OCR business cards uploaded to Box and create clients in Toggl when specific conditions are met

■Overview

Are you manually transferring business card information uploaded to Box into Toggl?
Not only is this time-consuming, but it can also lead to human errors such as data entry mistakes.

With this workflow, simply uploading a business card file to Box triggers OCR to automatically extract the information and register it as a Client in Toggl. By connecting Toggl and Box, you can eliminate manual work and errors while streamlining customer management.

■Who Is This Template For?

• Anyone manually registering business card information managed in Box in Toggl
• Anyone looking to automate the Toggl and Box integration and streamline Client registration
• Anyone looking to automate data entry from printed materials using OCR technology

■Benefits of Using This Template

• Client information is automatically registered in Toggl whenever you upload a business card file to Box, reducing the time previously spent on manual data entry
• Automating business card data transcription helps prevent human errors such as incorrect fields and missed registrations caused by manual entry

■Workflow Steps

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. Set Box’s “Download File” action as an operation and specify the file detected by the trigger
4. Next, set the OCR action “Read Any Image or PDF” to extract information from the downloaded file
5. Then, configure the branching action so that subsequent steps run only when specific conditions are met
6. Finally, set Toggl’s “Create Client” action as an operation and register the information extracted by OCR

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

■Customization Options

• In the Box trigger settings, specify the content ID of the folder you want to monitor
• With the OCR feature, you can specify which text fields to extract from business card images or PDFs, such as company names and personal names
• With the branching feature, you can freely customize conditions based on the information extracted by OCR, such as “Run the process only when specific text is included”
• In Toggl’s Create Client action, reference the values extracted by OCR and freely configure the fields you want to register

■Notes

• Connect both Box and Toggl to Yoom.
• AI operations for OCR and audio transcription are available only on the Team and Success Plans. On the Free and Mini Plans, configured workflow operations will result in an error.
• Paid plans such as the Team and Success Plans include a two-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 more than 6,500 characters or text that is too small.
• Branching is an operation available on the Mini Plan and higher. On the Free Plan, configured workflow operations will result in an error.
• Paid plans such as the Mini Plan include a two-week free trial. During the free trial, you can use restricted apps and features (operations).