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<p>You can connect your Salesforce account with <strong><a href="https://www.box.com/en-in/home">Box.com</a></strong> in at least two ways. By following a few simple steps, you can link Box.com folders to Accounts and Contacts in Salesforce, allowing you to automate document storage. </p> <p>You are using Salesforce for managing customer relationships and Box for secure document storage. However, using these two platforms separately leads to operational inefficiencies.</p> <p>Salesforce Files provides basic document storage, but it doesn't support advanced collaboration, real-time editing, or large-scale storage needs. It means your teams waste a lot of time dealing with contract issues, face compliance risks due to inadequate permission controls, and encounter storage limitations that lead to extra fees.</p> <p>By connecting Box and Salesforce, you can create a smooth workflow. It allows you to store essential files securely while keeping them easily accessible from the Salesforce platform.</p> <p>In this post, we will explain how Box for Salesforce works, discuss the advantages and disadvantages of each integration option, and outline their limitations.</p> <h3><strong>What is a Box?</strong></h3> <p>Before we start, let me explain what a Box is. <strong><a href="https://www.box.com/en-in/home">Box</a></strong> is a system that helps you manage your files in the cloud. With Box, you can store your files online, control who can view or edit them, and access your files from anywhere. They promise that your data will be secure and that you can easily collaborate with others.</p> <p>Toyota, IBM, General Electric, and Coca-Cola, along with 69% of the Fortune 500, use Box, according to their website. </p> <p>Box also connects with over 1,400 apps, including <strong><a href="https://www.salesforce.com/in/?ir=1">Salesforce</a></strong>.</p> <p>Box is a cloud-based system for managing files and sharing them securely between organizations. It allows users to control access to files, automate workflows, and connect with business apps like Salesforce.</p> <p>Box is a secure tool that protects your data with encryption and multi-factor authentication (MFA). It goes beyond basic file sharing, making it great for teamwork. You can edit documents in real-time, leave comments, and automate workflows.</p> <h3><strong>Why Box to Salesforce Integration</strong></h3> <p>Box is a reliable and convenient cloud storage option for important documents, such as legal files. It allows you to share files easily through links and request documents from prospects and customers at different levels.</p> <p>Box integrates with various document management solutions, like DocuSign. It improves usability by automating the transfer of necessary data to the correct account and by streamlining the storage of signed documents.</p> <h3><strong>How Box for Salesforce Functions</strong></h3> <p>There are two main ways to integrate Box with Salesforce, and each has its advantages and disadvantages. The first way is to use the Box for Salesforce app, which you can find on AppExchange, Salesforce's app marketplace. The second way is to create a custom integration of Box for Salesforce.</p> <p>Let’s explore both options in detail.</p> <h3><strong>Why Use Box with Salesforce</strong></h3> <ul> <li> <p>Setting up Box for Salesforce is easy and requires no coding.</p> </li> <li> <p>Box can convert Leads and move files from Leads to Accounts, Contacts, and Opportunities.</p> </li> <li> <p>The application automatically shares Box files among users.</p> </li> <li> <p>You can view Box files directly in Salesforce and add new files there.</p> </li> <li> <p>You can also assign tasks to team members, comment on files, and edit documents.</p> </li> <li> <p>Additionally, you can share files with people outside of Salesforce.</p> </li> <li> <p>The application lets you share files and folders with customers using standard sharing features. You can even request documents from external clients directly from Salesforce.</p> </li> <li> <p>This integration is quick—taking up to 6 days—and cost-effective for your needs.</p> </li> </ul> <p>If you want to customize your Box account to fit your business processes, you may need help from a <strong><a href="https://www.codleo.com/salesforce-consulting-services/">Salesforce consultant</a></strong>.</p> <p>When you switch between different records, you will find the Box file structure at: All files > Your Salesforce Org name > Object name > Record name.</p> <h3><strong>Why Box outperforms native Salesforce files?</strong></h3> <p>Here’s how Box bridges the gaps:</p> <h3><strong>Salesforce and Box Integration Benefits</strong></h3> <p>Salesforce is great for managing customer data. However, it does not provide a sound document management system. Box offers strong document management features that fill this gap.