How to integrate Box with Google Chat to receive notifications in Google Chat when a file is uploaded to Box

Uploading files to a shared cloud storage makes data sharing with members easier. However, the issue here might be that it's hard to notice when a new file has been uploaded. Therefore, this time we introduce an automation that quickly notifies you when a file is uploaded to a specific folder by integrating Box and Google Chat. This automation may smooth information sharing within the team and improve work efficiency. If you are considering introducing automation, please take this opportunity to check it out. Recommended for: - Companies sharing files using Box - Companies using Google Chat as their main communication tool - Those who want to quickly check files uploaded to Box - Those who want to immediately notify the existence of files uploaded to Box Benefits and Examples of Integrating Box and Google Chat Benefit 1: Faster File Sharing With this integration, a message is sent to Google Chat when a file is uploaded to a specific folder in Box. This increases the likelihood of quickly sharing files. For example, have you ever found it difficult to know which of the multiple folders contains a new file, or missed a new file because you didn't notice it? By integrating Box and Google Chat, you may be able to avoid such situations as file uploads are notified. Benefit 2: No Need for Manual Notifications When a file is uploaded to Box, a message is automatically sent to Google Chat, simplifying manual notification tasks. For example, when requesting a leader to check a file or sharing materials with members, aren't you manually notifying them of the upload to Box? By introducing this app integration and automating message sending, you can save the trouble of such notification tasks. Additionally, it may prevent mistakes such as delayed file sharing due to forgetting to send a message. Benefit 3: Improved Work Efficiency With this automation, quick file sharing is expected to improve work efficiency. For example, if you don't notice the existence of a file, the time until you start a task that requires using the file increases. Such idle time is not very efficient, is it? By introducing this automation, you can receive real-time notifications when files are uploaded to Box, potentially shortening the time until subsequent tasks start and improving efficiency. Now, let's introduce the flow of linking apps using Yoom. First, register with Yoom. Yoom offers a 2-week trial, allowing you to actually operate and check the usability. [What is Yoom] This time, we will automate "Notify Google Chat when a file is uploaded to Box" using the template below.

How to Create a Box and Google Chat Integration Flow

The integration flow this time is broadly divided into the following processes.

・Integrate Box and Google Chat with My Apps
・Set up to launch Box
・Set up to send messages to Google Chat
・Turn on the trigger button and verify the integration between Box and Google Chat

Step 1: Integrate Box and Google Chat with My Apps

After completing the registration with Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button at the top right.

Integration of Box and Yoom

1. Search

Enter Box in the search box and click the Box icon.

2. Log in

After confirming the content, click "Allow".

Return to the Yoom screen, and if the above display appears, the integration is complete.

Integration of Google Chat and Yoom

1. Search

Enter Google Chat in the search box and click the Google Chat (OAuth) icon.

2. Sign in

Click the red frame.

3. Set Required Items

Enter the required items. For details, please refer to this article.

4. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click "View Details" on the top banner
2. Click "Try this template" at the bottom of the transitioned screen
3. If you haven't registered with Yoom yet, please register

※ If you have already registered, the login screen will be displayed, so please log in.

When the Flowbot template is copied to "My Projects", the above display will appear.

You will transition to a page like the image, so let's proceed with detailed settings.

Step 3: Box Launch Settings

1. Open My Projects

Open "My Projects" from the menu on the left side of the screen.

2. Open the copied template
Click "Notify Google Chat when a file is uploaded in Box [Copy]".

3. Select App Trigger

Click "When a file is uploaded to a folder" on the Box icon.
Since the title and other settings are complete, press Next.‍

4. Enter Folder Content ID

Access the Box folder as per the supplement below the red box and paste the content ID from the URL.
By uploading files to the specified folder, a message will be sent to Google Chat.

5. Execute Test

After entering the folder content ID, upload a file to that folder.
Then press the red test button, and if "Test Successful" is displayed, press "Next".

6. Webhook Event Reception Settings and Test Execution

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Click the test button in the above image again.
If "Test Successful" is displayed, press Save. By completing this setting, a message will be sent to Box in real-time when a file is uploaded to Box.

Press the Save button and proceed to the next step.

Step 4: Setting to Send Messages to Google Chat

※ Integration with Google Chat is only possible with Google Workspace. For details, please refer to here.

1. Integrate with the App

Select "Send a message to space" on the Google Chat icon.
Press Next.‍

2. Set Required Items

Set the required items in the red box. Enter as per the supplement at the bottom of the box.

3. Confirm Post Message

Set the content of the message to be sent to Google Chat.
It is already set, but you can make changes if necessary.‍

4. Execute Test

Once the message settings are complete, press the test button at the bottom.
If "Test Successful" is displayed in blue, the settings are complete. Press Save.

5. Turn ON the Trigger

When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.

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Flowbot template used this time
Notify Google Chat when a file is uploaded in Box

Other Automation Examples Using Box

Yoom has other examples of automation using Box, so here are a few introductions.

1. Sync files to Box when a PDF file is uploaded to Google Drive

Integration with Google Drive is also possible. This is useful when different cloud storage services are used by different teams.

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2. Store Files Attached to Emails in Box

This is an automation for uploading files attached to emails. It saves the effort of downloading and uploading, making efficient file management easier.

3. When a file is uploaded to Box, attach the file to the CloudSign document

This is a flow to attach files uploaded to Box to CloudSign documents. It automates the management and attachment of contract documents, which is expected to reduce the burden of administrative tasks.

Summary

By integrating Box with Google Chat, the possibility of sharing files quickly increases. This may strengthen collaboration among members and teams sharing files.
Additionally, there is no longer a need to manually send messages notifying about file uploads, simplifying notification tasks. Shortening the workflow can reduce workload while also improving efficiency.
Yoom allows app integration without the need for programming. If there is a template that interests you, please give it a try.