Box
Get your signed contracts auto-uploaded to Box and maintain a unified secure storage
🛠️ Integrating SpotDraft with Box
Seamlessly save executed contracts to Box for better organization and collaboration.
📄 Index:
🚀 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 <contract_title>-<mmddyyyy>, 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:
⚙️ 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 click Connect.
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 - Select Grant access to Box for Box to use for the Integration.
Note. Tray.io is used by SpotDraft for this integration.
Note. A ‘success message’ will appear on SpotDraft confirming authentication between SpotDraft & Box is complete
4.4 - Click on Next.
Note. You can change the Instance to ‘Sandbox’ or ‘QA’ if you prefer to create the integration there before Production.
5. Folder Structure where the contracts will be saved
5.1- Enter the Parent folder name exactly as you have it in Box.
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. <contract_title>-<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.
✅ 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.
💬 FAQs
I don't see contracts in my Box folder.
Potential causes:
- Incorrect Box account authentication
- Missing parent folder in the Box root
- The parent folder is not in “All Files”
Can I use special characters in filenames?
No, they will be removed per Box conventions.
What permissions are required for the Box account?
The account will need read/write permissions to add files to the folder.
How can I customize the folder structure?
When setting up the integration, you can choose between different folder structure options to meet your needs as detailed in the prerequisites.
Can I configure subfolders within the parent folder?
Yes, the integration supports uploading to pre-configured subfolder structures as detailed in the prerequisites.
🏁 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.
📚 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.