WEALTH MANAGEMENT · BOX AI EXTRACTION
How to automate client onboarding documents with Box AI and HubSpot
Short answer: Start a HubSpot workflow when a client submits your document intake form. Use Create Box Folder and Pin Box Folder to Record to set up the client’s folder, Box AI: Extract Structured Data to read each document, and Update / Move Box File to rename and file it. Documents Box AI can’t read go to a “Needs Review” folder.
What it does
When a client uploads onboarding documents, the workflow builds the client’s Box folder structure, uses Box AI to check each document against the type the client selected, renames it with the client’s name, document type and year, and files it in the right folder. If Box AI can’t recognize or read a document, it moves it to a “Needs Review” folder instead of filing it blindly. Finally, it pins the client’s Box folder to their HubSpot record.
What it does
When a client uploads onboarding documents, the workflow builds the client’s Box folder structure, uses Box AI to check each document against the type the client selected, renames it with the client’s name, document type and year, and files it in the right folder. If Box AI can’t recognize or read a document, it moves it to a “Needs Review” folder instead of filing it blindly. Finally, it pins the client’s Box folder to their HubSpot record.
What it does
When a client uploads onboarding documents, the workflow builds the client’s Box folder structure, uses Box AI to check each document against the type the client selected, renames it with the client’s name, document type and year, and files it in the right folder. If Box AI can’t recognize or read a document, it moves it to a “Needs Review” folder instead of filing it blindly. Finally, it pins the client’s Box folder to their HubSpot record.
Before you start
Plan: Box AI extraction needs Enterprise on both Box Connector and Box. Box metadata actions are Box Connector Enterprise.
Box Connector is installed and the Box Files card is on your contact layout.
You’ve created a pinned folder type such as “Client” in Box Connector (Settings > Pinned Folder Types).
You have a parent “Clients” folder in Box and know its folder ID (the number at the end of its Box URL).
Your intake form sends uploads to a processing folder in Box, and you have a “Needs Review” folder for exceptions.
Optional: a Box metadata template whose fields match what you want Box AI to extract, such as document type, client name and tax year.
Before you start
Plan: Box AI extraction needs Enterprise on both Box Connector and Box. Box metadata actions are Box Connector Enterprise.
Box Connector is installed and the Box Files card is on your contact layout.
You’ve created a pinned folder type such as “Client” in Box Connector (Settings > Pinned Folder Types).
You have a parent “Clients” folder in Box and know its folder ID (the number at the end of its Box URL).
Your intake form sends uploads to a processing folder in Box, and you have a “Needs Review” folder for exceptions.
Optional: a Box metadata template whose fields match what you want Box AI to extract, such as document type, client name and tax year.
Before you start
Plan: Box AI extraction needs Enterprise on both Box Connector and Box. Box metadata actions are Box Connector Enterprise.
Box Connector is installed and the Box Files card is on your contact layout.
You’ve created a pinned folder type such as “Client” in Box Connector (Settings > Pinned Folder Types).
You have a parent “Clients” folder in Box and know its folder ID (the number at the end of its Box URL).
Your intake form sends uploads to a processing folder in Box, and you have a “Needs Review” folder for exceptions.
Optional: a Box metadata template whose fields match what you want Box AI to extract, such as document type, client name and tax year.
Step 1: Create the workflow and trigger
In HubSpot, create a contact-based workflow.
Set the enrollment trigger to a submission of your document intake form.
Step 1: Create the workflow and trigger
In HubSpot, create a contact-based workflow.
Set the enrollment trigger to a submission of your document intake form.
Step 1: Create the workflow and trigger
In HubSpot, create a contact-based workflow.
Set the enrollment trigger to a submission of your document intake form.
Step 2: Create the client folder
Add Create Box Folder.
Folder Name: insert contact tokens, for example last name and first name.
Parent Folder ID: your “Clients” folder ID.
Upload Email Access: choose Open or Collaborators Only.
Leave Fail on Conflict unchecked, so a returning client’s existing folder ID is returned instead of a duplicate being created.
Add more Create Box Folder actions for subfolders such as Tax Returns or Statements, using the folder_id output as the Parent Folder ID.
Step 2: Create the client folder
Add Create Box Folder.
Folder Name: insert contact tokens, for example last name and first name.
