When a Word file is uploaded to Box, convert it to Excel format using an online tool and send it via Gmail

Launch this workflow to connect Gmail !

■Overview

When you want to reuse lists or tables created in Word in Excel, manually copying and pasting them or searching for an online conversion tool and uploading files each time can be time-consuming.
This workflow is designed to solve these challenges. Simply upload a Word file to a specified Box folder, and it will automatically convert the file to Excel format and send it via Gmail. Eliminate the hassle of routine file conversions and keep your workflow moving smoothly.

■Who Should Use This Template

Anyone who frequently aggregates or processes data created in Word using Excel
Anyone who regularly searches for ways to convert Word files to Excel online and finds manual processing inefficient
Anyone who uses Box and Gmail and wants to automate the entire process, from file conversion to sharing

■Benefits of Using This Template

Reduce the time spent on manual tasks by completing the conversion and delivery simply by uploading a file to Box
Prevent human errors such as file conversion mistakes, incorrect recipients, and missing attachments to improve operational accuracy

■How the Flowbot Works

First, connect Box and Gmail to Yoom
Next, select Box as the trigger and set the action to “When a file is uploaded to a folder”
Next, set the Box “Download a file” action in the operation to retrieve the Word file detected by the trigger
Next, set the “Operate the browser” action using the RPA feature in the operation, and convert the file to Excel format with an online conversion tool of your choice
Next, use the “Replace data using regular expressions” action in the data transformation feature to prepare the information needed for the saved file name
Next, use the “Convert file name” action in the data transformation feature to rename the converted file according to your specified rules
Finally, set Gmail’s “Send an email” action in the operation, attach the converted and renamed Excel file, and send it to the specified recipients

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

■Customizable Points

For the Box trigger, you can specify which folder to monitor for uploaded files
With the RPA feature (browser operation), you can freely customize the URL of the online tool used to convert Word files to Excel, as well as on-screen actions such as clicks
Using the data transformation feature, you can freely rename the converted Excel file by adding a date or fixed text, such as “【Converted】YYYYMMDD_original file name”
With Gmail’s email-sending action, you can configure the recipients (To, Cc, Bcc) and embed dynamic information, such as the file name, in the subject or body

■Notes

Connect both Box and Gmail to Yoom.
The browser operation feature is available only on the Success Plan. Please note that operations configured for your 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 browser operation features.
For instructions on configuring browser operations, see here.
Customize the browser operations to match the website you use.

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About the Apps

Gmail

Yoom allows you to integrate with Gmail's API without code and automate email sending from Gmail. You can automatically create and send invoices and contracts via Gmail, or automatically reply to inquiries.

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