Box Signed-Document Capture
When a contract is completed via Box Sign (or a signed file lands in a folder), the flow files the signed PDF in SharePoint, records the agreement and key fields in Dataverse, and notifies the owner. Turns Box Sign completions into governed records.
Provided as-is, without warranty of any kind. Review and test each pattern in a non-production environment before deploying it to live automations. See our Terms.
Overview
This flow turns Box Sign completions into governed records. When a signed document lands in a monitored Box folder, the flow downloads it, files it into a governed SharePoint document library, records a structured Dataverse agreement row, and emails the owner that the agreement was captured.
Why it matters: signed agreements should be retained, searchable, and reportable - not left sitting in Box. Capturing each completion as a metadata-rich record makes the agreement portfolio governable and auditable.
Ships Off (demo).
Use Case
A team using Box Sign (or any process that drops signed PDFs into a Box folder) wants every completed agreement filed and logged automatically, with the responsible owner notified. The flow is the capture stage of a governed contract-records pipeline.
Flow Architecture
When a Signed File Lands in Box
Box - OnNewFilesV2Polls the monitored signed-docs folder every 5 minutes; splitOn fires once per new file.
Initialize Trace & Config
Initialize variableMints a correlation id and binds the SharePoint site, agreement library path, and owner email from env vars.
Download Signed Document
Box - GetFileContentDownloads the signed PDF content by file id.
Archive To SharePoint
SharePoint - CreateFileFiles the PDF into the governed .../Signed Agreements library.
Record Agreement In Dataverse
Microsoft Dataverse - CreateRecordWrites a governed agreement row (file, archive URL, owner, correlation id, captured-on).
Notify Owner
Office 365 Outlook - SendEmailV2Emails the owner that the agreement was captured.
Environment Variables
| Schema name | Type | Default | Description |
|---|---|---|---|
| flowlibs_SignedFolderId | String | 0 | Box folder ID monitored for completed/signed documents. |
| flowlibs_SharePointSiteURL | String | https://your-tenant.sharepoint.com | SharePoint site hosting the agreement archive. |
| flowlibs_AgreementLibrary | String | /Shared Documents | Server-relative document library; the flow appends /Signed Agreements. |
| flowlibs_OwnerEmail | String | you@yourcompany.com | Recipient notified of each capture. |
Connectors & Connections
| Connector | API name | Actions used |
|---|---|---|
| Box | shared_box | OnNewFilesV2 GetFileContent |
| SharePoint | shared_sharepointonline | CreateFile |
| Microsoft Dataverse | shared_commondataserviceforapps | CreateRecord |
| Office 365 Outlook | shared_office365 | SendEmailV2 |
Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.
Customization Guide
Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.
- Box Sign metadata to Dataverse
- If using Box Sign form fields, extend the download with a Box metadata read and map signer name, signed date, and contract value into added Dataverse columns.
- Certificate capture
- Box Sign produces a completion certificate; add a second GetFileContent + CreateFile to archive it next to the agreement.
- Obligations / renewals
- Add renewal/expiry columns and a downstream scheduled reminder keyed off the captured-on date.
- Retention
- Apply a SharePoint retention label to the archive library so filed agreements inherit governance.
- Approval gate
- Insert an Approvals step before the Dataverse record if captures need sign-off.
Key Expressions
The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.
EXPR.01Per-file fan-out
One run per signed file.
EXPR.02Archive folder path
Destination library path.
EXPR.03SharePoint archive path (to Dataverse)
Stored on the agreement row.
EXPR.04Correlation ID
Minted in the first action.
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