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.
In this article, we will specifically explain how to introduce automation without any programming knowledge! 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!
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 folder in Box based on the content posted in Microsoft Teams.
■ Overview The "Create a folder in Box based on content posted in Microsoft Teams" flow is a business workflow that enables smooth information sharing and file management within the team. Important posts in Microsoft Teams trigger the automatic creation of folders in Box, streamlining the organization and access management of related files. This allows for centralized information and rapid file sharing.
■ Recommended for ・Those who use Microsoft Teams and Box regularly and want to streamline information management ・Project managers who feel the hassle of information sharing and file organization within the team ・IT personnel seeking to improve business efficiency through workflow automation
■ Cautions ・Please link both Microsoft Teams and Box with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval differs depending on the plan.
Various Methods to Automatically Write and Transfer Data to Box
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!
Automatically Send and Transfer Chat Tool Data to Box
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!
Create a folder in Box based on the content posted in Microsoft Teams.
■ Overview The "Create a folder in Box based on content posted in Microsoft Teams" flow is a business workflow that enables smooth information sharing and file management within the team. Important posts in Microsoft Teams trigger the automatic creation of folders in Box, streamlining the organization and access management of related files. This allows for centralized information and rapid file sharing.
■ Recommended for ・Those who use Microsoft Teams and Box regularly and want to streamline information management ・Project managers who feel the hassle of information sharing and file organization within the team ・IT personnel seeking to improve business efficiency through workflow automation
■ Cautions ・Please link both Microsoft Teams and Box with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval differs depending on the plan.
Automatically Send/Transfer Data from Database/CRM Services to Box
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.
When a contact is registered in Apollo, create a folder in Box.
■ Overview The "Create a folder in Box when a contact is registered in Apollo" workflow is a business workflow that streamlines data management for sales activities. When a new contact is added to Apollo, a folder is automatically created in Box. This eliminates the need to manually create folders, facilitating smooth data organization and access.
■ Recommended for ・Sales representatives managing sales contacts in Apollo ・Team members spending too much time organizing data in Box ・IT personnel aiming to improve efficiency through business automation ・Business people wanting to reduce manual folder creation and make effective use of work time
■ Notes ・Please integrate Apollo, Box and Yoom respectively. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies by plan.
■Overview The 'Create a folder in Box when a subscriber is added in Mailchimp' flow automates the workflow of integrating email marketing with cloud storage. Every time a new subscriber registers in Mailchimp, a dedicated folder is automatically created in Box, streamlining the management of related information. This eliminates the need for manually creating folders, improving business efficiency.
■Recommended for - Marketing managers who are regularly increasing subscribers using Mailchimp - Teams who use Box for organizing and managing customer information and marketing data - Business owners seeking to improve operational efficiency by reducing time spent on manual folder creation - IT personnel looking to maintain data management consistency while reducing errors - Companies aiming to strengthen Mailchimp and Box integration for centralized information management
■Notes - Please integrate with both Mailchimp and Box with Yoom.
Automatically Send and Transfer Data from Storage Services to Box
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.
When a PDF file is uploaded to Google Drive, link the file to Box as well.
■Overview The "Add to Box when a new file is created in Microsoft SharePoint" flow is a business workflow aimed at streamlining file management. By utilizing this workflow, when a new file is uploaded to SharePoint, the same file is automatically added to Box.
■Recommended for ・IT personnel of companies using both Microsoft SharePoint and Box ・Project leaders aiming to streamline file management ・Executives promoting business process automation ・Those interested in business improvement using RPA and AI ・Administrators looking to enhance document security and backup
■Notes ・Please integrate Yoom with both Microsoft SharePoint and Box. ・The trigger 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. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and authentication may fail if you are not subscribed to the general corporate plan. ・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 ・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 can be tried for free for two weeks. During the free trial, you can use apps and features (operations) that are subject to restrictions.
Let's Create a Flow to Automatically Write and Transfer Data to Box
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.
Integrate Microsoft Teams and Box with My Apps
Copy the template
Set up triggers in Microsoft Teams and actions in Box
Set the trigger to ON and complete the flow operation preparation
Create a folder in Box based on the content posted in Microsoft Teams.
■ Overview The "Create a folder in Box based on content posted in Microsoft Teams" flow is a business workflow that enables smooth information sharing and file management within the team. Important posts in Microsoft Teams trigger the automatic creation of folders in Box, streamlining the organization and access management of related files. This allows for centralized information and rapid file sharing.
■ Recommended for ・Those who use Microsoft Teams and Box regularly and want to streamline information management ・Project managers who feel the hassle of information sharing and file organization within the team ・IT personnel seeking to improve business efficiency through workflow automation
■ Cautions ・Please link both Microsoft Teams and Box with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval differs depending on the plan.
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!
Step 2: Copy Template
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.
Create a folder in Box based on the content posted in Microsoft Teams.
■ Overview The "Create a folder in Box based on content posted in Microsoft Teams" flow is a business workflow that enables smooth information sharing and file management within the team. Important posts in Microsoft Teams trigger the automatic creation of folders in Box, streamlining the organization and access management of related files. This allows for centralized information and rapid file sharing.
■ Recommended for ・Those who use Microsoft Teams and Box regularly and want to streamline information management ・Project managers who feel the hassle of information sharing and file organization within the team ・IT personnel seeking to improve business efficiency through workflow automation
■ Cautions ・Please link both Microsoft Teams and Box with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval differs depending on the plan.
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.
Step 3: Microsoft Teams Trigger 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.
Trigger Activation Interval: This varies depending on the plan, so please be careful. If you have no particular preference, select the shortest activation time. ※ For more details on the pricing plan, please refer to this help page.
Team ID: Click the input field to display candidates as shown below. Select the Microsoft Teams team you created earlier.
Channel ID: Just like entering the Team ID, select the target channel from the candidates.
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.
Step 4: Data Extraction from Text Settings
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!
Target Text: Click the input field to select the Microsoft Teams message content as shown below. The text can be customized, so set it according to your preference. ※ For more details on the output, please refer to this page.
Items to Extract: Set the items you want to extract from the target text. This time, we set it to extract the "Folder Name" as shown below. Multiple items can be set, so set them as needed, separated by commas (,).
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.
Step 5: Box Folder Creation Settings
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.
Folder Name: Click the input field to select the text extracted in the previous step.
Parent Folder Content ID: Enter the content ID of the Box folder you created earlier. Refer to the note below the input field for guidance.
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.
Step 6: Turn ON the Trigger and Confirm Operation
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!
Other Automation Examples Using Box
Yoom has many other automation templates that utilize Box! Be sure to look for automation examples with apps you are familiar with.
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.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have approximately eight years of experience in sales and administration at an insurance agency. While handling customer interactions, I have coordinated operations across various branches, striving for efficiency and standardization. In addition to my primary responsibilities, I will continue to disseminate various content using company-designated tools to contribute to the operational efficiency of all stakeholders.
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