Box - Update file metadata

Use the Box - Update file metadata 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. to start your workflow whenever attribute values from the specified metadata template are updated on a file at the specified path in your Box account. For more information about the Box start events, go to Box start events.

Box has other actions as well. For more information, see Connectors.

Note: Metadata templates and custom metadata require Box Enterprise.

Before you begin: 

Jump to:

Select the Box - Update file metadata start event

  1. At the top of the designer canvas on the Designer page, click Start event to open the Start event configuration panel.
  2. In the Start from drop-down list, select Box.

  3. For Event, select Update file metadata.

    Additional fields appear. To configure, see Configure the start event.

Configure the start event

During configuration of the Box - Update file metadata start event, you can select the folder path and metadata template for monitoring, add provided start event variables A variable associated with the start event. Often referenced by actions in the workflow. For example, a start event variable might capture input in a form field. to store information about the updated metadata or file for use later in the workflow, and set conditions, such as requirements for the metadata. We recommend configuring the start event to start the workflow only when a particular condition exists.

In the Start event configuration panel: 

  1. Find the Source section.
  2. Select a Connection. If you do not have a connection, see Add a connection.

  3. For Path, type the path to the folder that contains the files to monitor with updated metadata (child folders are excluded). Example: /Draft. This value is case-insensitive. Do not add a trailing slash (as in "/Draft/").

  4. For Enterprise metadata, select the metadata template that you want to monitor.

For more information on the fields and buttons, see Box - Update file metadata start event fields by section.

Once you select the enterprise metadata template, the associated fields are available for selection under Add start event variable.

  1. On the Designer canvas, click Start event.

  2. Select a connector from the Start from drop-down list.

  3. Select an event from the Event drop-down list.

  4. Click Add variables.
  5. Select the predefined variables that you want to add to your workflow. If you know the variable and you want to find it faster, type the variable name in the Filter options field. To select all variables, click Select All.
  6. Click Add.

    Note: If you want to edit the selection of variables, hover over the variable, click More Options icon, and then click Show Details. Edit the variable name in the Name field or click Delete icon.

  • Enterprise metadata template attributes: A variable for each attribute of the selected metadata template.
  • File: Created by (display name): (Text) The identifier of the person who created the file that had its metadata updated.
  • File: Created by (email): (Text) The email address of the person who created the file that had its metadata updated.
  • File: Created date: (DateTime) The date when the file with the updated metadata was added to the folder path in the Box account for the selected connection.
  • File: File variable: (File) The file that had its metadata updated, stored in Nintex Automation Cloud for the duration of the workflow instance. Use File variable to attach the file to email later in the workflow or to move or copy the new file (Source field in the action must allow file variables).
  • File: Modified by (display name): (Text) The friendly identifier of the person who modified the file metadata.
  • File: Modified by (email): (Text) The email address of the person who modified the file metadata.
  • File: Name: (Text) The name of the file that had its metadata updated, including extension. Example: sunset.jpg
  • File: Path: (Text) The full file path of the file that had its metadata updated, including folders, file name, and extension. Example: /Draft/sunset.jpg.

For more information on the fields and buttons, see Box - Update file metadata start event fields by section.

We recommend configuring the start event to start the workflow only when a particular condition exists.

  1. Find the Conditions section.
    1. Click Add condition.
    2. For When, select a start event variable. For example, select Created date for a new file.
    3. For Operator, select an operator for comparing the variable to the value. For example, select is before or on.

    4. For Value, type or select the value to use for the comparison. For example, select 2017-12-31, 11:59 PM.

    5. Type a Condition summary, if desired.

    6. Click Add condition.

      The condition is added to the start event.

  3. Select all or any to control how multiple conditions are evaluated.

For more information on the fields and buttons, see Box - Update file metadata start event fields by section.

Maintain path integrity

Caution: If a file/folder that's used in a workflow is moved, renamed, or deleted, 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
  Show variables

Displays variables that are available to use throughout the workflow. Variables are classified based on how they are created or generated.

Selection

Description

Name Internal name to identify your variable within the workflow.
Type

The data type of your variable.

You can assign only the variable type that a workflow expects. For example, if you want to capture a Date entry in a form, then you must create a variable of the DateTime type.
Used in Indicates the number of actions using the variable.
Delete Cancels adding the variable to the workflow.
Source Connection

The Box connection to use for the start event.

  Path

The folder path to monitor for files with updated metadata (child folders are excluded). Type the folder path. Example: /Draft. This value is case-insensitive. Do not add a terminal slash (as in "/Draft/").

 

Enterprise metadata

The metadata template to monitor for files with updated metadata.

 

Allow concurrent workflows on a single item

When selected, allows multiple workflows to run simultaneously on any file.

Add variables

Displays selections for browsing, selecting, and adding variables to use throughout the workflow. For example, if you want to send an email later in the workflow to the person who updated the file metadata, then select the variable Modified by (email).

Selection

Description

Filter options

Filters the list of variables using your entered text.

/

Selects or de-selects a variable for adding.

Select all

Selects all variables.

Add

Adds the selected fields.

Cancel

Discards field selections and hides the fields available for selection.

The following informational elements related to the new folder that started the workflow.

  • Enterprise metadata template attributes: A variable for each attribute of the selected metadata template.
  • File: Created by (display name): (Text) The identifier of the person who created the file that had its metadata updated.
  • File: Created by (email): (Text) The email address of the person who created the file that had its metadata updated.
  • File: Created date: (DateTime) The date when the file with the updated metadata was added to the folder path in the Box account for the selected connection.
  • File: File variable: (File) The file that had its metadata updated, stored in Nintex Automation Cloud for the duration of the workflow instance. Use File variable to attach the file to email later in the workflow or to move or copy the new file (Source field in the action must allow file variables).
  • File: Modified by (display name): (Text) The friendly identifier of the person who modified the file metadata.
  • File: Modified by (email): (Text) The email address of the person who modified the file metadata.
  • File: Name: (Text) The name of the file that had its metadata updated, including extension. Example: sunset.jpg
  • File: Path: (Text) The full file path of the file that had its metadata updated, including folders, file name, and extension. Example: /Draft/sunset.jpg.

Set conditional start options

Add condition

Displays fields for defining a new condition.

 

 When

The variable the operator compares with the value. Select a start event variable from the drop-down list. The variable File variable is not available for defining a condition.

 

 Operator

How the When variable and Value are compared. Select from the drop-down. The operators available in the drop-down depend on the When variable type. Example: in the condition 'File: name contains marketing', the operator is 'contains'.

 

 Value

The text or variable that the operator compares with the When variable. Type to enter text. The variable type must match the When variable type. Example: in the condition 'File: name contains marketing', the value is marketing.

 

Add

Saves the condition to the start event.

 

Cancel

Discards the condition you are editing.

 

all/any

If you select:

  • all: then all conditions must be true for the workflow to start.
  • any: then at least one of the multiple conditions must be true for the workflow to start.

 

(Edit condition)

Redisplays condition fields for editing.

 

(Delete condition)

Deletes the indicated condition.