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Box file requests

What are Box file requests?

Box File Request lets you collect documents from anyone - even people without Box accounts. Requires a Business plan or higher, but you get strong security controls suited to regulated industries.

Prerequisites

  • Box Business, Business Plus, or Enterprise account
  • Folder creation permissions in Box
  • Administrator approval if your organization restricts external sharing

Creating a Box file request

  1. Select your destination folder

    Go to the Box folder where collected files should land.

  2. Open the sharing panel

    Click the folder, then find the sharing panel on the right.

  3. Create the file request

    Under File Request, click Create Link.

  4. Enable and configure

    Toggle the link to Enabled. Click Edit for more options.

  5. Set security options

    • Require Box login for uploaders
    • Set an expiration date
    • Turn on email notifications

  6. Add metadata fields

    Collect extra info alongside files:

    • Email address (can be required)
    • File description
    • Custom metadata fields

  7. Copy your link

    Paste the generated URL into a Tallyfy short text field.

Security features

Identity verification - Require uploaders to sign in with a Box account (free accounts work). Captures their verified email with every upload.

Email validation - Even without Box login, you can require uploaders to verify their email.

Access controls - Your Box admin can enforce org-wide policies for all file requests.

Virus scanning - All uploads are scanned automatically before they’re accessible.

What uploaders see

  1. Your custom message explaining what files you need
  2. Sign-in or email verification (if configured)
  3. Required metadata fields to fill out
  4. Drag-and-drop or browse to select files
  5. Box uploads and notifies you (if enabled)

Metadata collection

Require structured information with each upload:

Example metadata setup:
- Uploader Email: [Required]
- Document Type: [Dropdown: Contract, Invoice, Receipt]
- Reference Number: [Text field]
- Description: [Text area]

Metadata stays attached to files, making them easier to find later.

Using Box file requests with Tallyfy

Simple collection - One Box file request link per process, shared across tasks.

Categorized uploads - Separate file requests per document type:

  • Financial → /Client Files/Financial/
  • Legal → /Client Files/Legal/
  • Identity → /Client Files/Identity/

Maximum security - Unique file requests per process instance with short expiration windows.

Automation options

Box’s API supports:

  • Creating file requests programmatically
  • Webhook notifications when files arrive
  • Auto-moving uploads to permanent storage
  • Triggering Tallyfy API calls on upload completion
  1. Go to your folder on Box.com
  2. Check the sharing panel for active requests
  3. Disable links once collection is done
  4. Review upload history in the admin console

Best practices

Folder organization - Mirror your process structure in your Box folder hierarchy.

Naming conventions - Use consistent naming like [Process]-[Date]-[Client].

Regular cleanup - Disable old file request links quarterly.

Monitor usage - Check Box’s audit logs to see who’s uploading.

Limitations

Business plan required - File requests aren’t available on personal Box accounts.

Single folder destination - Each request points to one folder. You can’t split uploads dynamically.

No conditional logic - Can’t show or hide metadata fields based on previous selections.

Alternative - Box folder invites

For trusted partners who have Box accounts:

  1. Create a Box folder
  2. Click Share and invite collaborators
  3. Set permissions to “Uploader” (can only add files)
  4. Share the folder link through Tallyfy

More features, but requires Box accounts on both sides.

Troubleshooting

“Access denied” - Your org admin may have restricted file requests.

Missing metadata - Confirm required fields are set in file request settings.

Upload failures - Check file size limits (5 GB default, up to 250 GB).

Link not working - The link may be disabled or expired.

Cost considerations

File requests come with Business plans but count toward your storage quota. Watch usage if you collect large files often.

File Request Links > Dropbox file requests

Dropbox file requests let anyone upload files to a specific folder in your Dropbox without needing an account and you can store those unique upload links directly in Tallyfy process fields to collect documents from external users during workflow tasks.

Document Management > File request links

File request links let you collect documents from external people by generating unique upload URLs in your document management system and embedding them into Tallyfy workflow tasks so recipients can upload files directly without needing accounts or seeing other files while your team maintains full control over storage and compliance.

File Request Links > SharePoint file requests

SharePoint and OneDrive file requests let you generate unique upload-only links that anyone can use to submit files directly into specific folders without needing a Microsoft account or site access while maintaining security through audit trails and malware scanning.

File Request Links > Google Drive file requests

Google Drive lacks a native file request feature so collecting files from external users requires workarounds like third-party tools such as FileDrop or File Request Pro that allow uploads without a Google account or using Google Forms (which still requires sign-in) or shared folders with managed access permissions.
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