Enabling the Box Integration

Please note: This content is intended for Practifi System Administrators and is technical. The steps described in this article may not be completed without System Administrator permissions. Please discuss your integration installation plans with your Practifi Customer Support Team for their assistance.

Overview

The integration between Practifi and Box allows users to share files seamlessly without changing the interface or logging out of Practifi, keeping document workflows in the same place as client work. With this integration, users can share files with external users.

This article outlines the steps to enable the Box integration in your organization. For more information about the Box integration, please consult our Using the Box Integration article.

• Before You Begin
• Installation
  • Install From the AppExchange
  • Access Box Settings
  • Connect Box Service Account
    • Change Box Service Account
  • Set Up Root Folder
    • Enable the Box Enterprise Sub-Domain (Optional)
  • Schedule Sync Jobs
    • Clean-Up Job Sync
  • Seamless Login (Organization-Wide)
  • Adding Box to Client Record Pages

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Before You Begin

There are a few prerequisites for setting up this integration:

1. The user should have an enterprise Practifi account.

2. The user should also have an enterprise Box account.

3. The user should have the following settings enabled on their Box account:
   • A Box service account, which can be any managed user.
   • If you have enabled the Restrict Content Creation enterprise setting, the service account must be either the primary admin or a co-admin, with either the manage groups or manage users permissions assigned.
4. If you don’t already have a Box service account, create one by adding [e-mail] as a managed user.
   • It's best to reserve this account exclusively for integration purposes rather than to assign it to any user. In addition, this account "owns" the Salesforce content on Box and makes API calls from Salesforce to Box for the entire enterprise.

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Installation

Install From the AppExchange

1. Log in to your Practifi organization using your System Administrator credentials.
2. Navigate to Salesforce Setup by selecting the gear icon in the upper right-hand corner (represented by) and selecting Setup from the drop-down menu. 
   
   
   
    
3. Use the Global Search bar at the top of the screen to search for and select AppExchange Marketplace.
   
   
   
    
4. Within the AppExchange Marketplace, search for Box and select the Box app from the results.

5. On the Box AppExchange listing, select the Get It Now button.

   

   Please note: The app is listed with a cost, but this fee is waived for Box customers.

6. Once selected, a pop-up window will display asking for authorization. The System Administrator should select Open Login Screen and log in using their Practifi credentials. 
   
   
    

7. Once authorized, a window will display where the admin must select the organization to install the application. It is recommended to install in a sandbox first and then in the production organization after testing.
   
   
    

8. A form will display where the administrator needs to fill out the required fields. Select Confirm and Install to accept the terms and conditions for installing the application.
   
   
    

Access Box Settings

Once the application is installed, there are a few settings the admin needs to configure before using the Box app. To access these settings:

1. Log in to Practifi as a System Administrator.

2. Select the App Launcher in the upper left-hand corner, then use the Search apps and items search bar to find and select Box Settings.

   Please note: Both the System Administrator and Practifi license holders can access the Box Settings tab. However, only the System Administrator can view the Box Admin Settings section within this tab. You are not the System Administrator if you do not see the Box Admin Settings section on the page.

Connect Box Service Account

1. Once in Box Settings, open the Authentication tab on the left side of the screen.
2. Enter the registered email ID of your Box Service Account and select the Connect button.
3. A pop-up window will display prompting for a username and password. Enter your credentials to complete the connection between your account and the Box Service Account.
   
   

Change Box Service Account

After the initial connection, the Box Service Account can be changed by completing the following steps:

1. From the top right of your window, go to Your Name > Developer Console to launch the Developer Console.

2. Go to Debug > Open Execute Anonymous Window

3. Run the following command: box.Toolkit.deleteServiceUserAssociation();

Set Up Root Folder

1. Within Box, specify a name for your firm's Root Folder as Practifi -<Your Firm's Name> and select Save to finalize its creation.
2. Copy the sharing link of this folder and paste it into the default folder field on the Box Settings page.
3. Select Save.
   
