When a file is uploaded to a folder in Box, extract its contents with OCR and save them to Mem

‍■Overview

Manually reviewing the contents of files such as contracts, invoices, and meeting minutes stored in Box and transferring the information to a knowledge management tool is time-consuming and prone to oversights and input errors. This can be especially inefficient when managing all this information centrally in Mem, as keeping it in sync often takes additional time. With this workflow, whenever a file is uploaded to a specific Box folder, its contents are automatically extracted using OCR and saved to Mem. By connecting Box and Mem, you can automate this manual process and streamline information management.

■Who should use this template

• Teams that use Box and Mem to centrally manage information and knowledge
• Anyone who manually transfers information from files such as contracts, invoices, and meeting minutes stored in Box
• Anyone looking to eliminate manual transcription errors and improve operational accuracy

■Benefits of using this template

• Files added to Box are automatically saved to Mem, reducing the time previously spent manually transferring information.
• Prevent human errors such as missed transfers and input mistakes caused by manual copy and paste, helping improve the quality of your operations.

■Flowbot steps

1. First, connect Box and Mem 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 Box’s “Download File” action as an operation and specify the file detected by the trigger.
4. Next, set the OCR action “Read any image or PDF” to extract the downloaded file’s contents as text data.
5. Finally, set Mem’s “Save to Mem” action as an operation to save the text data extracted by OCR to Mem.

※“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 for which you want to detect file uploads.
• In the OCR action settings, you can customize which fields to extract from the file you want to read.
• In the action that saves data to Mem, you can enter fixed text in fields such as the content or instructions fields, or insert information obtained in previous steps as variables.

■Notes

• Connect both Box and Mem to Yoom.
• The OCR AI operation is available only on the Team and Success Plans. Please note that if you are on the Free or Mini Plan, the configured Flowbot operation will result in an error.
• Paid plans such as the Team and Success Plans include a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
• Please note that OCR may not be able to read data exceeding 6,500 characters or text that is too small.