Who can create or edit a workflow?
Admins can grant individual access to build workflows in Relay. When you have access, you can create workflows that trigger on any folder you own, co-own, or can edit.
You can only edit workflows you have created.
Who can activate or deactivate a workflow?
Anyone who creates a workflow can subsequently activate it or deactivate it. You cannot edit anyone else's workflows.
Can a collaborator on a file trigger a workflow?
Yes. Actions performed by a file collaborator, such as completing a task, applying metadata, uploading a file, and so on, can trigger a workflow.
Where can I view all my workflows?
To view all your workflows, in your Box Web app home page, in the lefthand navigation, click Relay. You can see all the workflows you have created. You cannot view anyone else's workflows.
I want to replicate a workflow across multiple folders. How do I do that?
From your All Workflows page, next to the workflow you want to replicate, click the ellipsis (...). From the drop-down menu that displays, click Duplicate. When the workflow duplicates, you can update the folder you want on each trigger or outcome.
How do I know if a folder has an active workflow running?
Use the Box Web app to view details of the folder. These details include the workflows associated with that folder.
To see if a folder is part of a workflow
- In Box, navigate to the folder you want, and open it.
- In the right-hand navigation, click Details.
- In the list of details that displays, scroll down to the Workflows section. All workflows with which this folder is associated display here.
To see the specific details any of these workflows (triggers, outcomes, and so on), click the workflow you want.
When I make a folder part of a workflow, does that workflow also apply to any parent folders or sub-folders?
No. Workflow actions involving folders affect only the individual folders you specify -- not any subfolders or parent folders.
If I lose owner or co-owner access to a folder referenced in my workflow, what happens to my workflow?
The workflow remains active. But if you update the workflow and remove the folder, you cannot add it back in. Also, when the workflow reaches the step that references the impacted folder, that workflow fails.
If a file/folder referenced in my workflow is deleted, what happens to my workflow?
The workflow remains active. Also, when the workflow reaches the step that references the deleted file or folder, that workflow fails.
If the workflow has already completed the steps that involve the file or folder, it continues as normal.
If the account of the workflow creator is deactivated or deleted, what happens to the workflows he or she created?
All those workflows are deactivated.
If a workflow is deactivated, what happens to any executions that are currently running?
Workflows waiting on tasks will terminate. Workflows not waiting on tasks continue until either they reach a task outcome (and terminate) or they continue through the final outcome.
What happens if multiple workflows have the same trigger on the same folder?
All workflows with a triggered event begin in whatever order the events have been triggered. If there are conflicting outcomes in the workflow – for example, if Workflow A moves the file to Folder X and a Workflow B moves the file to Folder Y – then whichever workflow completes first takes precedence over the other.
If I update a workflow (that is, change one or more outcomes), what happens?
If the modified outcomes have not yet been reached, all current and future executions follow the new configuration.
What happens if my workflow tries to delete a file that is placed under legal hold?
You cannot delete a file that is currently placed under legal hold. The execution fails.
What happens if a file referenced in a workflow is moved to quarantine?
All current executions pause until the file moves out of quarantine and returns to the original folder location. At that point the workflow resumes.
Can Box Relay handle multiple files as part of a workflow?
No. Today, you can only run a workflow on a single document. This is on our roadmap for prioritization.
Can I add a reference document as part of the process?
No. But you can link to a document in the body of a task message.
Is there a limit to the number of workflows I can have? Or the number of flows in a workflow? Or the number of outcomes in a flow?
There is a limit of 10 flows per workflow. There is no limit to the number of outcomes per flow. There is also no limit on how many workflows can exist for an enterprise.
Can someone reject an assigned task? What happens if they do?
You can reject approval tasks, but not general tasks. Any rejected task in a Relay workflow ends the workflow execution. Workflow execution also ends if there are multiple task assignees and just one assignee rejects the task.
What does a "Failed getting folders" error message mean?
If you receive this error, you do not have access to one or more of the folders involved in the workflow.
Are task assignees notified when the time to complete their task is approaching?
Box reminds task assignees 24 hours before their task is due. Box sends out a second reminder at the time the task is due. More information on tasks in Box.
Can a collaborator on a single file trigger a workflow?
No. Actions performed by a single file collaborator (completing a task, applying metadata, and so on) do not trigger Relay workflows. Single file collaborators can still be involved as a step in a running workflow; they just cannot trigger or start the workflow.
What happens if a file is moved or copied into a folder that already contains a file with the same name?
Box avoids a naming conflict or an accidental overwrite by applying a timestamp to the file being moved or copied.