Here is a summary of the questions and answers from our august office hours on workflows.
Can automated metadata tagging be used to file content dynamically?
Yes. An Extract agent can identify metadata, generate a summary, and trigger notifications. Conditional branches can then create a folder or move the file based on extracted attributes. Workflow variables also allow an output from one step to be used in later actions. Box Relay supports compound metadata conditions and multi-step workflows.
Who qualifies as an “external user” in a notification step?
An external user is a collaborator outside your organization whose Box account was not created in your Admin Console and whose email address is not associated with your enterprise domain.
How long should a workflow remain “in process”?
It depends on the workflow. Synchronous actions may complete quickly, while asynchronous steps—such as tasks or Box Sign requests—remain in process until the external action is completed. Box does not guarantee real-time execution, so prolonged activity should be checked against the workflow’s specific outcomes. See the Box Relay FAQ.
Can admins monitor all workflows created by employees?
Currently, workflow visibility is primarily tied to the workflow owner. Users can view workflows they created, while admins can transfer workflows and review workflow activity as part of governance or ownership changes. A centralized, tenant-wide view of all user-created workflows would be a valuable governance capability.
How many tokens do agents use, and do tokens need to be renewed?
Agent token usage depends on the agent’s authentication method and the actions it performs. Authentication tokens generally expire and must be refreshed; this is separate from model or AI consumption limits. Box documents token refresh requirements here. Specific AI-agent consumption metrics should be confirmed for the applicable Box AI offering.
How can workflows handle multiple files uploaded together?
Use loop-over or multi-file logic where supported. File Request and Manual Start workflows can process a package of files together, allowing the files to move through the workflow as a group. Box provides multi-file workflow guidance in its Relay FAQ.
Checkout the full recording here and feel free to share further questions in the replies.
