Have you ever accidentally overlooked a file uploaded to Box? By integrating Box with Microsoft Teams, you can automatically receive notifications in Microsoft Teams whenever a file is uploaded to Box. Automating the notification process can speed up information sharing and prevent missed communications. In this article, we will clearly explain the benefits of integrating Box with Microsoft Teams and the steps to create a flow that allows anyone to easily connect apps and automate tasks without coding. Please read through to the end.
Recommended for
Those who have implemented Box and Microsoft Teams and feel challenged by the efficiency of their workflow
Those considering automating notification tasks to improve project management efficiency
Those looking to improve team collaboration with members not in the same workplace
Those aiming to enhance customer satisfaction by increasing the response speed of customer support operations
For those who want to try it immediately
This article introduces the integration method using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve it. You can also start immediately with the template below, so please give it a try!
Notify Microsoft Teams when a file is uploaded to Box.
How to Create a Workflow Integrating Box and Microsoft Teams
From here, we will explain the steps to create a workflow that "notifies Microsoft Teams when a file is uploaded to Box" by integrating Box and Microsoft Teams! By utilizing this workflow, you can achieve the above benefits. No programming knowledge is required for the setup.
〈The workflow is created through the following process〉
Integrate Box and Microsoft Teams with My Apps
Copy the template
Set up the Box trigger and the subsequent Microsoft Teams operation
Turn on the trigger button and verify the integration between Box and Microsoft Teams
※If you are already registered, please log in.
Step 1: Integrate Box and Microsoft Teams with My Apps
1. How to Register Box
Click "My Apps" and select Box from "New Connection".
Enter your email address and password, then click "Approval".
Click "Grant access to Box" to complete the registration.
2. How to Register Microsoft Teams Next, select Microsoft Teams from "New Connection".
Enter the account information you want to integrate and click "Next" to complete the registration. ※Note: If you are not subscribed to a Microsoft 365 business plan, authentication may fail. Please check your plan.
Now Microsoft Teams is registered in My Apps.
Next, open the template below and click "Try it". From the next step, let's start creating the workflow!
Notify Microsoft Teams when a file is uploaded to Box.
Step 2: Setting the Trigger to Activate When a File is Uploaded to a Folder in Box
First, let's set "When a file is uploaded to a folder".
This is already set, so once you confirm there are no errors in the account information linked with Box, click "Next".
Set the content ID of the folder you want to use for automatic notifications, and proceed to the next page.
Upload a sample file to the folder you set earlier and click test. If the test is successful, the file output will be retrieved at the bottom of the above screen, so check it and save the settings if there are no issues.
Step 3: Send a Message to a Microsoft Teams Channel
Next, let's set "Send a message to a channel".
This is already set, so once you confirm there are no errors in the account information linked with Microsoft Teams, click "Next".
Once the settings are complete, proceed to the next step.
Select the team ID and channel ID you want to use for automatic notifications from the options.
The message content is set as shown in the image above. This can be freely set according to your needs. The part {{●●●}} can automatically quote information obtained from Box. An example of how to set it is as follows. If you want to quote the file name → Click inside the frame and select "File Name" in "When a file is uploaded to a folder". By setting it this way, when a file is uploaded to a folder in Box, the "File Name" can be automatically quoted.
※ If there are other items that need to be set, please set them.
Once the settings are done, click test. ※ The test button is at the bottom of the screen. A message will be notified in Microsoft Teams, so check if the output you set earlier is correctly reflected, and save the settings.
Step 4: Turn ON the Trigger
Once all settings are complete, turn "ON the Trigger". With this, the flow of "Notify Microsoft Teams when a file is uploaded to Box" is complete.
Notify Microsoft Teams when a file is uploaded to Box.
Other Automation Examples Using Box and Microsoft Teams
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Box and Microsoft Teams. All of them can be used with simple settings, so if you find something that interests you, please give it a try!
Other Automation Examples with Box and Microsoft Teams
You can create a new channel in Microsoft Teams and automatically create a folder in Box, or retrieve file information from Box at a specified date and time and post it to Microsoft Teams.
When the status is changed in Salesforce, save the file to Box.
■Overview The "Upload files added to Box to Google Drive™" flow automates the integration between Box and Google Drive™. This enables files added to Box to be automatically uploaded to Google Drive™, facilitating smooth file management across multiple cloud storage services. This eliminates the hassle of manually moving files, achieving efficient data management.
■Who we recommend this template for ・Business users who utilize both Box and Google Drive™ and are struggling with managing files in duplicate ・IT personnel who want to automate file synchronization across multiple cloud storage services ・Team leaders who aim to improve work efficiency and reduce the time spent on file management
■Notes ・Please integrate each of Box and Google Drive™ with Yoom.
■Overview The "Save files uploaded to Box to Microsoft SharePoint" workflow is a business workflow that automates data transfer between cloud storage services. By utilizing Yoom, files uploaded to Box are automatically saved to SharePoint, significantly reducing the manual transfer work and file management effort. This improves the overall work efficiency of the team and allows for smooth management of important files.
