Box - New file

Use the Box - New file 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 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 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 Box, see Connectors.

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

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."

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 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 new file for use later in the workflow, and set conditions, 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 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.

  • 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 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 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.

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.
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 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.