Compress PDF file sizes with RPA when files are added to Box

■Overview

Do you struggle to share or store large PDF files? Searching for an online PDF compression service and handling the process manually every time is time-consuming and can take you away from your core work.
This workflow automates the entire process: when a specific PDF file is stored in Box, RPA automatically compresses the file and saves it to a designated folder. Streamline routine file management tasks and create an environment where you can focus on more important work.

■Who Is This Template For?

• Anyone who uses Box regularly and manually compresses PDF files
• Anyone who regularly converts files using a file conversion tool
• Anyone who wants to automate routine file management tasks and spend more time on core work

■Benefits of Using This Template

• Automatically starts the compression process when a file is uploaded to Box, reducing the time previously spent on manual conversion
• Reduces the risk of human error, such as forgetting to compress a file or processing the wrong file, helping improve work quality

■Flowbot Steps

1. First, connect Box with Yoom
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the target folder
3. Next, set up the branching feature in an operation and configure the condition so that subsequent steps run only when the uploaded file is a PDF
4. Next, set up Box’s “Download a file” action in an operation
5. Next, set up the RPA feature’s “Operate the browser” action in an operation to automate actions on an online PDF compression site
6. Next, set up the data extraction feature’s “Extract data using regular expressions” action in an operation to retrieve information about the compressed file
7. Finally, set up Box’s “Upload a file” action in an operation to save the compressed PDF file to the designated folder

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

■Customizing This Workflow

• In the Box trigger and operation settings, specify the content ID of the folder where files will be stored and monitored
• With the branching feature, you can freely customize the conditions for running subsequent operations by using information obtained in previous steps, such as the file name
• With the RPA feature, you can customize the page URL of the online tool you want to operate and the text you want to retrieve. You can also register fixed values or variables for any fields
• For data extraction using regular expressions, you can customize the target text and extraction pattern by using fixed values or information obtained in previous steps as variables
• When uploading a file to Box, you can freely set the file name, destination folder, and other details using fixed values or information obtained in previous steps

■Notes

• Connect Box with Yoom.
• The “Operate the 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, including the Success Plan, offer a two-week free trial. During the free trial, you can use restricted apps and the “Operate the browser” operation.
• For instructions on setting up the “Operate the browser” operation, see below.
  Instructions for setting up the “Operate the browser” operation
• Customize the “Operate the browser” operation to match the website you use.
• 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 sizes that can be handled by triggers and individual operations, see below.
  Details on file size limits for triggers and operations
• Branching is an operation available on the Mini Plan and higher. Please note that operations configured in a Flowbot will result in an error on the Free Plan.
• Paid plans, including the Mini Plan, offer a two-week free trial. During the free trial, you can use restricted apps and features (operations).