Extract text from files uploaded to Box with OCR, create events in the Microsoft Teams calendar, and add them to Microsoft Excel

■Overview

Manually adding the contents of documents such as invoices and application forms uploaded to Box to a calendar or copying them into Microsoft Excel can be time-consuming. This workflow automates the entire process: when a file is uploaded to Box, OCR automatically reads the document, creates an event in the Microsoft Teams calendar, and records the details in Microsoft Excel. Streamline manual tasks while improving operational accuracy and speed.

■Who should use this template

• Anyone who manually copies information from documents stored in Box to the Microsoft Teams calendar or Microsoft Excel
• Anyone looking to prevent human errors such as missed document processing or data entry mistakes and improve operational accuracy
• Anyone looking to connect file management in Box with event creation in Microsoft Teams and automate routine tasks

■Benefits of using this template

• Simply upload a file to Box to automatically complete the entire process, from OCR data extraction to calendar event creation in Microsoft Teams and recording the information in Microsoft Excel, helping you save time
• Eliminate manual data entry to prevent human errors such as input mistakes and missed event registrations, improving operational accuracy

■Workflow steps

1. First, connect Box, Microsoft Teams, and Microsoft Excel 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 Box’s “Download a file” action as an operation to retrieve the uploaded file
4. Next, use the OCR feature’s “Read any image or PDF” action to extract the required information from the downloaded file
5. Next, use Microsoft Teams’ “Create an event in the calendar” action to create an event based on the information read by OCR
6. Finally, use Microsoft Excel’s “Add a record” action to record the extracted information and event details in the specified file

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

■Customizing this workflow

• In the Box trigger settings, enter the ID of the folder you want to monitor
• When downloading a file from Box, specify the content ID of the target file. In most cases, use the information obtained by the trigger
• With the OCR feature, you can choose the file type to read and the fields to extract, such as dates, amounts, and company names
• When creating a calendar event in Microsoft Teams, configure the destination team, calendar, event details, and other settings as needed
• For records added to Microsoft Excel, freely map which information, such as dates and amounts read by OCR, should be recorded in each column

■Notes

• Make sure to connect Box, Microsoft Teams, and Microsoft Excel to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home use and plans for 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. Please note that on the Free and Mini plans, configured workflow 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 subject to usage 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 supported by triggers and each operation, see below.
  File size limits
• For details on configuring operations that work with Microsoft Excel databases, see below.
  Configuring Microsoft Excel database operations