When a PowerPoint file is added to Box, convert it to PDF with RPA and send it via Outlook

■Overview

Converting PowerPoint presentations to PDF and sharing them by email is a common task, but doing it manually every time can be time-consuming. When handling multiple presentations, conversion errors and incorrect recipients can also occur. This workflow streamlines these routine tasks by automatically converting PowerPoint files to PDF and sending them via Outlook whenever a file is uploaded to Box.

■Recommended for

• Those who regularly convert PowerPoint files to PDF and share them via Outlook
• Those who manage files in Box and find manual file conversion time-consuming
• Those who want to automate the document-sharing process and eliminate human error

■Benefits of using this template

• Uploading a file to Box triggers the automatic conversion and delivery of the PowerPoint file as a PDF, reducing the time spent on manual work.
• Reduce the risk of human error, such as forgetting to convert a file or entering the wrong email recipient, and improve operational accuracy.

■Flowbot workflow

1. First, connect Box and Outlook to Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the target folder.
3. Then, set Box’s “Download a file” action as an operation to retrieve the file uploaded by the trigger.
4. Next, use the “Operate the browser” action as an operation to configure the steps for converting the downloaded PowerPoint file to PDF.
5. Finally, set Outlook’s “Send an email” action as an operation, attach the converted PDF file, and send it to the specified recipients.

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

■Workflow customization options

• With the “Operate the browser” action, you can freely configure the website used to convert PowerPoint files to PDF, as well as specific actions such as clicking and entering information.
• With the Outlook email action, you can freely configure the recipients (To, Cc, and Bcc), subject, and message body. You can also insert information retrieved from Box, such as the file name, into the message body.

■Notes

• Connect both Box and Outlook to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home use and general business use (Microsoft 365 Business). If you are not subscribed to a general business plan, authentication may fail.
• The browser operation feature is available only on the Success Plan. Please note that operations configured in Flowbot will result in an error on the Free, Mini, and Team Plans.
• Paid plans, such as the Success Plan, offer a two-week free trial. During the free trial, you can use restricted apps and browser operation features.
• See below for instructions on configuring browser operations.
  See instructions for configuring browser operations
• Customize browser operations to match the website you use.