Box is a secure, cloud-based content management and collaboration platform that helps organizations manage, share, and collaborate on files and documents. It is designed to provide robust security, compliance, and integration capabilities, making it a popular choice for businesses across industries. Box allows users to manage workflows, access documents from anywhere, and securely collaborate with internal and external stakeholders. By integrating with Frends iPaaS, organizations can automate processes such as file synchronization, data sharing, and collaboration, ensuring content is efficiently managed and seamlessly connected with other enterprise systems.

Business use cases

Automated document synchronization

Box is widely used for storing and sharing files, but many organizations rely on multiple systems for document management. Frends can integrate Box with other platforms like SharePoint, Google Drive, or Dropbox to automate file synchronization. For example, when a document is uploaded to Box, Frends can trigger a workflow to copy that document to other repositories, ensuring consistency across systems.

Integration with ERP and CRM systems

Box can store critical business documents such as invoices, contracts, and sales materials. Through Frends, businesses can integrate Box with ERP or CRM platforms like Salesforce, Dynamics 365, or SAP. For instance, when a contract is uploaded to Box, Frends can automatically attach it to the appropriate customer record in the CRM system, ensuring all relevant information is stored in one place and accessible to sales or operational teams.

Secure external collaboration

Box enables secure collaboration with external partners, but automating workflows simplifies requests and sharing. For example, with Frends, an organization can set up a workflow where a file uploaded to a specific Box folder triggers an email or Slack message to external collaborators, providing them with secure access links and notifications. Additionally, Frends can ensure that access permissions are applied correctly and expire after a set period to maintain security compliance.

Archival and backup automation

Many organizations use Box as part of their strategy for document archival and backup. By integrating Box with Frends, businesses can automate long-term archiving workflows. For example, Frends can regularly scan specific Box folders and automatically move older documents to secure, long-term storage solutions like Amazon S3, ensuring compliance with retention policies and reducing clutter in active folders.

Workflow automation for approvals

Approval workflows often involve multiple teams and systems. Frends can connect Box with approval tools like DocuSign or internal business processes to automate the entire approval lifecycle. For instance, when a document is uploaded to Box requiring approval, Frends can trigger workflows to send the document to approvers, track their responses, and notify the original uploader once approval is complete. The system could also log the signed document back into Box in a specified folder.

Content usage reporting and analytics

Understanding how shared content is used can be critical for businesses. Frends can enhance Box reporting by integrating it with analytics platforms such as Power BI or Tableau. Frends can automate the extraction of metadata from Box, such as file access logs, and transform it into actionable insights, helping administrators understand file usage, monitor security, and optimize document management strategies.

Integration with collaboration tools

Box is often used alongside team collaboration platforms such as Microsoft Teams, Slack, or Asana. Frends can automate workflows to integrate Box with these tools. For example, when a new project folder is created in Box, Frends can trigger the creation of a corresponding channel or project in Slack or Asana, ensuring that all team members have instant access to the necessary resources.

Compliance and auditing support

For organizations operating in highly regulated industries, ensuring compliance with data retention and access policies is critical. With Frends, businesses can automate the extraction of file access logs, versions, and other metadata from Box for compliance monitoring. This data can be automatically formatted and archived in secure storage for auditing purposes, providing a streamlined solution for meeting legal and regulatory requirements.

Content lifecycle management

Box serves as an ideal platform for organizing and managing content throughout its lifecycle. Frends can help automate content lifecycle workflows, such as automatic deletion of obsolete files, renaming files based on corporate naming conventions, and moving files to specific folders based on their metadata or age. For instance, when a project is completed, Frends can move all related documents to an archive folder in Box, helping maintain organized storage without manual intervention.