Box

1. Overview

The Box integration allows automatic management of folders and files directly from the Skills Workflow platform, maintaining a synchronized hierarchy of clients, projects, and jobs with the organization’s Box environment.
The goal is to centralize document and file management within Skills Workflow while retaining Box’s collaboration and security features.

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2. Authentication

The integration uses the OAuth2 Client Credentials flow configured in a custom Box App.

Required configuration in the Box App:

• Enable the following options:
  • “Allow as-user header”
  • “Generate user access token”

Keys and tokens:

• Client ID and Client Secret are obtained from the Box App and configured in the Skills Workflow System Parameters.
• Access tokens are generated through an automation workflow in Skills Workflow.
  • Application tokens are used to create global folders.
  • User tokens are used to upload and access files according to user permissions.
• The refresh token is automatically managed by the backend through an automation workflow.

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3. Supported Flows

• Automatic folder creation based on the Skills structure:
• Client > Project > Job > Job folders template (Job folders templates are defined in the System Parameters.)
• File uploads are performed directly in Skills through the embedded Box widget, respecting the mapped Box folder.
• File preview directly inside Skills.
• Synchronization of shared links between Box and Skills.
• Automatic folder creation when new objects (Clients, Projects, Jobs) are created in Skills.

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4. Folder Configuration (User Field)

Each Job or Document includes a User Field named Box Folder that stores the Box Folder ID.
This ID is used by the Box uploader to associate uploaded files with the correct folder.

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5. Webhooks

Webhooks are configured within Skills Workflow to trigger folder creation in Box when documents or jobs are created.
These webhooks are internal to Skills Workflow and connect directly to automation workflows responsible for folder management.

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6. Automation Workflows

Automation workflows can automatically create and map Box folders.

Example:

• Trigger: Job Created
• Actions:

1. Create Box Folder
2. Update the Box Folder user field in the Job.

This ensures every new job is immediately associated with its corresponding Box folder following the defined hierarchy.

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7. Skills Workflow Configuration

Global Activation

Navigate to:
Maintenance > Configurations > System > Preview > Box Integration
Enable the option: Enabled

Additional Options

• Enable Box Annotations to allow commenting directly in Box.
• Define file access levels according to user roles.
• At document level:
  Document > Configurations > FileSystem > Enable Box

User Mapping

• User mapping is based on the email address in the user’s Skills profile.
• The same email must exist in Box.
• The Box App User must have access to these users to obtain their Box User ID and perform file operations under their permissions.

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8. Common Errors and Debugging

Issue	Probable Cause	Solution
“BoxNoFolderConfigured”	Missing Box Folder field value	Verify if the automation workflow created the folder correctly
Token expired	Session expired or refresh token error	Trigger new OAuth2 authentication
Upload not visible in Box	Folder creation automation failed	Check automation workflow logs
User cannot access file	Incorrect email mapping	Confirm user email in Box matches Skills profile
Webhook not triggering	Incorrect configuration	Review webhook or automation trigger setup