Extract text with OCR when a file matching specific conditions is uploaded to a Box folder, then create a contact in Close

■Overview

Are you struggling with the time and effort required to manually enter business card and customer information stored in Box into your CRM, as well as the risk of transcription errors? Especially when using a customer management tool like Close, entering the same information twice is inefficient. With this workflow, when a file is uploaded to a specific Box folder, OCR automatically reads the information and registers it as a new contact in Close. Automate the integration between Box and Close to streamline manual data entry.

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■Who Should Use This Template

• Sales professionals who use Box and Close together and manually manage customer information and business cards
• Teams looking to streamline data entry into Close based on files uploaded to Box
• Anyone looking to automate the entire process from file management to customer information registration and prevent work from becoming dependent on individual team members

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■Benefits of Using This Template

• Contacts are automatically registered in Close when you upload a file to Box, reducing the time and effort required for data entry
• By eliminating manual transcription, you can prevent human errors such as incorrect entries and missed registrations, improving data accuracy

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■Workflow Steps

1. First, connect Box and Close 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 branching in the operation so that the workflow proceeds only when the file meets specific conditions
4. Next, configure Box’s “Download File” action in the operation
5. Next, configure the OCR feature’s “Extract Text from Images/PDFs” action in the operation to extract text from the downloaded file
6. Finally, configure Close’s “Create Contact” action in the operation to create a contact based on the extracted information

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

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■Customization Options

• For the Box trigger, you can specify the content ID of the folder you want to monitor
• Set the operation’s branching conditions based on the criteria for proceeding with subsequent actions, such as the file name or file format
• When creating a contact in Close, you can specify an optional Lead ID to associate with the contact

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■Important Notes

• Connect both Box and Close to Yoom.
• AI operations for OCR and audio transcription are available only on the Team and Success Plans. On the Free and Mini Plans, the configured workflow 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. Please be aware of this.
• Branching is an available feature (operation) on the Mini Plan and above. On the Free Plan, the configured workflow 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).