Box Integration Follow
Overview
The Verbit-Box integration builds a 2-way channel between your Verbit and Box accounts, which provides a more efficient means to initiate transcriptioning/captionings requests and get the final output.
This integration supports:
- Upload of media files from Box to Verbit, either manual or automatic
- Export of transcripts or caption files from Verbit to Box, either manual or automatic
How Does It Work?
The integration will establish a 2-way channel between the two platforms, which can be used to transfer files and data.
The end-to-end flow can be summarized into three steps:
- Media Upload. One of the channels will be used to transfer media files from Box to Verbit. You can initiate requests either by adding media files to a delegated ‘source’ folder in Box, or by manually uploading files from Box through the Verbit UI.
- Job Creation. Whenever new media is received, Verbit creates a job to where the transcript/captions will be saved.
- Export. Once the job is finished, then the transcript/captions will be sent back to Box.
Setup
Requirements
User-Level Permissions
- Admins on Verbit can set up, configure, and use linked accounts.
- Content managers can use linked accounts for media uploads.
- Editors can edit finished jobs and export the revisions back to the linked account.
- Permissions can be regulated further through the integration settings. See Edit the Integration Settings below.
Box has its own permissioning structure, which supports different roles and permissions.
To ensure all features supported by integration will work, the folder permission should be Viewer Uploader or above.
File-Level Permissions
In general, the integration will inherit the same set of permissions your user account has on the integrated platform.
In other words, as long as your user access has the relevant permissions to the file, then the integration can also pull the file for processing.
Shared resources can be processed as long as the permission requirements are met; typically, view permissions for uploading media and edit permissions for exporting to a shared folder.
Additional layers of security or restrictions that were applied to the folders or files may prevent the integration from accessing and processing files.
Add a Linked Account
Step 1. Log in to your Verbit account.
Step 2. Go to Admin > Linked Accounts.
Step 3. Select Box.
Step 4. Log in to your Box account when prompted.
Step 5. Allow the connection to view, edit, and create files when prompted.
If done correctly:
- Box will be listed under the Connected Accounts group in the Linked Accounts page.
- Box will be added as an option in the Upload Media widget in the Home page.
Edit the Integration Settings
Step 1. Log in to your Verbit account.
Step 2. Go to Admin > Linked Accounts.
Step 3. Select Box.
Step 4. Click the 3-dot menu right next to the linked account. Choose Edit Settings.
Step 5. Configure the integration.
- Unique Connection Name. This will be the display name of the linked account.
In case you have several linked accounts, this becomes useful in distinguishing accounts from each other. - Permissions. This controls who can access the connection.
- All users within the organization. All users of your Verbit account can upload files using the linked account.
- Restrict to specific permissions in the organization. This regulates access to the linked account based on user-level permission tags.
To cite an example:- If this is set to math_dept, then only users with the matching tag, math_dept, can upload files using the linked account.
- If left blank, then the linked account will not be available to anyone, even the owner of the linked account.
NOTE : The permission tags set here will also auto-populate the job settings when manually uploading files from the linked account.
- Source Folder. Files added to this folder will be uploaded automatically to Verbit.
This is required for both automatic upload and automatic send back.
You can always clear this field (with × icon) to stop automatic upload. - Destination Folder. Finished transcripts will appear in this folder.
If you leave this empty, finished transcripts will appear in the source folder. - Language. The language of the speech in the media file.
In case there is a language mismatch, then the job will be returned as a media error. - Profile. The profile that will be applied to jobs created through automatic upload.
The profile selected affects the type of work to be applied on the job, turnaround time, pricing, and more. - Export Format. This defines the set of file formats of the finished job that will be sent to the destination folder.
This accepts multiple values/exportable file formats.
NOTE: This also affects the file types you can export directly through the job. - Add Labels. Adds the chosen labels to jobs created through the linked account.
Labels are useful in managing and grouping jobs in the dashboard.
NOTE: The label tags set here will also auto-populate the job settings when manually uploading files from the linked account.
Steps 6. Click Save Changes.
Disconnect a Linked Account
Step 1. Log in to your Verbit account.
Step 2. Go to Admin > Linked Accounts.
Step 3. Choose Box.
Step 4. Click the 3-dot menu right next to the linked account. Choose Delete.
Step 5. Click Delete Connection.
Important Notes
- Disconnecting a linked account is an irreversible process.
You can still re-link the same account, but this will be treated as a new and different connection. - If you disconnect a linked account, the links of all existing jobs, which were uploaded using the linked account, will be disconnected too.
This means the export option will no longer be available to those jobs.
You can still download the transcripts/captions to your local computer, then upload it to the relevant place.
Media Upload and Captioning Requests
Manual Upload from the Verbit UI
Step 1. Log in to your Verbit account.
Step 2. Hover your mouse over the Upload Job widget to see the available media file sources.
Step 3. Choose Box.
Step 4. If there are multiple accounts connected, choose the relevant connection name.
