Recommendation for Automation – Improving the Efficiency of Outsourced Operations with Box – QUESTETRA BPM SUITE

Hi there!

Box cloud storage provides the ability to share files and folders with people outside the company. There are two ways to share: collaboration and shared links.

This article will show you how to automate sharing through collaboration.

If you want to know the difference between collaboration and shared links before you start, please read Recommendation for Automation – Difference between Box Collaboration and Shared Links.

No-Code Cloud Development Platform Questetra BPM Suite

The cloud-based no-code development platform Questetra BPM Suite is used to automate operations. This cloud service provided by Questetra is used for in-house systems production.

In Questetra BPM Suite, system development is performed using only a Web browser. The business system is built through the creation of workflow diagrams. In the constructed system, it is not only the business data that is digitized.

The system automates the transfer of business information from one person to another, as well as numerical calculation, data analysis, and the sending of formatted emails. Furthermore, data integration with other cloud services can also be automated.

No-Code Development Platform Questetra BPM Suite Overview
No-Code Development Platform Questetra BPM Suite Overview

Automation is achieved by placing the items to be automatically processed in the workflow diagram at the point in time when you want to automate the process (e.g. when the Quality Control Manager approves an inspection report, the inspection report file is uploaded to Box).

Various automation items available in Questetra BPM Suite will allow you to automate your operations easily.

Box Cloud Storage Box Collaboration

Box is a cloud storage service for businesses. The Box case studies page lists over 100,000 customers and 67% are Fortune 500 companies (confirmed 2022-02-15).

Various automation items available in Questetra BPM Suite allow you to easily automate your business operations. (v13.3.0)

  • Box: Upload File
  • Box: Copy File
  • Box: Move File
  • Box: Create Shared Link to File
  • Box: Delete Shared Link of File
  • Box: Delete File
  • Box: Download File
  • Box: Create Folder
  • Box: Search Folder
  • Box: Create Shared Link to Folder
  • Box: Delete Shared Link of Folder
  • Box: Delete Folder
  • Box: Add Collaboration
  • Box: Delete Collaboration

The mechanisms we will create in the next section will use [Box: Add Collaboration] and [Box: Delete Collaboration] (shown above in bold).

Efficient File Exchange for Outsourced Work

We will build a system in which the following processes will take place.

  • The person in charge of outsourcing enters the name and email address (used for the Box account) of the outsourcing party and the Box folder ID to be used for exchanging files. (Consignment Application)
  • The supervisor of the person in charge approves the application.
  • The collaboration will be added to the folder.
  • An email is sent to the consignee with information about the consignment and the folder URL of the Box.
  • The person in charge of outsourcing checks the deliverables.
  • The supervisor of the person in charge reviews and approves the results of the delivery check.
  • The collaboration is removed from the folder.
  • An email is sent to the consignee stating that access to the Box folder is no longer available.

The processes in bold in this workflow are processed automatically.

The first step is to create a workflow diagram. (The following is an example of the operation in Questetra BPM Suite.)

Workflow diagram of outsourcing work to crowdsourcing, etc.

The following four processes in the workflow diagram are handled by people (the blue square items).

  • 1. Consignment Application
  • 2. Commission Approval
  • 5. Delivery Check
  • 6. Delivery Approval

If the collaboration is approved in [2. Commission Approval], it will be automatically added to the Box folder at the gray item [3. Add Collaboration]. Next, an email containing the information about the consignment and the URL of the Box folder will be sent to the consignee at the red-circled item [4. Email Consignee (upon consignment)].

Then, when the delivery is approved at [6. Delivery Approval], the collaborations added to the Box folder will be automatically deleted at the gray item [7. Delete Collaboration]. Finally, the red-circled item [8. Email Consignee (when finished)] will send an email to the consignee stating that the Box folder can no longer be accessed.

Collaboration add/delete settings
Configuration for emailing contractors

In “1. Consignment Application,” a folder for exchanging files with the consignee is created in Box in advance. Then, enter the folder ID of the created folder. The folder ID is a part of the folder URL (the blue part below).

https://example.app.box.com/folder/xxxxxxxxxxx

When the consignment request is approved, the Box folder will be automatically set to the consignee as a collaborator (Add Collaboration). Immediately after that, the consignee will receive an automatic email with the URL of the folder to be shared.

After this, files are exchanged between the consignee (collaborator) and the person in charge of the consignment (not included in the workflow diagram). When the deliverables finally delivered by the consignee are approved for delivery, the sharing settings are automatically removed from the Box folder that was shared (Delete Collaboration). Immediately after that, an email is automatically sent to the client informing them that the outsourcing is completed.

Commissioning Application and Approval Process Screen
Delivery check and approval process screen
Emails sent to consignee
Workflow automation for outsourcing work to crowdsourcing and other organizations

Summary

We have introduced a mechanism whereby when an outsourcing contract is approved, the Box folder shared with the outsourced party is automatically set up for sharing (Add Collaboration). The system also has a function that automatically removes the shared settings (Delete Collaboration) from the Box folder when the delivery from the outsourcing partner is approved.

Box folders can be shared with people outside the company and unshared automatically, eliminating the hassle for the person in charge of setting up and unsharing folders. It also eliminates the hassle of sending an email notifying the user of the settings and cancellation.

All of these tasks are now handled automatically, simultaneously eliminating work errors and omissions that could have occurred if they were handled manually.

By using the automation items provided in the no-code development platform Questetra BPM Suite, you can build a system that automatically processes file copying and shared link creation without any knowledge or experience with Box’s API (Application Programming Interface).

Questetra BPM Suite is available for a 60-day free trial. If you are interested, please apply from the following link.

That’s all for now!

Reference

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