When a file is uploaded to Box, extract text with OCR, summarize it with AI, and add it to Notion

‍■Overview

Do you manually transfer information from contracts and meeting minutes stored in Box to Notion each time? Reviewing file contents, summarizing key points, and entering them manually is time-consuming and prone to human error. This workflow connects Box and Notion, automatically uses OCR to extract text when a file is added, summarizes it with AI, and adds the results to a Notion database. Eliminate tedious manual work between Box and Notion and streamline the management of important information.

■Who This Template Is For

• Those who manage files stored in Box in Notion and want to reduce the effort required for manual data entry
• Those who want to consolidate key points from meeting minutes, contracts, and other documents in Notion to streamline knowledge sharing
• Team leaders and members who want to automate the Box–Notion integration and reduce the workload involved in information management

■Benefits of Using This Template

• Automate everything from reading file contents to adding them to Notion when a file is added to Box, reducing the time spent organizing information manually
• Prevent data-entry errors and missed checks caused by manual transcription, and build a reliable database by improving the accuracy of information managed in Notion

■Flowbot Steps

1. First, connect Box and Notion to Yoom
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder”
3. Then, set the Box “Download a file” action as an operation
4. Next, use the AI feature’s “Extract text from images and PDFs” action to extract text from the downloaded file
5. Then, use the AI feature’s “Summarize” action to summarize the extracted text
6. Finally, set the Notion “Add a record” action to add the summary and other information to a Notion database

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

■Customization Options

• In the Box trigger settings, specify the folder that should trigger this workflow
• For the AI summarization action, you can customize the desired character count and summary format, such as “use bullet points”
• For the action that adds a record to Notion, specify the destination database and which information—such as the summary, file name, or storage URL—should be added to each property

■Notes‍

• Connect both Box and Notion to Yoom.
• The AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that on the Free and Mini plans, the configured Flowbot operations will result in an error.
• Paid plans, including the Team and Success plans, come with a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise subject to plan 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 file size available for download is 300 MB. Depending on the app specifications, the limit may be lower than 300 MB.
• For details on the file size limits supported by triggers and each operation, see here.