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Box Automate runs workflows: directed graphs of steps that start from a trigger and run outcomes until an end state is reached. In the workflow builder, you place triggers and outcomes on a canvas; outcomes are the automated steps the workflow performs (this guide uses outcomes for the same idea when talking about integration). Triggers are content-aware and can be scoped to folders or metadata. Exact trigger and action types available in your tenant depend on product configuration.

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Triggers

A trigger defines when a new run of a workflow should begin.

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Common trigger types

  • File events — When a file is uploaded, moved, copied, downloaded, or deleted; also preview, lock, unlock, watermark removed, add collaborator, classification applied, or file-with-metadata scenarios.
  • Folder events — When a folder is created, moved, copied, downloaded, or deleted, or when a collaborator is added.
  • Tasks — When a general task or an approval task completes (including accepted or rejected approval outcomes).
  • File Request — When someone completes a File Request form and submits content to the designated Box folder.
  • Box Sign — Sign events such as completed, declined, expired, or cancelled.
  • Metadata — When a specific metadata template is applied or a specific file or folder.
  • Manual start — A user starts the flow from the file or folder in the Box web app.
  • Form submissions — If enabled for your plan (for example Enterprise Advanced+), a workflow starts when a designated Box Form is submitted.
  • HTTPS request — An external system starts a run by sending an HTTP request to a unique URL that Box Automate assigns to the workflow.

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Outcomes

Outcomes are the steps that run after a trigger fires (called outcomes in the builder). You can chain multiple outcomes and pass data between steps with variables. Key outcome capabilities
  • File outcomes — Move, copy, rename, delete, lock, unlock, add or remove watermark, add or remove collaborators, apply classification, and related file operations.
  • Folder outcomes — Create, move, copy, rename, delete, restore, add or remove collaborators, apply classification, and related folder operations.
  • Collaboration — Add or remove collaborators on files or folders dynamically.
  • Task assignments — Assign approval tasks or general tasks to users or groups, with instructions and due dates.
  • Notifications — Send email to recipients; subject and body can use variables (for example the person who started the workflow).
  • AI and advanced — Box AI for metadata extraction, summarization, or Q&A; options such as document generation (DocGen) and requesting signatures (Box Sign). Prefer an approval or review step after AI steps when results must be verified.
  • Metadata — Apply, update, or extract metadata (including with AI) for files and folders. Treat agent output as potentially unpredictable and add human review before critical next steps when needed.

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Logic

Workflow logic controls branching and data flow between steps.
  • Branching — Route the workflow on conditions (for example, if an approval task is rejected, move content to a different folder than if it were approved).
  • Loops
    • For each — Iterate over a list of users, files, or all files in a folder.
    • Loop back (go back) — Return the flow to a previous step, with a configurable maximum loop count.
  • Variables — Reuse information from earlier steps in later outcomes (for example, a rename step can use a metadata value from a prior AI step or the name of the user who uploaded the file).
  • Merging — After parallel branches, merge back to a single path before a final outcome.
When integrating through an HTTPS request, you may also use conditions on field values, metadata, or structured AI output; JSONPath or similar approaches to read nested payload fields; and AI outputs as inputs to conditions or downstream outcomes where supported.