Box - New file

Box start events are currently unavailable in the APAC region and will be released soon.

See how to implement this start event in a step-by-step solution: Automate your document approvals.

Use the Box - New file start eventThe 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 a new file is uploaded to a folder you specify in your Box account.

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

Before you start 

Box is a file synchronization and sharing service for businesses. Users upload files to their Box accounts and invite others to view and/ or edit their shared files. For more information on Box, see the company website.

In the context of Nintex Workflow Cloud, Box is a connectorService 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 Box, see Connectors.

While you can use Individual Box account connectionsCredentials 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. with Nintex Workflow Cloud, all features are only available when you use Enterprise account connections. See Box pricing for more information.

Variables are placeholders that store information that changes each time the workflow runs or during execution of a workflow instance. To view a list of all variables that you can use in the workflow, access the Variables pane.

The data types of variables are as follows:

  • Text: Text string (with optional default value)
  • Decimal: Integer numerical with a decimal point (with optional default value)
  • Integer: Integer numerical with no decimal (with optional default value)
  • Boolean: Yes or No (with optional default value)
  • DateTime: YYYY-MM-DD, HH:MM AM/PM (with optional default value)
  • Collection: A variable that groups one or more related variables of the same type into an ordered list.

    • For example, a collection variable named Company name can hold a list of names, such as Safalo, Nintex, and Drawloop.

  • File: Path to a file. Use this variable type to attach files to email messages. A file path must start with the root folder and end with the file name. Example: /Draft/Contracts/ACME.docx
  • Object: A variable that groups several related variables of any type into a hierarchical structure. Objects can contain other Objects.

    • For example, an Object variable named Company can hold a list of parameters, such as Company name, Email, Address, and Phone number.

    Note: Objects can't be created or modified in the Variables panel.

  • Collection of objects: A variable that groups a list of Objects of the same variable structure into a list.

    • For example, a Collection of object variable named Company details can hold a series of objects, detailing Company name, Email, Address, and Phone number for each Company name Safalo, Nintex, and Drawloop.

Note: 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.

In Nintex Workflow Cloud, variables are classified as follows:

  • Start event variable

    These variables capture data that are present when the workflow starts.

    Depending on the Start events you select, one or more of the following start event variables may be available.

    • Form field variables capture data that user enters in the fields of a form. These variables are generated when you create a form control. An example is a variable that holds an email address entered into a web form (Nintex - Form).

    • Start event context variables, such as an identifier for the selected object (app start events). These variables are passed to the workflow as Start event context variables. Example: an object variable called Workflow Initiator that corresponds to the user who triggered to start a workflow. (Available only in Nintex - Form start event)

    • Variables with applied formulas are variables that hold calculated values based on the formula defined in the Formula builder. An example is a variable that holds the calculated number of days between two DateTime variables.
    • Provided start event variables such as the names of new files that trigger the workflow to run (new file start events; these variables must be explicitly added for use later in the workflow). (Available only in start events using third-party connectors such as Salesforce and Box.)
    • Custom start event variables that you create, such as files or data that you want to pass as inputsVariable to store a value or file when the workflow starts. Set up as a start event variable. to a Component workflowA workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event.. (Available only in Nintex - Component Workflow start event)

  • Context variable

    These variables represent data that are related to the current workflow instanceAn occurrence of a workflow. such as Current date (DateTime), Current date and time (DateTime), Workflow instance ID (Text), Workflow name (Text), and Workflow ID (Text).

  • Form-based task variable

    • These variables capture data that are entered in forms as part of a Form-based task. The following form-based task variables are generated automatically when you configure the Form field for the action:

    • Form variables - Variables that correspond to controls that you add to a form. Form variables are used only when assignees respond to a task, wherein they select an outcome and fill in a form.

    • Form URL - A variable that contains the form URL that an assignee can use to access a form.

    • Task name (Form link) - A variable that contains a hyperlink to the form URL using the Task name.

Note: 

  • Form variables for the Assign a task to multiple users action are found in the Task responses collection. To find the Task responses collection in the Insert variables panel or Variables panel, click the Task name or Action name for the Assign a task to multiple users action > Task name or Action name (Object) > Task responses collection.  

    The Variable category name can be:

    • Task name: The name of the action that is defined in the Task name field.

    • Action name: If a variable is inserted as the Task name, the Variable category name can be the default action name or custom name if the action was renamed.

    The Task responses collection also includes the Task responder and Outcome variables.

  • You can use Form URL and Task name (Form link) variables only within the same action.

  • To access individual responses or form control values, use the Loop for each action.

You can insert existing variables into configuration fields for workflow actions and you can create user-defined variables for use throughout your workflow. Depending on the selected start event, you may be able to add provided start event variables or create your own.