</p> <p>Here’s how Box integration with Salesforce delivers advantages:</p> <h4><strong>1. Eliminating Salesforce’s file storage limits</strong></h4> <p>Salesforce has limited storage space, ranging from 10 GB to 1 TB, depending on the edition you choose. Large files, such as high-resolution videos and CAD designs, can quickly use up this storage.</p> <p>Deleting old files is the common fix for running out of storage, or businesses often have to spend a lot on upgrades. However, Box provides a more innovative solution. You can use Box as a document hub for Salesforce. Box takes care of document storage and keeps files outside of Salesforce while still allowing access through the Salesforce platform. It helps save on storage costs.</p> <h4><strong>2. Robust compliance & security</strong></h4> <p>Storing important documents like contracts, employee records, or financial reports in Salesforce can break GDPR, HIPAA, or industry rules about keeping records. According to Northrow’s report on compliance trends, 39% of compliance teams said that keeping up with regulatory changes is a significant challenge.</p> <p>Box helps businesses stay compliant and offers features not found in Salesforce. It can automatically delete invoices after seven years and keep detailed logs that show who has accessed or changed files. Box also offers a legal hold option to keep files safe during audits or disputes. Its strong security measures include encryption and certified compliance with standards like HIPAA and GDPR, creating a secure environment for your documents.</p> <h4><strong>3. Get version control in Salesforce</strong> </h4> <p>When several team members edit files in Salesforce, this can lead to duplicate attachments and confusion about which version is the latest. Box solves this problem by keeping one source of truth and automatically tracking version history.</p> <p>If three people are editing a contract in Salesforce, you will end up with three separate attachments instead of one file. Box, on the other hand, provides a single file that updates in real-time, allowing everyone to work on the same version together.</p> <h4><strong>4. Strong permission control on files</strong></h4> <p>Salesforce’s file sharing works at the record level. It means that anyone who can see an Opportunity can also view its attachments, including sensitive documents like contracts and HR files. This practice poses compliance risks and increases exposure for businesses.</p> <p>Box adds an essential layer of security by controlling access to files. It allows you to securely share files in Salesforce by limiting access to specific teams, setting expiration dates for links shared with external partners, and restricting downloads or adding watermarks to confidential files.</p> <p>HR keeps employee agreements in Box and connects them to Salesforce Person Accounts. It means that only HR can access these files, even if other users can view the Person Accounts. </p> <h4><strong>5. Ease collaboration</strong></h4> <p>The team spends hours editing a file linked to Salesforce. They download the file from Salesforce, edit it on their computer, and then re-upload it. Box streamlines this process by allowing users to edit files directly in Box from Salesforce without downloading them. Users can work on documents together in real-time and can comment or tag teammates without switching platforms.</p> <p>For instance, a sales team can work together to update a proposal in Box while the Salesforce Opportunity record remains current. This way, they don't have to wait for someone to email the latest draft and then update Salesforce.</p> <p>Are you looking for a Microsoft solution instead of Box? Here is how Salesforce works with SharePoint.</p> <h3><strong>Ways of Box Salesforce integration</strong></h3> <p>The way you <strong><a href="https://www.codleo.com/salesforce-integration-services/">integrate Salesforce</a></strong> and Box depends on what your business needs. Decide if you want a quick setup or more detailed customization. Here’s how to choose the best integration method for your team:</p> <h4><strong>1. Native Appexchange method (Quick & Simple)</strong> </h4> <p><strong><a href="https://appexchange.salesforce.com/appxConsultingListingDetail?listingId=a0N3A00000FMfJCUA1">Salesforce’s AppExchange</a></strong> has a ready-to-use integration with Box.com for teams that need quick access to files with little setup. Users can view, upload, and manage Box files directly in Salesforce without needing to code.</p> <h4><strong>Best for</strong>: </h4> <ul> <li> <p>Quickly enabling file access within Salesforce</p> </li> <li> <p>Teams that do not require advanced workflow automation, such as linking contracts or marketing materials to records. </p> </li> </ul> <h4><strong>Limitations:</strong></h4> <ul> <li> <p>You have limited options for organizing folders and working within Box’s default setup.</p> </li> </ul> <h4><strong>2. Custom API integration</strong></h4> <ul> <li> <p>For businesses with unique workflows, a custom API integration uses Box’s developer tools to enhance capabilities. Integrating with the Salesforce API </p> </li> <li> <p>creates a smooth connection that fits your business processes well.