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When you upload files to Box that have already been uploaded to other cloud storage, you end up uploading the same file twice, resulting in repetitive tasks, right?
Also, when you need to share newly added data, you might notify others via chat tools or create new files as needed. Doesn't file management require quite a bit of effort?
If you are facing such issues, we recommend introducing automation using Box!
By implementing automation, all these tasks can be automated, potentially achieving efficient file management.
<span class="mark-yellow">In this article, we will specifically explain how to introduce automation without any programming knowledge!</span>
By utilizing Box automation, you might not only improve work efficiency but also prevent file management errors and delays in response. We will explain in detail the easy-to-start setup methods, so please take a look!
Yoom offers templates for automating workflows using Box! If you want to try it right away, click the banner below to get started!
There are several ways to automatically write and transfer data to Box. We have picked out a few methods for you to check out!
Simply click "Try it out" on the automation example that interests you and register an account to immediately experience automatic updates on Box. Registration takes just 30 seconds, so feel free to give it a try!
By integrating with chat tools like Microsoft Teams and Slack, you can automatically create folders and upload files to Box. This eliminates the need for manual work and can improve overall business efficiency!
This is a flow that automatically creates folders in Box based on new subscriber information or contact information. Depending on the information registered in Mailchimp or Apollo, you can organize and generate folders for each customer, which helps improve the efficiency of document management and speed up information sharing.
By automatically synchronizing files between multiple storage services, you can prevent information dispersion and ensure that the latest files are always shared with the entire team. Automatically reflecting files uploaded to Google Drive or Microsoft SharePoint in Box eliminates the need for manual transfer tasks, enabling smooth document management and team collaboration.
Let's get started by creating a flow that automatically writes and transfers data to Box!
We'll be using Yoom to proceed with the no-code setup, so if you don't have a Yoom account yet, please create one using the registration form here.
[What is Yoom]
This time, we'll create a flow bot that creates a folder in Box based on content posted in Microsoft Teams!
The creation process is broadly divided into the following steps.
Here, we will integrate Yoom with each app to enable operations.
First, log in to Yoom, press My Apps on the left menu, and then click the "+ Add" button on the right.
Microsoft Teams Integration
1. Search
Enter Microsoft Teams in the search box and click the Microsoft Teams icon.
2. Sign In
Enter your Microsoft email address or phone number and click Next.
The screen will transition to the password entry screen. Enter your password and click Sign In.
Return to the Yoom screen, and if the following display appears, the integration is complete!
〈Note〉
There are personal and business plans (Microsoft 365 Business) for "Microsoft 365 (formerly Office 365)." If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.
Box Integration
1. Search
Enter Box in the search box and click the Box icon.
2. Log In
Enter the email address and password registered with Box and click Authorize.
3. Grant Access Permissions
The following screen will appear, so please allow access to Box.
Return to the Yoom screen, and if the following display appears, the integration is complete!
Now, let's start creating the flow!
There is a template available for easy setup, so let's copy it first.
Log in to Yoom and click "Try it" on the banner below.
1. When the screen changes, click "Try it"
2. If you haven't registered with Yoom yet, please register
※ If you have already registered, the login screen will be displayed, so please enter your login information.
3. The template will be copied to your Yoom management screen as shown below, so press OK to proceed with the settings.
1. Select Trigger
This is the first important setting!
First, click "When a message is sent to the channel".
The screen will transition, and the content you entered in Step 1 will be reflected. If no corrections to the title, etc., are needed, click "Next" as is.
2. API Connection Settings for App Trigger
Here, you will set up the integration for messages posted to the Microsoft Teams channel that will trigger the action.
If you haven't prepared a Microsoft Teams team and channel yet, create them at this time!
Note that a message needs to be posted to the channel for the subsequent test operation. Please post a message with temporary content.
This time, we created a Microsoft Teams channel as shown below and posted a message.
Once Microsoft Teams is ready, return to the Yoom screen and enter the following items.
Once the input is complete, let's run the "Test"!
If the test is successful, an output like the one below will be displayed.
If the message posted to the Microsoft Teams channel is reflected, it's OK.
Finally, press "Save" to proceed to the next step.
1. Select Trigger
Click "Extract data from text".
2. Select Action
Here, you can select the text conversion type.
The title can be edited as desired.
The default conversion type is "GPT-4o mini | Extract text from data within 3,500 characters (2 tasks)". You can change it according to the number of characters and tasks.
Once selected, press "Next" to proceed.
3. Set Details
Let's set the items to be extracted from the Microsoft Teams message content!
Once the input is complete, let's run the "Test".
If the test is successful, an output like the one below will be displayed.
If the content set for the item you want to extract is extracted, it's OK!
Finally, press "Save" to proceed to the next step.
1. Select Trigger
Click "Create Folder".
The screen will transition, and the content you entered in Step 1 will be reflected. If no corrections to the title, etc., are needed, click "Next" as is.
2. API Connection Settings
Here, you will set up the folder to be created in Box.
If you haven't prepared a folder in Box yet, create one at this time.
This time, we created a test folder as shown below.
Once Box is ready, return to the Yoom screen.
Enter the following items.
Once the input is complete, let's run the "Test"!
If the test is successful, a folder should be created in Box, so check it out.
If you can confirm the creation of a new folder as shown in the red frame, it's OK!
Finally, return to the Yoom screen, select "Save", and proceed to the next step.
Great job! All settings are now complete.
Once the settings are complete, a menu like the one below will be displayed, so turn on the trigger.
Now that all settings are complete, let's check the operation!
Yoom has many other automation templates that utilize Box!
Be sure to look for automation examples with apps you are familiar with.
By sending and transferring data to Box from various tools, you can manage and share the same data smoothly as with other cloud storage services, and automatically create folders as needed, which should make it easier to reduce the hassle of work.
This way, you are less likely to miss files or worry about which cloud storage has the latest data!
Moreover, automation like this can be achieved without programming knowledge by utilizing the no-code tool Yoom!
With a simple design that is easy for beginners to challenge, anyone can easily implement automation using Box.
If you're interested, start by creating a free account and see how it works for yourself.
Registration takes just 30 seconds. After registering, you can immediately start operating the actual device and check the usability while operating it!
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