Attach files uploaded to Box to contacts in Zoho CRM

■Overview

Manually attaching documents uploaded to Box to contacts in Zoho CRM is time-consuming and prone to errors, such as missing attachments. With this workflow, whenever a file is uploaded to a specific Box folder, OCR reads the information in the file, automatically searches for the relevant contact in Zoho CRM, and attaches the file.

■Recommended for

• Those who use Box and Zoho CRM and manually manage customer-related documents
• Those who want to automate attaching files to Zoho CRM contacts and improve operational efficiency
• Those who want to prevent errors such as missing file attachments or linking files to the wrong contact

■Benefits of using this template

• From uploading a file to Box to attaching it to Zoho CRM, the entire process is automated, reducing the time previously spent on manual work.
• Because no manual work is involved, this workflow helps prevent human errors such as missing attachments or attaching files to the wrong contact.

■Flow bot steps

1. First, connect Box and Zoho CRM with 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.
4. Next, set the OCR “Read any image or PDF” action as an operation to extract specific information from the uploaded file.
5. Then, set the Zoho CRM “Search contacts” action as an operation to find the relevant contact based on the information extracted by OCR.
6. Finally, set the Zoho CRM “Attach a file to a contact” action as an operation to attach the downloaded file to the specified contact.

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

■Customization options

• In the Box trigger settings, specify the content ID of the folder you want to monitor.
• In the OCR settings, you can specify the text fields you want to read from image or PDF files, such as email addresses.
• In the Zoho CRM settings, specify your Zoho domain and the fields to search when looking for contacts.

■Notes

• Connect both Box and Zoho CRM with Yoom.
• The OCR_AI operation is available only on the Team and Success Plans. On the Free and Mini Plans, operations configured in the flow bot 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 subject to restrictions.
• Please note that OCR may not be able to read data exceeding 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.
• For details on the file size limits for triggers and individual operations, see this article.