How to Automatically Notify Microsoft Teams When a File is Uploaded to Box

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!

[About Yoom]

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

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Click "My Apps" and select Box from "New Connection".

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Enter your email address and password, then click "Approval".

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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!

Step 2: Setting the Trigger to Activate When a File is Uploaded to a Folder in Box

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First, let's set "When a file is uploaded to a folder".

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This is already set, so once you confirm there are no errors in the account information linked with Box, click "Next".

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Set the content ID of the folder you want to use for automatic notifications, and proceed to the next page.

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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

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Next, let's set "Send a message to a channel".

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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.

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Select the team ID and channel ID you want to use for automatic notifications from the options.
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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.

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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

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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.

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.

Automation Example Using Box

Send an email when a file is uploaded to a Box folder

In addition to speeding up file sharing, you can also get recording information, create a folder in Box, upload files, and send an email.

When a file is uploaded or added, it will also be linked to Box.

When a file is uploaded or added, it will be linked to a specified folder in Box, which should prevent you from forgetting to sync data.

Save uploaded files

You can sync uploaded files, which may save you hours of manual work.

Automation Example Using Microsoft Teams‍

Add messages as they are sent to Microsoft Teams

Eliminate the need for manual transcription, saving time and preventing human error.

Notify Microsoft Teams when a specific action is initiated

When a specific action is initiated, a notification will be sent to Microsoft Teams, allowing for timely respons.

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.