When a file is created in Dropbox, perform OCR and store the results and file in Microsoft SharePoint

■Overview

Do you manually review invoices and application forms uploaded to Dropbox before transferring and storing them in Microsoft SharePoint? Not only is this type of repetitive work time-consuming, but it can also lead to human errors such as data entry mistakes. With this workflow, adding a file to Dropbox triggers the entire process—from extracting text with OCR to storing the file in Microsoft SharePoint. Streamline the integration between Microsoft SharePoint and Dropbox and simplify manual file management.

■Who is this template for?

• Anyone manually moving or transferring files between Dropbox and Microsoft SharePoint
• Anyone who wants to efficiently convert the contents of invoices and other documents uploaded to Dropbox into data
• Anyone who wants to automate file management across cloud storage services and eliminate human error

■Benefits of using this template

• Automate everything from OCR processing to storing files in Microsoft SharePoint after they are added to Dropbox, reducing the time spent on manual data entry and file transfers
• Prevent human errors such as missed file storage and data entry mistakes by letting the system handle the process automatically

■Flow overview

1. First, connect Dropbox and Microsoft SharePoint to Yoom
2. Next, select Dropbox as the trigger and set it to “When a file is created or updated in a specific folder”
3. Then, configure Dropbox’s “Download a file” action as an operation to download the file detected by the trigger
4. Use the OCR feature to read the downloaded file and extract its text
5. Configure the document generation feature to create a document in Google Sheets based on the text extracted by OCR
6. Finally, configure two Microsoft SharePoint “Upload a file” actions to store the original file and the document containing the OCR results

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

■Customization options

• For the Dropbox trigger, set the path of the folder to monitor and the file name as needed
• For Dropbox operations, you can set fixed values such as file names, or dynamically use information retrieved in earlier steps of the flow
• With the OCR feature, customize which part of the file you want to extract text from
• With the document generation feature, set the source Google Sheets template and insert extracted text wherever you need it
• When uploading files to Microsoft SharePoint, freely configure the destination folder, file name, and other settings using fixed values or variables

■Notes

• Connect both Dropbox and Microsoft SharePoint to Yoom.
• Microsoft 365 (formerly Office 365) offers home and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• 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 for triggers and each operation, see below.
  See the details here
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, configured operations in the flow bot 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 apps and AI features (operations) that are otherwise subject to restrictions.
• OCR may not be able to read data containing more than 6,500 characters or text that is too small.
• Flow bots with more than five operations can only be configured on the Mini plan or higher. On the Free plan, the flow bot will not start.