Collaborate with Box: Add Tasks, Comments, and Folders

Carlin Sack
Carlin Sack / April 15, 2016
Add Collaborators to a Box File and Move It to Another Folder

Box, the cloud storage app, is a perfect place for your team to collaborate. Think about it: your teammates are already accessing files on Box and very likely have feedback on those files as they are viewing them, so they add comments and tasks directly to files in Box.

That collaborative Box process now can be automated with Zaps. Thanks to new updates made to Zapier's Box integration, you can now use a Zap to add tasks to files, add comments to files, add collaborators to folders, dynamically search for files, and more.

Here's what's new (click to jump):

Dynamically Find the Box Files or Folders You Need

You can now use Zapier's new Search Actions feature with Box. Search Actions allow you to set up a dynamic search within a Zap then use the results of that search later in the same Zap. Here are just a couple ways you can use Search Actions with Box to build dynamic, automated workflows…

Let's say you always move a particular sales brochure to a "Sent" folder in Box after you send the brochure to the prospective client. You can automate that process by setting up a Multi-Step Zap that triggers whenever you move a Pipedrive deal to the "Pitching" stage of your sales pipeline. The Zap will then automatically find the sales brochure personalized for that deal in Box using the "Find File" Search Action. Next, the Zap will attach the file to a Gmail draft to the prospective client, and then move it to the "Sent" folder in Box. This saves you the time you would spend searching for the right file and updating your Box folders manually.

You could also use the "Find Folder" Search Action to send an entire Box folder to a stakeholder on your team. For example, let's say your team's product manager was just added to the "Re-design onboarding material" Trello card. This Zap will automatically find the "Drafts of onboarding material" folder in your Box account, add the product manager as a folder collaborator, and ping them in HipChat with a link to the folder. That way, you can save yourself another confusing conversation because a stakeholder couldn't see the contents of a certain Box folder.

Kick off Box Zaps with 2 New Triggers

There are now two new ways to start a Zap with Box: whenever someone adds a new comment to a file or whenever a task is assigned to you. There are a variety of workflows you can build that start off with Box, such as these:

Use Zaps to Automatically Perform 4 New Actions in Box

You can now use a Zap to create four more different outputs in Box, such as automatically adding a task to a file, adding a comment to a file, adding a collaborator to a folder, or moving or copying files to different folders. Here are a few different ways to put these new Actions to use:

How To Use This Integration:

  1. Sign up for a Box account, and also make sure you have a Zapier account.
  2. Connect your Box account to Zapier.
  3. Check out pre-made Box integrations.
  4. Or create your own from scratch in the Zap Editor.