Upload a file version and add it to Microsoft Excel when a file is uploaded to Box

■Overview

Manually updating version information and transferring update history to Microsoft Excel every time you upload a new file to Box can be time-consuming. These manual tasks may lead to errors and take time away from other important work.

With this workflow, uploading a file to Box automatically updates its version and records the information in a Microsoft Excel tracking sheet. Improve the efficiency and accuracy of your file management processes.

■Who This Template Is For

• Anyone using Box and Microsoft Excel who finds manual file management challenging
• Anyone looking to automate file version management and update history tracking to streamline their work
• Team leaders who want to strengthen their management processes by preventing omissions and data entry errors caused by manual recordkeeping

■Benefits of This Template

• Because version updates and recordkeeping are automated when a file is uploaded to Box, you can reduce the time previously spent on manual tasks.
• By eliminating the need to enter information manually, you can prevent human errors such as transcription mistakes and missed updates, improving the accuracy of your file management.

■Flow Bot Process

1. First, connect Box and Microsoft Excel to Yoom.
2. Next, set up Box's "App Trigger" as the trigger to detect when a file is uploaded to a specific folder.
3. Set up a Box action as an operation to search for an existing file with the same name and retrieve its information.
4. Set up another Box action as an operation to upload the file as a new version based on the retrieved information.
5. Use another Box action to retrieve the updated file information.
6. Finally, set up Microsoft Excel's "Operate Database" action as an operation to record the retrieved update information in the specified sheet.

※"Trigger": An action that starts the flow. "Operation": An action that performs processing within the flow after the trigger starts.

■Customization Options for This Workflow

• In the Box trigger settings, specify the folder ID for the folder whose uploads should trigger the flow.
• For the Box file download action, specify the content ID of the destination where the file will be downloaded.
• In the Microsoft Excel action, you can specify the drive ID, item (file) ID, sheet name, and table range where the information will be recorded.

■Notes

• Connect both Box and Microsoft Excel to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home use and business use (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.