</p> </li> </ul> <h4><strong>Best for: </strong></h4> <ul> <li> <p>Enterprises that need a tailored folder structure.</p> </li> <li> <p>Advanced automation (e.g., notifying the legal team when a contract is uploaded). </p> </li> </ul> <h4><strong>Limitations: </strong></h4> <ul> <li> <p>Required technical expertise for integration. </p> </li> </ul> <h4><strong>3. Middleware solution</strong></h4> <ul> <li> <p>If your business uses integration platforms like MuleSoft, you can extend them to connect Box and Salesforce. This approach offers advanced syncing features without needing to develop completely custom solutions.</p> </li> </ul> <h4><strong>When this method makes sense:</strong></h4> <ul> <li> <p>You need to sync metadata (like file ownership or tags) between systems.</p> </li> <li> <p>Your company already leverages middleware for other app integrations.</p> </li> </ul> <p>If you want to connect Salesforce with your systems, check out our complete <strong><a href="https://www.codleo.com/blog/salesforce-api-integration">Salesforce Integration Guide</a></strong>. It offers a clear roadmap and explains key terms.</p> <h3><strong>Step-by-step Integration guide for the Box Salesforce integration</strong></h3> <p>To integrate Box with Salesforce, you need to configure both platforms for smooth collaboration and secure document management. Here are the steps to set up the integration:</p> <h4><strong>Step 1: Prerequisites and Account Setup</strong></h4> <h4><strong>1.1. Confirm requirements</strong></h4> <p>Before starting the box and <strong><a href="https://www.codleo.com/salesforce-integration-services/">Salesforce integration</a></strong> process, ensure you have:</p> <ul> <li> <p>A Box Enterprise account.</p> </li> <li> <p>A Salesforce Admin account.</p> </li> <li> <p>Basic understanding of both platforms.</p> </li> </ul> <h4><strong>1.2. Set up the Box Service Account</strong></h4> <ul> <li> <p>Log in to Box as an Admin.</p> </li> <li> <p>Create a Box Service account to manage the integration. This account will be the principal owner of all content related to the <strong><a href="https://www.codleo.com/salesforce-integration-services/">Box-Salesforce integration</a></strong> and will handle API calls to connect the two systems.</p> </li> <li> <p>Give the Box Admin or Co-Admin role to someone who can manage groups, users, and content.</p> </li> </ul> <h4><strong>1.3. Install Salesforce Permission Sets</strong></h4> <ul> <li> <p>Log in to Salesforce with Admin credentials.</p> </li> <li> <p>Assign the Box Admin Permission Set to the Salesforce Admin user.</p> </li> <li> <p>Go to Setup → Permission Set Assignments and search for the user.</p> </li> <li> <p>Grant necessary permissions to ensure smooth integration.</p> </li> </ul> <h4><strong>Step 2: Install the Box for Salesforce integration app</strong></h4> <h4><strong>2.1. Access AppExchange</strong></h4> <ul> <li> <p>Log in to the Salesforce instance and click the App Launcher (grid icon).</p> </li> <li> <p>Click visit Salesforce AppExchange and search for “Box for Salesforce.”</p> </li> </ul> <h4><strong>2.2. Install the app</strong></h4> <ol> <li> <p>Select the “Box for Salesforce” integration from the AppExchange results.</p> </li> <li> <p>Click “Get It Now” and choose one of two environments:</p> <ol> <li> <p><strong>Install in Sandbox:</strong> For initial testing before launching in a live environment.</p> </li> <li> <p><strong>Install in Production: </strong>For direct implementation in your live Salesforce.</p> </li> </ol> </li> <li> <p>Approve third-party access and complete the installation process.</p> </li> </ol> <h4><strong>2.3. Grant access</strong></h4> <ul> <li> <p>After installation, make sure to give access to all users or specific users who need to use Box in Salesforce records.</p> </li> </ul> <h4><strong>Step 3: Connect Salesforce with Box</strong></h4> <h4><strong>3.1. Authorize access from Salesforce to Box</strong></h4> <ul> <li> <p>Open the Box settings tab in Salesforce.</p> </li> <li> <p>Click Authorize access to Box, which will redirect you to the Box login page.</p> </li> <li> <p>Use the credentials of the Box Service Account and complete the access authorization.</p> </li> </ul> <h4><strong>3.2. Assign a Box root folder</strong></h4> <ul> <li> <p>Define the Box root folder to store Salesforce-related content (e.g., a root folder named “Salesforce Integration”).</p> </li> <li> <p>Give the Box Service account owner access to this folder. All Salesforce files and folders will be stored in this folder to keep things organized.</p> </li> </ul> <h4><strong>Step 4: Configure folder structure in Box</strong></h4> <h4><strong>4.1. Define folder hierarchy</strong></h4> <ul> <li> <p>Go to the Box admin dashboard and create a folder structure that matches your Salesforce organization.</p> </li> <li> <p>For example, the root folder is<strong><a href="https://www.codleo.com/blog/complete-guide-to-salesforce-integration-best-practices"> Salesforce Integration</a></strong>, with subfolders for records such as Accounts, Opportunities, Cases, etc.