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

■Overview

Are you spending too much time manually transferring information from business cards and documents uploaded to Box into your customer management tool? Manual entry can also lead to input errors and missed follow-ups.
With this workflow, when a file is uploaded to Box, the OCR feature automatically extracts the information and registers it as a Contact in Loops, a CRM/SFA tool. By connecting Loops and Box, you can automate these routine tasks and create an environment where you can focus on more important work.

■Who This Template Is For

• Anyone who manually registers information from business cards or documents stored in Box in Loops
• Anyone who wants to connect Loops and Box to automate the customer information registration process
• Anyone looking to streamline the process of digitizing and managing information received in paper format

■Benefits of Using This Template

• Simply upload a file to Box, and everything from extracting information with OCR to registering it in Loops runs automatically, reducing the time required for data entry.
• Prevent human errors such as manual transcription mistakes and missed registrations, improving the accuracy of customer data management.

■Flowbot 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, set the Box “Download File” action as an operation to retrieve the file detected by the trigger.
4. Next, select “Read any image or PDF” in the OCR operation to extract the required information from the downloaded file.
5. Finally, select Loops’ “Create Contact” operation and map the information extracted by OCR to register it.

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

■Customization Options

• In the Box trigger settings, specify by ID the folder to monitor for file uploads.
• With the OCR feature, you can customize the fields to extract, such as company name, name, and email address, based on the type of file being processed.
• In the operation that creates a Contact in Loops, you can freely choose which information retrieved by the previous OCR step should be registered in each field. You can also enter fixed values.

■Notes

• Connect both Box and Loops to Yoom.
• The maximum downloadable file size is 300 MB. Please note that the limit may be lower than 300 MB depending on the app specifications.
• For details on the file size limits for triggers and each operation, see below.
  See details
• AI operations for OCR and audio transcription are available only on the Team and Success Plans. Please note that operations in configured Flowbots will result in errors on the Free and Mini Plans.
• Paid plans, including 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 subject to plan restrictions.
• Please note that OCR may not be able to read data containing 6,500 characters or more, or text that is too small.