Box Hubs Box AI Agents Box Shield Box Sign Box Zones Box for Microsoft
99%
90-day active Box usage rate
1-2 hours
saved per person per day in administrative overhead
£10,000
saved a year in hardware costs
Challange
Duplicate files, slow VPN connections, and “information islands” hindered global collaboration
Massive file sizes and on-prem infrastructure couldn't scale with the agency's growth
Unstructured creative content was difficult to query securely within their existing workflows
Outcome
IT successfully unified 1.2 petabytes of creative assets on a single cloud platform, and AI-powered Hubs surface information instantly
Secure collaboration reduces IT burden and streamlines client sharing
The Box MCP integration lets Microsoft Copilot and agents securely query Box data for instant insights
Eliminating information islands to unify 8 global studios
In the high-stakes world of global design, a few pixels can define a brand’s billion-dollar future. The creative agencies that stand behind the biggest brands have a lot at stake.
Bulletproof is a premier creative brand agency specializing in the creation of Brand World platforms for high-profile clients like Diageo, Mondelez, Coca-Cola, and Heineken. The brands that choose to work with Bulletproof do so because of the firm’s reputation for creativity, and that creative work is enabled by the right technology choices. As Rob Frost, Global Head of IT at Bulletproof, says, “Without the ‘small cog’ of IT, the rest of the process can’t function correctly, so IT is a big part of any company, especially within the creative industry.”
Rob and Bulletproof Managing Partner Jonny Stewart share how Intelligent Content Management from Box has enabled the agency to move faster, maximize creative resources, and ultimately, provide a high caliber of work for clients.
A global powerhouse enabled by an AI-driven content platform
Founded 25 years ago in London, Bulletproof has grown from two friends from art college with hustle and heart to a global powerhouse with a network of studios in New York, Amsterdam, Singapore, Melbourne, Sydney, Dubai, and Shanghai. As the agency expanded, its IT infrastructure faced the classic growing pains of the creative industry: massive file sizes and the limitations of local servers. Rob says, “Pre-Box, we had a duplicate file problem. Every time you connected to the server, you’d duplicate the file — and the VPN connection to local servers was slow.”
The transition from local server islands to a unified cloud ecosystem was a technical upgrade, yes, but also the beginning of the agency’s workflow transformation. Today, Bulletproof manages a staggering 1.2 petabytes of data on Box. This includes creative assets like Photoshop files, InDesign layouts, and motion graphics. Bulletproof employees maintain a 99% 90-day active Box usage rate, proving that the platform has become the backbone of daily operations.
As Rob puts it, "Box solved a lot of issues for us in terms of collaboration, file uploading and the speed. And being able to upload anywhere globally was a massive benefit for us."
AI-powered Box Hubs provide a quick way to search for information
Beyond file management and collaboration, Box enables Bulletproof to transition to true Intelligent Content Management, with secure access to AI tools. Box Hubs is one tool Rob’s team is leaning into heavily.
For instance, when the agency recently underwent a rebrand, Box Hubs served as a single place to store logos, fonts, new templates, and other relevant files. Within that Box Hub, team members could rely on Box AI to quickly surface information and files without having to manually search through subfolders.
“Instead of trawling through the Hub,” Rob describes, “you can just ask a question. It will find the information directly for you.” He adds, “The Branding Hub was the guinea pig for the rest of the Hubs we went on to create.”
That includes a Box Hub for IT onboarding, giving new hires easy access to all the files, help guides, and company information they need to get started in a role. New hires can ask Box AI to find specific information or answer very detailed questions based on materials in the Hub. “Before,” Rob says, “the intranet was never updated; it was stagnant. Now, within a Box Hub, everything’s current. It’s a great asset to the Box toolset.”
Unstructured data converted to AI-ready structured assets
On this foundation of Intelligent Content Management, Bulletproof is transitioning from traditional manual processes to fluid AI-enabled workflows. In the past, Rob explains, “We had a lot of different folder sets, so in that sense it was all structured data. But it wasn’t data you could access quickly or collaboratively.”
With content now published in Box Hubs by team or project, it’s much easier to apply structure, in the form of metadata, to previously unstructured data like text, image, and video files. Metadata, in turn, enables elevated search and workflow automation.
In total, Bulletproof leverages the full suite of Box products to maintain all this momentum:
Box Drive is the primary tool for the creative teams. Rob notes, "The creatives don't even realize they're working on Box a lot of the time. It's been a game changer from working off a local server."
