Relay Lite enables you to define and launch a workflow to automate a range of otherwise-manual collaborative business processes, such as:
- Contract approvals
- Content collaboration
- Budget approvals
- New employee on-boarding
Anyone can define and launch a workflow, if:
- their organization gives them the permission to do so.
- They own, co-own, or can edit the folders involved in the workflow.
If when you identify a folder for your workflow you receive the following error message:
You do not have sufficient permissions on a file or folder in this workflow.
contact your Box Admin to change the Relay setting to allow editors to build workflows.
To define a workflow, you need three basic things, in this order:
- A triggering event – some action on a file that, when it is performed, initiates the workflow – for example, a file upload or a completed task such as a contract approval.
- The event location – a folder in which the triggering item is located or to which it is sent.
- An outcome – what you would like to happen after the triggering event occurs – for example, a file moved or uploaded to a “Completed” folder, or assigning and forwarding a document to someone else for an additional signature.
As an example, let’s take the following simple marketing campaign approval process:
- A team member submits the proposal for approval
- A marketing executive gets the proposal, reviews it, and approves the campaign.
- The approved proposal moves to an "approved” folder, and the marketing team can begin its campaign.
Here’s how you could plan that workflow:
- Identify the campaign proposal as the triggering file.
- Identify a folder called “Pending Review” as the location.
- As an outcome, assign a task – approval of the proposal – and indicate the approver and, optionally, a timeframe within which the proposal must be approved, such as 8 hours or 3 days. When a team member uploads the proposal document to the “Pending Review” folder, Relay Lite forwards the proposal to the marketing executive you assigned to review it. At that time Relay Lite also sends an alert to that person's task center.
- As a second outcome, identify another folder called “Approved Proposals Q4” into which Relay Lite automatically moves the proposal when the marketing executive completes the task (in this case, approving the proposal).
When you start designing an automated workflow it’s helpful to envision and write down your workflow first (perhaps with Lucidchart, Powerpoint, and so on). That helps you identify or create the folders (that is, the locations) you need. From there it’s straightforward to create the workflow in Relay Lite.
Relay Lite consists of a small subset of the advanced capabilities of the full Relay, which is a paid add-on to Box. Relay Lite limits you to certain specific file and task events, and only a single trigger and output per workflow; Relay includes a multitude of triggers and outcomes based on file, folder, metadata, and task events, enabling you to automate almost any repeatable business process that's centered around content. More information on Box Relay.