it.ucsf.edu

Box Sharing Guide

Lalit Lakshmanan's picture

Collaboration

What are Collaboration Folders?

Collaboration Folders mirror information across any number of Box.com accounts. Once set up, any changes you make to the folder’s contents will be instantly visible to your collaborators (Box.com accounts you have invited as collaborators to the folder); similarly, any changes collaborators with 'Editor' access made on the mirrored folder will be instantly visible to you.

How do I set up a Collaboration Folder?
To make an existing folder a Collaboration Folder, go to the 'All Files' page, click on the little box with the downward arrow shown next to the folder and select 'Invite Collaborators' from the 'Share' submenu.  A pop-up window will appear. Enter the email address(es) of the individuals you would like to collaborate with (i.e. grant access to the folder).

 

NOTE: This must be the email address your collaborators have used to register for their Box.com accounts. Please verify this before you proceed.

Once you have entered all email address(es), click 'Invite, and email notifications will be sent to the individuals listed. Once the user logs into their Box account, they will be able to accept or reject your invitation to collaborate in the folder. Currently all UCSF Box accounts are set to auto-accept collaboration invites. You can turn off that function on the web UI under Accounts Settings>Content & Sharing tab>Collaborating on Content.

When a folder becomes a Collaboration Folder, its icon will change: Rather than being a plain, yellow folder, it will become a blue folder with a small image of two people next to it. All collaboration folders will automatically appear at the top of your list of files and folders under 'All Files.'

How do I know who is collaborating on a folder?
When you open a Collaboration Folder, a list of collaborators is visible at the right side of the page. You can also visit a comprehensive list of collaborators by clicking on 'Contacts' at the top of the page.

How do I change these permissions, or remove a user?
You can change these permissions at any time from inside the Collaboration Folder. (Note: Only the folder’s creator or a collaborator with Co-Owner permission can change its users’ permissions). When a Collaboration Folder is open, a list of all collaborators is visible at the right side of the page.

Hover over a name to access a drop-down menu. From it, you can select whether that individual is a collaborator or a viewer, or opt to remove them from the folder entirely.

What kind of permissions can I set for Collaborators?

  • Uploader: 
    An Uploader is the most limited access that a user can have in a folder and provides limited write access. A user assigned Uploader will see the items in a folder but will not be able to download or view the items. The only action available will be to upload content into the folder. If an Uploader uploads an item with the same name as an existing item in the folder, the file will be updated and the existing version will be moved into the version history.
  • Previewer: 
    A Previewer only has limited read access. This permission level allows a user to view the items in the folder using the integrated content viewer or a viewing application from the OpenBox directory such as Scribd. They will have no other access to the files and will not be able to download, edit, or upload into the folder.
  • Previewer-Uploader: 
    This access level is a combination of Previewer and Uploader. A user with this access level will be able to preview files in the folder using the integrated content viewer or a viewing application from the OpenBox directory such as Scribd and will also be able to upload items into the folder. If a Previewer-Uploader uploads an item with the same name as an existing item in the folder, the file will be updated and the existing version will be moved into the version history. They will have no other access to the files and will not be able to download or edit items in the folder.
  • Viewer: 
    A Viewer has full read access to a folder. So they will be able to preview any item using the integrated content viewer, and will be able to download any item in the folder. A Viewer can generate a shared link for any item in the folder as well as make comments on items. A viewer will not be able to add tags, invite new collaborators, upload, or edit items in the folder.
  • Viewer-Uploader: 
    This access level is a combination of Viewer and Uploader. A Viewer-Uploader has full read access to a folder and limited write access. They will be able to preview any item using the integrated content viewer, and will be able to download any item in the folder. They can generate a shared link for any item in the folder as well as make comments on items. A Viewer-Uploader will also be able to upload content into the folder. If a Viewer-Uploader uploads an item with the same name as an existing item in the folder, the file will be updated and the existing version will be moved into the version history. They will not be able to add tags, invite new collaborators, or edit items in the folder.
  • Editor: 
    An Editor has full read/ write access to a folder. They can view and download the contents of the folder, as well as upload new content into the folder. They have permission to delete items, edit items, comment of files, generate a shared link for items in the folder, and create tags. By default an Editor will be able to invite new collaborators to a folder; however an editor cannot manage users currently existing in the folder.An Editor can also Sync folders to Desktop and Laptop computers.
  • Co-Owner:
    A Co-Owner has all of the functional read/ write access that an Editor does. This permission level has the added ability of being able to manage users in the folder. A Co-Owner can add new collaborators, change collaborators access, and remove collaborators (they will not be able to manipulate the owner of the folder or transfer ownership to another user).

