When a file matching specific conditions is stored in Box, extract text with OCR and add a row to Coda

‍■Overview

Do you manually enter file information, such as invoices and contracts saved in Box, into a Coda table one item at a time? These repetitive tasks are time-consuming and can also lead to human errors, such as data entry mistakes. With this workflow, you can connect Box and Coda so that when a file meeting specific conditions is added to Box, the OCR feature automatically reads its contents and adds them as a row to a Coda table. Automate routine data entry tasks and improve operational efficiency.

■Who Is This Template For?

• Accounting and sales administration teams that manage the contents of invoices and application forms stored in Box using Coda
• Anyone who manages information with Box and Coda and wants to streamline manual data transfers
• Anyone who wants to accurately and automatically enter text information from PDF and image files into Coda

■Benefits of Using This Template

• Data is automatically added to Coda whenever a file is added to Box, reducing the time spent manually transferring data.
• Automated processing helps prevent human errors, such as data entry mistakes and missed transfers, that can occur when copying and pasting manually.

■Flowbot Steps

1. First, connect Box and Coda with Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Then, configure a branching operation so that the workflow proceeds only when specific conditions, such as the file name, are met.
4. Next, set the Box “Download a file” action in the operation to download the file that meets the conditions.
5. Next, set the AI feature’s “Read text from images and PDFs” action to extract text data from the downloaded file.
6. Finally, set Coda’s “Add a row to a table” action in the operation to add the extracted text information to the specified table.

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

■Customization Options

• When configuring the branching function, specify the conditions for the files you want to process, such as including a specific keyword in the file name or using a specific file format.
• When configuring the action to add a row to Coda, map which OCR-extracted text data should be added to which columns in the Coda table.

■Notes‍

• Connect both Box and Coda with Yoom.
• The branching function is available on the Mini Plan and above, while the OCR operation is available only on the Team Plan and Success Plan. Please note that in the Free Plan and Mini Plan, the configured Flowbot operation will result in an error.
• Paid plans, such as the Team Plan and Success Plan, include a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise subject to restrictions.
• Please note that OCR may not be able to read data containing more than 6,500 characters or text that is too small.
• 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 for triggers and individual operations, see here.