When a file is uploaded to Box, use OCR to create a table in Google Sheets

■Overview

Do you manually transfer information from files such as invoices and application forms uploaded to Box into Google Sheets?
Visual checks and manual data entry are not only time-consuming, but can also lead to input errors.

With this workflow, OCR automatically reads the text whenever a file is uploaded to Box and creates a table in Google Sheets. This streamlines data transfer and enables accurate information management.

■Recommended for

• Anyone who wants to connect Box and Google Sheets and eliminate manual data transfer
• Anyone who wants to extract specific information from documents such as invoices and application forms and automatically create a table
• Business users who want to prevent manual entry errors and improve data management accuracy

■Benefits of this template

• Automate everything from OCR processing to transferring data to Google Sheets when a file is uploaded to Box, reducing the time required for data entry.
• Eliminate manual data transfer to prevent human errors such as incorrect entries and missing fields, improving data accuracy.

■Flow bot steps

1. First, connect Box and Google Sheets to Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the target folder.
3. Then, set Box’s “Download a file” action as an operation to retrieve the uploaded file.
4. Next, select the OCR feature as an operation and use the “Read any image or PDF” action to extract text from the file.
5. Next, use Google Sheets’ “Create a new spreadsheet” or “Enter a value in a cell” action to set the table title, header row, and other details.
6. Finally, combine the “Repeat” operation with Google Sheets’ “Add a record” action to append the OCR-extracted data in table format.

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

■Customization options

• In the OCR settings, you can specify which parts of the document to extract text from. For example, you can convert only the required items—such as the date and amount on an invoice or the applicant’s name on an application form—into data.
• When adding records to Google Sheets, you can freely map which information goes into each column. Flexibly configure the extracted OCR values to match the columns in the spreadsheet where you want to output them.

■Notes

• Connect both Box and Google Sheets to Yoom.
• The OCR and Repeat operations are available only on the Team and Success plans. Please note that flow bot operations configured on the Free and Mini plans will result in errors.
• Paid plans such as the Team and Success plans include a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
• Please note that OCR may not be able to read data containing 6,500 characters or more, or text that is too small.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be lower than 300 MB.
• For details on the file sizes that can be handled by triggers and individual operations, see below.
  See the details here‍
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest trigger interval varies by plan.