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Box: Collaboration & Sharing

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Permission Levels

When inviting a person as a collaborator within a folder or file, or sending a shared link, you have the ability to set the level of access that person has to your content. This table provides an overview of the different permission levels for collaborators.

table icon of roles

Note: Because of waterfall permissions, these permission levels apply to all subfolders for the collaborator. For more details on each permission level, please refer to Understanding Collaborator Permission Levels.

 

Folder Ownership & Separating Users

Each folder has only one Owner and this permission level is different than a Co-owner: Only owners of a folder can change ownership to another user. This is important since when the Owner leaves UCSF, the folder or files they own will become inaccessible to the rest of the collaborators even if a Co-owner is designated. Therefore it is advised for separating users to transfer ownership as mentioned in the Box Deprovisioning process.

 

Collaborators

 

External Users

You can send collaboration invitations to users outside of UCSF, but they will need to sign in to a Box account (can be a non-UCSF Box account). If they do not have a Box account, they will need to sign up to access the content.

Note: If you only need to provide "read-only" access for previewing or downloading and not editing or uploading files to external users, consider using a shared link instead as it doesn't require a Box account.

Sharing encrypted files

Encrypted files with a ".ccsecure" extension can only be opened with the CipherCloud agent, which is not accessible by external users. Learn more about how to use one of our suggested workarounds: MyResearch.

 

Shared Links