MetaServer > Help > Export to Box

030-090 MetaServer Export – Export to Box

With the MetaServer Export to Box action, you can export documents and their metadata to Box.

With Box, you can automatically name folders, subfolders and files using fixed values, system values or MetaServer fields.

You can map MetaServer fields with Box metadata attributes for precise searching. You can also generate searchable PDFs (or PDF/A) to perform a search on any word in your scanned documents stored in Box.

Once your documents reside in Box, they also become mobile. Box apps are available for Android, iOS and Windows smart phones and tablets. And if you want to store documents on your local system or server, install the Box sync software to keep a local replica of your documents as well.

You can use the Box connector with any of Box’ subscription plans. However, Custom Metadata Templates are only available starting from the Business Plus plan.

01 Export to Box – Adding the Action

To add an Export to Box action, select the action after which you want to insert the Export to Box action and press Add -> Export -> to Box. The Setup window will automatically open.

You can also open the setup window of an existing Export to Box action by double-clicking the action or by pressing the setup button on the right side of the action or in the ribbon, as shown below.

In our example, we will use the “CB – INVOICES US” workflow as a reference. This workflow is automatically installed ​with CaptureBites MetaServer.

02 Export to Box – Setup

When adding a new Export to Box action, you will be redirected to a Box login screen.

The logged user needs to have Read/Write access rights to the Box Folder where the documents need to be exported to. Once logged in, the connector will remember the user’s credentials.

To change the user, press the “Login…” button in the connection settings.

TIP: The thumbnail on the right will follow you, so you can easily refer to the Setup window. Click on the thumbnail to make the image larger.

Don't forget to add a description to your action.

01 - File Source: press the dropdown button to specify the source of your files.

By default, Processed PDF is selected. This means that the output will be a PDF, no matter what the original imported file type was.

- PDF/TIF/JPG/PNG attachment: refers to PDF, TIF, JPG or PNG files that were imported by means of the Import Email action.

- Email PDF: refers to the email body converted to PDF format.

- Email EML: refers to the complete imported Email including all its attachments in EML format.

- Email MSG: refers to the complete imported Email including all its attachments in MSG format.

- Imported PDF/TIF/JPG/PNG: refers to the original PDF, TIF, JPG or PNG files that were imported by means of an Import from Folder action.

- Processed PDF: refers to the PDF after every prior action. For example, if you've applied a Scale Page(s) action before exporting to a folder, it will export the scaled PDF

- Processed TIF: refers to the TIF version of an imported document or attachment converted to TIF with a Convert to Multipage TIF action.

NOTE: Technically any imported file format such as TIF, JPG and PNG are internally converted to PDF first. So, if you want to separate an imported multipage TIF file and export the separated TIF files, you need to add a Convert to Multipage TIF action before exporting. In the export action, select "Processed TIF" as the File Source.

1) Labels: you can change the labels of each file source if you want to use them later as metadata values in your settings.

02 Box Connection Settings

01 – Timeout: if you have a slow or erratic internet connection, consider increasing the Timeout value.

02 – Export queues: the default is 1 queue. If you have very large document volumes, you can accelerate the upload speed by increasing the number of Box export queues. Setting the number of queues higher than 1 will upload multiple documents to Box in parallel. Please note that increasing the number of export queues, will only show an effect if you have a multi-core computer and if you have a high internet upload speed.

03 – Retry delay: If the Box server reports to be unavailable (error 502 and 503), we will retry the upload after the specified delay. We recommend keeping the default retry delay of 30 seconds or higher. ​

04 – Log: enable this option to create a log file each time Box is called. This option is typically used during diagnosing issues with the Box connectivity.

On the client side, you can find the information in the following folder:
C:\ProgramData\CaptureBites\Programs\Admin\Data\Log

On the server side, you can find the information in the following folder:
C:\ProgramData\CaptureBites\Programs\MetaServer\Data\Log

05 – Login: to change the current user, press the “Login…” button in the connection settings.

NOTE: the logged user needs to have Read/Write access rights to the Box Folder where the documents need to be exported to. Once logged in, the connector will remember the user’s credentials.

03 Document Settings

01 – Folder: select your destination folder and/or folder by pressing the “…” button.

The default “All Files” option means that the documents will be exported to the root of your Box server. Using the Document name, you can automatically create folders and subfolders.

NOTE: If certain folders are not listed, then you may have logged in with a user that does not have access rights to these folders. Otherwise, check your folder access rights with your Box Administrator.

02 – Document name: you can set up your document name by combining fixed values, variables and metadata fields. Click on the drop-down arrow to pick from a list of possible values. You can see a preview of your document name below the input field.

You can also use the file name to dynamically make folders and subfolders by simply inserting a “/” (forward-slash).

In the example above, we create a folder named “Invoices US” with a dynamic subfolder based on the export date’s year. The PDF’s file name was already set in a previous Extract action.

03 – Template: select your Box template by pressing the dropdown button.

NOTE: Custom Metadata Templates are only available starting from Box’s Business Plus plan.

04 – Field mapping: here you can map Box fields with fixed values, variables and metadata fields.

1) Box Field: this column shows all existing attributes of the selected Metadata template.

2) Value: in the value column, you can enter fixed values or use the drop-down arrow to compose the value using the current Workflow’s metadata fields or variables.

05 – Date format: the “Date format” is relevant when you map a Date Box field type.

Date type Box fields will only accept valid dates and times in a consistent format. It’s very important to enter the correct input Date format as it was extracted by MetaServer. This way, the Export to Box action can automatically convert the Date values and correctly update the date property.

For example:
You want to export the extracted Inspection Date that has a “MM/DD/YYYY” format to a Date type field in Box.

You specify the following input format in the Date format input field:
{ Date, MM }/{ Date, DD }/{ Date, YYYY }

06 – Document link: this option generates a direct link to a document exported to Box. You can then use that link in an email message (for example, to send a notification email), export the link to a database or include it in a CSV or XML file index.

IMPORTANT: to open the link, the recipient will need a Box account and password with access rights to the document. Such a link can be used to ask a user to complete metadata directly in Box if any was missing. In other words, the document link will open the document with full editing rights if the logged user has the rights to do so.

To enable this option, select a MetaServer field to hold the Document link. To disable this, leave the field blank (default).

07 – Shared link: this option generates a shared link to a document exported to Box.

IMPORTANT: a Shared link can be accessed by users without a Box account for viewing the document. A Shared linked has limited functionality and cannot be used to make changes to the document. It is only meant for viewing.

1) Allow download: enable this option to also allow the user to download a copy of the document. When disabled, the user can only view the document in Box.

2) Expires in [x]: you can specify how many days after creation the shared link is valid.

3) Password: you can secure the document by setting a password. You can create a password by combining fixed values, variables and metadata fields.

To enable this option, select a MetaServer field to hold the Shared link. To disable this, leave the field blank (default).

TIP: you can copy the current settings and paste them in another setup window of the same type. Do this by pressing the Settings button in the bottom left of the Setup window and by selecting Copy. Then open another setup window of the same type and select Paste.