2. Known Requirements
Easy to navigate Folder Structure
Guidance on Content Migration
Ability to associate documents to a customer Account
record
Open security model allowing all employees to
upload/download files
Limited technical bandwidth require innovative
solutions
4. Data Analysis
Analysis of file usage patterns to determine if there are any
files that can be deleted or archived
Ensuring that every file can be associated to a customer
account
Ensuring that every file can be categorized with a type
(Account, Contact, Opportunity, Contract)
Ensuring that all file names use a proper naming
convention which will make them easily identifiable in a
sub folder. (Example: Sami Ellong – Document 123)
Identifying outliers and working with the Business to
identify next steps. Categorize & Migrate or Delete/Archive
5. Prep Box environment
Use Create Folder method to create Account folders:
Create a Folder for each Account record. Root folder passed
as Parent Folder Id parameter
Capture the Folder Id from the response and store it as a field
on Account record
Use Create Folder method to create Account specific
subfolders
Create a subfolder for each file type per Account record.
Account folder id passed as Parent Folder Id parameter
Capture the Subfolder Ids from the response and store them
as fields on Account record
6. File Mapping Example
CRM
File Id
CRM File Location File Name
File
Category
Account
Folder Id
Sub Folder
Id
123
crmibmcon
IBM Joe
Smith Bio
Contact File
123456
5555555
456
crmibmacc
IBM pitch
Account File
123456
789
crmgeacc1
GE pitch
Account File
987654
999
crmgecon2
GE Contract 1 Contract File
987654
7777777
7. Build CRM Integrations
Account Creation: Leverage Create Folder method to
create the Account folder and necessary subfolders.
Account Deletion: Leverage Move Folder method to
Archive the Account folder into a separate root
folder.
8. Embed Box into CRM interfaces
Embed Root folder into a page/tab in the Application
For each account record page, embed the account's
corresponding Box folder
For each Contact record page, embed the account's
corresponding Box Contact subfolder
For each Oppty record page, embed the account's
corresponding Box Oppty subfolder
For each Contract record page, embed the account's
corresponding Box Contract subfolder
12. Project Timeline
Data
Analysis
Create Account Folders &
Nov 8 - Nov 15
6 days
Subfolders
Migrate
Nov 15 - Dec 4
14 days
Content
5 days
Nov 4 - Nov 8
Build
Integrations
14 days
Dec 4 - Dec 23
Build Box Embed
Interfaces
Testing/Bug
Jan 20 - Feb 6
14 days
Fixes/Enhancements
End User
Feb 6 - Feb 12
5 days
Training
Go Live
2 days Feb 12 - Feb 13
Prep
21 days
Dec 23 - Jan 20
2013
2014
Nov
Dec
Jan
Data Analysis
Complete
CRM Integrations
Complete
Nov 8
Feb
Dec 23
Go Live
Feb 13
Content Migration
Complete
Dec 4
Feb 6
Box Environment
Prepped
Testing/Bug Fixes
Complete
Nov 15
Jan 20
End User Training
Complete
Editor's Notes
Assumptions: Current CRM documents can be categorized and related to customer accounts (via an account number)No need to see documents across a company hierarchy (If I'm looking at the Google account, I don't need to see Youtube's documents)
Given the resource constraints on the customer side, I was also thinking of a "Poor man's integration." This would involve capturing each account folder's share link on the account record. Users would click on the link and be taken to Box instead of embedding Box into the CRM.If the custom CRM is to be used on a mobile device, leverage the View API to display documents to the user. (I'm still iffy on how exactly this would work).I also wanted to leverage tags to at least place the customer account number on all files but tagging is not available in v2 of the APIMetadata when available could also be used instead of tags
