Use OCR to read files uploaded to Box, create events in the Microsoft Teams calendar, and send notifications through Outlook

■Overview

Do you find it time-consuming to review invoices and contracts uploaded to Box and manually add events to your calendar? Not only does this process take time, but it can also lead to human errors such as incorrect entries and missed registrations. With this workflow, uploading a file to Box triggers OCR to automatically read its contents, create an event in the Microsoft Teams calendar, and send a notification. Automate the integration between Box and your calendar to streamline these tasks.

■Who should use this template

• Anyone who wants to connect Box with the Microsoft Teams calendar and eliminate manual event creation
• Accounting teams that want to manage payment due dates for invoices and other documents stored in Box without missing anything
• Anyone who wants to streamline contract renewal date management and automatically receive reminders for important dates

■Benefits of using this template

• Automate everything from uploading a file to Box to creating an event in your calendar, reducing the time spent on manual work
• Eliminate manual data entry and registration to help prevent human errors such as incorrect dates and missed follow-ups

■Flowbot steps

1. First, connect Box, Microsoft Teams, and Outlook with Yoom
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder”
3. Then, set Box’s “Download a file” action as an operation and specify the file detected by the trigger
4. Set up the OCR action as an operation to extract the necessary information from the downloaded file
5. Set Microsoft Teams’ “Create an event in the calendar” action as an operation
6. Finally, set Outlook’s “Send an email” action as an operation to notify relevant team members that the event has been created

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

■Customization options

• For the Box trigger and file download actions, specify the target folder and file content ID as needed
• For the OCR action, customize the fields you want to extract from the file, such as the date, subject, or company name
• For the Microsoft Teams action that creates a calendar event, customize the site ID, drive ID, and search keywords as needed
• For Outlook email settings, freely configure the recipient, subject, and body. You can also insert information extracted by OCR into the email body as variables

■Notes

• Connect each of Box, Microsoft Teams, and Outlook with Yoom.
• 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 errors.
• Paid plans such as the Team and Success plans include a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise restricted.
• Please note that OCR may not be able to read data containing more than 6,500 characters or data with very small text.
• 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 supported by triggers and each operation, see below.
  https://intercom.help/yoom/en/articles/9413924