"Hmm, is this folder updated with the latest materials...?"
Organizing materials according to project progress and regularly backing them up can be quite a hassle. Relying on manual work often leads to accidental mistakes, doesn't it? If you're using Box, you might be familiar with such "update oversights" or "lack of organization." Actually, with a little ingenuity, Box can be set up for automatic updates. For example, you can automatically create copies of folders at a set time each month or rename related files in bulk according to changes in meeting schedules.
In this article, we introduce what you can do by integrating Box with other apps! If there's an integration flow that interests you, you can try it out immediately by clicking the "Try it" button. Why not automate those tedious verification tasks?
For those who want to try it as soon as possible
Yoom offers templates for automating workflows using Box! If you want to try it right away, click the banner below to get started!
Create a backup of the specified folder on Box every month.
■Overview The "Create a backup of the specified folder on Box every month" workflow automatically backs up important data on Box, reducing the hassle of data management. Regular backup creation allows for quick recovery in the event of data loss.
■Recommended for ・Those who use Box for business and want to automate regular data backups ・Administrators who want to reduce the risk of losing important files or project materials ・Team leaders who want to improve efficiency by reducing time spent on manual backup tasks ・Those who want to further enhance existing business workflows using Yoom
There are several ways to automatically update Box data. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience automatic updates with Box. Registration takes just 30 seconds, so feel free to give it a try!
Automatically Update Box Data Starting from a Scheduling Tool
In tasks that involve regular work or schedule changes, mismanagement of information can lead to significant losses. Automate these tasks to improve work efficiency and reduce human error. In the following flow, a folder copy is automatically created on specified dates each month to prevent manual backup omissions. Additionally, if a meeting schedule changes, the file names of related materials are automatically updated to match the latest schedule, ensuring information consistency.
Create a backup of the specified folder on Box every month.
■Overview The "Create a backup of the specified folder on Box every month" workflow automatically backs up important data on Box, reducing the hassle of data management. Regular backup creation allows for quick recovery in the event of data loss.
■Recommended for ・Those who use Box for business and want to automate regular data backups ・Administrators who want to reduce the risk of losing important files or project materials ・Team leaders who want to improve efficiency by reducing time spent on manual backup tasks ・Those who want to further enhance existing business workflows using Yoom
■Overview The "Update Box file name when an event is updated in Google Calendar" flow is a business workflow that automatically links schedule management and file management. When an event is changed on Google Calendar, the corresponding Box file name is automatically updated.
■Recommended for ・Business professionals who use Google Calendar and Box daily to manage schedules and files ・Team leaders who want to reduce the hassle of manually updating related file names when schedules change ・Administrative staff who want to promote process automation while maintaining information consistency ・Executives who want to efficiently manage multiple projects and tasks and improve file management accuracy ・IT staff of companies who want to standardize and streamline operations using digital tools
■Notes ・Please link Box, Google Calendar, and Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Automatically Update Data from Database/CRM Services to Box
When information updates frequently, such as in case management or customer support, time is often spent organizing related data. Automation that combines databases with Box can improve this situation. For example, when the project progress status is changed in Notion, the file names of related materials on Box can also be automatically updated, allowing you to grasp the latest situation at a glance. Similarly, by automatically switching the folder names in Box according to changes in project names, searchability and organization can be greatly improved. This reduces the effort required for information updates and maintains a file structure that is always in the "current state".
When a record is updated in Notion, update the file name in Box.
■Overview The flow 'When a record is updated in Notion, update the file name in Box' supports efficient information management workflows. When data is changed in Notion, the related file name in Box is automatically updated, eliminating the need for manual renaming.
■Recommended for ・Those who use Notion and Box regularly and want to maintain data consistency ・Team leaders or managers who spend time manually renaming files ・Companies looking to automate information management and improve operational efficiency ・IT personnel who want to build workflows that integrate multiple apps
■Notes ・Please integrate Box, Notion, and 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 be aware. ・Branching is a feature (operation) available in Mini Plan or higher plans. In the case of the Free Plan, the operation of the flow bot set will result in an error, so please be aware. ・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview The flow 'Update Box folder name when a record is updated in Notion' is a business workflow that enhances data management efficiency and consistency. Automation reduces workload and maintains information consistency.
