When a PDF is uploaded to Box, compress it to 1 MB or less using an online tool and save it to a different folder

■Overview

Have you ever experienced workflow delays because PDF files were too large to attach to emails or upload to SaaS platforms? While there are many ways to compress PDF files to 1 MB or less online, doing so manually every time is inefficient and can take time away from other tasks. With this workflow, simply upload a PDF file to Box to automatically compress it, significantly reducing the effort required to share and manage files.

■Recommended for

• Anyone who manages documents, contracts, and other files in Box and frequently compresses PDFs
• Anyone who manually compresses various PDF files to 1 MB or less and finds the process inefficient
• Anyone looking to improve team productivity by automating the file-sharing process

■Benefits of this template

• Since PDF compression is completed simply by uploading a file to Box, you can spend the time previously used for manual work on other core tasks.
• Because the compression process follows the same steps every time, regardless of who runs it, you can prevent missed compressions and inconsistent procedures, helping standardize your operations.

■Flowbot steps

1. First, connect Box with 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 a file” action as an operation to retrieve the file detected by the trigger.
4. Next, set the “Operate the browser” action as an operation to compress and download the file using any online PDF compression tool.
5. Then, use the “Replace data using regular expressions” action in the data transformation feature to prepare the information used for the compressed file name.
6. Finally, set Box’s “Upload a file” action as an operation to save the compressed and renamed file to the specified folder.

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

■Customization options

• In the Box trigger settings, you can specify any folder ID as the folder to monitor for uploads.
• For the browser operation, you can freely configure the URL of your preferred online PDF compression tool, click actions on the website, and more, allowing you to automate the process with a tool you are familiar with.
• For the action that uploads the compressed file to Box, you can specify the destination folder and file name.

■Notes

• Connect Box with Yoom.
• The browser operation is available only on the Success Plan. Please note that operations in configured Flowbots 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 operations.
• For instructions on configuring the browser operation, see this guide.
• Customize the browser operation to match the website you use.