Add a row to Smartsheet when a file matching specific conditions is added to Box

■Overview

Manually transferring files such as contracts and reports stored in Box to a Smartsheet list is time-consuming and carries the risk of missed updates. This process can become especially cumbersome when you only want to manage files that meet specific criteria. This workflow connects Box and Smartsheet and automatically adds a row to Smartsheet whenever a file that meets specified conditions is added to a designated folder. This helps streamline file management and improve accuracy.

■Who This Template Is For

• Anyone who manages files stored in Box with Smartsheet and wants to eliminate manual data entry
• Teams that use Smartsheet and Box for file management and want to reduce human error while standardizing their processes
• Anyone who wants to automate routine file management tasks and free up time for core responsibilities

■Benefits of Using This Template

• When a file is added to Box, its information is automatically added to Smartsheet, reducing the time spent on manual data transfer
• Eliminating manual data entry reduces the risk of human error, such as input mistakes and missed updates, improving data accuracy

■Flowbot Steps

1. First, connect Box and Smartsheet to Yoom
2. Next, select Box as the trigger, set the action to “When a file is uploaded to a folder,” and specify the target folder
3. Next, configure branching in the operation settings so that the workflow proceeds only when specific conditions, such as the file name, are met
4. Finally, set the Smartsheet “Add a row” action in the operation settings and add information such as the file name to the target sheet

* “Trigger”: An action that starts the flow. “Operation”: An action that performs processing within the flow after the trigger starts.

■Customization Options

• Set conditions based on your business requirements, such as whether the file name contains a specific string or whether the file is in a specific format
• When adding a row to Smartsheet, select the information retrieved from Box—such as the file name, file URL, and creation date—and specify which information to add to each column in the sheet

■Notes‍

• Connect both Smartsheet and Box to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• Branching is an operation available on the Mini plan and above. On the Free plan, the configured Flowbot operation will result in an error.
• Paid plans, including the Mini plan, come with a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to plan restrictions.