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Box for Salesforce: Overview and FAQs

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What is Box for Salesforce?

The Box for Salesforce integration bridges the gap between your enterprise content in Box and your data in Salesforce.  With Box for Salesforce, your team can share, access, and manage all Box content from within Salesforce.

Only users with a both a Box account and a Salesforce account can make full use of the Box for Salesforce integration.

How do I get Box for Salesforce?
What is different about the updated integration?
Do I need to migrate my data if I upgrade to the new integration?
Where can you access Box files within Salesforce?
What are the key benefits for end users?
What are the key benefits for sales management and operations?
What are the key benefits for IT decision makers and CIOs?
Does the Salesforce admin also have to be the Box admin for the integration to work?
Does the integration automatically create folders for all Salesforce objects?
Does the Box interface support custom Salesforce objects?
If a user renames an opportunity folder on Box, what happens to Salesforce record?
What happens when a lead is converted to an opportunity?
Does Box for Salesforce support seamless logins?
How does Box for Salesforce work on mobile devices?
What restrictions can an Admin place around Salesforce content in Box?
Does the integration support merging accounts
Are Salesforce communities supported?
How can I customize the Box for Salesforce integration?
Where can I get more information?

 

How do I get Box for Salesforce?

Box for Salesforce is available at no extra charge for Box Enterprise accounts (Salesforce accounts are also required). To get the integration, contact your Box Customer Success Manager or visit http://www.box.com/services/salesforce. Click Add and fill out the contact form. After filling out this form, a Box representative will contact you and assist with the installation process.

 

What is different about the updated integration?

The updated Box for Salesforce integration provides a rebuilt infrastructure to address multiple customer requests and enables long-term growth and enhancement. The primary benefits are:

  • Enhanced folder structure
  • Greatly increased permission granularity
  • Salesforce1 mobile integration
  • Support for multiple Salesforce organizations
  • Seamless login
  • Easier customization for customers and partners

Additionally, the Box for Salesforce integration no longer relies on partner tags. Consequently the red labels in the folder names are not created and displayed.

 

Do I need to migrate my data if I upgrade to the new integration?

Yes, you must migrate your data before using the new Box for Salesforce integration. Two main differences between the older version and the new version require a migration:

  • Updated folder structures: The new integration uses sub-folders for each object (Opportunities, Accounts, etc.). This is different from the flat folder structure in the older integration.
  • Associated metadata: The new integration stores metadata (partially for records and in a table) for associated folders, shared links etc., on Salesforce. The older version added partner tags to the Box folder.

 

Where can you access Box files within Salesforce?

The Box for Salesforce integration presents your enterprise content in three areas:

  • Box Files Tab: This tab appears in the All Tabs page in Salesforce and provides access to each team member's All Files Box directory without having to open a new browser tab to log into Box and leaving Salesforce.  The tab can be added to your customized tabs under All Tabs > Customize My Tabs.
  • Box Embed for Records: Box Embed can be added to a specific Account, Opportunity, Contact, Lead, or Custom Object Record layout, allowing your team to store and view content such as product information, marketing assets, and other enterprise content from within specific record pages. Instructions for adding Box Embed to custom and standard object records are available in Embedding Box in Salesforce.
  • Mobile access via the Salesforce1 mobile app

 

What are the key benefits for end users?

Individual workers in sales, sales operations, sales management, marketing, legal and procurement can use the integration to:

  • Do more with their content. They’re able to access it from anywhere, in any app, on any device – allowing them to work with content and each other in new, powerful ways.
  • Save time and increase productivity when searching, accessing, and updating files associated with an opportunity.
  • Keep content and discussions centralized in Box without ever having to leave a Salesforce record.
  • Track what content is being accessed by customers for updated status checks on leads.
  • Share content via Box with external, non-Salesforce users as needed.

 

What are the key benefits for sales management and operations?

  • Box makes the sales team more productive by providing a way to share and collaborate with customers on key documents in the sales process.
  • Management and ops teams love how content remains organized in one place, with comments and versions history to keep information from getting lost or confused.
  • Box also provides more visibility into how content is being used and how customers are responding. This can help to identify problems and to provide more insight for forecasting.

 

What are the key benefits for IT decision makers and CIOs?

  • Box for Salesforce allows admins to keep content centralized and secured on Box, while making it available at any time within a Salesforce record and across applications and devices – arming their users to get more done, easier.
  • With granular permission levels, activity tracking/reporting, and integrations with hundreds of business and productivity apps, Box gives admins significant insights into how content is being shared, used, and accessed.
  • Box can be used beyond Salesforce for collaboration and file sharing by any department in the company.

 

Does the Salesforce admin also need to be the Box admin for the integration to work?

For the Box for Salesforce integration to work, a service account (a Box account with Admin or co-admin privileges, at a minimum, dedicated to the Salesforce integration) must be tied to the Box for Salesforce integration.

See Box for Salesforce: Installation for more details on integration prerequisites.

 

Does the integration automatically create folders for all Salesforce objects e.g., Accounts, Leads and Opportunities?

Not automatically.  To start, the Salesforce admin will need to add Box Embed to object record page layouts.

Then, a user has to navigate to a specific record page and, within the Box Embed framework, confirm that they want to include content in Box for this record. Some Salesforce records might have an associated Box folder while others do not.

 

Does the Box interface support custom Salesforce objects?

Yes, for custom objects you can build your own Visual Force pages. See Box for Salesforce:Embedding Box in Records for instructions.

 

If a user renames an opportunity folder on Box, what happens to the Salesforce record?

Objects are linked by the tags in Box, which refers back to the Salesforce object ID. This means the Salesforce record name remains unchanged, but the embedded Box content will reflect the new folder name.

 

What happens when a lead is converted to an opportunity?

The Box for Salesforce integration allows the Salesforce admin to determine if a folder should be moved or remain as is. In either case, the opportunity links to the correct folder.

 

Does Box for Salesforce support seamless logins?

Yes. Box for Salesforces uses OAuth2 to connect to Salesforce with a dedicated Box account.

Box for Salesforce automatically logs the user into Box if the seamless login feature is enabled.

 

How does Box for Salesforce work on mobile devices?

Mobile cards for Salesforce1 are provided for standard objects. These mobile cards redirect users to m.box.com, which provides mobile access to all of your content either on a browser or the Box application (if installed).

 

What restrictions can an admin place around Salesforce content in Box?

The user's Box permissions determine permissions on Salesforce.

  • Read/Write access on Salesforce translates to an Editor role on Box.
  • Read-only access on Salesforce translates to a Viewer role on Box.
  • The Box for Salesforce integration ensures that all permissions are in sync.

When a user creates a Box folder for a Salesforce record, they are added as collaborators and, therefore, will only have access to this specific subfolder. A user will be able to see the folder path that leads to the record-specific folder without seeing any other content within those folders along the way.

See What are the different access levels for collaborators? for additional details on Box collaborator roles.

 

Does the integration support merging accounts?

The integration currently does not support merging accounts.

 

Are Salesforce communities supported?

No, Box for Salesforce currently does not support Salesforce communities.

 

How can I customize the Box for Salesforce integration?

Box offers a Salesforce Developer Toolkit that provides the ability to further customize the behavior of the Box for Salesforce integration programatically. The Toolkit consists of several global APEX methods that can be used to trigger and extend the default behavior: https://support.box.com/hc/en-us/articles/204526223

 

Where can I get more information?

We look forward to receiving feedback about the installation process and the integration through Salesforce AppExchange.

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