How to Streamline File Management by Integrating Notion and Box

[About Yoom]

How to Create a Folder in Box When a Page is Created or Updated in Notion

Let's go through the specific steps.

Step 1: Connect Notion and Box to My Apps

1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ Add" on the right side of the screen.

‍

‍

2. From the list of new connections in My Apps, select Notion and Box, which will be used this time, and connect the apps.

　※1. For connecting Notion, the following caution will appear.

　　　Click "Select Pages," check the necessary items, and choose "Allowing Access."

‍

‍

‍

　※2. For connecting Box, the following caution will appear. Choose "Allow Access to Box".

‍

‍

3. Click "Try it" on the template below to copy it.

4. Let's check the copied flow.

‍

‍

‍Step 2: Set a Trigger to Activate When a Notion Page is Created or Updated

5. The template will be copied to My Project.

‍

‍

6. Click on "When a page in a specific database is created or updated" in the App Triggers.

7.Enter the account information you want to link.

• App Trigger Title: Set as desired. (For example, "When a Page is Created or Updated" as shown in the image below.)
• Account Information for Linking with Notion: Set any account.
• Trigger Action: Select "When a Page is Created or Updated".

‍

‍

8. Click "Next".

9. Configure the API connection settings for the app trigger.
　The trigger activation timing can be set to 5, 10, 15, 30, or 60 minutes. Depending on your plan, the shortest interval for setting a trigger may vary, so be sure to check. It is generally recommended to use the shortest activation interval available for your plan.

‍

‍

10. Conduct a test, confirm success, and click "Save".

‍

‍

Step 3: Set an Action to Create a Folder in Box

11. Click "Operate Database".

‍

‍

12. Enter your account information and click Next.

‍

‍

13. We will set up the setup to retrieve one record that matches the specified conditions from the table selected in Notion.In this case, we will specify the output "Object　ID" obtained from the previous step, as shown in the image.

‍

‍

14. Conduct a test, confirm success, and click "Save".

15. Next,click "Create Folder".

‍

‍

16. Configure the settings for "Select linked account and action."

• Title: Set as desired. (Example: "Create a folder.")
• Account information to link with Box: Select as desired.

‍

‍

17. Configure the API connection settings.

• Folder Name: Set as desired. You can use information obtained from Notion by utilizing the output function.
  
• Parent Folder Content ID: Open the relevant parent folder in Box and enter the last numeric string from the URL.

‍

‍

18. Conduct a test, confirm success, and click "Save".

Finally, switch the trigger of the saved flow to "Turn on the trigger" to activate it.
This completes the flow for "Creating a Folder in Box When a Page is Created or Updated in Notion".

‍

Other Automation Examples with Notion and Box

In addition to the flow introduced this time, you can achieve various business automations by utilizing the APIs of Notion and Box. All of them can be used with simple settings, so if there is something you are interested in, please give it a try!

Examples of Automation Using Notion

There are many other examples of automation using Notion available on Yoom, so here are a few to introduce.

Add Gmail Received Content to Notion

Not only can you reflect the content of Notion in other tools, but you can also reflect the content of other tools in Notion.

Create a page in Notion when there is a response to a Google Form

This is a flow that automatically transfers the contents of a Google Form to Notion. It is recommended for those who want to manage response contents collectively in Notion.

Add Lead Information Registered in Salesforce to Notion

Since the information from Salesforce is automatically added to Notion, it seems particularly useful for collaboration between sales and back office, for example.

Automation Example Using Box

Transfer to Slack When a File is Uploaded to Box

Similar to Notion, you can not only update Box based on information from other tools, but also sync Box information with other tools.

Synchronize files uploaded to Box with OneDrive

If the tools used for data management differ from those used by other departments or business partners, automatically unifying both sets of data can help prevent transcription errors and omissions.

Store DocuSign Certificates in Box

It's convenient because the process of downloading certificates and storing them in Box is completed automatically, allowing you to manage certificates collectively in Box!

Benefits and Use Cases of Integrating Notion with Box

1. Centralized Information Management for Improved Search Efficiency

Every time a project or task page is created or updated in Notion, a folder is automatically created in Box, allowing related files and documents to be managed in one place.
For example, a new folder is created in Box for each project page in Notion, where related files are collectively stored, enabling a quick understanding of where necessary materials are located.

This centralizes information management and reduces the effort required for searching.

2. Reliable File Storage and Enhanced Information Sharing Within the Team

When a new page related to a project or task is added in Notion, a folder is automatically generated in Box, reducing the risk of file storage omissions or duplicate storage.

This integration ensures that documents and materials related to the project are securely saved in Box, making it easier for team members to access the latest files. Additionally, updates and information additions in Notion are reliably reflected in Box, facilitating smooth information sharing among members.

3. Reduced Workload Through Automation of Business Processes

The setting to automatically create a folder in Box when a new page is created or updated in Notion promotes business automation.

This integration eliminates the need to manually create folders, naturally advancing the organization of information as the project progresses. Moreover, the creation of appropriate folders in Box makes file management easier, providing an environment where team members can smoothly refer to and update materials. This can lead to improved efficiency and accuracy in operations, and an accelerated project pace is expected.

Conclusion

Leveraging the integration and automation of Notion and Box can lead to more efficient project and document management and enhanced team communication.

As introduced in the examples and benefits of business automation, integrating Notion and Box can further streamline many tasks beyond the business flows explained in the templates.
In particular, utilizing centralized file management and automatic notification features can prevent oversights in tasks and improve the work efficiency of not only yourself but the entire team.
Let's continue to advance the automation of business flows using Yoom and achieve smooth business management!