How Do I Create an Automated Process?

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To create a new automated process on Box, follow these steps:

  1. In the Admin Console, click the Automation tab automation_tab_icon.png.
  2. Click Add New Automation
  3. Enter a name for your automated process in the Automation name field
  4. Enter one of the triggering events for your Automation in the If this happens section. Each event is applied to the folder selected in the In this folder field. The triggering events a to assign a task are:
    • File Uploaded: Triggers an event when a file is uploaded
    • File Moved: Triggers an event when a file is moved
    • Task CompletedTriggers an event when a task is completed
  5. Enter the automated event using the Then do this section to assign a task.
    Note:
    When the triggering event from the If this happens section occurs, you can set an automation that can perform one of 2 tasks:
    • Assign a task: to the individual(s) you specify in the To this person field.
    • Move File: to the folder you specify in the To field.
  6. Add steps as needed by clicking the Add Another Step button and repeating steps 4 and 5 in the new step section.
  7. Click Start Automation to apply your automated process immediately

Notes:

  • Avoid cyclic dependency when adding automation tasks. For example, if youadd the following automations:
    • Moved a file to Folder A and then moved it to Folder B and
    • Moved a file to Folder B and then moved it to Folder A
    • If a file is moved to Folder A (or Folde B), this will result in a cyclic move.
  • Box prevents de-duplication (repeating the same tasks within a given time period). If you get into this situation, the process stops after the last action that was not already performed. In this case, the move to Folder B is the last action (as moving it back to Folder A is an action that was already performed).

 

automation.png

A notification will appear in the folder where Automations are enabled, detailing the event that triggers the Automation as well as the subsequent event. Click Show details in the right-hand corner of the notification to view the Automation events or Hide details to collapse the notification. Notifications will not appear in the destination folder for files that have been moved as a result of an Automation (only in the folder where the Automation originated).

Please note the following visibility permissions will apply to the Automation notification:

  • Users collaborating in the folder where an Automation originates will see the notification that an automated process is applied to files in the folder
  • If users are not collaborating in the destination folder in a given Automation, they will not see the destination folder's name in the details (it'll be hidden)
  • If users are accessing the folder where an Automation originates anonymously via a shared link (not logged in to Box or not part of the organization), they will not see any Automation notification at all
  • If users do not have permission to view the collaborators in a folder (collaborators are hidden or the user is part of the organization but not collaborating in the folder), they will see the notification, but will not see the user to whom tasks are assigned
  • If users are not collaborating in the folder where an Automation originates, but are collaborating in the destination folder, they will see the destination folder name in the Automation notification (if the notification is exposed to them)
  • Visibility permissions correspond to the collaborator permissions and cascade from parent folder to any corresponding child folders

Please use the following chart to reference the visibility associated with Automation notifications at a glance:

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