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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.
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!
Yoom offers templates for automating workflows using Box! If you want to try it right away, click the banner below to get started!
■Overview
The flow "Create a folder in Box based on content posted in Microsoft Teams" is a business workflow that enables smooth information sharing and file management within a team. It automatically generates a folder in Box triggered by important posts in Microsoft Teams, streamlining the organization of related files and access management. This allows for centralized information and rapid file sharing.
■Recommended for
■Benefits of using this template
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!
■Overview
The flow "Create a folder in Box based on content posted in Microsoft Teams" is a business workflow that enables smooth information sharing and file management within a team. It automatically generates a folder in Box triggered by important posts in Microsoft Teams, streamlining the organization of related files and access management. This allows for centralized information and rapid file sharing.
■Recommended for
■Benefits of using this template
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.
■Overview
The flow "Create a folder in Box when a contact is registered in Apollo" 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 for manual folder creation, making data organization and access smoother.
■Recommended for
■Benefits of using this template
■Overview
The "Create a folder in Box when a subscriber is added in Mailchimp" flow is a business workflow that automates the integration of email marketing and cloud storage.
Every time a new subscriber registers in Mailchimp, a dedicated folder is automatically created in Box, facilitating smooth management of related information.
This eliminates the need for manual folder creation and improves operational efficiency.
■Recommended for
■Benefits of using this template
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.
◼️Overview
This is a flow that links a PDF file to a specified folder in Box when it is uploaded to Google Drive.
◼️Notes
・Integration with each app and Yoom is required.
■Overview
The flow "Add a new file created in Microsoft SharePoint to Box" is a business workflow aimed at improving file management efficiency.
By utilizing this workflow, whenever a new file is uploaded to SharePoint, the same file is automatically added to Box as well.
■Recommended for
■Benefits of using this template
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.
■Overview
The flow "Create a folder in Box based on content posted in Microsoft Teams" is a business workflow that enables smooth information sharing and file management within a team. It automatically generates a folder in Box triggered by important posts in Microsoft Teams, streamlining the organization of related files and access management. This allows for centralized information and rapid file sharing.
■Recommended for
■Benefits of using this template
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.
■Overview
The flow "Create a folder in Box based on content posted in Microsoft Teams" is a business workflow that enables smooth information sharing and file management within a team. It automatically generates a folder in Box triggered by important posts in Microsoft Teams, streamlining the organization of related files and access management. This allows for centralized information and rapid file sharing.
■Recommended for
■Benefits of using this template
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.
■Overview
This is a flow for creating a folder in Box at the beginning of each month.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. People who use Box for business
・Those who manage files and folders with Box
・Teams that use Box for collaboration
・Those who want to automate folder creation and manage with unified folder names
・Those who manually create folders every month
■Benefits of using this template
By automating folder creation in Box, you can manage with unified folder names.
However, if multiple members create folders, there is a risk that the naming conventions for folder names will not be unified, leading to a lack of consistency in folder names.
In this flow, the flow is triggered at the beginning of each month to create a folder with a desired name.
With the automation of monthly folder creation, omissions are eliminated, and team work becomes smoother.
You can set the naming conventions for folders in team work through the flow, allowing you to manage folder names in Box uniformly.
Moreover, with unified folder names, you can quickly find the desired folder, thus improving work efficiency.
■Overview
The "Regularly Sync File List in Box Folder to Google Spreadsheet" workflow streamlines file management and allows you to always check the latest information in a spreadsheet.
When using Box, managing files within folders and tracking update information can become complicated.
Especially in environments where many files are frequently added or updated, manually organizing information is challenging.
By utilizing this workflow, you can automate the integration between Box and Google Spreadsheet, making it easy to always check the latest file list.
■Recommended for
■Benefits of using this template
By automating the synchronization from Box to Google Spreadsheet, you can reduce manual update tasks by regularly syncing the file list in the Box folder to Google Spreadsheet.
Additionally, since file additions and changes are reflected in Google Spreadsheet, you can always grasp the latest status.
Automation allows you to manage multiple file information in a single spreadsheet, facilitating smooth information sharing.
■Overview
When a DocuSign envelope is completed, download the certificate of the envelope and store it in a specific folder in Box.
■Overview
This is a flow bot that integrates box and OneDrive, uploading files to OneDrive that have been uploaded to a specific folder in box.
Please use it when you want to store files in both box and OneDrive.
■Recommended for
1. Those who use both box and OneDrive
2. Those who want to improve efficiency with box and OneDrive
3. Those who have tasks that require storing the same files in both box and OneDrive
■Benefits of using this template
・Once a file is placed in box, it can be automatically uploaded to OneDrive, reducing the effort of uploading files to both tools.
・Automatically uploading files reduces omissions and errors.
■Notes
・Integration with Yoom is required for both box and OneDrive apps.
・Feel free to change the settings for the folder ID in box and the destination folder in OneDrive as needed.
◼️Overview
This is a flowbot that integrates Salesforce and Box via API. When a new record is registered in the Salesforce account object, a folder with the account name is created in Box, and the folder URL is recorded in the record.
Since the folder name is created with the account name, there is no need to manually create a folder.
Please change the ID of the parent folder where a new folder will be created in Box and use it accordingly.
◼️Notes
・Please link your Box and Salesforce accounts with Yoom to use this service.
・Salesforce is an app that can only be used with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flowbot will result in errors, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are subject to restrictions.
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!