</p> </li> </ul> <h4><strong>4.2. Set folder permissions</strong></h4> <ul> <li> <p>Box allows you to control folder access based on roles.</p> </li> <li> <p>Grant read/write or view-only access for specific Salesforce users or teams.</p> </li> <li> <p>Mapped permissions in Box will reflect corresponding permissions in Salesforce.</p> </li> </ul> <h4><strong>Step 5: Embed Box into Salesforce objects</strong></h4> <h4><strong>5.1. Enable Box for standard objects</strong></h4> <p>By default, the Box for Salesforce app supports standard objects such as:</p> <ul> <li> <p>Accounts</p> </li> <li> <p>Opportunities</p> </li> <li> <p>Contacts</p> </li> <li> <p>Cases</p> </li> <li> <p>Leads</p> </li> </ul> <h4><strong>5.2. Customise page layouts</strong></h4> <ul> <li> <p>Open a Salesforce standard object page layout (e.g., an Opportunity record).</p> </li> <li> <p>Click the gear icon → edit page to enter Salesforce’s drag-and-drop editor.</p> </li> <li> <p>Locate the Box Custom Component under “Custom – Managed” components in the left panel.</p> </li> <li> <p>Drag and place this Box component to your desired section in the layout.</p> </li> </ul> <h4><strong>5.3. Save and Publish</strong></h4> <ul> <li> <p>Save your page and verify that the Box integration appears as a widget within the Salesforce record.</p> </li> </ul> <h4><strong>Step 6: Sync content between Box and Salesforce</strong></h4> <h4><strong>6.1. Upload files from Salesforce</strong></h4> <ul> <li> <p>Open any Salesforce record (e.g., an Opportunity or Account).</p> </li> <li> <p>Navigate to the Box Tab within the record’s layout.</p> </li> <li> <p>Click Upload File to add content directly into Box.</p> </li> </ul> <h4><strong>6.2. Automatic folder creation</strong></h4> <ul> <li> <p>When uploading files, a corresponding folder (e.g., named after the Salesforce Record) will be automatically generated in the root Box folder.</p> </li> </ul> <h4><strong>6.3. Real-Time Data Sync</strong></h4> <ul> <li> <p>Enable real-time data sync between the platforms.</p> </li> <li> <p>It ensures any updates in Salesforce records (e.g., renaming an Opportunity) are reflected immediately in the Box folder names.</p> </li> <li> <p>Files and data stored in Box are instantly available in Salesforce.</p> </li> </ul> <p><strong>Note: </strong>Test the file upload and synchronisation process to confirm that changes are reflected in both systems.</p> <h4><strong>Step 7: Use Box Sign for E-Signature Integration</strong></h4> <h4><strong>7.1. Box Sign integration with Salesforce</strong></h4> <ul> <li> <p>If you have a Box Enterprise Plus account or higher, turn on the Box Sign feature to add e-signatures to your Salesforce workflows.</p> </li> </ul> <h4><strong>7.2. Auto-populate Salesforce Fields</strong></h4> <ul> <li> <p>Use templates to automatically fill in information from Salesforce objects, such as Account Names and Opportunity Values, into your documents.</p> </li> </ul> <h4><strong>7.3. Send documents for signature in Salesforce</strong></h4> <ul> <li> <p>From Salesforce, open the record requiring a signed document.</p> </li> <li> <p>Click send for Signature, and select the file stored in Box.</p> </li> <li> <p>Track the status directly within Salesforce using the Box app.</p> </li> </ul> <h4><strong>Step 8: Test the integration</strong></h4> <h4><strong>8.1. Conduct pilot Testing</strong></h4> <ul> <li> <p>Test the integration using a few sample Salesforce records.</p> </li> <li> <p>Check if folders and files are syncing between Box and Salesforce. Also, make sure that the permissions are set correctly based on roles.</p> </li> </ul> <h4><strong>8.2. Troubleshoot issues</strong></h4> <ul> <li> <p>Look for common problems, like inconsistencies in folder structure, mismatched data types during syncing, and update settings and permissions as needed.</p> </li> </ul> <h4><strong>Step 9: Roll out to end users</strong></h4> <h4><strong>9.1. Provide training and resources</strong></h4> <ul> <li> <p>Train users on how to upload and manage files with the Box widget in Salesforce. Also, show them how to access shared documents in assigned folders.</p> </li> </ul> <h4><strong>9.2. Onboarding and feedback</strong></h4> <ul> <li> <p>Use hands-on workshops and gather feedback from end users to refine the integration.</p> </li> </ul> <h3><strong>Key notes for a successful Integration</strong></h3> <ul> <li> <p><strong>Security Compliance: </strong>Make sure Box's compliance features, like HIPAA or GDPR, are set up correctly for your organization.</p> </li> <li> <p><strong>Automation simplification: </strong>Automate workflows via Salesforce Flow or the Box SDK to improve process efficiency.</p> </li> </ul> <p>To integrate Box with Salesforce, follow these steps. You can also get help from Salesforce integration experts. It will give you a single platform for collaboration, document management, and customer engagement.