■Recommended for ・Business users who regularly use Box and Microsoft SharePoint ・Team leaders or managers who spend time on manual file transfers ・IT personnel who want to streamline cloud storage integration and automate business processes ・Companies that want to reduce file management errors and enhance security
■Notes ・Please integrate Yoom with both Box and Microsoft SharePoint. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■ Overview When managing files in both Dropbox and Box, do you find manual transfers a hassle? Especially in team collaboration, forgotten files or transfer mistakes can lead to delays. This workflow automatically transfers files to Box when a file is added to a specific folder in Dropbox, eliminating the need to manually move or copy files and helping streamline file management.
■ Recommended for ・Those who use both Dropbox and Box and feel challenged by manual file transfers ・Those who want to automate file management across multiple tools and improve operational efficiency ・Those who want to prevent missed transfers and version inconsistencies caused by manual work
■ Notes ・Please connect Yoom with both Dropbox and Box. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・The shortest available interval varies by plan, so please note. ・The maximum downloadable file size is up to 300 MB. Depending on the app’s specifications, it may be less than 300 MB, so please be aware. ・For details on file size limits for triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■Overview "Notify Microsoft Teams when a new task is created in Asana" is a workflow that seamlessly integrates task management and team communication. It instantly notifies Microsoft Teams of task additions in Asana, facilitating smooth information sharing among the team. This prevents overlooking tasks and delays in information transmission, ensuring smooth project progress.
■Recommended for - Project managers who use Asana for task management - Team leaders who want to strengthen team communication with Microsoft Teams - IT personnel looking to streamline integration between multiple SaaS applications and automate tasks - Companies aiming to improve team productivity through timely sharing of task notifications
■Notes - Please integrate Asana and Microsoft Teams with Yoom. - Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. - The shortest activation interval varies depending on the plan, so please note. - Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business). Authentication may fail if you are not subscribed to the general business plan.
■ Overview The flow 'Add a record to Salesforce when a message is posted in a Microsoft Teams chat' is a workflow that streamlines communication and sales management. By automatically reflecting interactions in Teams to Salesforce, centralized information management becomes possible, reducing the effort and errors of manual input. This integration enables smooth team collaboration and is expected to improve business productivity.
■ Recommended for: ・Business professionals who use Microsoft Teams and Salesforce regularly ・Sales personnel looking to streamline sales activities ・Team leaders aiming for centralized information management and experiencing challenges with manual data entry ・Marketing personnel who want to leverage chat content as sales data
■ Notes ・Connect Yoom with both Salesforce and Microsoft Teams. ・Trigger activation intervals can be selected in intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest activation interval differs depending on the plan. ・Microsoft 365 (formerly Office 365) has home plans and general enterprise plans (Microsoft 365 Business), and authentication may fail if you are not subscribed to the general enterprise plan. ・Salesforce is available only with the Team Plan or Success Plan. With the Free Plan or Mini Plan, operations and data connect of configured flowbot will result in an error, so please be cautious. ・Paid plans such as Team Plan and Success Plan allow for a 2-week free trial. Restricted apps can be used during the free trial period.
Benefits and Examples of Integrating Box with Microsoft Teams
Benefit 1: Reducing and Speeding Up Document Sharing Efforts
By automating notifications when files are uploaded to Box, you can potentially improve project management efficiency. For example, in teams that share documents like proposals on Box, manually checking for file uploads can be cumbersome. By integrating Box with Microsoft Teams, team members can be automatically notified in Microsoft Teams of new files registered in Box, allowing them to quickly grasp the content and smoothly proceed to the next task.
Benefit 2: Ensuring Information Sharing with Members Not Present
Efficient information sharing is crucial when working with remote team members or those in different locations. Especially when important meeting documents or collaborative files are uploaded to Box, if everyone doesn't quickly notice, it can delay progress. By integrating Box with Microsoft Teams, you can automatically notify Microsoft Teams when files are uploaded to Box, ensuring information is shared with members not in the same workplace. This can lead to smoother workflow progress.
Benefit 3: Enhancing Customer Support with Automated Notifications
In customer support departments managing customer inquiries or complaints with Box, regularly checking for new uploads is necessary, which can delay file verification and disrupt operations. By integrating Box with Microsoft Teams, you can automate notification tasks, allowing staff to quickly verify new materials uploaded to Box, potentially improving response speed.
Conclusion
How was the method of integrating Box with Microsoft Teams to notify when files are uploaded to Box? By utilizing this method, you can reduce the effort of notifications and ensure rapid information sharing with team members. With Yoom, you can easily integrate apps without programming knowledge. Try using Yoom to experience automation in your workflow through app integration.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have previously gained experience in sales and sales administration within the human resources industry. Based on my past experience, I have realized that the challenges faced by various companies can be alleviated through "automation of operations." Through Yoom, I will continue to share information daily to help address your concerns as much as possible.
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