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Box: Automated Deprovisioning of Separated Users
UCSF Box Deprovisioning Process We send an email reminder to Box users and their supervisor to transfer ownership of their files before they separate from UCSF. When someone separates from UCSF, we deactivate the person's Box account within 24 hours and only retain the Box account for 90 days.
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- Faculty
- Staff
- Student
- Business Applications
Box: Folder Creation
Steps to follow Follow the instructions below to set up a new folder in Box.
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- Faculty
- Staff
- Student
- Business Applications
Box: Invite Collaborators
Overview Only a folder’s owner, co-owner, or editor can invite collaborators. Learn more about the different permission levels.
- Affiliate
- Faculty
- Non-UCSF
- Staff
- Student
- Business Applications
Comments and Tasks in Box
Overview One of the features of Box is the user's ability to add comments or tasks to a file. Adding comments To add a comment to a file:
- Affiliate
- Faculty
- Non-UCSF
- Staff
- Student
- Business Applications
File Lock
Overview With the exception of Box Notes, Box cannot save simultaneous changes. When two people are editing the same file simultaneously, one version will be saved as the more recent version, and the one edited by the other user will be saved as filename-(user’s email address).
- Affiliate
- Faculty
- Non-UCSF
- Staff
- Student
- Business Applications
Box: Create Shared Links
Overview Shared links allow users who don’t have Box accounts to have read-only access, but not the ability to make changes to your files. Shared links are also an easy way to direct collaborators to Box files. Collaborators will retain their ability to make changes to your files. If you want your external collaborator to have the ability to edit your files, the person will need his or her own free Box account. Creating a shared link To create a shared link:
- Affiliate
- Faculty
- Non-UCSF
- Staff
- Student
- Business Applications
Box: Access Stats
Description If you want to find out which, if any, collaborators have been previewing or downloading your file:
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- Faculty
- Staff
- Student
- Business Applications
Box: External Collaborators
What you need to know For UCSF Box users If you want to use UCSF Box with an external collaborator, invite the person to your shared folder. Type the person's email into the text box where you'd usually invite a UCSF collaborator. This sends an email that invites the person to collaborate on your folder. Next, direct the person over to this same page for instructions on how to set up his or her own Box account.
- Affiliate
- Faculty
- Non-UCSF
- Staff
- Student
- Business Applications
Box: Understand Shared-folder Permission Levels
What you need to know Before you start inviting collaborators to your shared Box folder, you need to understand the differences among the permission levels in order to make your best judgment calls. The table below provides an overview of what's included in the different permission levels on Box. See also the text descriptions and detailed table that follow.
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- Faculty
- Non-UCSF
- Staff
- Student
- Business Applications
Box Trash Folder
Description What can you do when you, or a collaborator who shares access to your folder, may have accidentally deleted your files? You can try finding them in the Trash folder of your Box account. Note: This is not the same as your desktop’s Recycle Bin for Windows or Trash for Macs, which are stored locally on your computer. The files on your Box account, including the Trash folder, are stored in the cloud.
- Affiliate
- Faculty
- Non-UCSF
- Staff
- Student
- Business Applications