   

Enable the Box Enterprise Sub-Domain (Optional)

If you use a sub-domain for your Box Enterprise organization (for example, cloud.app.box.com instead of app.box.com), you must enter your sub-domain on the Box Settings tab. For example, if your sub-domain is cloud.app.box.com, enter cloud as the sub-domain value. This prevents issues when using various Send with options on files within Box.

In Box, navigate to Admin Console > Enterprise Settings > Custom Setup, enter your sub-domain, and save your changes.

Schedule Sync Jobs

1. Select the Permissions tab on the Box Settings page to schedule a regular sync job.
2. Select the Schedule New Job button. You must then specify the following:
   • A frequency (Weekly/Monthly)
   • A cadence
     • For a weekly frequency, select the day or days you would like the sync to run from the day selection box.

     • For a Monthly frequency, select the day of the month.
       
       

3. Once a frequency and cadence are specified, choose a preferred start time from the drop-down menu.
   
   
    

4. Click Save to finalize the sync job creation. Once created, the sync job can be edited or removed.

   Please note: Creating a daily sync job is advisable to maintain seamless data.

Clean-Up Job Sync

If you observe many records being retained in the BOSS Exception custom object (API name: BOSS_Exception__c), a clean-up job sync may be run to remove these records. You do not need to run this process often, as it is part of your scheduled BOSS process. Instead, this is intended for use as a one-time cleanup.

1. If not already in Salesforce Setup, navigate to Salesforce Setup by selecting the gear icon in the upper right-hand corner (represented by) and selecting Setup from the drop-down menu.
2. Use the Quick Find search bar on the left side to search for Apex Classes.
3. Select the Schedule Apex button and then select the BatchErrorScheduler apex class for the job.
4. Click Save to initiate the clean-up job sync.

Seamless Login (Organization-Wide)

This feature provides seamless login to Box from within Salesforce, sparing users the need to authenticate as they move between platforms repeatedly. When you enable this feature, users see the Seamless Login setting in the Box Settings tab. They can then enable or disable seamless login for their accounts. If individuals enable seamless login for their accounts, they are prompted to log into their Box accounts once during setup.

Seamless Login is enabled by default organization-wide. If you disable it, the system prompts Box account holders to log into Box whenever they access Box content within Salesforce in a new browsing session.
 

Adding Box to Client Record Pages

Adding the Box App Shortcut to Practifi Client record pages places file access directly within the Client record context. To add the shortcut, follow these steps:

1. Within Practifi, navigate to a Client record page.
2. Select the cog icon in the upper-right-hand corner. From the drop-down menu, select Edit Page.
3. Search for the Practifi - Navigation Section component in the left-hand side search bar. Drag and drop the component over the Activities navigation section. 
   
   
    
4. Once added, name the navigation section Box and set the icon field as fad fa-box to create the Box shortcut in the record side panel and have an icon display. 
   
   
    
5. After adding the navigation section, search for Box in the components search bar and drag and drop the Box Application to be within the navigation section.
   
   
    
6. Click Save to finalize the changes. 
   
   
    
7. Once saved, select the Activation button located beside the Save button. 
   
   
    
8. On the Activation page, there will be multiple subtabs where you must select the following options to ensure users can access the Box functionality correctly. These are as follows:
   1. Select the App, Record Type and Profile section. Select the Add Assignments button and select the following: Advisor, Client Service, Marketing, Management, and Settings. Once these are selected, click Next. 
      
      
       
   2. You will be asked to select the Form Factor in the next step. This will default to Desktop and should remain at this value. Select Next to continue. 
      
      
       
   3. Select the following options: Household Client, Individual Client, Organization Client, Household Prospect, Individual Prospect, and Organization Prospect. Once these are selected, click Next to continue. 
      
      
       
   4. In this step, select the Profiles needing access to this page and the Box functionality. 
      
      
       
   5. On the final page, review the page assignments to ensure their accuracy and select Save to finalize the page changes within your Practifi organization.