When a file is uploaded to a folder in Box, extract text with OCR and create a Google Meet meeting

■Overview

Do you find it time-consuming to review documents uploaded to Box and manually schedule Google Meet meetings? With this workflow, uploading a file to Box triggers OCR to automatically extract the text from the document and create a Google Meet meeting based on the extracted information. By integrating Google Meet with Box, you can eliminate the manual work involved in scheduling meetings and streamline your operations.

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■Who Is This Template For?

• Anyone who manually schedules Google Meet meetings based on documents uploaded to Box
• Anyone looking to improve efficiency by automating routine tasks involving Google Meet and Box
• Anyone who wants to automate the entire process—from reviewing document contents to scheduling meetings—and eliminate human error

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■Benefits of This Template

• Automating the process from uploading a file to Box to creating a Google Meet meeting reduces time spent on manual tasks, allowing you to focus on more important work
• Eliminating manual data entry and configuration helps prevent human errors, such as scheduling meetings at the wrong time or forgetting to invite participants

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■Flow Bot Steps

1. First, connect Google Calendar and Box to Yoom
2. Next, select Box as the trigger, set the action to “When a file is uploaded to a folder,” and specify the target folder
3. Then, set the Box “Download a file” action as an operation to retrieve the uploaded file
4. Next, set the OCR “Extract text with OCR” action as an operation to read the text in the file
5. Then, set the Google Calendar “Create an event” action as an operation to create a Google Meet meeting based on the extracted information
6. Finally, set the email “Send an email” action as an operation to notify the relevant parties that the meeting has been created

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

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■Customization Options

• When creating an event in Google Calendar, set the calendar ID of the calendar where you want the meeting to be created. This lets you use the appropriate calendar for each purpose, such as a personal calendar or a shared team calendar

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■Notes

• Connect both Box and Google Calendar to Yoom.
• The AI operations for OCR and audio transcription are available only on the Team and Success plans. Please note that configured flow bot operations 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 apps and AI features (operations) that are subject to plan restrictions.
• Please note that OCR may not be able to read data exceeding 6,500 characters or text that is too small.
• The maximum file size available for download 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 individual operations, see here.