When a PDF is uploaded to Box, convert it to DWG using an online tool and send it via Outlook

■Overview

When converting PDF files such as blueprints to DWG format, do you find it time-consuming to manually upload and download files or attach them to emails, even when using an online tool? This workflow automates the process of converting PDFs to DWG online, helping improve operational efficiency. Simply upload a PDF file to a specific Box folder, and the RPA will operate the online tool to convert it to DWG and automatically send it to the designated recipient via Outlook—freeing you from repetitive manual tasks.

■Who This Template Is For

• Anyone looking for a way to convert PDFs to DWG online and struggling with the amount of manual work involved
• Anyone who manages files such as design data in Box and shares them with stakeholders via Outlook
• Anyone who wants to eliminate manual work from file conversion and sharing while preventing human error

■Benefits of Using This Template

• Automating everything from conversion to sharing via Outlook, triggered by a file upload to Box, helps reduce the time previously spent on manual tasks
• Reduce the risk of human errors such as selecting the wrong file, missing a conversion, or entering the wrong email address, improving operational accuracy

■Flowbot Steps

1. First, connect Box and Outlook with 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 a file” action in the operation to retrieve the uploaded PDF file
4. Use the RPA feature’s “Operate the browser” action to operate an online file conversion tool and convert the downloaded PDF into a DWG file
5. Use the data transformation features “Replace data using regular expressions” or “Change file name” to rename the file according to your preferred rules
6. Finally, set Outlook’s “Send an email” action in the operation, attach the converted DWG file, and send it to the designated recipient

※ “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 the folder ID where you want to detect file uploads
• With the RPA feature (“Operate the browser”), you can freely customize the online conversion site you access and the series of actions performed on the site
• Use data transformation actions to rename converted files according to any naming convention, such as a fixed string or date
• With the Outlook email action, you can specify any recipient email address and customize the message by adding fixed text or embedding values retrieved earlier as variables

■Notes

• Connect both Box and Outlook with Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home use and business use (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• The “Operate the browser” operation is available only on the Success Plan. If you are on the Free, Mini, or Team Plan, the configured Flowbot operation 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 the browser.
• For instructions on setting up the “Operate the browser” operation, see this guide.
• Customize the “Operate the browser” operation to match the website you use.