# Data Overview

Coupler.io can pull 15 distinct entities from Box, covering file storage, access control, user management, activity logs, and document signing. Here's a breakdown of what's available and what you can do with it.

## Available entities

| Entity                | What it contains                                            |
| --------------------- | ----------------------------------------------------------- |
| Events                | Activity log events tied to users or the enterprise         |
| Admin logs            | Enterprise-level administrative actions and audit trail     |
| Files                 | Metadata for files stored in Box (name, size, owner, dates) |
| Folders               | Folder structure and metadata                               |
| File collaborations   | Access permissions granted on individual files              |
| Folder collaborations | Access permissions granted on folders                       |
| File comments         | User comments attached to files                             |
| File tasks            | Tasks assigned to files (assignee, due date, status)        |
| Collections           | Named groups of content                                     |
| Collection items      | Files or folders inside a collection                        |
| Sign requests         | Document signing requests and their status                  |
| Sign templates        | Reusable signing workflow templates                         |
| Users                 | User accounts, roles, and profile details                   |
| Recent items          | Files and folders recently accessed by the user             |
| Trashed items         | Items pending deletion in the trash                         |

## Metrics and dimensions by entity

#### Files

| Field        | Type      | Description                     |
| ------------ | --------- | ------------------------------- |
| id           | Dimension | Unique file identifier          |
| name         | Dimension | File name                       |
| size         | Metric    | File size in bytes              |
| created\_at  | Dimension | File creation timestamp         |
| modified\_at | Dimension | Last modified timestamp         |
| owned\_by    | Dimension | Owner user ID and name          |
| parent       | Dimension | Parent folder ID and name       |
| item\_status | Dimension | Active, trashed, or deleted     |
| shared\_link | Dimension | Sharing link details if enabled |

#### Users

| Field         | Type      | Description                   |
| ------------- | --------- | ----------------------------- |
| id            | Dimension | Unique user identifier        |
| name          | Dimension | Full name                     |
| login         | Dimension | Email address used to log in  |
| role          | Dimension | User role (admin, user, etc.) |
| space\_used   | Metric    | Storage used in bytes         |
| space\_amount | Metric    | Total storage quota           |
| status        | Dimension | Active or inactive            |
| created\_at   | Dimension | Account creation date         |

#### Admin logs

| Field       | Type      | Description                        |
| ----------- | --------- | ---------------------------------- |
| event\_id   | Dimension | Unique event ID                    |
| event\_type | Dimension | Type of admin action               |
| created\_at | Dimension | Timestamp of the event             |
| created\_by | Dimension | User who triggered the event       |
| source      | Dimension | Object the action was performed on |
| ip\_address | Dimension | IP of the session                  |

#### Sign requests

| Field         | Type      | Description                                |
| ------------- | --------- | ------------------------------------------ |
| id            | Dimension | Unique sign request ID                     |
| status        | Dimension | Request status (pending, signed, declined) |
| signers       | Dimension | List of signers and their status           |
| source\_files | Dimension | Files being signed                         |
| created\_at   | Dimension | Request creation time                      |
| sign\_files   | Dimension | Completed signed document references       |

#### File & folder collaborations

| Field          | Type      | Description                              |
| -------------- | --------- | ---------------------------------------- |
| id             | Dimension | Collaboration record ID                  |
| item           | Dimension | File or folder being shared              |
| accessible\_by | Dimension | User or group with access                |
| role           | Dimension | Permission level (viewer, editor, owner) |
| status         | Dimension | Accepted, pending, or rejected           |
| created\_at    | Dimension | When collaboration was created           |

#### Events

| Field       | Type      | Description                                 |
| ----------- | --------- | ------------------------------------------- |
| event\_id   | Dimension | Unique event identifier                     |
| event\_type | Dimension | Action type (UPLOAD, DOWNLOAD, LOGIN, etc.) |
| created\_at | Dimension | Event timestamp                             |
| created\_by | Dimension | User who performed the action               |
| source      | Dimension | Item the action involved                    |

## Common metric combinations

* **Users + File collaborations** — Join on user ID to see which users have access to which files and at what permission level
* **Events + Users** — Match event creators to user profiles for a full activity audit with names and roles
* **Sign requests + Sign templates** — Understand which templates drive the most signing activity and where requests stall
* **Admin logs + Users** — Correlate admin actions with specific accounts for compliance reporting

## Use cases by role

{% tabs %}
{% tab title="IT & Security" %}

* Export **File collaborations** and **Folder collaborations** to audit who has access to sensitive folders across the organization
* Pull **Admin logs** into BigQuery to build a compliance dashboard tracking permission changes, logins, and deletions
* Use **Events** to detect unusual download or sharing activity by user
  {% endtab %}

{% tab title="Operations" %}

* Track **Sign requests** by status to monitor which contracts or documents are pending signature
* Use **File tasks** to report on open task assignments and due dates across teams
* Export **Users** and their storage usage to manage licensing and quota allocation
  {% endtab %}

{% tab title="Legal & Compliance" %}

* Combine **Admin logs** and **Events** using Append in Coupler.io to build a full audit trail in one sheet
* Monitor **Trashed items** to catch accidental or unauthorized deletions before they're purged
* Pull **Sign templates** and **Sign requests** to verify that correct templates are being used for regulated documents
  {% endtab %}
  {% endtabs %}

## Platform-specific notes

* Admin logs and Events are only available to Box Enterprise accounts — they won't appear for individual or Business Starter plans
* The **User ID** parameter determines which user's context is used for the sync; data scope varies depending on whether that user is an admin
* Recent items reflects the authenticated user's activity only, not organization-wide access
* Trashed items are permanently deleted after Box's retention period, so sync frequently if you need a record
* Sign requests and Sign templates require Box Sign to be enabled on your account