Automating a multi-step Google Calendar & vendor COI renewal workflow?

Hi ​@504lainie, thank you for reaching out to us and for sharing your use case.

At this time, creating this exact workflow within Box Automate is not supported. Specifically, our workflow builder does not currently support webhook-based triggers, though this feature is actively tracked on our product roadmap for future consideration.

Additionally, automated reminder logic based on inactivity (such as triggering a reminder email if a file has not been uploaded after a set period) is not natively available in the near term. While we recognize the value of this functionality and have it on our long-term roadmap, it is not slated for our near-term release schedule.

Thanks, and please feel free to reach out if you have any other concerns.

This answer is AI-generated.

Box Automate can't do the whole chain on its own (as Jey said, no external trigger and no "nothing uploaded after X days" reminder), but you can get close by splitting the job: Box handles collecting the file, and a simple tracker handles the dates and reminders.

1. One folder per vendor, with a File Request on it
Box only allows one File Request per folder, so create a folder per vendor (e.g. "COI - Vendor name") and create a File Request link on each. File Request isn't available on every Box plan, so check that yours includes it. Vendors don't need a Box account to upload. In the form you can add a required Email address field and a File Description field, and if your admin has metadata turned on, required metadata fields such as policy number and expiry date. That gives you the details you need for the accuracy check in step 4 without retyping them.

2. Get told when something arrives
In each vendor folder's settings, turn on "Notify me when file uploads occur in this folder." That email is your signal that step 3 (the follow-up) is no longer needed.

3. Keep the dates in one tracker instead of calendar events
A sheet with one row per vendor works better than reading calendar events: vendor, contact email, insurance agent email, current COI expiry, date you sent the request, date received, verified (Y/N). Add a "follow up on" column = request sent + 7 days, and filter or highlight rows where that date has passed and "date received" is still empty. That's your reminder list for the week. If you want it fully automatic (send the request X days before expiry, send the follow-up if still blank), that needs a scripting or automation tool on the sheet side; Box itself won't fire it.

4 and 5. Accuracy check and agent verification
Keep these as a manual step on each received file: compare the uploaded certificate against the metadata the vendor entered, then email the insurance agent and mark "verified" in the tracker when they confirm.

One thing to watch: the File Request link can be given an expiration date in its settings. If you reuse the same link every year, leave that off, or update it before you send the next renewal request.