This article details administrator settings for each aspect of the Box for Salesforce integration. All administrator settings to manage the integration are located within Salesforce. After configuring the integration, you can access the admin controls using the Box Settings tab.

 

Box Settings

To access the Admin Settings for the Box for Salesforce integration, click the + button in the navigation bar and select Box Settings from the list of application options. You will see the Box Admin Settings page.

 

Instructions and prerequisites for configuring these settings are available in Box for Salesforce: Installation.
 

 

Connecting Box to Salesforce

To integrate your enterprise content in Box and your data in Salesforce, follow this connection setup:

  • Box Service Account:
    • Is used exclusively for integration purposes (does not belong to an individual end user).
    • Owns the Salesforce content on Box and makes API calls from Salesforce to Box for the entire enterprise.
    • Has Admin or Co-Admin permissions on Box.

Note: If you don’t already have a Box Service Account, create it now (adding boxforsalesforce@example.com as a managed user on Box).

  • Box Salesforce Root Folder: The Box Service account has the ability to customize the name of the root level folder that is listed in the Box web application for all users. This provides flexibility to your end users so they can make the Box-Salesforce folder name more relevant and provide additional context for multi-org setups.

 

Convert Lead Folder

You can initiate the Box for Salesforce integration on any record type, including Leads. The Convert Lead Folder customization allows you to specify if the record-specific folder should be moved when a Lead is converted. The default options include Account, Contact, and Opportunity, but you can also map a Lead to a custom object. 

If you select an object to convert Lead folders, the record-specific folder automatically moves and inherits the new object naming convention once converted (for example, a Lead is set to convert to a Contact).

If you select Do not move folders, the existing Lead folder remains within the Salesforce root-level folder as a private folder.

 

 

Seamless Login

Seamless Login is an access control setting that allows your team to seamlessly login to the Box widget from Salesforce. When your team logs into Salesforce and Seamless Login is enabled, they are authenticated once, and the integration setup logs each team member automatically into Box for each subsequent visit to Salesforce records. This gives your team seamless access to the Box widget whenever they are logged into Salesforce.

If Seamless Login is disabled, your team members are prompted to log into Box to access content within the record-specific widget or the Box Files tab each time the browser session expires.

Seamless login can be enabled for the entire enterprise, as well as configured by each individual user under the Box User Settings section of Box Settings.

 

 

Sync Salesforce and Box Permissions

This setting allows you to update access to record-specific folders based on access in Salesforce. This process removes collaborators who gained access to record content through the integration but no longer have access to a given record. 

 

You, as the administrator, have the option to run the process by selecting Sync Now. This removes users with folder access to the record in Salesforce (either by visiting the record or by using an invitation to collaborate).

 

To schedule a regular cleanup, select Schedule Updates and complete the fields required to set the update cadence. The Apex Class should be 'BoxBatchScheduler' which is a component of the managed package.

 

 

If you, as the Admin, observe that there are a lot of records being retained in the 'BOSS Exception' custom object (API Name BOSS_Exception__c), you can run the BatchErrorScheduler scheduled process from the setup menu as shown below. The process doesn't need running very often as this is run as part of your scheduled BOSS process every time. This may be used as a one-time cleanup.

 

 

Example: The Sales team has a closed Salesforce instance where only the account owner can access the Account record. If the Sales territories change, you can update access to Box company-wide.

 

Note: If the cleanup job is not run or manually scheduled, user permissions that were deleted via Salesforce will continue to remain on Box.

 

 

Box User Settings

A session token identifies the connection between Salesforce and Box.

The Auto-Collab setting determines how a user gains access to record-specific folders on Box.

  • Enabled: A user can gain access to content by visiting a Salesforce record that already has a folder associated. Upon visiting the record in Salesforce, the user is automatically added to the folder as a collaborator with editor permissions.
  • Disabled: A user can gain access to content by opting-in to join the record-specific folder from Salesforce. Upon visiting the record in Salesforce, the user has the option to choose if they want to be manually added to the folder as a collaborator.

 

 

Permissions

The Salesforce integration provides granular permissions for Box users by mirroring the permissions a user has on Salesforce. The access structure provides increased security by ensuring that only users with access to a specific record have access to the associated content stored in Box.

 

Additional information on granting access and Salesforce permission sets is available in Box for Salesforce: Installation.

 

 

Collaborating on Record-Specific Salesforce Content

There are two ways for your team members to access and collaborate on record-specific content in Salesforce:

  • When your team members visit a record with no associated content, they can select Create Folder for this Account to create a folder and add themselves as collaborators with one click.



  • When your team members visit a record with Box content already associated, they are presented with one of the following options depending on their Auto-Collab setting:
    • Choose to opt-in as a collaborator to the folder. This manual opt-in field targets users (managers and “cruisers”) who see more records but do not necessarily need to see the Box content for all of them.
      or
    • Automatically be added as a collaborator (lazy loading) allowing each member to simply gain access by visiting the record. The Auto-Collab field (must be enabled for this option) targets individual contributors who see fewer records but typically need deeper access.

 

 

Box Custom Objects

The Box for Salesforce integration supports the ability to embed the Box widget into Custom Objects. For more information, see Box for Salesforce: Installation.

 

For questions, support, or feedback, contact your Box Customer Success Manager or Box User Services.

 

 

Other References

 

Feedback

We look forward to receiving feedback about the installation process and the integration through Salesforce AppExchange.