Each field that accepts variables accommodates one or more methods for inserting variables. Some fields allow you to type ahead and select from a filtered list of existing variables while others require selection from a drop-down list or from the Insert variables dialog box.

In the Action configuration panel, do one of the following.

  • Select an existing variable from a filtered list:
    1. In fields that accept variables, type [[.

      2. A drop-down list of existing variables appears.

      Existing variables displayed in a drop-down list

      Note: If you want to type two opening square bracket characters instead of displaying existing variables from a filtered list, press Esc and the variables list disappears.

    2. Continue typing to filter the list of displayed variables.

    3. Click the variable you want.

  • Select an existing variable from the drop-down list for the field.

    • List of existing variables displayed in a drop-down list

  • Select a new or existing variable from the Insert variables dialog box:

    1. Either click + Insert or click Add variable from the drop-down list.

      Insert button

      Add Variable option from a drop-down list

      The Insert variables dialog box appears.

      1. Click the Workflow tab.

        2. The Insert variables panel appears.

      2. Click Create variable.

        3. Note: The Create variable button is available only if you have previously created a variable.

        The Create variable dialog box appears.

      3. For Name, type the internal name you want to use.

      4. For Type, select a variable type corresponding to the type of data you want to store.

        • Text: Text string (with optional default value)
        • Decimal: Integer numerical with a decimal point (with optional default value)
        • Integer: Integer numerical with no decimal (with optional default value)
        • Boolean: Yes or No (with optional default value)
        • DateTime: YYYY-MM-DD, HH:MM AM/PM (with optional default value)
        • Collection: A variable that groups one or more related variables of the same type into an ordered list.

          • For example, a collection variable named Company name can hold a list of names, such as Safalo, Nintex, and Drawloop.

        • File: Path to a file. Use this variable type to attach files to email messages. A file path must start with the root folder and end with the file name. Example: /Draft/Contracts/ACME.docx
        • Object: A variable that groups several related variables of any type into a hierarchical structure. Objects can contain other Objects.

          • For example, an Object variable named Company can hold a list of parameters, such as Company name, Email, Address, and Phone number.

          Note: Objects can't be created or modified in the Variables panel.

        • Collection of objects: A variable that groups a list of Objects of the same variable structure into a list.

          • For example, a Collection of object variable named Company details can hold a series of objects, detailing Company name, Email, Address, and Phone number for each Company name Safalo, Nintex, and Drawloop.

      5. For Default value, if relevant, update the provided default value.

      6. For Component workflowsA workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event.: To mark the variable as a workflow outputVariable to store a value or file on completion of the workflow. Set up as a user-defined variable., select the Output check box.

        For more information about these fields, see Toolbar.

      7. Click Create & insert.

      The new variable appears in the configuration field.

You can create user-defined variables from the action configuration panel when you're configuring a workflow action or from the toolbar of the workflow designer.

Each field that accepts variables accommodates one or more methods for inserting variables. Some fields allow you to type ahead and select from a filtered list of existing variables while others require selection from a drop-down list or from the Insert variables dialog box.

In the Action configuration panel, do one of the following.

  • Select an existing variable from a filtered list:
    1. In fields that accept variables, type [[.

      2. A drop-down list of existing variables appears.

      Existing variables displayed in a drop-down list

      Note: If you want to type two opening square bracket characters instead of displaying existing variables from a filtered list, press Esc and the variables list disappears.

    2. Continue typing to filter the list of displayed variables.

    3. Click the variable you want.

  • Select an existing variable from the drop-down list for the field.

    • List of existing variables displayed in a drop-down list

  • Select a new or existing variable from the Insert variables dialog box:

    1. Either click + Insert or click Add variable from the drop-down list.

      Insert button

      Add Variable option from a drop-down list

      The Insert variables dialog box appears.

      1. Click the Workflow tab.

        2. The Insert variables panel appears.

      2. Click Create variable.

        3. Note: The Create variable button is available only if you have previously created a variable.

        The Create variable dialog box appears.

      3. For Name, type the internal name you want to use.

      4. For Type, select a variable type corresponding to the type of data you want to store.

        • Text: Text string (with optional default value)
        • Decimal: Integer numerical with a decimal point (with optional default value)
        • Integer: Integer numerical with no decimal (with optional default value)
        • Boolean: Yes or No (with optional default value)
        • DateTime: YYYY-MM-DD, HH:MM AM/PM (with optional default value)
        • Collection: A variable that groups one or more related variables of the same type into an ordered list.

          • For example, a collection variable named Company name can hold a list of names, such as Safalo, Nintex, and Drawloop.

        • File: Path to a file. Use this variable type to attach files to email messages. A file path must start with the root folder and end with the file name. Example: /Draft/Contracts/ACME.docx
        • Object: A variable that groups several related variables of any type into a hierarchical structure. Objects can contain other Objects.

