When a file is uploaded to Box, upload a file version and notify via Gmail

■Overview

Do you find it time-consuming to manually replace files with the latest versions in Box and notify stakeholders? This is especially challenging for files that are updated frequently, as version control errors and missed notifications can disrupt your operations. With this workflow, uploading a file to Box automatically updates the file version and notifies stakeholders via Gmail, eliminating these manual tasks and streamlining your work.

■Recommended for

• Anyone who frequently updates files in Box and finds version management time-consuming
• Anyone who manually notifies stakeholders via Gmail every time a file is updated
• Anyone who wants to standardize file management and update notifications while reducing reliance on individual processes

■Benefits of using this template

• Automate the entire process—from uploading a file to Box and updating its version to notifying stakeholders via Gmail—so you can reduce the time spent on manual tasks.
• Prevent human errors such as mistakes when replacing files, missed notifications to stakeholders, and incorrect recipients.

■Flowbot workflow

1. First, connect Box and Gmail with Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the target folder.
3. Then, set the “Download a file” action for Box to retrieve the file uploaded by the trigger.
4. Next, use Box’s “Upload a file version” action to upload the downloaded file as a new version of the existing file.
5. Then, use Box’s “Get file information” action to retrieve information about the updated file.
6. Finally, set the Gmail “Send an email” action to notify stakeholders that the file has been updated.

※“Trigger”: An action that initiates a flow. “Operation”: An action that processes data within the flow after the trigger is activated.

■Customization options

• In the Gmail email-sending operation, you can set any email addresses as recipients.
• Embed information such as the file name retrieved in the previous Box operation as variables in the email subject and body to create clear notifications that identify which file was updated.

■Notes

• Connect both Box and Gmail with Yoom.
• The maximum file size available for download is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits for triggers and individual operations, see here.