When a PNG file is added to Box, run OCR and add a record to Microsoft Excel

■Overview

Do you manually transfer information from PNG files, such as invoices and receipts, to Microsoft Excel every time? These tasks are time-consuming and prone to human error, including data entry mistakes. This workflow automates data entry from PNG files to Excel. Simply store a file in Box, and OCR will read the text and automatically add a record to the specified Microsoft Excel sheet.

■Recommended for

• Anyone who manually transfers the contents of PNG images saved in Box to Microsoft Excel
• Anyone looking to streamline the process of entering data from scanned documents (PNG) into Excel
• Anyone looking to eliminate manual data entry errors and improve operational accuracy

■Benefits of using this template

• Simply store a PNG file in Box to add a record to Microsoft Excel, reducing the time previously spent on manual data transfer.
• Automating the manual data transfer process helps prevent human errors such as incorrect entries and missing fields.

■How the Flowbot works

1. First, connect Box and Microsoft Excel 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 the Box “Download a file” action as an operation and specify the file uploaded by the trigger.
4. Next, set the OCR “Extract text” action as an operation to extract text information from the downloaded PNG file.
5. Finally, set the Microsoft Excel “Add a record” action as an operation, map the information extracted by OCR, and add the record.

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

■Customization options

• With the OCR feature, you can customize the areas and fields from which to extract text based on the type of PNG file being read.
• When adding a record to Microsoft Excel, you can configure the workflow to register fixed text, such as a date or assignee’s name, in specific cells along with the information (variables) extracted by OCR.

■Notes

• Connect both Box and Microsoft Excel to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• Microsoft 365 (formerly Office 365) offers plans for home users and businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, configured Flowbot operations will result in an error.
• Paid plans, such as the Team and Success plans, include a two-week free trial. During the trial, you can use apps and AI features (operations) that are otherwise subject to plan restrictions.
• OCR may not be able to read data containing 6,500 characters or more, or text that is too small. Please note.