💡 In this article: You’ll learn to enhance your contract management experience with SpotDraft's integration with Box, streamlining the process and ensuring secure storage.

🛠 Integrating SpotDraft with Box

Seamlessly save executed contracts to Box for better organization and collaboration.

🚀 Introduction

Embrace an elevated approach to contract management with SpotDraft’s integration with Box, a strategic combination designed to optimize and streamline your contract handling processes. This integration harmoniously blends SpotDraft's sophisticated contract execution capabilities with Box's trusted storage and collaboration environment, delivering an efficient, automated solution for managing your contracts.

Once a contract is executed within SpotDraft, the system automatically creates a PDF version and synchronizes it to your designated Box folder. This isn’t just about storing the document; it represents a structured, methodical approach to organizing and managing your contracts.

Key Features of the Integration:

• Centralized Contract Repository: Box serves as a secure, unified location for all your contracts, simplifying access and management across your organization.

• Automated File Organization: Configured during the integration setup, SpotDraft ensures each executed contract is stored in Box with a predefined, logical folder structure, typically following a format like Parent > Contract Type > Counterparty. Filenames are also systematically set as -, ensuring ease of navigation and consistency.

• Streamlined Sharing and Collaboration: Utilize Box's powerful sharing and collaboration tools to enhance team cooperation and communication, while retaining complete control over access to your contracts.

• Robust Security with Automated Backups: In addition to Box’s security measures, SpotDraft’s integration includes automated backups, assuring that your contracts are not only secure but also consistently backed up for extra protection.

This guide will outline the steps to set up this integration, empowering you to leverage these features for a more organized, efficient, and secure contract management experience.

📝 Prerequisites

Before installing the Box integration:

• Takes 15-20 minutes to complete the integration

• Have an organizational Box account ready (e.g. integrations@company.com).

• Have SpotDraft - Admin or Integrations Access

• Create a parent folder in your Box root folder to contain contracts

• Make sure to have sufficient space on Box to auto upload executed contracts.

• Ensure "Box" integration is enabled in your SpotDraft workspace.

• Decide on the subfolder structure and file naming format (details below).

• Folder Structure and File Naming:
  When configuring the integration, you will define:

  • Subfolder structure within the parent folder, such as:

    • Parent > Counterparty > Contract Type

    • Parent > Contract Type > Counterparty

    • Parent > Counterparty

    • Parent > Entity > Counterparty

  • File naming form  at with contract label and date format:

    • Label: , , , , or

    • Date: , , or

⚙ Installation & Configuration

1 - Login to your SpotDraft workspace and navigate to Settings → Integrations.

2 - Open the Cloud Storage section and select Box.

3 - Open the Setup section and hit Connect Box - Upload executed contracts v2 (V2 is the latest upgraded integration version)

Follow the Setup wizard to:

4. Authenticate your Box account.

4.1 - Click New authentication.

4.2 - Set the authentication name then click the Create button.

4.3 - You will be redirected to Box Authentication screen in popup or new tab. Select the Box account to use for the Integration and proceed by clicking 'Grant Access to Box' to allow access.

Note: SpotDraft uses Tray.io as an Integration layer, on behalf of SpotDraft it will need access to see, upload, delete & download your files. This will allow SpotDraft to upload executed files properly into designated folders as per your preference. This is expected & secure.

Note. A ‘success message’ will appear on SpotDraft confirming authentication between SpotDraft & Box is complete

4.4 - Click on Next.

5. Folder Structure where the contracts will be saved

5.1- Select the Parent folder name from the options listed from your Box Account

Note. The parent name can be anything e.g. ‘Signed Contracts’, but it must be in the root of Box.

5.2 - Choose the Folder Structure, from the options available

e.g. Parent folder > Contract Type > Counterparty (i.e. Signed Contracts > NDA > Acme Corp)

5.3 - Click Next.

6. Define the contract filename format

6.1 - Select the contract filename format by first choosing the contract label and then the date format using a hyphen between them.

E.g. - <entity_name>-<counterparty_name>-<contract_type>-<ddmmyyyy>

6.2 - Click on Next.

7. Set the ‘Solution Details

7.1 - Enter the Name and Description or leave the defaults.

7.2 - Click on Next.

8. After finalizing the wizard by clicking ̱Finish, you will be directed back to the Box Integration page. A confirmation message stating 'Installed Successfully' will appear.

8.1 - To complete the process, simply click the Connect button.

🎉 Congratulations. The integration is now complete and all of your executed contracts will automatically synchronize to Box.

✅ Verification

Once you have installed the Box integration, verifying it is straightforward:

1 - Execute a test contract within your SpotDraft workspace, completing all required fields and signatures.

2 - In your Box account, navigate to the parent folder you designated for SpotDraft contracts e.g. Signed Contracts.

3 - You should see a new subfolder created with the naming you specified during setup

e.g.

Parent > Counterparty > Contract Type

Signed Contracts > Supplier ABC > NDA

4 - Navigate into the subfolders. You will find a PDF file for the executed test contract.

You should see a PDF version of the executed test contract you completed.

5 - Verify that:

• The contract PDF is saved in the subfolder structure you configured.

• The file is named according to the naming format you specified during setup.

• Opening the PDF displays the fully executed test contract.

This validation process will confirm that your integration has been properly set up and contracts are automatically saved to your Box folder in line with the configuration set.

Additional options will be visible post integration setup is completed:

Update - Make changes in any of the integration setup steps.

Disconnect - Temporarily stop sending files from SpotDraft to Box.

Delete - Permanently delete the integration from SpotDraft.

Limitations

• One Box Integration is supported per SpotDraft workspace.

• Only PDF file format can be sent from SpotDraft to Box.

• This is one way integration where only SpotDraft can send files to Box. Any changes made in the uploaded file on Box will not reflect back in SpotDraft.

• As of now there are no alerts for successful or failed document upload to Box. Please make sure to keep an eye on Dropbox files to avoid any integration failures.

💬 FAQs

• Q: What is the maximum supported file size that can be uploaded?
  A: Currently we support a maximum file size of 6MB.
  

• Q: I don't see contracts in my Box folder.
  A: Potential causes:

  • Incorrect Box account authentication

  • Missing parent folder in the Box root

  • The parent folder is not in “All Files”

  • Box does not have enough space
    

• Q: Can I use special characters in filenames?
  A: No, they will be removed per Box conventions.
  

• Q: What permissions are required for the Box account?
  A: The account will need read/write permissions to add files to the folder.
  

• Q: How can I customize the folder structure?
  A: When setting up the integration, you can choose between different folder structure options to meet your needs as detailed in the setup steps.
  

• Q: Can I configure subfolders within the parent folder?
  A: Yes, the integration supports uploading to pre-configured subfolder structures as detailed in the setup steps.

🏁 Conclusion

With the Box integration set up, you can now enjoy a smoother and more organized contract management process. Your team will save time spent on administrative tasks, and have confidence that executed agreements are safely stored and accessible.

👉 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

📚 Additional Resources

• Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.

• Integration Guides for Cloud Storage: Explore our guides for integrating SpotDraft with SharePoint, Google Drive, Dropbox and OneDrive, providing insights into other cloud storage integrations available.