</p> <h3><strong>Salesforce Box Integration via Custom Implementation</strong></h3> <p>Box offers a strong API solution that helps automate manual tasks and improve workflow efficiency through custom coding. For example, by using Apex classes to make API calls and create response handlers, you can perform various actions related to folders, such as Creating, Updating, Deleting, and Sharing. You can also manage files by uploading, downloading, deleting, and sharing them.</p> <h4><strong>Integration Pros</strong></h4> <ul> <li> <p>This integration approach satisfies all the needs.</p> </li> <li> <p>It enables various automation processes, such as creating a set list of sub-folders and automatically converting leads into a folder. It also syncs signed documents with Box.</p> </li> </ul> <h4><strong>Salesforce Box Integration Cons</strong></h4> <ul> <li> <p>This option will take more time and money. It may take up to a month to create all the desired automations.</p> </li> </ul> <h3><strong>Salesforce and Box integration: Common challenges and best practices </strong></h3> <p>Your team may encounter common challenges in integrating Box with Salesforce if you do not set up permissions, create folders, and manage sync properly.</p> <h4><strong>1. Permission conflicts</strong></h4> <ul> <li> <p><strong>Problem:</strong> If Box permissions don’t match Salesforce profiles and permission sets, users may have too much or too little access to essential files.</p> <ul> <li> <p>For example, marketing teams can not access campaign assets because the Box folders mirror Salesforce’s restrictive sharing rules. </p> </li> </ul> </li> <li> <p><strong>Best practice: </strong>Identify which teams need access to specific documents and files. Use Box’s detailed permissions to give only the necessary access and match these with Salesforce permission sets to keep file access secure and appropriate. For people outside your organization, like agencies, invite them using Box’s secure guest access feature.</p> </li> <li> <p><strong>Security pro tip:</strong> You can use Box’s “Trusted Access” feature to list the IP addresses of your Salesforce organization. This feature only allows file access when requests come from these specific IPs. It helps prevent unauthorized access, even if someone has stolen your login credentials.</p> </li> </ul> <h4><strong>2. Auto-created folder mess</strong></h4> <ul> <li> <p><strong>Problem:</strong> The automatic folder has become messy. The sales team creates folders named after clients, such as XYZ Corp. The finance team uses purchase order numbers, like INV-0001. The support team uses reference case IDs, like CS-0001. This confusion wastes employees' time when they search for specific files. </p> </li> <li> <p><strong>Best practice:</strong> Standardize the format for saving department IDs. It will help cross-department teams easily find the records they need.</p> </li> </ul> <h4><strong>3. Sync failure</strong></h4> <ul> <li> <p><strong>Problem: </strong>Your team uploads an essential contract to Salesforce, but it doesn’t appear in Box, or the other way around. Your team also updates a Box file, but Salesforce still shows an older version. These problems happen because we reach our daily API limit (15,000 calls in 24 hours), experience timeout errors with large files, or have mismatched information.</p> </li> <li> <p><strong>Best practice:</strong> Create a Salesforce dashboard to monitor failed API calls and pending syncs in real time. Use Salesforce Flow to schedule large file transfers during off-peak hours. Also, set Box to retry failed uploads three times automatically.</p> </li> </ul> <h3><strong>Conclusion </strong></h3> <p>Integrating Box with Salesforce changes how your team works and helps your business run faster, smarter, and more efficiently. </p> <p>Many businesses settle for basic connections because they lack technical skills. However, Codleo offers certified <strong><a href="https://www.codleo.com/salesforce-integration-services/">Salesforce integration solutions</a></strong> that create custom workflows, strong security, and intelligent automation to meet the needs of enterprises.</p> <p>Looking for a trusted <strong><a href="https://www.codleo.com/salesforce-partner">Salesforce partner</a></strong> to help you connect Box and Salesforce seamlessly? Codleo Consulting specializes in <strong><a href="https://www.codleo.com/salesforce-integration-services/">Salesforce integration services</a></strong>, <strong><a href="https://www.codleo.com/salesforce-support-services/">support</a></strong>, and guidance tailored to your unique needs. Let our experienced team handle the technical details, so you can focus on what matters most—growing your business and empowering your team to collaborate effortlessly. Get in touch with us today and see how simple and effective<strong><a href="https://www.codleo.com/salesforce-integration-services/"> Salesforce integration</a></strong> can be with the right support.</p> <p> </p>
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