it.ucsf.edu

Box FAQ

Erik Wieland's picture

Who is eligible to use Box?

All UCSF students, staff and faculty members with MyAccess are eligible to use the Box service.

 

Where can I find UCSF Box through MyAccess?

Box will be under UCSF Box in the list of MyAccess applications. Make sure that the user selects ‘All Apps’ at the top portion of the screen. Use search bar if needed

Example:

UCSF Box on MyAccess landing page

 

What is the file size limit when uploading?

There is a 15GB file size limit for UCSF Box accounts.

 

Can I use Box to share files and folders with a group?

Yes. You can share files with any individual with an email address, whether they have a UCSF Box account or a free Box account. For detailed instructions on sharing your files and folders, visit the Box website.

 

How do I Delete Folder on Box?

Click the check box next to the folder, select delete from the icons above or select the drop down next to the folder and select delete.

 

How do I add collaborators on Box?

  1. Login into ucsf.box.com
  2. Click on the icon “More” as highlighted
  3. Click on Invite Collaborators
  4. Add following names or email addresses of people you want to make collaborators in the “Invite” (no restrictions on how many)
  5. Specify permissions as needed (editor, view uploader, viewer) *see image below
  6. Click Send
  7. Collaborators will receive an email notification with link to box folder/file
  8. If collaborator does not already have a box account they will set one up in order to view it
  9. Click 'Send'

Example:

 

Help! I am missing my files! Where can I find them?

There is a possibility that you or a collaborator who shares access to your folder might have accidentally deleted your files. You can try finding them in the “Trash” folder of your Box account. This is not the same as your desktop’s Recycle Bin for Windows or Trash for Macs. Your Recycle Bin for Windows and Trash for Macs are stored locally on your computer while the files on your Box account are stored in the cloud.

  1. First, login into UCSF Box. You can do this either via MyAccess or via https://myaccess.ucsf.edu.
  2. Click on the downward arrow next to “All Files” to bring down the drop-down list of all of your files. Scroll down all the way to the bottom of your drop-down list to locate your “Trash” folder. Click it.
    Box account via web browser with directions to access Trash
  3. Look for your missing files or folders in your “Trash”. Note: It is possible that the missing file could be located within a deleted folder. When an entire folder is deleted, Box Trash only displays the folder name and the number of files within it, but not the individual file names. You will need to restore the entire folder to see the exact files in it.
    Items I Deleted tab of Trash
  4. If you still cannot find your files, it is possible that your file could have been deleted by a collaborator who shares access to your folders. You can find files you own that were deleted by a collaborator by clicking “Items I Own”. You will see the name of the person who deleted your file under the “Updated” column next to the “Name” column. If you did not delete the file and did not own it, you will need to check with everyone who was an editor, owner, or co-owner of the file or its folder and have them check to see if it is in their trash.
    tems I Own tab of Trash
  5. Once you have found your files, you can either restore every single deleted file or folder in your “Trash” by clicking the “Restore All” button, or you can restore individual files or folders by selecting the checkboxes next to your files and folders and then clicking the “Restore” button.

 

What web browsers are supported?

Box supports UCSF's standard browsers: the latest versions of Internet Explorer and Safari, the latest release version of Chrome, and the latest ESR version of Firefox. For more information and to view the list of officially supported browsers by Box.com please visit: Box website

 

Can I use Box on my mobile device?

Yes, Box is available on many mobile platform. For detailed information and apps downloads, see Box's Mobile Apps here. For more information on UCSF minimum security standards as cited in the UCSF Information Security and Confidentiality Policy 650-16, click here.

 

How do I install Box Sync? Where can I get more information on Box Sync?

Box Sync installation documentation.

Box Sync FAQ documentation.

Box Sync allows you to sync any folder in your “All Files” section, that you are an editor, co-owner, or owner. Note: Sub folders, and folders that you have viewer, previewer, uploader, or preview uploader access to, are not available to sync.

 

How can I control the email notifications that I receive from Box?

Email notification settings can be set by navigating to the Account Settings > Notifications tab when you log into Box on the web. Below are email notification settings that you can modify:

 

Where can I go for more support?

There is a wealth of information on how to use Box at success.box.com and on Box’s support site. Support is also available through the IT Service Desk.