■Recommended for - Team leaders managing projects using both Notion and Box - Business professionals looking to save time on manual folder name updates and improve efficiency - Business personnel who want to maintain data consistency while implementing automation - IT personnel in companies aiming to integrate business processes using multiple SaaS applications
■Notes - Please integrate Box, Notion, and Yoom. - Triggers can be set to intervals of 5, 10, 15, 30, or 60 minutes. - The shortest trigger interval varies depending on the plan, so please be aware. - Branching is a feature (operation) available in Mini Plan or higher plans. In the case of the Free Plan, operations set in the flow bot will result in an error, so please be aware. - Paid plans like the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
In chat tools where daily interactions are concentrated, important information and instructions tend to get buried. Such information from chat tools can also be automatically extracted and reflected in Box. If there is a post in Slack containing specific keywords like "completed," the related Box file name can be changed to "Completed." This makes it easier for the entire team to share progress. You can also utilize a flow that automatically changes folder names when project names are finalized.
When a specific post is sent in Slack, update the file name in Box.
■Overview The "When a specific post is sent on Slack, update the file name in Box" workflow is a business workflow that streamlines communication and file management. When there is a post containing specific information or instructions in daily Slack interactions, it automatically updates the names of related files in Box based on that content.
■Recommended for ・Team leaders who use Slack daily and want to streamline information sharing ・IT personnel who find file management in Box cumbersome and are considering automation ・Business owners who want to improve work efficiency through process automation ・Those who want to enhance integration between different SaaS applications using API integration or RPA
■Notes ・Please integrate Slack, Notion, and Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview The "Update Box folder name when a specific post is sent on Slack" flow is a business workflow that integrates communication and file management. By automatically changing the Box folder name when a specific message is posted in daily Slack interactions, project management and team organization become smoother.
■Recommended for - Team leaders who use Slack and Box daily and find it cumbersome to organize information - IT personnel who want to streamline project management and automate file management - Business personnel who want to reduce frequent folder update tasks that occur in communication - Executives who want to improve the overall team workflow and increase productivity
■Notes - Please integrate Slack, Notion, and Yoom. - Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan. - Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. - Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
Let's Create a Flow to Automatically Update Box Data
Let's get started by creating a flow to automatically update Box data!
This time, we'll proceed with the setup using Yoom, a no-code platform. If you don't have a Yoom account yet, please create one from the Yoom account registration link.
[What is Yoom]
In this article, we will create the flow introduced earlier, "Create a backup of a specified folder in Box every month"! The creation process is broadly divided as follows.
Integrate with Box My Apps
Copy the Template
Schedule the Flow Operation and Set Up Backup Files
Prepare for Flow Operation (Set Trigger to ON)
Create a backup of the specified folder on Box every month.
■Overview The "Create a backup of the specified folder on Box every month" workflow automatically backs up important data on Box, reducing the hassle of data management. Regular backup creation allows for quick recovery in the event of data loss.
■Recommended for ・Those who use Box for business and want to automate regular data backups ・Administrators who want to reduce the risk of losing important files or project materials ・Team leaders who want to improve efficiency by reducing time spent on manual backup tasks ・Those who want to further enhance existing business workflows using Yoom
■Overview The "Create a backup of the specified folder on Box every month" workflow automatically backs up important data on Box, reducing the hassle of data management. Regular backup creation allows for quick recovery in the event of data loss.
■Recommended for ・Those who use Box for business and want to automate regular data backups ・Administrators who want to reduce the risk of losing important files or project materials ・Team leaders who want to improve efficiency by reducing time spent on manual backup tasks ・Those who want to further enhance existing business workflows using Yoom
This will copy the template to your Yoom workspace. Click "OK" to proceed to the flow settings.
Step 3: Setting the Box Trigger
First, let's set the date and time to activate the flow.
Click "When a specified schedule is reached" in the schedule trigger.
Set the desired values for "Days" and "Hours" in the schedule settings. By default, the flow is set to activate at 9 AM on the 1st of every month.
Click "Save".
This completes the schedule settings.
Step 4: Setting the Folder to Create
Next, we will create the folder that will serve as the backup destination in Box.
Click "Create Folder" in Box.
Check the linked account and action details, then click "Next".
