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Box Extract automates data extraction from files at scale by enabling select users or groups to create and configure Custom Extract Agents and apply them in Box. Any content that is uploaded will trigger an extraction process that extracts data from those files and applies it as metadata natively in Box. Use it to capture structured data (for example: invoice numbers, dates, and supplier IDs) at scale.
  • Files supported:
    • Images: bmp, cr2, crw, dcm, dicm, dicom, dng, gif, heic, jpeg, jpg, nef, png, raf, raw, svg, tga, tif, tiff, webp
    • Design/CAD: ai, dwg, eps, ps, psd, xbd, xdw
    • Documents: boxcanvas, boxnote, doc, docx, gdoc, msg, odt, pages, pdf, rtf, webdoc, wpd
    • Presentations: gslide, gslides, key, odp, ppt, pptx
    • Spreadsheets: csv, gsheet, numbers, ods, tsv, xls, xlsm, xlsx
    • Code/text: as, as3, asm, bat, c, cc, cmake, cpp, cs, css, cxx, diff, erb, groovy, h, haml, hh, htm, html, java, js, json, less, log, m, make, md, ml, mm, php, pl, plist, properties, py, rb, rst, sass, scala, scm, script, sh, sml, sql, txt, vi, vim, xhtml, xml, xsd, xsl, yaml
  • Enablement: An Enterprise admin must enable Box AI before you can use Box Extract
  • Agent types: Standard Extract Agent and Enhanced Extract Agent
  • Sources per agent: Up to 10 folders
    • Box Extract currently only supports file extraction at the folder root. Subfolders are not processed.
  • Agent limit per user: 100
  • You cannot share Custom Extract Agents with other users. Only the user who creates a Custom Extract Agent can access and run it at scale.
Confirm Box AI and Box Extract are enabled for your organization. For admin enablement, visit Configuring Box AI.

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Create a Custom Extract Agent

  1. Navigate to Automate and select the Extract tab.
  2. Click New+ and select Custom Extract Agent.
  3. Select up to 10 files to reference and extract data from, using the Custom Extract Agent.
Generate template As Admin or Co-Admin, from the configuration page of the Custom Extract Agent, you can choose:
  • Generating a new metadata template with Box AI.
  • Creating a new metadata template manually.
  • Using an existing metadata template.
As any user, you can choose to use an existing metadata template. Use existing template
  • Box AI template generation and manual template creation are available for Admins and Co-Admins only.
  • Metadata templates are configured by Admins or Co-Admins via the Admin Console. See Customizing Metadata Templates to learn more.
  • Managed users can use or replace an existing metadata template, but cannot create, generate, or edit metadata templates. The template … menu is streamlined for managed users to remove those options.

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Generate a new metadata template with Box AI

  • Generating a new metadata template with Box AI is a paid feature that uses premium models only. See Box AI pricing to learn more.
  • Selection of the Box AI Standard or Box AI Enhanced Extract Agent applies only to data extraction processes. It does not apply to AI-generated metadata template creation.
Using this option, Box AI analyzes the files in the source folders and generates a new metadata template based on the files you selected. You can then review the fields generated, adjusting any settings within the fields in Configure the agent. Admins and Co-Admins can select up to 10 sample documents for Box AI to analyze when generating a new metadata template. Based on the content and structure of these documents, Box AI automatically generates relevant metadata fields, including field names, field types, and extraction instructions. Admins and Co-Admins can review and edit the generated fields and their properties before saving and applying the template within the Custom Extract Agent. For more information about modifying metadata fields and extraction instructions, see Configure the agent. Once the template is created, you can select the template and fields you want to use in Configure the agent. The information shown after the template is created is an example of the data extracted from the files.

