When a PDF is added to Box, convert it to Word with RPA and save it

■Overview

Do you manually convert PDF documents to Word files every time you need to edit them? These routine tasks are not only time-consuming but can also take time away from other work.
This workflow uses RPA to automatically convert PDF files to Word format and save them to a designated folder whenever a PDF is uploaded to a specific Box folder. Automate the entire PDF-to-Word conversion process and improve operational efficiency.

■Who This Template Is For

• Anyone who manages PDF files in Box and finds manual file conversion time-consuming
• Anyone who wants to automate routine PDF-to-Word conversion tasks
• Anyone who wants to streamline repetitive tasks such as file format conversion with RPA

■Benefits of Using This Template

• Reduce the time spent converting files, as processing starts automatically when a PDF is uploaded to Box
• Prevent human errors such as missed conversions and incorrect save locations, improving operational accuracy

■Flow Bot Workflow

1. Select Box as the trigger and set the “When a file is uploaded to a folder” action
2. Set up the branching feature in Operations so that subsequent processing runs only when the uploaded file is a PDF
3. Next, set the Box “Download a file” action to download the target PDF file
4. Next, use the RPA feature’s “Operate a browser” action to operate an online file conversion service or similar tool and convert the PDF to Word
5. Next, use the data extraction feature’s “Extract data using regular expressions” action to retrieve the converted file name and other details
6. Finally, use Box’s “Upload a file” action to upload the converted Word file to the designated folder

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

■Customization Options

• In the Box trigger settings, specify the folder to monitor using the desired folder ID
• With the branching feature, freely customize the conditions for running subsequent operations, such as when the file name contains “.pdf”
• With the RPA feature, you can specify the web page to operate, such as a file conversion site, and the actions to perform. You can also use information retrieved in previous steps as variables
• With the data extraction feature, freely define the pattern of the string to extract using regular expressions
• When uploading a file to Box, freely specify the destination folder ID and file name using fixed values or variables

■Notes

• Connect Box with Yoom.
• The “Operate a browser” operation is available only on the Success Plan. Please note that if you are on the Free, Mini, or Team Plan, the configured operation in the flow bot will result in an error.
• Paid plans such as the Success Plan include a two-week free trial. During the free trial, you can use restricted apps and operations that operate browsers.
• For instructions on configuring the “Operate a browser” operation, see below.
  See the instructions here
• Customize the “Operate a browser” operation to match the website you use.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest 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 below.
  See the details here
• Branching is an operation available on the Mini Plan and above. Please note that on the Free Plan, the configured operation 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 restricted apps and features (operations).
• Flow bots with more than five operations can be configured on the Mini Plan and above. Please note that flow bots will not run on the Free Plan.