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

■Overview

Do you find it time-consuming to check files and documents uploaded to Box and manually schedule Google Meet meetings each time? With this workflow, when a file is uploaded to a specific Box folder, its contents are read using OCR and a Google Meet meeting is created automatically. This eliminates the need to manually schedule meetings and helps streamline your operations. It's recommended for anyone looking to automate routine tasks by integrating Box and Google Meet.

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■Who should use this template

• Anyone who uses Box and Google Meet regularly and wants to streamline meeting scheduling
• Anyone who wants to automate the process from reviewing file contents to scheduling meetings and prevent missed actions
• Anyone who wants to reduce manual input errors and similar issues in workflows that use Box

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■Benefits of using this template

• Automate everything from uploading a file to Box to creating a Google Meet meeting, reducing the time previously spent on manual tasks
• Help prevent human errors such as incorrect dates or participants and missed meeting setup tasks that can occur when scheduling meetings manually

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■Flow bot steps

1. First, connect Google Calendar 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. Next, set up a branching function in the operation so that subsequent steps run only when specific conditions, such as the file name, are met
4. Next, set up Box’s “Download a file” action in the operation
5. Next, configure the OCR function in the operation to extract text from the downloaded file
6. Next, create an event in Google Calendar based on the extracted information and generate a Google Meet meeting URL
7. Finally, configure the workflow to automatically email the meeting details to the relevant stakeholders

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

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■Customization options

• For the branching function, you can set conditions to match your workflow, such as running the process only when the file name contains a specific string
• When creating an event in Google Calendar, you can specify any calendar ID for the meeting, such as your personal calendar or a shared team calendar

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■Notes

• Connect both Box and Google Calendar to Yoom.
• The AI operation for OCR or audio transcription is available only on the Team and Success plans. On the Free and Mini plans, the configured flow bot operation 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 restricted.
• Please note that OCR may not be able to read data containing 6,500 or more 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 supported by the trigger and each operation, see here.
• Branching is a feature (operation) available on the Mini plan and above. On the Free plan, the configured flow bot operation 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 apps and features (operations) that are otherwise restricted.