When a specific file is uploaded to Box, run OCR and create a contact in Gist

■Overview

Do you manually transfer business card and customer information files uploaded to Box into Gist? This process is time-consuming and can lead to human errors such as data entry mistakes. With this workflow, simply uploading a specific file to Box triggers OCR to automatically extract the text and register it in Gist as contact information, enabling efficient customer information management by connecting Gist and Box.

■Who is this template for?

• Anyone who manually registers customer information in Gist from business cards or other files stored in Box
• Anyone who wants to connect Gist and Box to automate the customer information registration process
• Anyone who wants to streamline data entry from paper documents using OCR

■Benefits of using this template

• Registration in Gist is completed automatically when a file is uploaded to Box, reducing the time previously spent on manual work.
• By eliminating manual data transfer, you can prevent human errors such as incorrect entries and missed registrations, improving data accuracy.

■Workflow steps

1. First, connect Box and Gist to Yoom.
2. Next, select Box as the trigger and set the “When a file is uploaded to a folder” action.
3. Next, add a branch in the operation settings and define the conditions for running subsequent steps.
4. Next, set the Box “Download a file” action in the operations.
5. Next, select the OCR feature and use the “Read any image or PDF” action to extract text information from the file.
6. Finally, set Gist’s “Create or Update Contact” action in the operations and register the information extracted by OCR.

※ “Trigger”: An action that starts the workflow. “Operation”: An action that runs a process within the workflow after the trigger starts.

■Customization options

• In the Box trigger settings, specify the content ID of the folder you want to monitor.
• With branching, you can define conditions using information obtained by the previous trigger, such as the file name or file format, to run subsequent operations.
• In the OCR settings, you can specify the items to extract from images or PDF files, such as company names, names, and email addresses.
• When setting up contact creation in Gist, specify which information should be registered in each field using fixed values or information obtained from previous operations.

■Notes

• Connect both Box and Gist to Yoom.
• Branching is an operation available on the Mini plan and above. On the Free plan, operations configured in the workflow 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 restricted apps and features (operations).
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be lower than 300 MB.
• For details on the file size limits supported by the trigger and each operation, see below.
  Learn more about file size limits
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, operations configured in the workflow 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 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.