When a WAV file is submitted through Google Forms, use RPA to convert it to any format and store it in Box

■Overview

Do you convert WAV files online every time? Manual tasks like uploading, downloading, and renaming files are not only time-consuming but can also make file management more complicated. With this workflow, you can automatically convert files and save them to Box whenever a file is submitted through Google Forms. Automate the entire file conversion process and improve operational efficiency.

■Recommended for

• Teams that manually convert WAV and other audio files and are looking for a more efficient process
• Those who struggle with file management after using online websites
• Those who use Google Forms and Box regularly and want to automate file sharing and management

■Benefits of using this template

• Automate everything from file conversion to storage when a file is submitted through a form, reducing the time spent on manual tasks
• Prevent human errors such as forgetting to name files or saving them in the wrong location, helping create a process that delivers consistent results for everyone

■Flow

1. First, connect Google Forms, Google Drive, and Box to Yoom
2. Next, select Google Forms as the trigger and set the action to “When a response is submitted to the form”
3. Next, set the Google Drive “Download a file” action as an operation and specify the WAV file submitted through the form
4. Next, set the RPA “Operate the browser” action as an operation and use it to operate your preferred file conversion website and convert the file
5. Next, set the AI “Extract data from text” action as an operation and retrieve the converted file name and other details from the page operated through RPA
6. Finally, set the Box “Upload a file” action as an operation and save the converted file to the specified folder

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

■Customizable elements

• In the Google Forms trigger settings, you can specify which form response will start the flow
• When downloading a file from Google Drive, you can dynamically set the target file ID using the form response data retrieved by the trigger or other information
• In the RPA settings, you can freely customize the URL of the website to operate, the buttons to click, the text to enter, and more
• With AI text extraction, you can freely specify the information to extract, such as the converted file name, from the entire page operated by RPA
• When uploading a file to Box, you can set the destination folder and file name using not only fixed values but also information retrieved in previous operations as variables

■Notes

• Connect Google Forms, Google Drive, and Box to Yoom.
• For details on how to retrieve response data when using Google Forms as a trigger, see the article below.
  See this article
• 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 individual operations, see the article below.
  See this article
• The “Operate the browser” operation is available only on the Success Plan. On the Free, Mini, and Team plans, the configured operation in the flow bot 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 the “Operate the browser” operation.
• For details on how to configure the “Operate the browser” operation, see the article below.
  See this article
• Customize the “Operate the browser” operation to match the website you use.