[No Complex Code Needed!] Streamline File Management by Integrating Box and OneDrive!

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How to Create a Workflow Integrating Box and OneDrive

Now, let's delve into how to create a workflow that can be automated through the integration of Box and OneDrive.
By using the no-code tool "Yoom," you can easily automate workflows without any specialized programming knowledge.
This time, as an example, we will introduce how to create a workflow that "uploads files uploaded to a specific folder in Box to OneDrive as well."
This can be used to store the same file in both Box and OneDrive, for instance, if you want to keep a backup or if there are stakeholders who can only use one of the two services.

How to Integrate Files Uploaded to Box with OneDrive

Before You Start

If you do not have a Yoom account, please issue an account from the Yoom account issuance page.
※ For basic operations of Yoom, please refer to Getting Started with Yoom.

Step 1: Integrate Box and OneDrive with My Apps

1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ New Connection" on the right side of the screen.

2. From the new connection list in My Apps, select "Box" and "OneDrive" respectively and integrate the apps.
　※ A warning as shown below will be displayed during the integration of "Box." Please select "Allow Box Access."

3. Once the My Apps integration is complete, click "Try it" on the banner below.

Click "OK" when "Template has been copied" is displayed.

Step 2: Set a trigger to activate when a file is uploaded to a Box folder

Select any project from the project list.

Select "+Create New" and click "Create from Scratch".

Enter any title and select "When a specific app event is received" as the trigger condition for Flowbot activation.

4. Select "Box" from the app list.

Set "Select linked account and action".

・App trigger title: Set as desired. (Example: "When a file is uploaded to a folder")
・Account information linked with Box: Set any account.
・Trigger action: Select "When a file is uploaded to a folder".

Click "Next".

Set the API connection settings for the app trigger.
Content ID: Open the relevant folder in Box and refer to the last number sequence in the URL.

Conduct a test, confirm success, and click "Save".

Continue with "API connection settings for app trigger".
Upload a test file to Box and then click "Test".

If the test is successful, click "Save".

Step 3: Set an action to download a file from Box

1. Click the "+" button under the app trigger created in Step 2.

Select "Integrate with App" from the operation type.

Select "Box" from the app list.

Set "Select linked account and action".

・Title: Set as desired. (Example: "Download File")
・Account information linked with Box: Select as desired.
・Action: Select "Download File".

Click "Next".

Set the API connection settings.

・Content ID: Open the relevant folder in Box and refer to the last number sequence in the URL.
※ The "Content ID" can be referenced from the output of the test in Step 2-Procedure 11.

7. Conduct a test and if successful, click "Save".

Step 4: Set an action to upload a file to OneDrive

Click the "+" button under the operation created in Step 3.

2. Select "Integrate with App" from the operation type.

3. Select "OneDrive" from the app list.

Set "Select linked account and action".

・Title: Set as desired. (Example: "Upload File")
・Account information linked with OneDrive: Select as desired.
・Action: Select "Upload File".

Click "Next".

Set the API connection settings.

・Drive ID: Select from the options. (This is an identifier not obtainable on OneDrive.)

・Destination folder name: Select from the options.
※ If the relevant folder name is not in the options, enter it directly.

・Destination folder item ID: Select from the options.
※ The options will change if you enter the above "Destination folder name".

・File name: Set as desired.
※ The "File name" can be referenced from the output of the test in Step 2-Procedure 11.

・File attachment method: Select "Use Output" and "Downloaded File".
※ The output from the test in Step 3-Procedure 19 is referenced.

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Conduct a test and if successful, click "Save".

Finally, switch the trigger of the saved flow to "ON" to activate it.
This completes the flow of "Linking files uploaded to Box with OneDrive".

Other Automation Examples with Box and OneDrive

In addition to the flow introduced this time, various business automations can be realized by using APIs. All can be used with simple settings, so if there is something you are interested in, please give it a try!

Automation Example Using Box

Store Files Attached to Emails in Box

Automatically store attachments in Box. There is a confirmation action for a specified person in between, allowing you to select and store the necessary files.

Notify Chatwork when a file is uploaded to Box

Automatically notify Chatwork when a file is uploaded. This will help facilitate smooth information sharing among team members.

Save to Box after ending a Zoom meeting

‍After the meeting ends, a folder is created in Box and the downloaded files are automatically stored. This prevents forgetting to store files, ensuring stable file management.

Automation Example Using OneDrive

‍Store the invoice file in OneDrive once it is approved

This flow helps prevent any oversight or omission in information management by automatically storing files.

Upload files received on Slack to OneDrive

By eliminating manual downloads and uploads, you can expect improved work efficiency.

Notify updates in Outlook when a file is updated in OneDrive

When important files on OneDrive are modified, notifications are automatically sent to Outlook, making it easier for all team members to smoothly stay informed with the latest information.

Benefits and Use Cases of Integrating Box and OneDrive

Benefit 1: Improved File Management Efficiency Across Multiple Platforms‍

By automatically reflecting files uploaded to Box in OneDrive, file sharing across multiple platforms becomes smoother. This is particularly useful in cases where Box is used internally and OneDrive is used for external collaboration.

This integration significantly reduces the hassle of manually moving files, making it easier to keep track of the latest information on both platforms. When a sales representative uploads sales materials to Box, partners using OneDrive can quickly check them, potentially speeding up business negotiations. Additionally, it reduces redundant tasks and improves overall operational efficiency.

Benefit 2: Seamless Collaboration Within and Outside the Team‍

Integrating Box and OneDrive makes file sharing between teams using different platforms easier. For instance, if you manage projects internally with Box and want to share information with external partners or freelance collaborators via OneDrive, the files updated in Box are quickly reflected in OneDrive, eliminating the need for individual handling.

During meetings or collaborative work, multiple members can view the same materials, promoting real-time communication. This way, all members can always access the latest information, ensuring smooth task progress and potentially significantly improving the team's overall productivity.

Benefit 3: Ensuring Data Protection and Consistency‍

Automatically backing up important files stored in Box to OneDrive enhances risk management in case of disasters or failures. For example, if contracts or financial documents are managed in Box, having a backup in OneDrive ensures that important data is not lost even if one system goes down.

Furthermore, when important documents are modified, the information is synchronized across both platforms, providing the latest data at all times. This can enhance the overall data security of the company.

Examples of Business Automation Achievable by Integrating Box and OneDrive

Next, let's look at examples of tasks that can be automated by integrating Box and OneDrive.

Example 1: Automatic File Synchronization

You can set files saved in Box to automatically sync with OneDrive.
This eliminates the need to upload or download files with each tool, keeping the latest files always accessible.
For example, you can configure it so that when a contract is uploaded to Box, it is immediately reflected in OneDrive.

Example 2: Automatic Backup

For important files, setting up an automatic backup function to regularly back up Box files to OneDrive can prevent data loss.
For instance, by automatically backing up daily business reports managed in Box to OneDrive, you can ensure safety.

Example 3: Building a Notification System

By setting up automatic notifications for file changes or updates, you can keep track of information in real-time.
For example, to smoothly share project progress, you can configure it so that when a file updated in Box is synced to OneDrive, team members receive a notification.

Conclusion

Box and OneDrive are each convenient cloud storage services, but integrating them can lead to more efficient file management and enhanced collaboration, improving overall operational efficiency. Let's effectively use Yoom to integrate and automate business workflows, and build a more efficient file management system.