Parent Folder ID: your “Clients” folder ID.
Upload Email Access: choose Open or Collaborators Only.
Leave Fail on Conflict unchecked, so a returning client’s existing folder ID is returned instead of a duplicate being created.
Add more Create Box Folder actions for subfolders such as Tax Returns or Statements, using the folder_id output as the Parent Folder ID.
Step 2: Create the client folder
Add Create Box Folder.
Folder Name: insert contact tokens, for example last name and first name.
Parent Folder ID: your “Clients” folder ID.
Upload Email Access: choose Open or Collaborators Only.
Leave Fail on Conflict unchecked, so a returning client’s existing folder ID is returned instead of a duplicate being created.
Add more Create Box Folder actions for subfolders such as Tax Returns or Statements, using the folder_id output as the Parent Folder ID.
Step 3: Pin the folder to the contact
Add Pin Box Folder to Record:
HubSpot Object Record ID: the contact’s Record ID.
HubSpot Object Record Type: Contact.
Box Folder ID: the folder_id output from Step 2.
Pinned Mode: add.
Pinned Folder Type: Client.
Step 3: Pin the folder to the contact
Add Pin Box Folder to Record:
HubSpot Object Record ID: the contact’s Record ID.
HubSpot Object Record Type: Contact.
Box Folder ID: the folder_id output from Step 2.
Pinned Mode: add.
Pinned Folder Type: Client.
Step 3: Pin the folder to the contact
Add Pin Box Folder to Record:
HubSpot Object Record ID: the contact’s Record ID.
HubSpot Object Record Type: Contact.
Box Folder ID: the folder_id output from Step 2.
Pinned Mode: add.
Pinned Folder Type: Client.
Step 4: Read the documents with Box AI
Add Box AI: Extract Structured Data:
Box Folder ID: the folder that holds the new uploads.
Extraction Mode: a Box metadata template, or Custom Fields (JSON) for fields such as document type, client name and year.
Filters: narrow which files are read, for example extension equals “pdf”.
Output Field 1, 2, 3: map each extracted field to an output.
The action returns a Field X Value for each output, plus Extraction Status, Error Message and Number of Files Processed.
Step 4: Read the documents with Box AI
Add Box AI: Extract Structured Data:
Box Folder ID: the folder that holds the new uploads.
Extraction Mode: a Box metadata template, or Custom Fields (JSON) for fields such as document type, client name and year.
Filters: narrow which files are read, for example extension equals “pdf”.
Output Field 1, 2, 3: map each extracted field to an output.
The action returns a Field X Value for each output, plus Extraction Status, Error Message and Number of Files Processed.
Step 4: Read the documents with Box AI
Add Box AI: Extract Structured Data:
Box Folder ID: the folder that holds the new uploads.
Extraction Mode: a Box metadata template, or Custom Fields (JSON) for fields such as document type, client name and year.
Filters: narrow which files are read, for example extension equals “pdf”.
Output Field 1, 2, 3: map each extracted field to an output.
The action returns a Field X Value for each output, plus Extraction Status, Error Message and Number of Files Processed.
Step 5: Rename and file each document
Add an if/then branch on Extraction Status and the document type value.
On success, add Update / Move Box File with the file’s Box File ID, a New File Name built from the extracted values (for example client name, document type and year), and Move to Folder ID set to the matching subfolder.
On failure, or when the type doesn’t match what the client selected, use Update / Move Box File to move the file to your “Needs Review” folder, and create a HubSpot task for the advisor.
Step 5: Rename and file each document
Add an if/then branch on Extraction Status and the document type value.
On success, add Update / Move Box File with the file’s Box File ID, a New File Name built from the extracted values (for example client name, document type and year), and Move to Folder ID set to the matching subfolder.
On failure, or when the type doesn’t match what the client selected, use Update / Move Box File to move the file to your “Needs Review” folder, and create a HubSpot task for the advisor.
Step 5: Rename and file each document
Add an if/then branch on Extraction Status and the document type value.
On success, add Update / Move Box File with the file’s Box File ID, a New File Name built from the extracted values (for example client name, document type and year), and Move to Folder ID set to the matching subfolder.
On failure, or when the type doesn’t match what the client selected, use Update / Move Box File to move the file to your “Needs Review” folder, and create a HubSpot task for the advisor.
