Dropbox Business - Get a file

Dropbox Business actions are currently unavailable in the APAC region and will be released soon.

The Dropbox Business - Get a file action A tool for building the processes, logic, and direction within workflows. retrieves a file from Dropbox Business and stores it to a variable to use later in the workflow.

You can use this variable in other actions throughout your workflow. For example, if you want to move or copy this file later in the workflow, the stored file variable can be used to specify the source.

Before you start 

Dropbox Business is a file synchronization and sharing service for businesses. Users upload files to their Dropbox Business accounts and invite others to view and/or edit their shared files.

For more information on Dropbox Business, see the company website.

In the context of Nintex Workflow Cloud, Dropbox Business is a connector Service used to define a connection required for associated actions and start events. Examples include Salesforce and Box. Method of integration to cloud services, business applications and content stores.. For information on actions and start events available with Dropbox Business, see Connectors.

Variables allow you to store and manipulate data and files in your workflows. They can be created by start events, forms, tasks, workflow actions, or automatically created when a workflow is run. For more information, see Variables.

You can start a workflow whenever a new or updated file is detected (example: Box - New file), upload files on start or at any point in the workflow, generate documents from tagged templates, send and receive files via email, and manipulate files. You can set up file handling in your workflow start event The connector and event for triggering the workflow to run, including required configuration. An example is Box - New file, which triggers the workflow to run when a new file is uploaded to the specified folder. and actions A tool for building the processes, logic, and direction within workflows..

Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow. This location is used for uploaded files and for files stored as output from actions.

  • Generate documents from tagged templates using Generate document
  • Send and receive files via email; for example, see Assign a task
  • Manipulate files in services (see Connectors): 

  • For example, store any email attachments received by the task assignee.

    1. On the Designer canvas, click the action you want to configure.

    2. Find the output field for storing the file or set of files.

      For example, to store attachments received in task assignee email replies when they may attach multiple files, use the Assign a task Multiple file attachments option for the Store output field.

    3. In the output field, select a variable or specify a file path: 

      • Select a variable. For outputs storing multiple files, select a collection variable. For outputs storing a single file, select a file variable.

      • Specify a file path. You can use any combination of text and variables, beginning with the root folder. If available, use the folder browse icon on the right of the path field to navigate to the folder and any subfolders that you want, and then edit the path as desired to include variables and different text.

      The availability of variable or path options for storing files varies by action. For more information, see Connectors and Workflow actions.

  • For example, reference the new Box file that started the workflow to attach it to a task email notification or reference an image received by the task assignee to generate an invoice document.

    1. On the Designer canvas, click the action you want to configure.
    2. Find the field where you want to reference the stored file select a variable or specify a file path:

      • Select the file variable associated with the stored file. For example, select the variable for the new Box file that started the workflow or select the variable storing Multiple file attachments output from a task action.

      • Specify the file path where the file is stored. You can use any combination of text and variables, beginning with the root folder. If available, use the folder browse icon on the right of the path field to navigate to the folder and any subfolders that you want, and then edit the path as desired to include variables and different text.

        Both a file variable and a file path are used in the example image below for the Dropbox Business - Copy a file action. A file variable is selected for Source and a file path is specified for Destination.

        The variables "CountryVariable" and "Program" insert the values into the file path as determined by earlier workflow logic (in this case, fields in a submitted form). For example, if the person submitting the form selects Australia for country and specifies Inspire2017 for program, then the resulting file path is "/SpecialProgramNDAs/Australia/Inspire2017NDA.docx."

Configure the Dropbox Business - Get a file action

In the Designer page: 

  1. Click the Dropbox Business action A tool for building the processes, logic, and direction within workflows. group in the action toolbox.

    or

    Find actions by browsing action groups or by typing an action name or function in the Search field at the top of the action toolbox.

  2. Drag the Dropbox Business - Get a file action to the point in the workflow when you want to retrieve the file.
  3. Click the Dropbox Business - Get a file action to open the configuration panel.

  4. Select a Connection.

    Note: To create a Dropbox Business connection, you must be an administrator of your Dropbox account.

    1. In the drop-down list for Connection, select Add new connection.

      A small "Connection" window appears, prompting you for a connection name.

      The entered name is validated for uniqueness. If credentials are not stored in the browser for the selected connector service, then you are prompted for credentials.

    2. Enter credentials if prompted.

      Upon successful login, you are prompted to grant or deny access to Nintex Workflow Cloud.

    3. Click the option to grant access.

      The "Connection" window closes. Your newly added connection now appears in the Connection field.

  5. Select a Member ID.
  6. Under Source, type the Path to the file you want to retrieve or click the browse icon () to browse the folder structure and select the file.

    7. Note: A Connection and Member ID must be selected for the Path field to become configurable.

  7. Select a file variable for Store output.

For more information on the fields and buttons, see Dropbox Business - Get a file action fields, buttons, and settings.

Caution: If you move, rename, or delete a file/folder, any workflows that use that file/folder will not start or will fail. Make sure you keep the paths in your workflow configurations up to date.

Section

Field

Description

Variable types

(Unlabeled)

Connection Credentials and other settings required to pass data between the workflow and the indicated service, which could be a cloud service, business application, or content store.

The Dropbox Business connection to use for retrieving the file.

(n/a)

(Unlabeled)

Member ID

The ID of the Dropbox Business team member.

All the active members in the Dropbox Business account will be listed in the drop down to select from.

Boolean, DateTime, Decimal, Collection, Integer, Text

Source

Path

The location in Dropbox Business where the workflow retrieves the file from. Accepts any combination of typed text, text added through navigation (), and inserted variables.

Boolean, DateTime, Decimal, Integer, Text

Output

Store output

The variable to store the retrieved file for use later in the workflow. Accepts an inserted variable.

File