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Create a new metadata template manually

If you choose to create a new metadata template manually, you can add fields to the template by clicking the + Add field button and adding from the following field types:
  • Text
  • Number
  • Date
  • Dropdown
  • Taxonomy

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Use an existing metadata template

From the configuration page of the Custom Extract Agent, choose a Metadata Template from a list of available templates. This option is available for all users and groups.
  • By default, all fields are selected. However, you can select or deselect which fields from the selected metadata template you want to extract data to.
  • On existing Custom Extract Agents, managed users do not see the Add field and Save template buttons on the side panel.
  • After a template is saved, the field name and field type are read-only for managed users. To change field definitions, an Admin or Co-Admin must edit the template in the Admin Console.
Once a metadata template is created and saved, it becomes available across the enterprise for use outside of Extract agents.

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Configure the agent

  1. After you choose a metadata template and fields, rename the Custom Extract Agent by clicking the ellipsis (…) and then selecting Rename. The character limit for the name is 255 characters.
  2. Select the AI Agent you want to use:
    1. Box AI Standard Extract Agent: Recommended for high-volume, structured or semi-structured documents with 50 pages or less and fewer than 20 extraction fields.
    2. Box AI Enhanced Extract Agent: Recommended for complex, large, or unstructured documents with 50 pages or more and more than 20 extraction fields for advanced use cases requiring deep insights and precision.
  3. Enable the metadata fields you want to extract. At least one field must be enabled to save the Custom Extract Agent. You can also toggle all metadata fields on for extraction. Supported field types include:
    1. Text
    2. Number
    3. Date
    4. Dropdown
    5. Taxonomy
  4. Add AI Instructions (recommended) for more accurate and precise extraction results. Attach short, structured prompts per field including details such as where the field is located, expected format, validation rules, edge cases, and more. The current prompt limit is 5,000 characters.
  5. Select the extraction policy that determines whether the extraction process preserves existing metadata or overwrites it entirely.
Admins or Co-Admins create and manage the Taxonomy field type in the Admin Console. See Creating and managing taxonomies to learn more.
Custom Extract Agents applied to folders before July 2026 will continue extracting only from the previously supported file types. To enable extraction of the newly supported file types on an existing folder, remove and reassign the Custom Extract Agent to that folder.
Replacing a metadata template in a Custom Extract Agent restores all existing settings, including AI instructions and prompts.

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Activate and attach source folders

  • After you save the Custom Extract Agent, you can activate or deactivate it and apply it to up to 10 source folders by clicking the ellipsis (…) and selecting Add Source Folder.
    • You can add folders to inactive Custom Extract Agents.
  • When the Custom Extract Agent is active and a source folder is attached, Box Extract automatically extracts data from uploaded files and applies that data as metadata.
    • Monitor the source folders for newly uploaded files to confirm extraction completes as expected.
  • Deactivating the agent stops new extraction processes. Previously extracted data remains as metadata on the associated files.

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Test and run extraction

Select Test Extraction on the agent configuration page to test the agent against sample files before activating it. For managed users, the button appears on the side panel, outside the template … menu, so you can add sample files and validate results before running the agent at scale. For admins, the button appears as Run extraction inside the template … menu. Extraction runs only when you select Test Extraction or Run Extraction. Box does not automatically trigger extraction when you:
  • Upload a file to an agent that already has a template selected.
  • Replace a template on an existing agent.
Automatic extraction applies only when Box AI recommends a template during agent creation.

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Troubleshooting

  • If the template has been deleted or is inaccessible, select another template or contact your administrator for assistance.
  • If enabled template fields have been removed, update and save the agent configuration.
  • If the source folder or file has been deleted or you lost permission, restore the content or source manually.
  • If activation fails due to missing configuration, ensure at least one field is enabled and that the template is valid.

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Best practices

  • Use consistent, descriptive naming when creating or modifying a Custom Extract Agent name to simplify large-scale management.
  • In the AI instructions, be as descriptive with as much detail as possible related to the document being extracted for more accurate and precise results.
  • If you are not receiving the extraction results you want, try adjusting the AI instructions or revising your prompts until you achieve desired results.
  • Use the Box AI Standard Extract Agent for consistent, high-volume extraction or the Box AI Enhanced Extract Agent for more complex documents requiring higher accuracy.
  • Confirm folder permissions and template visibility with Admins or Co-Admins before activating agents.
Last modified on August 26, 2026