When a specific file is uploaded to Box, perform OCR and create a contact in Loops

■Overview

Do you manually enter business card and customer information documents uploaded to Box into Loops one by one? Not only is this time-consuming, but it can also lead to human errors such as data entry mistakes. This workflow solves these challenges by integrating Box with Loops. When a file is uploaded to Box, the OCR feature automatically extracts the text and registers it as a new Contact in Loops, enabling accurate customer information management without manual data entry.

■Who should use this template

• Sales representatives who manually transfer business card information stored in Box to Loops
• Those who want to integrate Loops and Box to automate the customer information registration process
• Team leaders who want to eliminate data entry errors and improve the accuracy of customer management

■Benefits of using this template

• Contact registration in Loops is completed automatically simply by uploading a file to Box, reducing the time previously spent on manual data entry
• The OCR feature automatically reads and registers information, preventing human errors such as transcription mistakes and missing entries while maintaining data accuracy

■Flow bot steps

1. First, connect Box and Loops to Yoom
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder”
3. Then, configure the branching feature in an operation to branch subsequent processes based on specific conditions, such as the file name
4. Next, configure Box’s “Download a file” action in an operation to retrieve the file specified in the trigger
5. Next, configure the OCR feature’s “Read any image or PDF” action in an operation to extract text information from the downloaded file
6. Finally, configure Loops’ “Create Contact” action in an operation to automatically create a Contact based on the information extracted by OCR

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

■Customization options for this workflow

• For the Box trigger, set the content ID of the folder you want to monitor. You can also set the content ID of the target file in the file download action
• With the branching feature, you can freely customize the conditions for branching subsequent operations using information obtained earlier, such as the file name
• With the OCR feature, specify the fields you want to extract from the file, such as the company name, full name, and email address
• Loops fields can be customized flexibly by entering fixed values or setting information obtained from previous operations as variables

■Notes

• Connect both Box and Loops to Yoom.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, configured flow bot operations 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 restricted apps and AI features (operations).
• Triggers can be set to run at intervals of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest trigger interval varies by plan.
• Branching is a feature (operation) available on the Mini plan and higher. On the Free plan, configured flow bot operations 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 less than 300 MB.
• See below for details on the file size limits for triggers and individual operations.
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