          • For example, an Object variable named Company can hold a list of parameters, such as Company name, Email, Address, and Phone number.

          Note: Objects can't be created or modified in the Variables panel.

        • Collection of objects: A variable that groups a list of Objects of the same variable structure into a list.

          • For example, a Collection of object variable named Company details can hold a series of objects, detailing Company name, Email, Address, and Phone number for each Company name Safalo, Nintex, and Drawloop.

      5. For Default value, if relevant, update the provided default value.

      6. For Component workflowsA workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event.: To mark the variable as a workflow outputVariable to store a value or file on completion of the workflow. Set up as a user-defined variable., select the Output check box.

        For more information about these fields, see Toolbar.

      7. Click Create & insert.

      The new variable appears in the configuration field.

  1. Click Variables.

    The Variables panel appears, displaying the Workflow tab that is selected by default.

    1. Click the Workflow tab.
    2. Click Create variable.

      3. Note: The Create variable button is available only if you have previously created a variable.

    3. For Name, type the internal name you want to use.

    4. For Type, select a variable type corresponding to the type of data you want to store.

      • Text: Text string (with optional default value)
      • Decimal: Integer numerical with a decimal point (with optional default value)
      • Integer: Integer numerical with no decimal (with optional default value)
      • Boolean: Yes or No (with optional default value)
      • DateTime: YYYY-MM-DD, HH:MM AM/PM (with optional default value)
      • Collection: A variable that groups one or more related variables of the same type into an ordered list.

        • For example, a collection variable named Company name can hold a list of names, such as Safalo, Nintex, and Drawloop.

      • File: Path to a file. Use this variable type to attach files to email messages. A file path must start with the root folder and end with the file name. Example: /Draft/Contracts/ACME.docx
      • Object: A variable that groups several related variables of any type into a hierarchical structure. Objects can contain other Objects.

        • For example, an Object variable named Company can hold a list of parameters, such as Company name, Email, Address, and Phone number.

        Note: Objects can't be created or modified in the Variables panel.

      • Collection of objects: A variable that groups a list of Objects of the same variable structure into a list.

        • For example, a Collection of object variable named Company details can hold a series of objects, detailing Company name, Email, Address, and Phone number for each Company name Safalo, Nintex, and Drawloop.

    5. For Default value, if relevant, update the provided default value.

    6. For Component workflowsA workflow that can be started from outside the tenancy; the workflow uses the "Component workflow" start event.: To mark the variable as a workflow outputVariable to store a value or file on completion of the workflow. Set up as a user-defined variable., select the check box for Output.

      For more information about these fields, see Toolbar.

    7. Click Create.

Nintex provides start event variables for most third-party start events, such as Box - New file. If you add the provided variable, then you can use it later on in your workflow.

  1. On the canvas, click Start event.

    The configuration panel for Start event appears.

  2. From the Start from drop-down box, select a connector.

  3. From the Event drop-down box that appears, select an event.

    The Source section appears.

    Source section

    Note: The Source section is available only for some events.

  4. Click Add variables.

    5. A drop-down list appears, displaying a list of provided variables.

  5. Select the predefined variables that you want to add to your workflow.
    Note: 

    • To select all variables, click Select All.

    • If you know the variable and you want to find it faster, type the variable name in the Filter options field.

  6. Click Add.

    The Variables dialog box appears, displaying the variables you have selected.

    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.

workflow inputVariable to store a value or file when the workflow starts. Set up as a start event variable.

The Nintex - Component workflow start event allows you to create your own start event variables in the Start event configuration panel. You can use these variables to capture required workflow inputs (files or other data needed to start the workflow).

  1. On the canvas, click Start event.

    The configuration panel for Start event appears.

  2. From the Start from drop-down box, select Component workflow.

    The Start event variables section appears.

    3. Start event variables section
  3. Click Create variable.

    4. The Variables dialog box appears, displaying the Start event tab that is selected by default.

  4. Click Create.

    5. Note: The Create button is available only if you have previously created a variable.

    The Create variable box appears.

  5. For Name, enter a user-friendly name for the new variable.

  6. For Type, select the variable type you want.

    Variable type

    Usage
    Text String value, such as John.
    Decimal Decimal value, such as 1.2.

    Integer

    Integer value, such as 1.

    Boolean

    Boolean value (Yes or No).

    DateTime

    Date or date and time value.

    Collection

    Set of files or array of values. If using for file inputs, make sure your default file location is configured.

    File

    File. Make sure your default file location is configured.

  7. Click Create.

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. File handling can be set up in your workflow start eventThe 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 actionsA 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.

In addition to handling files in workflows, you can start workflows from files in Box using Nintex Workflow for Box.

  • 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.

    In the Designer page: 

    1. On the design 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, do one of the following: 

      • Select a variable.

