LIFE SCIENCES · BOX AI EXTRACTION
How to extract data from a Box document into a HubSpot property
Short answer: In a HubSpot workflow, use Get Pinned Box Folder to find the record’s Box folder, then Box AI: Extract Structured Data to pull fields from the documents in that folder. Finally, use HubSpot’s edit record action to copy each Field X Value output into a HubSpot property.
What it does
When a deal reaches a review stage, Box AI reads the matching documents in the deal’s Box folder and extracts the fields you define, such as dates, names and terms. HubSpot writes the values to deal properties. If extraction fails, the deal owner gets a task.
Before you start
Plan: Box AI extraction needs Enterprise on both Box Connector and Box.
The record has a typed pinned folder (for example “Client” or “Contracts”) that holds the documents.
You’ve created the HubSpot properties you want to fill, such as “Agreement effective date”.
Optional: a Box metadata template whose fields match what you want to extract.
Step 1: Create the workflow and trigger
In HubSpot, create a deal-based workflow.
Set the trigger, for example Deal stage is any of Document Review.
Step 2: Find the folder
Add Get Pinned Box Folder:
HubSpot Object Record ID: the deal’s Record ID.
HubSpot Object Record Type: Deal.
Pinned Folder Type: the type that holds the documents.
Step 3: Add Box AI: Extract Structured Data
Add Box AI: Extract Structured Data and fill in the inputs:
Box Folder ID: the Folder ID output from Step 2.
Extraction Mode: use a Box metadata template, or define Custom Fields (JSON) for the fields you want.
AI model: use the default Box AI model or pick a specific one.
Filters: narrow which files are read by name, extension, size or date. For example, name contains “agreement” AND extension equals “pdf”.
Output Field 1, 2, 3: pick which extracted field maps to each output.
The action returns Field X Value outputs, plus Extraction Status, Error Message and Number of Files Processed.
Step 4: Write the values to HubSpot
Add HubSpot’s edit record action.
Choose the property to set, then select the matching Field X Value from the action outputs.
Repeat for each property. The source and target property types must be compatible.
Step 5: Handle exceptions
Add an if/then branch on the Extraction Status output.
On failure, create a HubSpot task for the deal owner that includes the Error Message output.
Step 6: Test and turn it on
Upload a sample document to a test deal’s folder and enroll the deal.
Check the deal properties and the branch result, then turn the workflow on.
Real results
Strategic Wealth Designers uses Box AI and Box Connector to verify, file and route client documents. It cut onboarding document work from 400 hours a month to 5.
Frequently asked questions
Which plan do I need for Box AI extraction?
What if Box AI can't find a value?
Can I extract from more than one file?
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.