How can I make all my collaborators invisible to each other?
In order to use this feature you must be the owner of the Collaboration Folder. To use this feature click on the little box with the downward arrow next to the folder and select 'Properties/Rename.' On the small pop-up window select the 'Security' tab and check the box next to 'Hide collaborators' Click 'Okay' to complete the selection.

How do I transfer folder ownership to another collaborator?
To transfer folder ownership, you must be the owner of the 'Collaboration Folder.' When you click on the folder, you will see a list of Collaborators in the side menu. As the owner, you will notice that 'You' are designated as the 'Owner.' To select another collaborator as the owner, hover your mouse over their name and a small pop-up window will appear. Select 'Folder Owner' and confirm your selection when prompted. Click 'Okay' to complete the process.

 

Shared Links

By default, access level for the shared links is set at the "Collaborators Only" level to restrict access to a controlled group of individuals you have invited to collaborate on the working folder.  

 

Below is a list of the sharing levels and their descriptions:

  • Open:
    Set the link to “open” if you want anyone with the shared link (including users with no Box account at all) to have access to the file. Securing the open link is strongly recommended. To restrict access to the file, you can set an expiration date or even require a password – these restrictions will apply to anyone not already collaborating in the folder. See below for more details.
  • Your Company:
    Want to send out a link without worrying about outsiders viewing the file? Just select the “Your Company” option – just remember that UCSF users, if they are not collaborators already, must receive the link from you in order to have access.
  • Collaborators Only:
    Select this option if you want to point a collaborator to a specific file or folder without making the link accessible to non-collaborators.
  • Disable:
    This feature disables the shared link for a file or folder. If a collaborator wants to access the file, they’ll have to log into Box and find it in the appropriate folder.

Some times you want to share files with others only for a specific period time, after which you may want to take away access to that file.  Box offers ways for you to deactivate the links you shared by way of setting an expired date on the links (applicable only to "Open" and "Your Company" links only) or manually disabling the link.  Doing so will reduce the likelihood that files and folder become orphaned and unmanaged after a period of active collaboration.

 

To disable a shared link:

  1. Find the file or folder for which you want to disable sharing in Box
  2. Click on the “Share” button to the right of the file name
  3. Click on the “Access” dropdown menu
  4. Select “Disabled” access level
  5. Click “Okay” to confirm you want to disable sharing for that file/folder

To set an expiration date on a shared link:

  1. Find the file or folder for which you want to set expiration in Box web interface
  2. Click on the “Share” button to the right of the file name
  3. Click on the “Access” dropdown menu
  4. Select an access level ("Open", "Your Company")
  5. Click on "Set Expiration"
  6. Select the desired expiration date in "Unshared On" field
  7. Click Okay to save your selection

To set a password on a shared link:

  1. Click on the “More Options” dropdown menu next to the file or folder
  2. Hover over "Share" and select "Get Link to File" or "Get Link to Folder"
  3. On the pop-up window, open the Access Level menu in the upper right corner
  4. Click the radio button for “Open” access level
  5. Click “Set Password”
  6. Enter password in the text field.
  7. Click Save

Please note that a password protected shared link does not offer the same level of protection as file level encryption, since it only protects the file when accessed through the link.  Collaborators may still be able to access the file without entering a password.