Hi there!

In this article we will introduce how to build a system for handling document requests using Box. In the system we will build, when a name and email address are entered in the document request form, an email is sent to the requester with a URL to view the document file.

All processing after the receipt of a claim is automated, which significantly reduces labor and prevents errors.

No-Code Development Platform Questetra BPM Suite

We will be using the cloud-based no-code development platform Questetra BPM Suite to automate operations.

In Questetra BPM Suite, you can develop a business system 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 between people, and also automates processes such as numerical calculations, data analysis and formatting, and email transmission. Furthermore, data integration with other cloud services can be automated.

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

Such automation is achieved by placing items in the workflow diagram that will be automatically processed in some way at the desired time. For example, once the section manager approves a quotation, the quotation file is uploaded to Box.

By using the various automation items provided in Questetra BPM Suite, you can easily automate your business operations.

Box Cloud Storage File Copy

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).

The following automation items provided in Questetra BPM Suite (v13.3.0) introduced in the previous section are related to Box.

  • 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 mechanism we will create in the next section will use [Box: Copy File] and [Box: Create Shared Link to File] (shown above in bold).

Automated File Duplication in Response to Requests for Information

In this case, we will build a system in which the following processes will take place.

  • The person requesting the materials enters their name and email address on the request form.
  • The materials stored in Box are copied.
  • A shared link to the copied file is created.
  • An email with the shared link is sent to the person who requested the materials.

The entire process is automatic except for the initial entry of the name and email address by the requester.

First, we will create a workflow diagram of this operation. (The following is constructed with Questetra BPM Suite)

Information Request Workflow Diagram

In this workflow, only the item highlighted in blue on the far left, «1. Information Request Form» is processed manually. Once the name and email address are entered here, the subsequent steps will be processed in the following order.

  • In [2. Copy Document] a source file that has been previously saved in Box will be copied.
  • In [3. Create Shared Link] a shared link to the duplicated file will be created. At this time, the expiration date of the link is also set.
  • In [4. Email to Requester] an email with the created shared link URL will be sent to the requester.
Prepare source files stored in Box
Setting up automated items [Copy Document] and [Create Shared Link].

Set the file ID of the source file saved in Box beforehand as the initial value for the Data Item [Source File ID]. The file ID of the source file is a part of the URL of the file (the blue part below).

https://example.app.box.com/file/xxxxxxxxxxxx

Also, create a folder in advance where the duplicated files will be saved. Set a part of the URL of the created folder (the blue part below) to «C3: Folder ID to store» in [2. Copy Document]. (Similar to the file ID, right?)

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

In [3. Create Shared Link] a deadline for the shared link is set. In this case, we will set the deadline to one month after the application. Select [After a month of process start time] as the default value for the Data Item [Shared Link Expiry Date].

Once the request is made, the requester can review the materials by clicking on the URL in the email received.

Setting up email transmissions and requesting information
Information Request Workflow

Summary

In this article, we introduced a method for building a fully automated system in which once a name and email address are entered in the information request form, there is no further human involvement.

When the request information is entered in the request form, a URL for viewing the materials is sent to the requester by email. The URL has an expiration date, so even if it is shared on social networking sites the impact is minimized.

The fully automated system reduces the time and effort required for file copying and sharing settings compared to manual handling. In addition, it prevents mistakes such as forgetting to respond to a request, delay, sending an incorrect file, or misdirecting the email to the wrong recipient.

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 of Box’s API (Application Programming Interface).

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

There are still a variety of automated operations that can be achieved. We will introduce them in future articles.

That’s all for this time!

Reference

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