Using Generative AI in Box

Generative AI is transforming how we interact with content—helping us uncover insights faster and create new content effortlessly. With Box AI’s generative capabilities built directly into the Box platform, you can ask questions about your files, summarize complex documents, extract key data points, and even draft emails or meeting notes—all while keeping your data secure and respecting permissions.

Table of Contents

1. Generating Insights with AI
   1. Query Single Documents
   2. Multi‑Document Querying
   3. Querying Content in Box Hubs
   4. Automating Metadata Extraction
2. Drafting Content with AI
   1. Generate Drafts and Ideas
   2. Refine and Customize Content
3. Explore Common Use Cases
4. Best Practices for Using Generative AI in Box

Generating Insights with AI

Most enterprise data lives in unstructured formats like PDFs, Word docs, presentations, and emails. Finding relevant information buried inside these files can be time-consuming and frustrating. Box AI changes that by turning your content into an intelligent knowledge base you can query naturally.

Query Single Documents

One of the most powerful ways to get started with Box AI is by querying individual documents stored in your Box account. This feature lets you quickly find answers or summaries without manually reading through lengthy files.

1. Open the Document in Box
   Navigate to the file you want to explore within the Box web app and open it. Supported file types include text documents, PDFs, spreadsheets (text-heavy), and presentations.
2. Access the Box AI Tab
   On the right-hand side of the document viewer, locate and click the Box AI tab. This opens the AI interaction panel where you can type your questions.
3. Craft Your Query Using Best Practices
   When typing your question or request, be specific and clear. For example, instead of asking “Tell me about this document,” try:
   • “What are the key features described in this software requirements document?”
   • “Summarize the main steps in the installation guide.”
4. Submit Your Query and Review the Response
   After submitting, Box AI will analyze the document and provide an answer or summary. Responses include numbered references that you can hover over to see exactly which part of the document the AI used — helping you verify accuracy.

5. Ask Follow-Up Questions
   Keep the conversation going by asking related questions based on the initial response. This iterative approach helps deepen understanding and uncovers more detailed insights.

    

Multi-Document Querying

Sometimes, insights come from connecting dots across multiple files.

1. Select Multiple Files
   Use the checkboxes next to each file to select the documents you want to query together. These can be any supported file types like PDFs, Word docs, or spreadsheets.
2. Open the Box AI tab
   Click the Box AI button in the top-right corner after selecting files.

1. Type Your Query
   Enter a specific question or request that applies to all selected files. For example:
   • “Summarize the key points from these five project proposals.”
   • “What are the main risks mentioned across these contracts?”

This multi-doc querying capability saves hours of manual review and surfaces comprehensive insights in seconds.

Querying Content in Box Hubs

Box Hubs let you curate collections of related documents—like project plans, research reports, or customer records—and ask Box AI questions spanning all those files at once.

1. Create or Access a Box Hub
   Start by creating a new Hub or opening an existing one that contains a curated set of related documents—such as project files, research reports, contracts, or customer records.
2. Select Multiple Files Within the Hub
   Ensure your Hub includes all relevant files you want to query together. You can add or remove files anytime to keep the collection up-to-date.
3. Type Your Query
   Enter a specific question or request that applies to all selected files. For example:
   • “What are the common compliance risks mentioned across these contracts?”

   • “Summarize the key findings from all quarterly sales reports in this Hub.”

      

Automating Metadata Extraction

Metadata powers workflows and searchability but applying it manually is tedious. Box AI Extract Agents automatically pull structured data such as dates, names, clauses, or financial figures from unstructured documents and populate metadata templates.

This automation accelerates processes like contract management, compliance checks, and reporting—turning static files into actionable data without extra effort. To learn more about automating metadata extraction, click here.

Drafting Content with AI

Box AI isn’t just about reading and summarizing — it’s also a powerful writing assistant embedded right where you work. In Box Notes, you can ask Box AI to help draft outlines, meeting agendas, email announcements, blog posts, and more.

Whether you’re starting from scratch or refining existing text, Box AI helps you get unstuck and produce polished content faster.

Generate Drafts and Ideas

Simply prompt Box AI with requests like:

• “Create a meeting agenda for next week’s product launch.”
• “Draft an email announcing the new HR policy.”
• “Give me 5 creative ideas for our marketing campaign.”

Box AI responds with well-structured drafts you can edit or expand on, saving you valuable time.

Refine and Customize Content

Already have a draft? Ask Box AI to:

• Make it more concise or formal.
• Align tone with your brand voice.
• Add examples or explanations.
• Translate jargon into plain language.

You can specify output format, length, and style to tailor responses exactly to your needs.

Explore Common Use Cases

Best Practices for Using Generative AI in Box

• Be clear and specific: The better your instructions, the better the output.
• Provide context: Briefly describe the purpose or audience for the content.
• Iterate: Don’t hesitate to refine prompts or ask follow-up questions.
• Validate outputs: Always review AI-generated content for accuracy and appropriateness before sharing.
• Leverage custom instructions: Use Box AI Studio to set default tones or styles for consistent communication. Learn more about AI Studio here.

What to Learn Next?

Click here to learn how to improve how you communicate with Box AI and get more accurate, useful responses.