate, the buttons to click, the text to enter, and more based on your actual environment. You can also set fixed values or variables obtained in previous steps for each item.
• With data replacement using regular expressions, you can freely configure the text to replace, replacement rules, and replacement text. You can also use information from previous steps as variables.
• In the Box file upload settings, freely configure the folder and file name for saving the converted PDF using fixed values or information obtained in previous steps as variables.

■Notes

• Connect Box to Yoom.
• The “Operate a browser” operation is available only on the Success Plan. Please note that operations configured in a Flowbot 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 the “Operate a browser” operation.
• For details on how to configure the “Operate a browser” operation, see the guide below.
  See the guide
• Customize the “Operate a browser” operation to match the website you use.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest available 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 sizes that can be handled by triggers and individual operations, see the guide below.
  See the guide
• Branching is a feature (operation) available on the Mini Plan and above. Please note that operations configured in a Flowbot 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).
• Flowbots with more than five operations can be configured on the Mini Plan and above. Please note that Flowbots will not run on the Free Plan.