Box Relay for File Requests

This guide will walk you through the steps to set up a basic File Request workflow using Box Relay. Box Relay is a workflow automation tool designed to streamline and automate processes within Box, and is a convenient way to manage documents and content within Box.

For the purpose of these instructions we will be setting up a basic File Request workflow, though there are many more things that can be accomplished with Relay depending on your needs and the end goal. A basic File Request workflow is beneficial for sharing a link that others will click on, upload the files that are requested, and depending on the outcomes of the workflow it can organize, rename, edit permissions, copy the file, and many more options.

The process consists of three main parts:

Creating the Destination Folder
Enabling File Request
Creating and Activating the Workflow

Steps:

Creating the Destination Box Folder

Log in to http://box.pomona.edu to create the main (parent) folder where files will be submitted to. Click on the New+ button on the top right corner and select Folder in the list of options.
In the pop-up window, enter the Title of your folder and click Create.
Enabling File Request

Enable the File Request setting on the folder you created by clicking on the folder and look at the right hand side menu for File Request. It will be disabled by default, but you can click on it to enable.
A new pop-up window will appear. Make sure the Link is enabled setting is toggled on. This will create a link that can be shared with the individuals for which you wish to gather files from. You can click on Settings to bring up additional options, like requiring users with the link to log in to Box or setting an expiration date for the link. Finally, click on Edit to adjust was users will see when they click on your link. This allows you to add a title, description, and additional fields such as metadata.
Start by editing the title[1] of your File Request page, then add a description[2] of what you are requesting or any detailed instructions. Next, adjust the action description[3] or keep 'Upload files' if that works for you. Click on the Add a field[4] option to add additional elements to your page, such as requesting a file description, email address, or adding an additional file upload box (for requesting multiple files). When finished click Save[5] at the top right corner. You can also Preview by selecting the preview button next to Save.
Creating and Activating the Workflow

The last step is to set up a workflow. Go back to the main Box website and click on Relay on the left hand side menu.

Then, click on New Workflow located at the top right corner.
In the new page, start by giving your workflow a title and description[1] that will help you identify it in the future. Then select File Request[2] and Select a folder[3] to bring up a window that will let you select the main folder you created in steps 1 & 2.
Start adding outcomes based on your needs. You can start with A File Action to select the option to copy, move, or rename the file, and even add collaborator to the file. Each option will have you indicate the action of the outcome. For example, if you select Copy, you will be asked "Which file should be copied?" and "Where should the file be copied to?".

If you select Move, you will be asked "What file do you want to rename?" and "What should the file be named?". In most cases, the first question (which file / what file) will be 'The file that triggered the workflow', which is the first option so will see when clicking on that field.
Continue adding outcomes by selecting the +Outcome button until your workflow is complete. When finished, click on the blue Activate button located at the top right corner.
Test the workflow before sharing the link with other users. You can do this by copying the link generated in Step 4, pasting it in your browser, and submitting the files and extra fields you required. To see if the workflow worked as expected go into the main folder for this workflow and check the files to verify the outcomes worked (renaming, moving, adding collaborator, etc.).
When you have confirmed the workflow is working as expected, share the link with the individuals you are requesting files from.