PROFESSIONAL SERVICES · ARCHIVING
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.
What it does
When an engagement ends, Box Connector finds the record’s pinned Box folder, moves it into your Archive folder, renames and tags it, and removes external collaborators and the folder’s shared link. The files stay in Box.
Before you start
Plan: Growth plan and up. Assigning Box retention policies from HubSpot is Enterprise.
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.
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 4: Remove outside access
Add Delete Collaborations on File or Folder. Choose Folder, use the same Folder ID as Item ID, and list the External Collaborators to remove by email. You can also select internal Collaborators to remove.
Add Remove Box Folder Shared Link with the same Box 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. To clear it, add Unpin Box Folder and choose Unpin Folder by ID or a pinned folder type.
Step 6: Test and turn it on
Enroll a test record. Check that the folder moved in Box, the name and tag changed, and outside access is gone.
Turn the workflow on.
Real results
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.
Frequently asked questions
Does archiving delete any files?
Can archived folders stay visible in HubSpot?
Can I apply a Box retention policy when a deal closes?
Related guides and resources
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