 

What are the benefits of Box over other popular commercial services, like Dropbox?

DropBox and Box share some of the same functionality. However, Box is designed for enterprise-level solutions for large organizations while Dropbox is geared toward consumer use. Box offers features like content and task management, online workspace for collaboration, user and group permissions, admin account transfers, and a built-in editor. High level features, custom options for embedding files into a website, Google Apps integration, and administrative controls allow Box users to create and manage a complete work space environment. Internet2, of which UCSF is a member of, has signed a Master Services Agreement (MSA) with Box that provides various terms and conditions specific to the higher education community. In addition, Internet2 has worked with Box to co-develop a customized service offering that integrates with the Internet2 Network and with InCommon to better meet the needs of the Internet2 community. The production service is brokered by Internet2 and provided by Box. Another key benefit of Box is its ability to integrate with UCSF MyAccess Single Sign On service.

Dropbox vs Box Comparisons

 

How can I transfer my files from Dropbox to Box.com?

After installing Box Sync on your workstation, you can move files and folder from the Dropbox folder by dragging them to the “My Box Files” folder. This will initiate an automatic sync and the files will be copied up to the cloud. For more information, click here.

 

If a user leaves UCSF, is it possible to transfer their data to another account within Box (assuming we have a signed "consent to access" or "access without consent" form)?

Yes, please submit a ticket. You do not need to have a consent form if you already had access to the folder before the user separated.

 

How does Box protect my data?

Box protects data using both access controls and encryption. Access to your UCSF Box account is controlled using your MyAccess userID and password. Access to the files you store on Box is controlled by the permissions you set. By default, access is private to the account holder. All communication with Box from your computer or mobile device is encrypted using SSL and data is encrypted in storage using 256-bit AES encryption. Other security features include file-level password protection and access notification. Additional information can be found by reading Box’s security whitepaper.
Box adheres to the highest industry standards for security at every level and commits extensive resources to the design, implementation, monitoring, and maintenance of its security infrastructure, including:
• Data encryption
• Administrative auditing
• Password policy enforcement and AD/LDAP integration
• Role-based access controls
• Password- and time-based file sharing

 

Can I use Box with sensitive data that is covered by laws such as HIPAA and ePHI?

Yes. As of October 3, 2016, UCSF Box is safe for storing restricted data including UCSF PHI (i.e., PHI from APeX). Please see Secure Box for more information. See below for UCSF Box Data Classification and Usage Guidance below:

Type of Data Examples

Public:

Information that is widely available to the public through the web, publications, pamphlets, and other distribution methods
Brochures, news releases, pamphlets, web sites, marketing materials

Internal:

Routine operational information requiring no special measures to protect from unauthorized access, modifications, or disclosure, but not widely available to the public.
Routine correspondence, employee newsletters, internal phone directories, inter-office memoranda, internal policies & procedures

Protected:

Data that would not necessarily be deemed to be public record even though release may not be prohibited by federal or state law, but the data owner has determined security measures are needed to protect from unauthorized access, modifications, or disclosure

Intellectual property licensed and/or under development, contract research protocols, records, department financial data, records wherein the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record, system configurations, system logs, risk reports

Confidential:

Information requiring the highest levels of protection because the data is protected by law and disclosure of such data will result in significant adverse impact to the institution and affected individuals (financial loss, sanctions, penalties, etc.).
Protected Health Information (PHI), Student Identifiable Information (SII), personally identifiable information (PII), personnel information, Social Security Numbers; intellectual property licensed and/or under development

Further detail about data classification, handling and security can be found in the appropriate UCOP and UCSF Policies:

What is Box Not Good For?

Box does not have traditional backups. UCSF has disaster recovery services from Box, but users cannot request snapshot backups or data recovery at the file level. Box provides file versioning and a trash folder, so you can roll back to previous versions of a file or recover a file from trash.

Box is not good for transactional applications. If you need to work with a database or other file which requires high levels of read/write, please download it and work on it locally.

Box Sync should not be used to sync more than 75,000 files. If you attempt to sync more than 75,000 files, Box Sync will use a very large amount of memory and processor resources on your computer, which can lead to files being duplicated on Box.