Step 5. Navigate through the relevant folder, and then search for and choose the relevant media files.
NOTE: The Search feature is currently limited to searching within the active folder only.
Step 6. Fulfill the rest of the job settings.
Step 7. Click Confirm.
If done correctly, the jobs will appear as “work in progress” in your Verbit dashboard.
Manual Media Upload from Box
This is currently not supported.
Box does not have the feature to initiate caption requests to a 3rd party provider from its UI.
Automatic Upload
You can configure automatic upload from Box to Verbit by setting a source folder in the integration settings.
See #Edit the Integration Settings.
When a new media file is added in the selected source folder, then it will be automatically processed by Verbit.
Transcript or Captions Export
Manual Export from the Verbit UI
Step 1. Log in to your Verbit account.
Step 2. Click the job you want to export.
Step 3. In the job editor page, click Download. Choose Export.
Step 4. In the Export dialog box, verify the file types then click Export.
If the manual export fails, try to rename, move, or delete any existing revisions in the destination folder in Box.
Automatic Export
You can configure automatic export from Verbit to Box by setting a source folder and a destination folder in the integration settings.
See #Edit the Integration Settings.
The finished transcripts will be sent to the preset destination folder.
If there is no destination folder configured in the integration settings, then the transcripts/captions will be sent to the source folder instead
FAQS
Can I connect more than one Box account?
Yes, you can.
This technique will allow you to configure multiple Box accounts, each with its own set of media files that may need transcriptions/captioning.
You can connect additional Box accounts by going to Admin > Linked Accounts > Box.
Click + Add Connection to connect another Box account.
See #Add a Linked Account.
Can I connect my Box account more than once?
Yes, you can.
This technique will allow you to configure multiple Box folders as source and/or destination folders.
You can connect additional Box accounts by going to Admin > Linked Accounts > Box.
Click + Add Connection to connect another Box account.
See #Add a Linked Account.
I want to use a single/the same folder for both the media file and finished transcripts.
You can use the same Box folder as both source and destination.
If you do, then any media file you upload to the folder will be processed by Verbit, and the finished file will be sent back to the same folder.
If you set a source folder only (i.e. destination folder is blank), then finished transcripts will appear in the source folder.
If you set a destination folder only (i.e. source folder is blank), then no automation will apply. Finished transcripts will not be automatically exported to the linked account.
I cannot find a file OR I see the file but I cannot upload it to Verbit
Additional layers of security or restrictions that were applied to the folders or files may prevent the integration from accessing and processing files.
Common examples are encryptions or password protections.
In case a file or folder is not accessible through the integration, contact your IT to review and remove the file or folder permissions.
To avoid delays, you can download the files to your local computer, then manually upload them on Verbit instead.
How does Verbit handle duplicate uploads?
Box has a native duplicate checkers that should prevent you from manually uploading media files with identical filenames.
- If you choose to replace the existing file, then Verbit will treat it as a duplicate and will not process it.
- If you choose to keep both files, then Box will index the duplicate (therefore, will have a different filename), and Verbit will treat it as a distinct file and process it.
In the event that a previously processed media file was removed from and re-added to the source folder, then Verbit will treat the re-added file as a new file and process it.
If you accidentally delete a media file in the source folder and undid it, then Verbit will treat the restored file as a duplicate and will not process it.
If you find duplicate jobs in your Verbit dashboard, please contact Verbit Support immediately.
If the jobs reached a certain point in production, then we may not be able to cancel them anymore.
Existing files are not being processed
Automatic upload is triggered whenever a media file is added to the selected source folder.
Media files that were added to the source folder prior to the integration will not be fetched automatically.
You can copy the files to a different folder, then move them back to the source folder to trigger the automatic upload.
Can I export unfinished jobs?
No, this is currently not supported.
You will have the option to download the unfinished version of the transcript/captions, but the option to export will only be available once the job is finished.
What happens if I export my revisions/final edits?
Exported revisions will create a new copy of the previous transcript in the destination folder.
If the manual export fails, try to rename, move, or delete any existing revisions in the destination folder in Box, then re-export the transcript/captions.
Will Verbit automatically send my revisions to Box?
No, this is currently not supported.
One of the reasons is that the system cannot distinguish if the revisions are ongoing or final.
This is coupled with the fact that we do not overwrite any existing transcripts/captions for the job you are revising.
Once you are done with your final edits, click Download > Export to manually export your revision back to Box.
If the manual export fails, try to rename, move, or delete any existing revisions in the destination folder in Box.
I want to export in pdf (or any file format), but pdf is not showing up as an exportable file type.
The exportable file types are configured in the integration settings.
To add more file types, go to Admin > Linked Accounts > Box, and update the Export Format settings.
If it is for a one-time need, then it might be simpler to use Download > Transcript or Download > Captions instead.
Can I export multiple jobs at the same time? OR Can I export in bulk?
No, this is currently not supported.
Instead, you can download the jobs in bulk, and upload the relevant transcripts/captions back to Box.