Box Connector

Overview

Send uploaded files from workflow responses directly to a destination Box folder with the Box Connector.

This connector is available as an Add-on for Team plans and higher when using FormAssembly Workflow. For those interested in purchasing this Add-on, please contact your Account Manager. If you do not have an Account Manager, please contact our Sales Team.

Requirements

To use the Box Connector, a FormAssembly user must

be part of a Team plan or higher
purchase the Box Connector Add-on for their instance
have Content Management user permissions enabled for their login
- specifically, the Box Add-on must be enabled for the user account
have a Box account
use the connector on a FormAssembly Workflow

Note: If the user lacks the FormAssembly user permission to Box but the Box connector step is configured in the workflow, the connector will be skipped.

Add the Box Connector to your Workflow

Note: The Box Connector is in Beta.

Select Add Step and choose Connector
Select Box

Set up the Connector Properties

Description Tab

Use the Description tab to add a Step Name and Step Description.

Authorization Tab

The Authorization dropdown lists all saved authorizations from all workflows owned by your user account. Select an existing authorization from the list or scroll to the bottom to create a New Authorization.

Create a New Authorization

Select New Authorization from the Authorization dropdown list
Enter a Name for the authorization
Click Authorize

Grant access to Box

Sign in with your Box account credentials
Complete any additional authentication steps configured for your Box account
Accept the permissions requested by the FormAssembly Box Connector for your Box account
- If you do not accept the permissions, you will be unable to use the connector
Click Save to store and apply this authorization to the connector

Edit an Existing Authorization

Select a saved authorization from the Authorization dropdown list
Click Edit to modify authorization settings
When complete, click Save to apply the changes to the saved authorization, or click Save as New to save the modified authorization as a new entry in the Authorization dropdown list.

Manage or Delete Authorizations

Click Manage to view the Authorizations page

From the Authorizations page, an authorization can be revoked. When revoked, the authorization is deleted from all connectors. Ensure an authorization is not used in a live workflow before it is revoked, to prevent connector errors.

Note: Only the original creator of the authorization can manage it, ensuring security and control over sensitive configurations.

Configuration Tab

Send File

Select a file upload field from the dropdown

The Send File dropdown displays a list of all file upload fields available in the workflow. Please note that the displayed list is limited to 15 lines. If the desired field is not shown in the list, type the field’s name to search further.

Note: For more information on file upload fields and upload size restrictions, please see this article.

Destination

Select a destination folder from the dropdown

The Destination dropdown displays a list of all Box folders the authorized Box user account can access. Please note that the displayed list is limited to 15 lines. If the desired destination is not shown in the list, type the folder’s name or path to search further.

Note: If expected folders do not appear after searching, check with your Box administrator that the authorized account has appropriate permissions for the intended destination folder.

Destination Subfolder (optional)

There are two different ways to utilize the Destination Subfolder configuration option. The first is to name a destination subfolder the Send File will be sent to statically for every workflow response.

To do this, type in the name of a Destination Subfolder. If the named folder does not yet exist, the connector will create the folder the first time a response a workflow response is received.

The other method is to configure a dynamic Destination Subfolder by creating a subfolder naming convention. Using this alternative method, Send Files for each workflow response can be organized within their own folder separate from other workflow responses. This may be desirable in cases where you expect to receive workflow responses where file names are the same or are difficult to differentiate (if needed).

Accessing Variables to Create Dynamic Destination Subfolders

Select the function (f) icon to open the WYSIWYG editor
Select the alias dropdown from the toolbar to open a list of available variables
Select an available variable from the list

For more information about variables, please see our documentation on Form Calculations.

Return (optional)

Utilize this section to capture the uploaded Send File’s URL or ID within the Destination to be referenced later in the workflow. Use the Add Variable button to add one or more return variables, and complete the configuration steps to set the return variable’s Operation Result and Return Variable Destination.

Operation Result

Choose what type of Return Variable to create by selecting an Operation Result from the dropdown
- ID - The ID of the file uploaded by the connector
- URL - The assigned URL of the file uploaded

Return Variable Destination

Field - Send the Operation Result to an existing form field in the workflow
- Use the dropdown menu to select a text field where the Operation Result will be sent. The dropdown indicates which form each field originates from.

Note:

When returning to a form field, the form field must exist in the same form as the configured Send File.
Only fields that allow text input are listed here. File upload fields, radio button fields, checkbox fields, multi-select fields, and dropdown fields are not listed.

Variable - Set the Operation Result as a variable that can be referenced later in the workflow
- Select an existing variable name from the dropdown or create a new custom variable.

Actions and the Add Action Button

The Box Connector may be configured to send data to more than one destination or subfolder by using multiple Actions. Use the Add Action button to create another Action for each additional destination you want to configure. Complete the configuration of the send file, destination, optional destination subfolder, and optional return section for each action.

Delete an action by pressing the Delete Action button at the bottom of each action configuration.

Error Handling Tab

By default, if the connector encounters an error, the workflow terminates. To override this behavior, you can configure the error to redirect the workflow to another step by selecting a step from the Upon Connector Error… dropdown menu.

You may create a custom error message to display to your respondent. If a custom message is not added, the default connector error displays. To include the default message with your custom message, select the checkbox.

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