Set a unique folder name in "Folder Name". By default, it is set to "<Date of Flow Execution>_Backup". Change it to a name that suits your purpose.
When clicking the input field, you can select any date format from the "Date" tab.
Set the content ID of the parent folder where the folder will be created in "Parent Folder Content ID". You can check the content ID in the Box folder URL (app.box.com/folder/<ID part>).
Once the settings are complete, click "Test". A new folder will be created in the specified parent folder.
If the test is successful, a new folder will be created in Box, and the created folder content ID will be added to the "Retrieved value".
If there are no issues with the retrieved value, please click "Save" at the bottom of the page. If there is a checkmark next to "Create Folder" on the flow screen, it is complete.
Step 5: Setting the Folder to Copy
We will now copy the data of the folder you want to back up into the folder created in Step 4.
Click "Copy Folder" in Box.
Check the linked account and action details, then click "Next".
Set the content ID of the folder to be copied in "Content ID of the Folder to Duplicate".
Set the name of the folder after copying in "Folder Name". Change it to a name that suits your purpose.
Set the content ID of the destination folder in "Destination Folder Content ID", which was created in Step 3. Select "Create Folder" → "Created Folder Content ID" from the menu displayed when clicking the input field, and use the value retrieved in Step 3.
Once the settings are complete, click "Test". The specified folder will be copied into the created folder.
If the test is successful, confirm that the copy has been generated in the created folder as specified, and click "Save" at the bottom of the page.
Step 6: Preparing for Flow Operation (Set Trigger to ON)
Return to the flow screen, and if "All settings are complete!" is displayed, the flow setup is complete. If you want to operate the flow immediately, click "Set Trigger to ON".
If you want to operate it later, you can set the trigger to ON by clicking the trigger switch on the flow screen.
Based on this flow bot, you can automate various other tasks! Please try the convenient features of Yoom.
Other Automation Examples Using Box API
By leveraging Box's API, various automations can be achieved.
Automation Examples Using Box
Files uploaded to Box can be automatically saved to OneDrive, and DocuSign certificates can be stored in Box. When a new record is created in Salesforce, a folder can be automatically generated in Box, and the list of files in a Box folder can be periodically synced to Google Sheets. Additionally, folders can be automatically created in Box at the beginning of each month.
Create a folder in Box at the beginning of each month.
■Overview This flow creates a folder in Box at the beginning of each month. By using Yoom, you can easily integrate apps without programming.
■Recommended for 1. Those using Box for business ・Those managing files and folders with Box ・Teams utilizing Box for collaborative work ・Those who want to automate folder creation and standardize folder names for management ・Those manually creating folders each month
■Overview The workflow "Regularly sync the list of files in the Box folder to Google Sheets" is a business workflow that streamlines file management and allows you to always check the latest information in a spreadsheet. When using Box, file management and tracking updates within a folder can become cumbersome. Especially in an environment where a large number of files are frequently added or updated, manually organizing information can be challenging. By utilizing this workflow, you can automate the integration of Box and Google Sheets and easily view the latest file list.
■Recommended for - Those who manage large numbers of files using Box and want to centralize the latest information into a spreadsheet. - Business personnel spending time updating file lists manually. - Team leaders aiming for efficient data management by integrating Box and Google Sheets. - Executives looking to regularly check the file status and share it within the team.
■Notes - Please integrate Box and Google Sheets respectively with Yoom. - Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - The shortest activation interval varies by plan, so please be careful. - The operation between "Repeat the same process" is a feature available only in Team Plan and Success Plan. In the case of Free Plan or Mini Plan, the operations or data connects set in the flow bot may result in errors, so please be careful. - Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps or features (operations) that are subject to restriction.
When a new record is registered in the Salesforce Account object, create a folder with the account name in Box and record the folder URL in the record.
How was it? By utilizing Box, you should be able to solve challenges such as "wanting to reduce the hassle of regular file updates," "wanting to manage the latest information smoothly," and "wanting to streamline information sharing within the team." By automating folder creation and file name changes, you can prevent human errors and simplify your daily tasks.
By using the no-code tool Yoom, you can easily build an automatic update flow for Box without programming! If you're interested, start by creating a free account and experience its convenience firsthand. Registration takes just 30 seconds! You can start automating right away.
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