Building Workflows
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. External collaborators will not be able to build or run workflows in the enterprise they are collaborated into.
Note
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.
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 do I do if an external user is not appearing for task assignment and/or as a mail recipient?
If you're the item's owner, create a workflow as item owner, and assign the external user.
If you're not the item's owner, create a workflow and invite the external user with the following conditions:
- The external user's account must exist before being invited.
- The external user must choose to automatically accept collaboration invitations.
- The invitation must not be pending with factors described here.
Managing Workflows
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. The Manage Workflows page displays, where you can see all the workflows you have created. You cannot view anyone else's workflows.
Does Relay guarantee real time execution?
No, Relay does not guarantee real time execution.
Does Box resume a workflow that stopped due to a system problem?
No. If a system problem stops a workflow before the workflow's completion, you cannot resume the workflow's execution. If this happens, you must do one of the following:
- Manually apply all subsequent processes, or
- Prepare a new file, and start the workflow from the initial trigger.
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 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.
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 25 flows per workflow. This ensures that complex, multi-step workflows are easy to read and maintain. 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.
I'm doing an audit. How long does Relay store the tracking data of the workflows (approvals, rejections, moves, watermarks, and so on)?
Relay retains and displays workflow tracking information for one year. If you need the ability to audit tracking information for more than one year we recommend you export the tracking data as a .csv and retain that file.
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.
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.
What happens when a workflow owner leaves the company?
Box Admins can transfer any workflows owned by the departed employee to anyone else within the same EID. They can do this via the Admin Console, in the same way they can transfer any content owned by the former employee.
Admins must transfer content and workflows together; they cannot transfer the content to one person and the workflows to another person.
To ensure the workflows continue to run smoothly:
- Verify that the new owner has Relay enabled in their enterprise. To enable Relay, from your Admin Console navigate to Enterprise Settings > Content and Sharing > Relay.
- Verify that the new owner has the correct permissions on the files and folders in the workflows so that the workflows do not stall.
All transferred workflows continue running as expected; if they’re active they remain active, and if they’re inactive they remain inactive. Workflow templates also transfer. The new owner can edit the workflows, and also monitor their status in the workflow tracking page.
Notes
- A workflow may also stall during the transfer process, until all of the corresponding content has been transferred.
- You can also transfer content via a Box API, as described here.
Folders
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.
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.
Tasks
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 someone reject an assigned task? What happens if they do?
You can reject approval tasks, but not general tasks. If an approval task is rejected, you can configure what happens next in your workflow – for example, you can redirect the workflow to a previous step in the process.
Metadata
Can multiple conditions be applied on metadata?
Yes. You can create compound conditions across multiple metadata attributes, much like the metadata trigger currently in Box Relay.
Do the form fields support input validation (for example, zip codes only being 5 integers)?
Metadata supports 5 data types:
- string
- numbers
- dates
- single-select drop downs
- multi-select downs
These are validated at the time of data entry. For example, you can only input integers into a number field.
Must I add a metadata template to the same folder on which I built a File Request?
No. Simply add the template into your File Request form, and when you build the form you can select the fields you want.
File Request Trigger
Must the File Request creator and the workflow owner be the same person?
No. It doesn’t matter whether the creator and the workflow owner are the same or different. It’s only necessary for them to have the appropriate permissions on the folder for File Request creation and Relay workflow creation.
How is a direct file upload different from uploading via File Request?
You can create a Relay workflow that’s triggered when someone submits content into a particular folder. But that is only for a single file. Further, by automatically associating a File Request to a Relay workflow, you can later modify the File Request – for example, to include additional files – without updating any workflows themselves.
Is the multi-file support for File Request trigger different from the multi-file support for the Manual Start trigger?
They are similar. In each case all files in the package move in lock-step through the defined workflow. If there is a Workflow Starter variable, Relay assigns the role of workflow starter to the person who created the File Request – not any of the people who uploaded content. That’s because File Request uploads can be anonymous.
Can I set up my File Request form as a template I can reuse?
Not yet. But later this year (2020) we are adding the ability to duplicate or copy a File Request to multiple folders so you don't need to re-create the File Request each time.
Is there a way to notify specific Box users when a file is uploaded?
Yes. You can turn on folder level notifications for file uploads in your folder settings. You can also use Relay to assign a task to someone when a file is uploaded in that folder.
I noticed the <> next to “” in the File Request box. Does this mean I could embed my File Request in a website?
Yes. You can embed your File Request as an iFrame on your own website.
If I have a File Request on a folder, can I still use that folder to initiate a separate workflow from a manual file upload?
Yes.
Workflow Templates
Can files show workflows? Can workflows be public and display to many people?
Any folder that has a live workflow displays a workflow indicator in the righthand Details pane. Workflow template functionality is expanding. At some point it will include the ability to publish custom workflow templates to a larger group of people in the enterprise.
To what extent can templates be modified?
When you select a template, you can modify as little or as much of it as you want, as your workflow warrants. For example, you can start with a template with two levels of approvals, and you can delete one or add a third. You can also duplicate and edit outcomes to easily add steps where you want to update your workflow.
Governance
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.
Miscellaneous
Can I assign collaborators a task in Relay?
Yes. You can assign collaborators a task in Relay. When creating the task, simply enter their email address and select the role you wish to assign them. If they are not already collaborated into the folder, we'll collaborate them automatically once you activate the Relay workflow.
Can tasks be assigned to multiple people?
Yes. You can assign a task to one individual or multiple individuals, or to a Box group (a pre-defined set of people within your enterprise). You can also specify that you want the task to be completed or approved by any or all task assignees.
Is there a way to add files AS the workflow progresses? For example, as part of step 4, someone must add a file to the workflow for a reviewer in step 5 to review.
Yes. We suggest you build multiple "flows" within a workflow and string them together.
If the account of the workflow creator is deactivated or deleted, what happens to the workflows they created?
When you transfer content and delete a user via the Admin Console, the workflows are transferred in their current states to the user you specify.
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.
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.
Can a collaborator on a single file trigger a workflow?
Yes, if the collaborator’s action – adding metadata, completing a task, uploading a file, and so on – is what triggers the workflow.