When a file matching specific conditions is added to Box, run OCR and create a folder in Confluence

■Overview

Reviewing the contents of invoices and contracts uploaded to Box, then manually creating folders in Confluence to organize the information, can be time-consuming and prone to errors. With this workflow, uploading a file to Box triggers AI OCR to read its contents and automatically create a folder in Confluence based on the extracted information, enabling efficient document management by integrating Box and Confluence.

■Recommended for

• Anyone who manually transfers information from files stored in Box to Confluence
• Anyone who wants to streamline file and knowledge management by integrating Box with Confluence
• Anyone who wants to automate routine document processing, such as handling invoices, and focus on core tasks

■Benefits of using this template

• Automate the entire process from storing files in Box to creating folders in Confluence, reducing the time spent on manual tasks
• Prevent mistakes when reviewing document contents and omissions during manual data entry, reducing the risk of human error and improving information accuracy

■Flowbot steps

1. First, connect Box and Confluence with Yoom
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder”
3. Next, configure the branching feature in the operation so that subsequent steps run only when conditions such as the file name match specific criteria
4. Next, configure Box’s “Download a file” action to retrieve the uploaded file
5. Next, configure the AI feature’s “Extract text with OCR” action to extract the required text information from the downloaded file
6. Finally, configure Confluence’s “Create a folder” action to create a folder based on the extracted information

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

■Customization options

• In the branching feature, set the conditions for files to be automated, such as the file name and format
• In the AI OCR settings, specify the information to extract from the file, such as the invoice number, date, and business partner name
• When creating a folder in Confluence, dynamically set the folder name by combining extracted information from OCR, and specify the destination space or parent page as needed

■Notes‍

• Connect both Box and Confluence with Yoom.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• The OCR operation is available only on the Team and Success plans. On the Free and Mini plans, configured Flowbot operations will result in an error.
• 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).
• OCR may not be able to read data containing more than 6,500 characters or text that is too small. Please take note.
• 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 sizes that can be handled by triggers and each operation, see here.