When a handwritten image file is uploaded to Box, extract the text with OCR and create a record in Knack

■Overview

When digitizing handwritten application forms, questionnaires, and other documents, do you find the data entry work after extracting text with OCR time-consuming?
With this workflow, simply upload a handwritten image file to Box. The OCR feature automatically reads the text and registers it as a record in the database app Knack. Eliminate the time and errors associated with manual data entry and streamline the process of digitizing handwritten documents with OCR.

■Who should use this template

• Anyone using Box who manually processes handwritten documents with OCR and enters the data
• Anyone managing handwritten questionnaires or application forms in Knack and looking to streamline data entry
• Anyone considering automating the process of digitizing information received in paper form

■Benefits of using this template

• Save time on data entry by automatically handling everything from OCR processing of handwritten documents to registering the data in Knack—simply by uploading a file to Box.
• Prevent human errors such as incorrect entries and missing fields, and maintain data accuracy without manual data transcription.

■How the workflow works

1. First, connect Box and Knack to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Then, set the Box “Download a file” action as an operation and specify the file detected by the trigger.
4. Next, configure the OCR feature’s “Read any image or PDF” action to extract the handwritten text.
5. Finally, set Knack’s “Create Record” action as an operation and add the text extracted by OCR to the specified record.

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

■Customizing this workflow

• With the OCR feature, you can freely define which items to extract as text based on the format of the handwritten document you want to read.
• When creating a record in Knack, you can freely specify which information to register in each field. Embed each text value extracted by the OCR feature as a variable in the corresponding Knack field.

■Important notes

• Connect both Box and Knack to Yoom.
• The OCR_AI operation is available only on the Team and Success Plans. Please note that workflows containing this operation will result in an error on the Free and Mini Plans.
• Paid plans, including the Team and Success Plans, offer 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.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• See below for details on the file sizes supported by the trigger and each operation.
  See the details here