by Rolustech

Share, access and collaborate on all your Box content within Sugar with RT SugarBox! This Sugar plugin makes content management and collaboration possible for your users.

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SugarCRM 7 - User Guide

Introduction

RT SugarBox provides the following features:

• Content Syncing - Bi-directional sync between SugarCRM and box on mapped directories
• Manage Documents – Share, edit, upload and revise documents from SugarCRM to mapped box directories.
• Box Dashlet – Navigate through Box.com directly from SugarCRM through the Box Dashlet.
• Real time updates – View content status updates directly from your SugarCRM activity streams.
• Pdf Syncing – PDFs generated from within SugarCRM can be directly stored and shared through Box.com
• Mapping –Box.com directories are mapped to SugarCRM modules and records.
• Box Configuration - SugarCRM authentication to Box using API.

Pre-requisites

• The popup should be allowed on your current browser. You can change your browser settings, See the following link: https://wiki.umbc.edu/pages/viewpage.action?pageId=1867972
• Cron Job must be setup on your SugarCRM instance to sync the data.
• Pop-ups must be enabled on your browser

Mapping Modules

RT SugarBox facilitates you in mapping SugarCRM modules and fields to any Box directory. You will also be able to add and delete multiple mappings as well. SO when you sync documents, they get synced/mapped onto the assigned box directories.

  1. To do this, go to Admin page and click on ‘SugarCRM’s Module Mapping’.
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  2. Next select a module, from the ‘Module’ dropdown.
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  3. The next dropdown shows a list of your top-level folders in your Box account. If you haven't created any, go to your Box account and create some folders. Then select a folder from this ‘Box Folder’ selection field e.g. Accounts.
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  4. The ‘Field Name’ dropdown allows you to select which field on the SugarCRM module links to the Box Folder name. E.g. use the 'name' field so that you can look at the name of the Box folder and know exactly what account you're dealing with. Now hit Save.
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You can link more modules to Box through the same method. Once this is done, Box-SugarCRM linking is done.

Sync content from SugarCRM to Box

To Sync documents from SugarCRM to Box, make sure that the parent SugarCRM module has been mapped onto the station module in Box.

  1. Once the mapping has been defined, go to any module and create a record. E.g. Accounts.
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  2. Now edit that account and add/link a document to it. Once done, save the changes.
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  3. This will map and sync the account and its document to the correct location in your Box account.
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You can attach multiple documents/content to one account and it will be mapped onto your Box account. Furthermore, you can delete content from Sugar, which in turn will then be deleted from your Box account.

Note: Folders you delete from SugarCRM or edit in Sugar, won’t be deleted from your Box account. Deletion only works from Box to Sugar, not vice versa)

Sync content from Box to SugarCRM

To sync content from Box to SugarCRM, you have to first setup a scheduler.

  1. To do that first go to Admin and click on ‘Schedulers’.
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  2. Create a new scheduler, name it and then select ‘Sync documents from box to Sugar’ from the job dropdown.
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  3. Set the time interval for scheduler and click on the save button. Now the scheduler has been set up.
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  4. Next, go to Box and add a document within a mapped folder that has been synced from SugarCRM to Box.
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  5. Next, the scheduler will run and sync the document from Box to SugarCRM. To view the document, go to the relevant accounts record and view the documents sub-panel.
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Note: Only documents within mapped folders will be synced from Box to SugarCRM. Folders won’t sync to SugarCRM.

Box Dashlets on SugarCRM

Keep track of synced records both ways through the Box Dashlet. Dashlet can be viewed on module and record level.

  1. To add a dashlet on a module or record level, click on the Create button visible on the right side intelligence panel.
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  2. Next, add a dashboard title and then click on ‘Add a Dashlet’.
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  3. Then select RT SugarBox from the dashlets list.
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  4. Rename the dashlet as you wish and then click on the Save button.
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  5. The SugarBox dashlet can then viewed in the panel on the right.
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  6. SugarBox dashlet on record level shows all the documents synced from SugarCRM to Box and vice versa through that particular record. The Box icon next to a record will direct you to the mapped location in Box folder, while the SugarCRM icon will direct you to the relevant SugarCRM record when clicked on it.
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  7. SugarBox dashlet on module level shows all the records; their folders and documents synced from SugarCRM to Box and vice versa. The SugarCRM icon next to the folder or document will direct user to the SugarCRM record. The box icon will direct you to the mapped folder and the documents. The person icon will take user to a page to invite other users and teams to collaborate on the folder, document etc.
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Acitivity Streams

Activity Streams on record and module level shows updates on documents being pulled/pushed to SugarCRM and Box. Keep track of your activity and sync updates through the activity streams.

  1. To view the activity stream, go to either record or module level and click on the activity stream button visible.
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  2. The stream shows documents uploaded on Box, deleted documents on Box, and documents pulled from Box to SugarCRM.
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Invite Collaborations

You can invite teams and users to collaborate on documents through your SugarBox Dashlet.

  1. To do that, click on the user icon next to a record/document visible in the SugarBox dashlet.
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  2. 'Invite Collaborations' window will now open. You can then add Contacts and teams to invite. You can also assign Box access roles to the collaborators. Once you have made changes, click on the Send Invite button.
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