Ready Sign Doc automatically filed in particular folder after completion

What licensing level are you on?  Box Forms + Automate should be able to do what you’re asking.

I am on the Business Plan.  Willing to upgrade if we needed ready sign links.

I tried to think of how to more clearly communicate what I need:

We are creating a provider onboarding portal.

Every provider has their own onboarding folder in Box.

We use reusable Box Sign templates (Application, W-9, Paycor).

Our goal is for the provider to complete a Box Sign document via a link in the Box Note “homepage” that they land on and have the completed signed PDF automatically saved (or moved) into that provider's onboarding folder.

Is this possible using Box Automate/Relay, metadata, or another native Box feature without custom development?

If so, what workflow would you recommend?

There is a Vendor Onboarding Solution available that would involve a Box Consulting engagement, but if you want to take a look, you can choose “Solutions” from the left-side options.

Other than that, I would probably do something like this:
1. Create a Box Form (you can probably use the same form for all providers and just have a metadata field identify the specific provider).
2. When the form is submitted, it starts an Automate workflow where it creates a folder for that provider, uses Doc Gen to create personalized documents that include Box Sign tags, sends out the emails with the sign requests, and then performs additional tasks as needed (send a notification, route to an approval task, etc)
 

Thank you! Our provider folders are already created manually before onboarding begins. Is there a way for Box Automate to use the provider's existing onboarding folder rather than creating a new one? Our goal is for completed Box Sign documents (App, W-9) to be automatically filed into that provider's existing folder after signing.
 

Thank you for taking the time to help!
I will look into the Solutions tab you mentioned as well.

The challenge with having the folder already existing is figuring out how to connect a Box Forms submission with that particular folder.  I suppose you can have an AI agent configured to look at the submission and find a matching folder.  Lemme give that a try and I’ll follow up.

Okay, did some testing yesterday and there’s not an easy way to do this, today, if Automate does not create the folder as part of the workflow.  What we normally do in this type of use case is have Automate create the folder structure automatically after a Form is submitted.  There is a level of capability above Automate called Box Custom Connect, but there are recurring yearly costs on top of Box licensing as well as Box Consulting services to set everything up.

Does the folder have to be created ahead of time?

Hi Chuck, I am so grateful you are trying to help us!
The folder doesn't technically have to exist ahead of time. We currently create it manually because each provider receives a standardized onboarding folder with a dashboard, document library, upload links, and facility-specific folders based on where they'll practice. If Automate could create that folder structure and still allow us to customize the assigned facility folders before inviting the provider, we'd definitely be interested in redesigning our workflow around that.
If Automate made the folder itself, could it send  several box sign templates and auto save to the correct place? Am I understanding correctly?

Yes, if Automate creates the folder structure and you have a standard set of documents that go into that folder (along with whatever they upload), it can copy those over as well.

OK we are definitely open to going the automate route then. Is there a way to talk with you or another support person to get us started?

One follow-up: our provider template includes a Box Note dashboard, fillable PDF forms, File Request links, and facility template folders. Can Automate copy all of those as part of the template, or are there any components (such as File Requests) that need to be recreated separately?

Do you know if this will all work on our Business plan or would we need to upgrade (which we are fine with doing)