Step 6: Test and turn it on
Submit the form as a test contact with a few sample documents.
Check that the folder was created and pinned, files were renamed and filed, and an unreadable file landed in “Needs Review”.
Turn the workflow on.
Step 6: Test and turn it on
Submit the form as a test contact with a few sample documents.
Check that the folder was created and pinned, files were renamed and filed, and an unreadable file landed in “Needs Review”.
Turn the workflow on.
Step 6: Test and turn it on
Submit the form as a test contact with a few sample documents.
Check that the folder was created and pinned, files were renamed and filed, and an unreadable file landed in “Needs Review”.
Turn the workflow on.
Tips
Add Create Box Metadata Instance to write form answers and HubSpot contact data to each file’s Box metadata, so files stay searchable in Box.
Keep a clear “Needs Review” step. It keeps people in control of anything Box AI can’t read.
Your files stay in Box, and Box permissions apply to every HubSpot user who opens them.
Want help with the build? The onboarding and enablement package includes 5 custom HubSpot workflow templates tailored to your business.
Tips
Add Create Box Metadata Instance to write form answers and HubSpot contact data to each file’s Box metadata, so files stay searchable in Box.
Keep a clear “Needs Review” step. It keeps people in control of anything Box AI can’t read.
Your files stay in Box, and Box permissions apply to every HubSpot user who opens them.
Want help with the build? The onboarding and enablement package includes 5 custom HubSpot workflow templates tailored to your business.
Tips
Add Create Box Metadata Instance to write form answers and HubSpot contact data to each file’s Box metadata, so files stay searchable in Box.
Keep a clear “Needs Review” step. It keeps people in control of anything Box AI can’t read.
Your files stay in Box, and Box permissions apply to every HubSpot user who opens them.
Want help with the build? The onboarding and enablement package includes 5 custom HubSpot workflow templates tailored to your business.
Real results
Strategic Wealth Designers (SWD) uses Box AI and Box Connector to verify, rename, file and route client documents, and pins each client’s folder to HubSpot. SWD cut onboarding document work from 400 hours a month to 5.
Real results
Strategic Wealth Designers (SWD) uses Box AI and Box Connector to verify, rename, file and route client documents, and pins each client’s folder to HubSpot. SWD cut onboarding document work from 400 hours a month to 5.
Real results
Strategic Wealth Designers (SWD) uses Box AI and Box Connector to verify, rename, file and route client documents, and pins each client’s folder to HubSpot. SWD cut onboarding document work from 400 hours a month to 5.
Which plan do I need for Box AI onboarding automation?
Box AI extraction needs Enterprise on both Box Connector and Box. The folder and pinning steps work on the Box Connector Growth plan and up.
Which plan do I need for Box AI onboarding automation?
Box AI extraction needs Enterprise on both Box Connector and Box. The folder and pinning steps work on the Box Connector Growth plan and up.
Which plan do I need for Box AI onboarding automation?
Box AI extraction needs Enterprise on both Box Connector and Box. The folder and pinning steps work on the Box Connector Growth plan and up.
What happens to documents Box AI can't read?
Your workflow moves them to a “Needs Review” folder and can create a HubSpot task, so a person checks them before they’re filed.
What happens to documents Box AI can't read?
Your workflow moves them to a “Needs Review” folder and can create a HubSpot task, so a person checks them before they’re filed.
What happens to documents Box AI can't read?
Your workflow moves them to a “Needs Review” folder and can create a HubSpot task, so a person checks them before they’re filed.
Do client documents leave Box?
No. Files stay in Box. Box Connector shows them on the HubSpot record and Box permissions still apply.
Do client documents leave Box?
No. Files stay in Box. Box Connector shows them on the HubSpot record and Box permissions still apply.
Do client documents leave Box?
No. Files stay in Box. Box Connector shows them on the HubSpot record and Box permissions still apply.
Do I need a Box metadata template?
No. You can pick a metadata template or define Custom Fields (JSON) in the Extraction Mode input.
Do I need a Box metadata template?
No. You can pick a metadata template or define Custom Fields (JSON) in the Extraction Mode input.
Do I need a Box metadata template?
No. You can pick a metadata template or define Custom Fields (JSON) in the Extraction Mode input.
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.
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.
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.
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.
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.
©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.
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.
©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.
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.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center