2. Known Requirements
Ability to associate documents to a customer Account
record
Easy to navigate folder structure
Guidance on content migration
Open security model allowing all employees to
upload/download files
Limited technical bandwidth
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)
Optionally - Determine a standard file 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.
5. Prep Box environment
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 them in a
database
Create Folder method to create Account related subfolders
Create a subfolder for each file category and record for a given
Account record.
Account folder/subfolder Id passed as Parent Folder Id
parameter
Capture the Subfolder Ids from the response and store them in
the database
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. Content Migration
Use File Upload method to migrate files into Box
Pass Account folder Id as Parent Folder parameter for
Account files
Pass appropriate subfolder folder Id as Parent Folder
parameter for all other files
8. 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.
9. Embed Box into CRM interfaces
Embed Box in the following places:
Tab page to display entire folder structure
Individual record pages
13. 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