        For output storing multiple files, select a collection variable. For output storing a single file, select a file variable.

        Note: Your tenancy's default file storage location must be configured to hold files for later reference by the workflow.

      • 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.

      Availability of variable or path options for storing files varies by action. 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.

    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.

    In the Designer page: 

    1. On the design canvas, click the action you want to configure.
    2. Find the field where you want to reference the stored file.
    3. In this field, do one of the following:

      • 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."

      Availability of variable or path options for referencing files varies by action and field. See Connectors and Workflow actions.

Select the Box - New file start event

In the Designer page: 

  1. Open the Start event configuration panel: At the top of the designer canvas on the Designer page, click Start event.
  2. From Start from drop-down field, select Box.

  3. For Event, select Box - New file.

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

Configure the start event

During configuration of the Box - New file start event, you can select the folder path for monitoring, add provided start event variablesA 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 new file for use later in the workflow, and set conditionsA variable that groups several related variables of any type into a hierarchical structure. Objects can contain other Objects., such as requirements for the file name or creation date.

In the Start event configuration panel:

  1. Find the Source section.
  2. Select a Connection.

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

      A new window appears, prompting you for a connection name.

    2. Type a user-friendly Connection name.
    3. Click Connect.

      4. 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. For more guidance on connections, see Connectors.

    4. Enter credentials if prompted.

      Upon successful log in, you are prompted to grant or deny access for Nintex Workflow Cloud.

    5. Click the option to grant access.

      A window appears where you can assign owner and user permissions to the connection. Add Owners and Users, if required. For more guidance on connection permissions, see Permissions.

    6. Click Save permissions.

      7. Your newly added connection now appears in the Connection field.

  3. For Path, click (Browse) to navigate to the folder you want to monitor.

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

  1. On the canvas, click Start event.

    The configuration panel for Start event appears.

  2. From the Start from drop-down box, select a connector.

  3. From the Event drop-down box that appears, select an event.

    The Source section appears.

    Source section

    Note: The Source section is available only for some events.

  4. Click Add variables.

    5. A drop-down list appears, displaying a list of provided variables.

  5. Select the predefined variables that you want to add to your workflow.
    Note: 

    • To select all variables, click Select All.

    • If you know the variable and you want to find it faster, type the variable name in the Filter options field.

  6. Click Add.

    The Variables dialog box appears, displaying the variables you have selected.

    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.

  • Name: The file name, including extension. Text variable. Example: sunset.jpg
  • File ID: The Box GUID for the file. Text variable. Example: 22678531473.
  • Path: The full file path of the new file, including folders, file name, and extension. Text variable. Example: /Draft/sunset.jpg.

  • File variable: The new file, stored in Nintex Workflow Cloud for the duration of the workflow instance. File variable.

    Use the File variable to attach the new file to an email later in the workflow or to move or copy the new file to a new location. The configuration field in the action you choose must allow file variables

  • Created date: The date when the new file was added to the folder path in the Box account for the selected connection.
  • Created by (email): The email address of the person who created the new file. Text variable.
  • Created by (display name): The friendly identifier of the person who created the new file. Text variable.
  • Size (bytes): The storage size of the file added to Box.

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

Maintain path integrity

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
  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.

Note: 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.
Consumed by 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 new files. Use the folder browse icon to find and select the folder path. Example: /Draft. This value is case-insensitive. Do not add a trailing slash (as in "/Draft/").

Add variables

Displays selections for browsing, selecting, and adding variables to use throughout the workflow. For example, if you want to attach the new file to an email later in the workflow, then select the variable File variable.

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 file that start the workflow are available:

  • Name: The file name, including extension. Text variable. Example: sunset.jpg
  • File ID: The Box GUID for the file. Text variable. Example: 22678531473.
  • Path: The full file path of the new file, including folders, file name, and extension. Text variable. Example: /Draft/sunset.jpg.

  • File variable: The new file, stored in Nintex Workflow Cloud for the duration of the workflow instance. File variable.

    Use the File variable to attach the new file to an email later in the workflow or to move or copy the new file to a new location. The configuration field in the action you choose must allow file variables

  • Created date: The date when the new file was added to the folder path in the Box account for the selected connection.
  • Created by (email): The email address of the person who created the new file. Text variable.
  • Created by (display name): The friendly identifier of the person who created the new file. Text variable.
  • Size (bytes): The storage size of the file added to Box.

Conditions

Add condition

Displays fields for defining a new condition.

 

 When

The start variable the operator compares with the value. The File variable can't be used in conditions.

 

 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 'created date is after 2018-05-02, 12:49 PM. ', the operator is 'is after'.

 

 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 'created date is after 2018-05-02, 12:49 PM. ', the value is 2018-05-02, 12:49 PM.

 

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.