Box Integration

Solaria integrates with the Box.com website, which will automatically create folders for jobs (using the job number) and create a file request upload link to send to contacts and resources.  This document describes the steps to set this up in Box.com and Solaria, then how to use the links on the jobs.  

Note:  You must have a minimum of the "Starter" plan with your Box account.  

It is very important to follow each step in order for the integration to work correctly.

Box Setup

Create API App

First, you will need to set up an app on your Box account.

1. Log into Box.com as an administrator for your account.  
2. Click on the Dev Console option at the bottom of the left menu panel.
3. Click on the Create Platform App button.
4. Click on Custom App.
5. Enter information about the integration with Solaria then click Next:
   • App Name: Acclaim Solaria
   • Description: Integration with Acclaim Solaria for upload links.
   • Purpose: Integration
   • Categories: Productivity
   • Which external system are you integrating with?  Acclaim Solaria
   • Who is building this application?  Customer
6. Select Server Authentication (Client Credentials Grant) then click Create App.
7. Copy and past the Client ID to a safe document.
8. Click Fetch Client Secret. This will require 2-step verification, such as a code sent in a text message.  After entering the verification code, copy and save the Client Secret to a safe document.
9. In the App Access Level section, click on App + Enterprise Access.
10. In the Application Scopes section, check the following:
    • Write all files and folders stored in Box
    • Manage users
    • Manage groups
    • Manage enterprise properties
11. Click on Save Changes.
12. Click on the General Settings tab near the top of the page.
13. Find the Service Account ID and copy the (very long) email address to a safe document.

Authorize App

Next, you will need to authorize the application.

1. While still viewing the application, click on the Authorization tab near the top of the page.
2. Click on the Review and Submit button.
3. Click on the Submit button.
4. It will send you an email.  Either click on the Review Platform App Details button in the email, or do the following:
   1. Click on the Back to My Account option at the bottom of the left menu panel. (You may also be able to close the tab and switch back to the main Box tab of your browser.)
   2. Click on the Admin Console option at the bottom of the left menu panel.
5. Click on Integrations on the left menu panel.
6. Click on the Platform Apps Manager tab near the top of the page.
7. Hover the mouse over the Acclaim Solaria app listed on the page.  It will show an Authorization Status of "Pending Authorization".
8. On the right side of the list, it will display a button with 3 dots.  Click on that and select Authorize App.
9. Click on the Authorize button.

Create Folder

Next, you will need to create a shared folder on your Box account in which you want to put the job folders.  This can be in the root or within another folder.  It must have a UNIQUE name that no other folder users.  You will also need to authorize the "Service Account" user as "Co-Owner" of the parent folder.  

If you need to create a new folder for this, do the following:

1. Click on New+ in the top right corner and select Folder.
2. Enter the name of the folder.
3. Paste in the (very long) "Service Account" email address you copied earlier.
4. Select "Co-Owner" for the Permission.  
5. Click on Create.

If you already have a folder, you will need to add the service account as a collaborator:

1. Check the checkbox to the right of the folder then click on Invite People under the Collaborators list.
2. Paste in the (very long) "Service Account" email address you copied earlier.
3. Select Invite as Co-Owner.
4. Click on Send.  The invitation will get automatically accepted for your service account user.

Create Template File Request

Finally, you will need to create a template File Request that has your branding and text on it.  Solaria must use the template request to create new request links for job folders it creates.  This can be on any folder, but these instructions will add it to the folder you created above.

1. Check the checkbox to the right of the folder then click on Create Link under the File Request list. 
2. A window will show a default URL that you can copy, however this will not use your branding by default.  Click on the Edit button to customize the file request window.
3. Customize the template file request page as desired.  You can change colors, add your logo, etc.  Note that the title of new requests created by Solaria will bet set by Solaria and include the job number.  All other text will remain as you have it in the template.
4. Click on Save in the top right corner of the page to save the request.
5. Once it is saved, you must copy the ID number of the request to a safe document to paste into Solaria later.  This ID can be found in the address bar of your browser.  For example, the following request ID is "13502845481".

Solaria Setup

Turn on File Sharing Integration

1. In Solaria, go to the Interfaces tab of System Preferences.
2. Scroll down to the File Sharing Websites section.
3. Check Integrate with Box.  Other fields will be displayed and will populate automatically.  Do not change these fields unless otherwise instructed.
4. Click on Save Changes.

Enter File Sharing API Information

1. Go to the Company maintenance window for each company that you want to integrate with Box.
2. Click on the File Sharing tab and enter all fields shown.  
3. Click on Verify to allow Solaria to connect to your system and validate the information entered.  You will not be able to save the window with the information in the fields on this tab unless it is valid.

File Sharing Upload Links on Jobs

After the above is set up, Solaria will automatically create file request upload links for each job that can be sent to contacts or resources.  When adding a new job, it will create a folder for the job (using the job number) in the specified Box folder and get the upload link for it.  This can be viewed or copied from the bottom of the Job Files window. 

Click on the link to open it in your browser or click on the copy button to the right of it to copy and paste the link elsewhere.

Sending Links to Contacts and Resources

You can include the file sharing upload link in confirmations and other letters.  A field named "Job.FileSharingUploadLink" will be listed as a field to use on Letter Templates and Standard Report Text.

When an email is sent that includes this link, it will display the link for users to click on to get to the website where they can upload files for the job.