Convert files to PDF with RPA when they’re uploaded to Box

■Overview

When managing files in Box, do you ever find it tedious to convert Word, Excel, and other files to PDF? Downloading a file, converting it manually, and uploading it again takes time and can take you away from your core work.
With this workflow, whenever a file is uploaded to a specific Box folder, RPA automatically converts it to PDF and saves it in the designated folder. Eliminate repetitive file conversion tasks and focus on more important work.

■Who Is This Template For?

• Anyone looking to streamline the process of converting files in various formats uploaded to Box into PDF
• Anyone who wants to reduce errors caused by the time-consuming manual downloading and uploading of files
• Anyone who wants to use RPA to automate repetitive tasks, such as converting files with web-based tools

■Benefits of This Template

• Automate the entire process—from converting files to saving them as PDFs—when a file is uploaded to Box, reducing the time spent on manual tasks.
• Eliminate manual conversion and file transfer to prevent human errors such as selecting the wrong file or forgetting to save it.

■How the Flowbot Works

1. First, connect Box 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 a branch in the operation so that the workflow proceeds only when the file is in a specific format that you want to convert to PDF.
4. Next, use Box’s “Download File” action to download the file detected by the trigger to Yoom.
5. Next, use the RPA “Operate Browser” action to operate an online PDF conversion tool or similar service, upload the downloaded file, and convert it.
6. If needed, use the data extraction feature to retrieve information such as the converted file name.
7. Finally, use Box’s “Upload File” action to upload the converted PDF to the designated folder.

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

■Customization Options

• In the Box trigger settings, specify the content ID of the folder you want to use as the starting point for processing.
• With branching, freely customize the conditions for branching subsequent operations based on information obtained in previous steps, such as strings contained in the file name or the file extension.
• With the RPA feature, configure the URL of the web page you want to operate, the elements to click, the fields to fill in, and more according to the actual page.
• When extracting data using regular expressions, freely define the text to extract and the desired pattern using fixed values or information obtained in previous steps as variables.
• For the Box file upload action, set the destination folder ID, file name, and other details using fixed values or information obtained in previous steps as variables.

■Notes

• Connect Box to Yoom.
• The Operate Browser operation is available only on the Success Plan. Please note that configured flowbot operations 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 browser operation features.
• For instructions on configuring the Operate Browser operation, see below.
  https://intercom.help/yoom/en/articles/9099691
• Customize the Operate 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 size limits supported by triggers and each operation, see below.
  https://intercom.help/yoom/en/articles/9413924
• Branching is an operation available on the Mini Plan and higher. Please note that configured flowbot operations 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).
• Flowbots with more than five operations can be configured on the Mini Plan and higher. Please note that flowbots will not run on the Free Plan.