Creating workflows for Box users

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You'll get visibility of your Box users by creating configurable workflows to automate tasks such as:

• Workflows for transferring ownership of folders
• Workflows for onboarding and offboarding users
• Workflows for getting a SaaS user role

Before you start

To create workflows, you must have a Box business account, and you need to have completed the steps in Adding your Box credentials to Oomnitza.

We recommend that you also create the extended integration for Box users. You can use the information retrieved in these integrations to trigger workflows that can get user information.

Note
You must ensure that you have administrative permission to create, update and delete users and transfer files and folders before creating the workflows.

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add (+) and select People from the list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter Box in the search field. 
5. Select a preset:
   • Brex Create User
   • Box Deactivate User
   • Box Delete User
   • Box Transfer Owned Folder
6. To choose a preset, click the forward arrow (>).
7. Select the credentials that you created in Adding your Box credentials to Oomnitza.
8. Configure the API Block following the preset instructions below, and save your changes.
9. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
10. Connect the Blocks. 
11. Save, validate, and activate your workflow.

Using the Create User preset

The Create User preset creates a new managed user in an enterprise. This endpoint is only available to users and applications with the right admin permissions.

Requested Field	Details
User enterprise role	Enter either coadminor user
Available space in bytes	The user’s total available space in bytes. Set this to -1 to indicate unlimited storage.
Account status	Enter either active,inactive,cannot_delete_editor cannot_delete_edit_upload
Address	The maximum length of the address must be 255
User can see other enterprise users in their contact list	Enable to allow the users to see other enterprise users in their contact list.
External ID for the User	Enter an external identifier for an app user. This ID can be used to look up the user and tie user IDs from external identity providers to Box users.
Exempt user from enterprise device limits	Enable to exempt the user from enterprise device limits.
Exempt user from using two-factor authentication	Enable to exempt the user from two-factor authentication
User is restricted from collaborating with users outside the enterprise	Enable to restrict the user from collaborating with users outside the enterprise.
User can use Box Sync	Enable to allow the user to use Box Sync.
User job title	For example, CEO. The maximum length is 100characters.
Language of the user in the ISO 639-1 format	The language of the user, formatted in modified version of the ISO 639-1 format. For example, en. Box: Language Codes

Box: Create User

Using the Deactivate User preset

The Deactivate User preset deactivates a Box user account, by User ID. This endpoint is only available to users and applications with the right admin permissions. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab. You will notice that the Box User Login is referenced in the property {{user_external_id}}.Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields.   

Tip
Create a workflow that automatically deactivates a user account in Box that was deactivated in Oomnitza.

Box: Update User

Using the Delete User preset

The Delete User preset deletes a Box user account, by User ID. The User ID of the user to be deleted should be supplied in Advanced Mode >Information similar to the Deactivate User preset. 

Tip
Create a workflow that automatically deletes a user account in Box that was deactivated in Oomnitza. 

Important
The delete user request will fail if the user account still has content in it. To resolve this, either transfer all files or folders to another account or use the optional{force: true} parameter in Advanced Mode >Body to delete the users account even if the account still has content in it

Box: Delete User

Using the Transfer Owned Folder preset

The Transfer Owned Folder preset moves all of the items (files, folders, and workflows) owned by a user into another user's account. Folders can only be moved across users by users with administrative permissions. Only the root folder (0) can be transferred.

When you select this preset you need to supply the ID of the user that the folder will be transferred to in the Owner ID field. 

The User ID of the current folder owner must be supplied in Advanced Mode >Information similar to the Deactivate User preset. 

Tip
Create a workflow that automatically changes the owner of a Box folder. For example, you can run a workflow to change the owner of the folders of a user that you want to delete. 

Box: Transfer owned folders

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Use the SaaS User workflow

You can create a Saas User workflow in Oomnitza using the Box User Role preset. You can use this preset to get the Role information as well as the Last Login date of all users in an enterprise Box instance.

Warning
You may encounter 400 or 401 errors when using this preset. Make sure that your app is authorized by your enterprise administrator in order to work. You'll need to contact your enterprise admin with the API key for your app and ask them to approve it for use in your enterprise.

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the Box software entry in the Software > SaaS menu.

This preset uses the Admin Logs Events API which enables querying of historical Login events for up to one year. 

To create a Saas User workflow using the Box Role preset, complete the following steps:

1. Click Configuration > Workflows > Saas Users from the menu.
2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Box in the search field and choose the Box User Role preset.
8. Click the right arrow >.
9. Enter your Credentials.
10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Box > Users if they are not found in your Lever instance.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow.

To view active Box users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the SaaS tab, and select your software entry for Box.
3. Click Users in the side pane.
4. The Role and Last activity column will be populated to confirm that this user has been found in your Box SaaS.

Box: Get Enterprise Events

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.