Box Hubs provides a "single source of truth,” housing everything from training materials to global rebrand assets, including fonts, logos, and templates.
Box Extract is helping teams automate workflows by extracting metadata from curated content.
Box Sign has replaced manual PDF processes, allowing the legal and creative teams to manage NDAs and contracts. Rob highlights the benefit: "Before Box Sign, we struggled to know where files went. With Box Sign, we can specify where we would like files to be saved."
Box Shield prevents the wrong files from being shared outside the organization.
Box Zones enables localized storage and enables IT to set up new offices quickly.
Easy integration with MCP and Copilot Studio
A central component of the agency’s AI strategy involves the Box Microsoft Cloud Provider (MCP) integration, which allows Microsoft Copilot to securely access and reference the vast repository of unstructured content Bulletproof already has in Box. Rob says, “Box is very secure by nature, so with the ability for Microsoft to talk directly to a secure channel, via Box MCP server, it's got a direct portal to the files and folders that you need.”
By building custom agents within Copilot Studio, Bulletproof enables employees to query internal knowledge bases, such as brand guidelines and training materials, across Box Hubs. But that’s just an early case study. As Rob says, “With the MCP server, you can do pretty much anything you want to within the confines and the structure of Box. The world's your oyster.”
Disbanding information islands for a true collaborative culture
Jonny says, “Culture is always about the people. You can go to any of our studios around the world, and when you walk in the door, it feels like Bulletproof.” In part, this means giving global employees common tools.
In the past, with on-prem servers, pockets of information and activity were isolated within agency offices — ”information islands,” as Jonny calls them. “Box disbanded all of that, enabling us to work as a true network.”
In the last two years, Bulletproof has undergone more technology change than in the entire decade before that, but fortunately, Rob says, “With Box, it just happened seamlessly. People went from being on land-based servers to being in the cloud.”
“Now,” he adds, “we've got connective tissue across all of the agencies on that technological level. Having unification means that we’re working in unison. It's a game changer.”
Secure collaboration IT can count on and clients trust
“A creative team is a collection of people coming together to collaborate,” says Jonny. “People that are bringing certain facets to the table that collectively are stronger together. Collaboration is massive.”
At Bulletproof, various creative teams — packaging designers, 3D designers, and other specialized factions of the firm — use Box to upload, store, share, and collaborate on files globally. As just a few examples:
Client services uses Box to send file links to clients with specific access controls so not just anyone can open the files
The legal team and creative services team both use Box Sign for NDAs and other documentation and contracts
The finance team uses Excel on Box to securely access common documents
And perhaps most importantly, clients trust the security of their valuable IP because of the reputation and accreditations of Box security. “Security is a massive issue,” confirms Rob. “We want to make sure it's locked down as much as possible. With Box, we can create a share link or even make sure the external person has to sign in to see the file. And if they want to upload or edit, they can do so quite easily within Box — if we allow them the permissions.”
Money and time saved
Box brings a lot of creative value to Bulletproof, but it also brings tangible value in the form of time and cost savings. Rob says, “Having a single place for content storage, with everything backed up, saves us time and money. We no longer have onsite server storage or have to worry about backing up data, so it costs us less administrative time.”
Specifically, compared with the old VPN, and factoring in reduced administrative overhead, the company is saving roughly 1-2 hours of time per person every day. And by using Box for Intelligent Content Management instead of local hardware, Bulletproof is saving around £10,000 a year.
In addition, Box has reduced the number of IT requests. Where employees once had to contact IT to find files they lost track of, now, Box provides an easy ability to search for those files. It’s also much easier to recover a deleted file or a version that’s been written over. “It all works,” says Rob. “It works more cohesively, and all over the globe. For us, the biggest selling point for Box was ease of use and secure collaboration, but the ease of administration as well is a massive plus point.”
The future-proofing of creativity
Bulletproof is currently looking at setting up Hubs for sharing externally with clients. They’re also leveraging Box Hubs to create AI-powered portals for HR and other departments, and plan to utilize Box Relay and Box Automate for advanced metadata extraction to quickly surface archived campaign data.
By anchoring its petabytes of creative intelligence in Box, Bulletproof is not just keeping pace with the digital evolution. It’s defining the future of brand storytelling through secure, AI-powered disruption.
Box is a very future-focused company, always coming out with new ideas, new products, and things that benefit the end user. As a company that keeps evolving and growing, Box grows with us.
