Automation · Customer service and scheduling
Send the right spec sheet your team keeps in Box over WhatsApp
An AI agent finds in Box the spec sheet the customer asks for, answers their question with what the document says and sends them the link.
How do I make my WhatsApp send the right spec sheet we keep in Box?
A Met connected to Box, when a customer asks on WhatsApp for a product's spec sheet, finds the spec sheets folder and the file by name or reference, checks its details to confirm it is the current version and, if the customer has a specific question, asks Box AI about that document and answers with what it says. Then it sends the file's shared link and leaves a comment in Box with who asked for it. Sending the link requires the Box admin to enable shared links, which come off in Box; without that, the Met answers the question but does not share the file.
What starts it
When the customer writes
It starts when a customer writes on WhatsApp to ask for a product's spec sheet, manual or specifications. There is no trigger to configure: the Met assigned to the line runs the procedure inside that conversation.
Nothing to set up. The Met assigned to that channel picks up the conversation and runs the procedure inside it.
Who runs it
Support Met that shares Box documents
Customer service team
This is not a named, seeded Met. It is the Met that already answers the business's WhatsApp, with Box connected. Its work ends when the customer gets the right spec sheet or the answer the document holds, and the request is noted on the file for the team.
Run by the customer support Met
Channels: WhatsApp
What you need connected
- Box Automate and collaborate
6 steps · 6 tools
The procedure, step by step
Each step shows the tool that runs. They belong to the real connector: if one of them stopped existing, this page would not build.
- 1
Find the spec sheets folder
The Met searches by name for the folder your team named in the skill, for example "Spec sheets", so it searches there and not across all of Box. The name should not repeat.
- 2
Find the product's file
The Met searches by keyword for the file that matches the product or reference the customer named, and can filter by extension, for example PDF only.
- 3
Confirm it is the current version
Before sending it, the Met checks the file's details, such as its version and date, so it does not share an old sheet. If there are two similar ones, it asks the customer which of the two products they mean.
- 4
Answer the question with what the sheet says
If the customer asks something specific, such as a measurement, a voltage or a warranty, the Met asks Box AI about that file and answers with what it says, citing the sheet when a citation is available. Box AI reads up to 1 MB of text from the file.
- 5
Send the file's link
If the Box admin enabled shared links, the Met creates or updates the file's link and sends it to the customer in the conversation. If they are not enabled, it answers the question and tells them someone on the team will send the file.
- 6
Note who asked for it
The Met leaves a comment on the file with the date and the customer who asked for the sheet, so your sales team sees in Box which products people are asking about.
Before you start
What you need ready
The Met solves none of these for you. If one is missing, the automation stops there.
-
A spec sheets folder in Box
Your team keeps one sheet per product, with a name that includes the reference, in a folder the connected account can see. Whatever is not in that folder, the Met does not find.
-
Box connected in Met with its Client ID
The Box admin creates Box MCP server integration credentials in the Admin Console, registers the redirect URL Met shows and copies the Client ID and the Client Secret. In Met, open Connections → Box → Connect, paste both and authorize.
-
Shared links enabled in Box
The action that creates shared links comes off in Box. The Box admin turns it on in the Box MCP server's tool access controls so the Met can send the file.
-
A WhatsApp line with the Met assigned
The business connects its WhatsApp Business API line and assigns the Met that answers customers. The conversation happens there; Box remains where the documents live.
The limits
What this automation does NOT solve
Better said here than discovered halfway through the rollout.
-
It does not update the spec sheet. If the file in Box is out of date, the Met sends that version; keeping the sheets current is your team's job.
-
It does not attach the file as a document in the chat: it sends the Box shared link. That link can be open, so that folder should only hold what can be shared.
-
It does not read more than 1 MB of text per file with Box AI. On a very long sheet, the answer comes only from the first part of the document.
-
It does not ask for confirmation in the chat before creating the link or the comment: if those actions are on, it uses them. The admin decides in Connections which writes stay on.
FAQ
Questions about this automation
The Met still finds the sheet and answers the question with what the document says, but it cannot send the file. It tells the customer someone on the team will send it.
Not if the link is open: the action can create open links, which open without a Box account. If the link is not open, the customer needs access to that file in Box.
No. The Met only sees what the person who connected Box can already see. If the sheets are in someone else's private folder, the Met does not find them.
Your company, with its own Box plan. Meteor does not resell Box: the connector uses the account and license you already have.
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Want this automation running on your own data?
We will show it to you with your accounts connected, not with a canned demo.