OCR business cards uploaded to Box and create clients in Toggl

■Overview

Do you find it time-consuming to manually transfer business card information uploaded to Box into Toggl? This repetitive task can also lead to human errors, such as data entry mistakes. With this workflow, when a business card file is uploaded to Box, the OCR feature automatically extracts the text and creates a new client in Toggl, helping you resolve these challenges seamlessly. Connect Toggl and Box to automate the entire process and streamline customer management.

■Who Is This Template For?

• Anyone who manages business card data in Box and manually registers clients in Toggl
• Anyone who wants to reduce the time spent preparing to start projects by connecting Toggl and Box
• Anyone who wants to use OCR to digitize business card information and eliminate manual data entry

■Benefits of This Template

• Automatically create Toggl clients when files are uploaded to Box, reducing the time previously spent on manual tasks.
• Eliminate manual data transfer to help prevent human errors such as data entry mistakes and missed registrations.

■Workflow

1. First, connect Toggl and Box to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Then, configure Box’s “Download a file” action as an operation and specify the file detected by the trigger.
4. Next, select the OCR feature as an operation and use the “Read any image or PDF” action to extract text from the downloaded file.
5. Finally, configure Toggl’s “Create Client” action as an operation, map the information extracted by OCR, and create the client.

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

■Customization Options

• In the Box trigger settings, specify the folder to monitor for uploaded business card files using the folder ID of your choice.
• In the OCR settings, you can choose which details to extract from business card images, such as the company name, contact name, and contact information.
• When creating a client in Toggl, you can freely choose which information obtained through OCR to assign to each field, such as the client name.

■Notes

• Connect both Box and Toggl to Yoom.
• AI operations for OCR and audio transcription are available only on the Team and Success Plans. Please note that operations in configured workflows will result in errors on the Free and Mini Plans.
• 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.