Copying a Wufoo attachment to Box

In this scenario, an Accounts department receives expense reports as Wufoo forms that employees complete and attach their expense reports to. When a form is submitted, App Connect copies the Wufoo attachment to Box so that you can collate and process the submitted expense reports monthly.

1. Sign up for a free account or business account for Box.
2. Sign up for a paid Wufoo account. You need a paid plan to use the File Upload capability that is used in this tutorial.
3. To connect to your applications, get the following account details for your Box and Wufoo accounts.
   • The email address and password for your Box account.
   • The API key and subdomain of your Wufoo account.

     To find your Wufoo API key, go to the Wufoo Form Manager, open the More menu for any of your forms, and click API information. (The same 16-digit API key is used for all your forms.) You can copy and paste this API key into App Connect.

     To find your Wufoo subdomain, click Account > My account. The subdomain value is between https:// and .wufoo.com.

     

   To connect App Connect to Box and Wufoo, complete the following steps in App Connect.

   1. Open the App Connect catalog .
   2. If Not connected is shown for Box or Wufoo, expand that row, then click Connect to enter the account information.
   3. If prompted, allow IBM App Connect to access the application's account.
   Tip: Alternatively, you can connect to an application when you add it to a flow.
4. Create a Wufoo form to which expense reports can be attached.
   1. Log in to your Wufoo account with the credentials that you used in App Connect.
   2. Create a Wufoo form from scratch with the form title Expense report submission and the description Fill me in to get your cash back.
   3. Click Add Field and on the Add a Field tab, click Section Break.
   4. On the Field Settings tab, set Field Label to Expense report for:, and set Instructions for User to Select the month and year.
   5. Click Add Field, then add a Single Line Text field. On the Field Settings tab for the new field, set Field Label to Month. Repeat this step to add a field with the label Year.
   6. On the Add a Field tab, click Section Break, then on the Field Settings tab for the new section, set Field Label to Details: and set Instructions for User to Complete your details.
   7. Click Add Field, then add a Name field and an Email field.
   8. To add a button for users to attach their expense report, click File Upload, then change the field label to Attach expense report.

      

   9. Click Save Form, then click Share this form. (You can also share the form later from the Wufoo Form Manager by clicking Start sharing.)
   10. From the Share page, make a note of the permanent link for your form, which you can use to test the flow. Remain logged in to your Wufoo account.
       Tip: App Connect supports the use of embedded Wufoo forms. You can copy the embed code from the Share page and use it to display the form in your own web page. For example, to embed in a WordPress website, copy the code on the embed on WordPress tab, then paste it into a WordPress document. After you publish the WordPress document, you can send users the link to the published document that contains the embedded form.
5. Create a text file with the name expense_jdoe01.txt that contains the following text:

   Jane Doe: My expense report for Sep 2023
   1234

6. In your Box instance, create a folder with the name ExpenseReports and assign editor permission.

To test the flow, you can assume the roles of an accounting team member and an employee who wants to submit an expense report.

In the preceding scenario, you created a flow that copies Wufoo attachments to a folder in your Box account. In this scenario, you want to ensure that the files (typically attached as expense.txt) are uniquely renamed in the Box folder for each user submission per month. To achieve this scenario, you can use App Connect's flow management and transformation functions.

Complete the following steps to update and retest the flow.

1. Create a text file named expense.txt, which can be attached to the Wufoo form. (You can make a copy of the previous file and rename it.)
2. Now, stop the flow so you can edit it.
   1. From the Dashboard, locate the flow. To locate a flow quickly, enter the first few characters of the flow's name in the search box (in this case, Add).

      

   2. Open the flow menu, and then click Stop. (Other options are available to view the flow while it's running, manage errors, export the flow for sharing, and delete the flow if no longer needed.

      

3. To edit the flow, click anywhere on the tile.
4. From the flow editor, click the Box node.

   Now, update the fields for the "Create file" action to specify a different naming convention for the file attachments.

5. Update the File name field by applying transform functions to define a file naming convention of mmmyyyy_username_filename.txt.
   1. In the File name field, click Month and then select Apply a function from the menu. Then select $substring() from the Functions list. The Month value is then shown as: {{$substring(Month, start, length)}}
   2. Click start and then type 0 (that is, zero). Click length and then type 3. This function extracts the first three characters in a month's name.

      

   3. Click after the underscore (_). Then click Insert a reference , and then select Email from the list of available inputs. Then type another underscore.
   4. Click Email and then select Apply a function from the menu. Then select $substringBefore() from the Functions list. The Email value is then shown as: {{$substringBefore(Email, "chars")}}
   5. Click chars and then type @. This function extracts the username from an email address username@domain, by using the ampersand (@) as the delimiting character.
      The completed entries for the "Create file" action are similar to the following example.

      

6. To restart the flow, open the options menu [⋮] in the banner and then click Start flow. Then click Dashboard to exit the flow. In the Dashboard, the flow is shown as running again.
7. From a new browser tab or window, paste in the permanent link of the Wufoo form that you created earlier, and then complete the form as follows:
   • Month: September
   • Year: 2017
   • Name: Huck Finn
   • Email: huckfinn@example.com
   • Attach expense report: Click Browse and select the expense.txt file that you created earlier.

     Click Submit.

8. If necessary, log in to your Box account with the credentials that you configured in App Connect. If you're already logged in, refresh your browser. (You might have to wait a few minutes for the file transfer to complete.)
9. Open the ExpenseReports folder and verify that you can see a file with the name Sep2017_huckfinn_expense.txt.