Box Signed-Document Capture

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

Environment Variables

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.

triggerOutputs()?['body']

concat(variables('varAgreementLibrary'),'/Signed Agreements')

body('Archive_To_SharePoint')?['Path']

guid()