[Easy Setup] How to Automatically Update Box Data

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".

Automatically Update Chat Tool Data to Box

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.

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)

Step 1: Integrate Box with My Apps

First, register Box with My Apps and integrate it with Yoom.

1. After logging into Yoom, select "My Apps" from the workspace sidebar.
2. Click "+ Add" on the right side of the My Apps screen.

3. When the "App List" is displayed, search for and select Box using the search bar at the top right.

4. Log in with any account.

5. Review the content and click "Allow Access to Box".

Return to the "My Apps" screen, and if Box has been added, the integration is complete.

Step 2: Copy the Template

Once the integration with Box is complete, copy the template you will use.
Click "Try it" on the banner below.

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.

1. Click "When a specified schedule is reached" in the schedule trigger.

2. 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.

3. 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.

1. Click "Create Folder" in Box.

2. Check the linked account and action details, then click "Next".

3. 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.

4. 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>).

5. 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.

1. Click "Copy Folder" in Box.

2. Check the linked account and action details, then click "Next".
3. Set the content ID of the folder to be copied in "Content ID of the Folder to Duplicate".
4. Set the name of the folder after copying in "Folder Name".
   Change it to a name that suits your purpose.

5. 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.

6. 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.

Conclusion

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.

<span class="mark-yellow">By using the no-code tool Yoom, you can easily build an automatic update flow for Box without programming!</span> 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.

Create a free account now

Why not incorporate an automatic update system and make your daily file management simpler?