When an Excel file is added to Box, convert it to JPG with RPA and send a notification in Outlook

■Overview

Do you spend too much time converting Excel files to JPG format and sharing them as part of your daily work? Routine tasks like sharing recurring reports may seem simple, but they can be time-consuming and reduce productivity. With this workflow, simply storing a specific Excel file in Box automates everything from converting it to JPG to notifying stakeholders via Outlook. Eliminate manual file conversion and create more time to focus on higher-value work.

■Who this template is for

• Anyone who frequently converts and shares Excel files managed in Box as JPG files
• Anyone who finds manual file conversion and email notifications in Outlook time-consuming or prone to errors
• Anyone looking to automate routine file processing and improve productivity

■Benefits of using this template

• File conversion to JPG and notifications are completed automatically when a file is stored in Box, freeing up the time previously spent on manual work for other tasks.
• Prevent human errors such as selecting the wrong file format, forgetting to send notifications in Outlook, or entering incorrect recipients, and improve operational accuracy.

■Flow bot workflow

1. First, connect Box and Outlook with Yoom.
2. Select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Next, configure a branch in the operation and set a condition so that subsequent processing runs only when the uploaded file is an Excel file.
4. Then, use Box’s “Download a file” action to download the file that meets the conditions.
5. Configure the RPA feature’s “Operate a browser” action to automate converting the downloaded file to JPG format.
6. Use the data extraction feature’s “Extract data using regular expressions” action to extract the required information, such as the converted file name.
7. Finally, use Outlook’s “Send an email” action to notify stakeholders, including the extracted information in the message body.

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

■Customization options

• In the Box trigger settings, enter the content ID of the folder you want to monitor. You can also specify the target content ID in the file download action.
• With the branching feature, you can freely customize conditions for starting subsequent operations based on information obtained by the previous trigger, such as the file name and type.
• With the RPA feature, you can configure the URL of the page to operate and the text to retrieve. You can also use information obtained earlier as variables for each field instead of entering only fixed values.
• For data extraction using regular expressions, you can freely define the pattern of the text to extract and customize the process to retrieve only the required information from the previous output.
• In the Outlook email settings, you can configure the recipients (To/Cc/Bcc), subject, and message body. You can also insert information obtained from previous operations into the message body as variables.

■Notes

• Connect 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 browser operation feature is available only on the Success Plan. If you are on the Free, Mini, or Team Plan, operations configured 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 browser operation features.
• For instructions on configuring browser operations, see below.
  Learn how to configure browser operations
• Customize browser operations to match the website you use.
• 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 below.
  See file size limits
• Branching is an operation available on the Mini Plan and higher. If you are on the Free Plan, operations configured in the flow bot will result in an error.
• Paid plans such as the Mini Plan include a two-week free trial. During the free trial, you can use restricted apps and features (operations).