Product

Pricing

Resources

About

Trust

Login

Start Free Trial

Box Connector for HubSpot

GUIDE

How to archive a Box folder when a deal closes or an engagement ends

Short answer: Build a HubSpot workflow that triggers when a deal closes or a client’s status changes to “Former”. Use Get Pinned Box Folder to find the folder, Update / Move Box Folder to move and rename it into your archive, then Delete Collaborations on File or Folder and Remove Box Folder Shared Link to end outside access.

Plan needed: Box Connector Growth plan and up. Assigning Box retention policies from HubSpot is an Enterprise feature. HubSpot workflows need a HubSpot Professional or Enterprise subscription.

Book a demo

Book a demo

What you'll build

When an engagement ends:

  1. Box Connector finds the record’s pinned Box folder.

  2. It moves the folder into your Archive folder, renames it and tags it.

  3. It removes external collaborators and the folder’s shared link.

What you'll build

When an engagement ends:

  1. Box Connector finds the record’s pinned Box folder.

  2. It moves the folder into your Archive folder, renames it and tags it.

  3. It removes external collaborators and the folder’s shared link.

What you'll build

When an engagement ends:

  1. Box Connector finds the record’s pinned Box folder.

  2. It moves the folder into your Archive folder, renames it and tags it.

  3. It removes external collaborators and the folder’s shared link.

Before you start

  • The record has a typed pinned folder (for example “Client”).

  • You have an Archive folder in Box and know its folder ID (the number at the end of its Box URL).

Before you start

  • The record has a typed pinned folder (for example “Client”).

  • You have an Archive folder in Box and know its folder ID (the number at the end of its Box URL).

Before you start

  • The record has a typed pinned folder (for example “Client”).

  • You have an Archive folder in Box and know its folder ID (the number at the end of its Box URL).

Step 1: Create the workflow and trigger

Pick the trigger that marks the end of the relationship:

  • Deal stage is any of Closed Lost, for deals you want to archive right away.

  • Deal stage is any of Closed Won plus a HubSpot Delay step, if work continues after the sale.

  • Property value changed: for example Client status is “Former” on a company, for ended engagements.

Step 1: Create the workflow and trigger

Pick the trigger that marks the end of the relationship:

  • Deal stage is any of Closed Lost, for deals you want to archive right away.

  • Deal stage is any of Closed Won plus a HubSpot Delay step, if work continues after the sale.

  • Property value changed: for example Client status is “Former” on a company, for ended engagements.

Step 1: Create the workflow and trigger

Pick the trigger that marks the end of the relationship:

  • Deal stage is any of Closed Lost, for deals you want to archive right away.

  • Deal stage is any of Closed Won plus a HubSpot Delay step, if work continues after the sale.

  • Property value changed: for example Client status is “Former” on a company, for ended engagements.

Step 2: Find the folder

Add Get Pinned Box Folder with the record’s Record ID, the record type, and the pinned folder type (for example Client).

Step 2: Find the folder

Add Get Pinned Box Folder with the record’s Record ID, the record type, and the pinned folder type (for example Client).

Step 2: Find the folder

Add Get Pinned Box Folder with the record’s Record ID, the record type, and the pinned folder type (for example Client).

Step 3: Move and rename the folder

Add Update / Move Box Folder:

  • Box Folder ID: the Folder ID output from Step 2.

  • Move to Folder ID: your Archive folder ID.

  • New Folder Name (optional): for example add “ARCHIVED” and the close year.

  • Folder Description and Tags (optional): for example tag “archived”.

Step 3: Move and rename the folder

Add Update / Move Box Folder:

  • Box Folder ID: the Folder ID output from Step 2.

  • Move to Folder ID: your Archive folder ID.

  • New Folder Name (optional): for example add “ARCHIVED” and the close year.

  • Folder Description and Tags (optional): for example tag “archived”.

Step 3: Move and rename the folder

Add Update / Move Box Folder:

  • Box Folder ID: the Folder ID output from Step 2.

  • Move to Folder ID: your Archive folder ID.

  • New Folder Name (optional): for example add “ARCHIVED” and the close year.

  • Folder Description and Tags (optional): for example tag “archived”.

Step 4: Remove outside access

  1. Add Delete Collaborations on File or Folder. Choose Folder, use the same Folder ID, and list the External Collaborators to remove by email (you can use HubSpot tokens such as the contact’s email). You can also select internal Collaborators to remove.

  2. Add Remove Box Folder Shared Link with the same Folder ID.

Step 4: Remove outside access

  1. Add Delete Collaborations on File or Folder. Choose Folder, use the same Folder ID, and list the External Collaborators to remove by email (you can use HubSpot tokens such as the contact’s email). You can also select internal Collaborators to remove.

  2. Add Remove Box Folder Shared Link with the same Folder ID.

Step 4: Remove outside access

  1. Add Delete Collaborations on File or Folder. Choose Folder, use the same Folder ID, and list the External Collaborators to remove by email (you can use HubSpot tokens such as the contact’s email). You can also select internal Collaborators to remove.

  2. Add Remove Box Folder Shared Link with the same Folder ID.

Step 5: Decide what stays on the record

The folder stays pinned by default, so your team can still open archived files from HubSpot. If you’d rather clear it, add Unpin Box Folder and choose Unpin Folder by ID or a pinned folder type.

Step 5: Decide what stays on the record

The folder stays pinned by default, so your team can still open archived files from HubSpot. If you’d rather clear it, add Unpin Box Folder and choose Unpin Folder by ID or a pinned folder type.

Step 5: Decide what stays on the record

The folder stays pinned by default, so your team can still open archived files from HubSpot. If you’d rather clear it, add Unpin Box Folder and choose Unpin Folder by ID or a pinned folder type.

Step 6: Test and turn it on

  1. Enroll a test record. Check that the folder moved in Box, the name and tag changed, and outside access is gone.

  2. Turn the workflow on.

Good to know

  • Moving a folder with Update / Move Box Folder keeps the folder and its files. Don’t use Delete Folder for archiving: with “Recursively Delete Folder Contents” checked, it deletes the folder and everything in it.

  • On the Enterprise plan, Box Connector can also view and assign Box retention policies from HubSpot.

Real results from this pattern

  • ToolKit Services moves Box job folders from sales into operations and then into archive as HubSpot deals progress, and saves about 5 hours a week. Read the ToolKit Services case study

Ready to make Box and HubSpot work better together?

Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.

Start Free Trial

Book a Demo

SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.

Start Free Trial

Product

Box Connector

Features

Pricing

Free Trial

Book a Demo

Login

Resources

Blog

Workflow Library

Case Studies

Product Support

Docs

Company

About SparkGrid

Trust

Contact

LinkedIn

YouTube

©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center

Ready to make Box and HubSpot work better together?

Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.

Start Free Trial

Book a Demo

SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.

Start Free Trial

Product

Box Connector

Features

Pricing

Free Trial

Book a Demo

Login

Resources

Blog

Workflow Library

Case Studies

Product Support

Docs

Company

About SparkGrid

Trust

Contact

LinkedIn

YouTube

©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center

Ready to make Box and HubSpot work better together?

Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.

Start Free Trial

Book a Demo

SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.

Start Free Trial

Product

Box Connector

Features

Pricing

Free Trial

Book a Demo

Login

Resources

Blog

Workflow Library

Case Studies

Product Support

Docs

Company

About SparkGrid

Trust

Contact

LinkedIn

YouTube

©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center