Configuring Box

Box integration automates the data load process in Planful. Place data files in a Box account and configure a Data Load Rule to load up the files from the Box account to Planful. Additionally, add Data Load Rules to a schedule to automatically load files during non-business hours.

How to Configure Box Integration?

To complete the Box integration with Planful, follow the steps below:

1. Navigate to Maintenance > Administration > Configuration Tasks.
2. Click Cloud Services.
3. Click Box.
4. Select the Enable Cloud File Upload checkbox.
   
5. Enter your Box user name and authenticate it by using Click here to authorize and enter a password. If you’re using oAuth, the oAuth page opens in a new window on the Configuration Tasks page.
   
6. Enter your email address and password to log in to Box.
   
7. Click Grant access to Box.
   
   After you grant access to Box, the Cloud Services User Name field is updated with the authorized email address.
8. Enter the email addresses of users you want to be notified in the Other E-mail Recipients field.
   
9. If you wish to auto-delete files, select the Enable auto deletion of files after __ days check box and enter the number of days in the field.
10. Create a Data Load Rule. Click here to learn how to do so.
11. Click here to learn how to schedule the Data Load Rule to load data from Box to Planful using Cloud Scheduler.

You can have different email addresses with any domain name. All formats of personal and enterprise domains with multiple extensions can be used in email IDs. However, you must register your email ID with Box by becoming a valid user prior to the configuration in Planful. You can edit your username at any time even if Data Load Rules are created. These Data Load Rules will be automatically migrated to the new Box email ID.

Now, you can place a file in Box and create a Data Load Rule to load the file and its contents to Planful. The root folder name in Box for each user is updated with the <Environment Code_Application Name/Code>. You can delete the root folder, but doing so will result in a failure when running Data Load Rules.

Creating a Data Load Rule to Load a Box File

1. Click Maintenance > Data Integration > Data Load Rules.
2. Click New Data Load Rule.
3. Enter a Name and Description.
4. For Load Type, select Cloud File Upload.
5. For Load Item, select Data.
6. For Load Sub Item, select from GL Data or Translation Data.
7. Complete the fields on the remaining Data Load pages as needed. Information on each of these fields and examples is provided in the Data Load Rules section of this document.

How to Schedule the Data Load Rule with Cloud Scheduler to Load Data From Box?

1. Click Maintenance > Administration > Cloud Scheduler.
2. Click Add to create a scheduled process to load the data automatically from Box using the Data Load Rule created.
3. Complete General Information.
4. Click Tasks.
5. Click Add Task.
6. For Task Type, select Data Load Rule.
7. For Task Name, select Box Upload or whatever you named the Data Load Rule.
8. If there is data required to be loaded prior to this data load, select dependencies.
9. Click Save and proceed with scheduling. For detailed information on each of the fields and examples of how to use Cloud Scheduler, click here.

Box Integration FAQs

1. How is a Box account created?

   There are 2 ways to create a Box account:

   1. When you provide an e-mail ID in Maintenance > Configuration Tasks > Cloud Services and save it, a Box account is created automatically for the given e-mail ID. You will receive an e-mail to activate your Box account and create a password. This method can be used when the e-mail ID is created on Gmail, Yahoo, Hotmail, and Rediffmail domains.

   2. You can create a Box account manually using https://app.box.com/signup/personal/ and later add the same e-mail ID in Maintenance > Configuration Tasks > Cloud Services and save it. The existing Box account is linked to Planful to enable the integration. This method can be used when the e-mail ID is created on enterprise domains like Planful.

2. If I already have an active Box account, can the existing Box account be used for integration with Planful?

   Yes. If you use the e-mail ID for which the Box account was originally created in Maintenance > Configuration Tasks > Cloud Services, the existing Box account is automatically linked to Planful.

3. What type of Box account is created when Cloud Services is enabled in Planful?

   A free Box account is created by default when Cloud Services is configured in Planful. With a free Box account, there is no restriction on the number of files stored. However, the total size of the files cannot exceed 10GB.

4. How are folders created in Box?

   When the Maintenance > Configuration Tasks > Cloud Services settings are complete, a root folder (like SBX_HA in Sandbox, EPM_HA in Production) is created.

5. What happens if the Data Load Rule folders are renamed or deleted from Box manually?

   Data loading for the deleted Data Load Rule will fail and details will be displayed in Maintenance > Cloud Scheduler > Job Manager.

6. How are files uploaded in Box?

   The Box administrator user can log into Box and access all folders/sub-folders automatically created from Data Load Rules. Files can be uploaded into these folders in the following ways:

   • Manually:
     • The administrative user can manually upload files into the folders.
     • The administrator can add collaborators to each individual file and the collaborators can manually upload files into the folders
   • Automatically:
     • Sync the box folder and save the data files to the sync folder.
     • E-mail the file from the source application to the box folder. (https://support.box.com/hc/en-us/articles/200520228-Uploading-Files-to-Box-with-Email)

7. What happens if the Data Load Rule folder in Box does not contain any data files?

   If the Data Load Rule folder in Box is empty when the Data Load Rule is processed, the data load for that Data Load Rule fails and the details are displayed in Maintenance > Cloud Scheduler > Job Manager.

8. What file formats does Box support?

   Box supports all Adobe, MS Office, Open Office, Text, Word Perfect, Image, Audio/Video files for upload and preview. However, Planful supports import of data from .xls, .xlsx, and .csv formats. If a file type that is unsupported is uploaded in the Data Load Rules folders on Box, those files will not be loaded to Planful.

9. How many files can be loaded against a single Data Load Rule at a time?

   Up to 50 files at a time.

10. How many users can be added on a single ‘Free’ Box account?

    One administrator user and any number of collaborator users.

11. What is the maximum size of a file that can be uploaded on a ‘Free’ Box account?

    Box allows files up to 250 MBs. However, a maximum size of 30 MB is recommended for Planful integration.

12. What happens to the files in Box folders after they are loaded to Planful?

    Two default folders (Success and Failed) are created on Box when Box integration is opened via Planful. The administrator, by default, gets access to these two folders. Once a Data Load Rule is processed, the files from the respective folder are moved to the Success/Failed folders depending on the status of execution of the file load.

13. How are files deleted from Success/Failed folders?

    There are two ways to delete the files:

    1. Manually: Administrator accesses the folders and deletes the files manually.

    2. Automatically: In Maintenance > Configuration Tasks > Cloud Services, enable the Auto deletion of files option and the set number of days to the desired number of days after which you want the files to be deleted automatically. Based on this setting, the system automatically deletes files from Success & Failed folders after the configured number of days.

14. How can I upgrade to a paid Box plan?

    You can upgrade to a paid Box plan by signing into your Box account and clicking on the ‘Upgrade’ link on the top right hand side of the screen. Or, ask Planful to help with the upgrade process by creating a support ticket.

15. Can I use Box for non-Planful related data storage?

    Yes, however, only Data Load Rule folders will be integrated with Planful. Other files will not be downloaded to Planful.

16. Does the Free Box account expire after some period?

    Box accounts do not expire.

17. What type of data can I load using Box Cloud Services?

    Box Cloud Services can be used for GL Data and Translations Data Load Items.

Best Practices

• Set the Automatic Cube Refresh at the Define Overall Rule Settings step in the Data Load Rule to No.
• Set up Cloud Scheduler so that the Scenario process is dependent upon the Data Load Rule.
• Process the scenario after loading the Box file and have a separate task for each in Cloud Scheduler.