When a file matching specific conditions is uploaded to a Box folder, extract it with OCR and create a contact in Apollo

■Overview

Are you manually transferring file information from business cards, documents, and other files uploaded to Box into Apollo, your sales list management tool, one record at a time? This task is not only time-consuming but also increases the risk of data entry errors. With this workflow, uploading a file to Box triggers OCR to automatically read the information and create a contact in Apollo, streamlining data transfer between Box and Apollo while eliminating the challenges of manual entry.

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■Who should use this template

• Sales professionals who use Box and Apollo and want to reduce the time spent manually registering lead information
• Marketing teams that want to eliminate data transfer errors when moving information from files stored in Box to Apollo
• Managers who want to automate sales processes and create an environment where their teams can focus on core tasks

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■Benefits of using this template

• Contacts are automatically created in Apollo whenever a file is added to Box, reducing the time spent on manual data entry.
• By eliminating manual data transfer, this workflow helps prevent human errors such as incorrect or missing information when registering data from Box in Apollo.

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■Flowbot steps

1. First, connect Box and Apollo to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Next, configure a branching condition in the operation so that only files matching specific criteria are processed.
4. Next, configure Box’s “Download a file” action in the operation.
5. Next, select the OCR feature in the operation and use the “Extract text from an image or PDF” action to extract text information from the file.
6. Finally, configure Apollo’s “Create a contact” action in the operation to create a contact based on the information extracted by OCR.

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

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■Customization options

• In the Box trigger settings, enter the content ID of the folder you want to target. This allows you to automate only files uploaded to a specific folder.
• You can customize the operation’s branching conditions based on your workflow, such as file names and file formats. For example, you can process only image files of business cards.

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■Notes

• Connect both Box and Apollo to Yoom.
• The AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, the 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 free trial, you can use restricted apps and AI features (operations).
• OCR may not be able to read data containing more than 6,500 characters or text that is too small.
• Branching is an available feature (operation) on the Mini plan and above. On the Free plan, the configured Flowbot operations 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).