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 Box at UC Collaboration Guide

 Guide for the use of Box at UC for collaboration and sharing.

Box at UC – Collaboration & File Sharing

Navigate to: (navigation to different sections)
    
What is Box Collaboration and File Sharing?
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Box Access Levels
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Internal Collaboration (Sharing)
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External Collaboration (Sharing)
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Shared Links
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Change Ownership
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Removing Collaborators
    
Additional Resources

 

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WHAT IS BOX COLLABORATION AND FILE SHARING?

Box at UC allows users to collaborate and share files with students, classmates and colleagues, both internal and external. You can even share files to users who do not have Box accounts.  Box collaboration includes features, such as sharing permissions, for individual files and folders. Box allows users to have different access levels, such as Owner, Co-Owner, Editor, Viewer, etc. The following chart explains the different permission levels on Box. ●

 

Note: Folder permissions follow a waterfall model. This means that when you invite a user to a shared folder, the user will have access to any subfolders beneath it as well. Users can only be invited to folders, not individual files.

 

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BOX ACCESS LEVELS

 

 

     Owner: An Owner has access to do anything they want to the files or folders, including full read/write access, managing collaborators. Owners can add new collaborators, change access levels and even remove collaborators. Owners can also transfer ownership to other collaborators. For instance, if an owner is leaving an organization, then they can transfer full ownership to another user. Whomever the owner selects will become the new Owner. For storage purposes, the data is possessed by the owner. This means if the Owner’s account becomes disabled, the collaborators will not be able to access the shared files or folders. There can be only one Owner, but multiple Co-Owners are allowed.

      Co-Owner: Co-Owners are essentially the same to owners except for a few key things. Co-Owners cannot change the owner of the content, transfer ownership to another user, or delete the root folder. Co-Owners can remove Co-Owners have full read/write access, have the ability to manage and invite collaborators, change access levels (except for Owner) and can sync shared content to the Box Sync application. There can be multiple Co-Owners, but only one Owner.

      Editor: Editors have full read/write access to a folder. Once invited to the folder, Editors can view, download, upload, edit, delete, copy, move, rename, generate and edit shared links. They can also make comments on files, assign tasks, create tags, and invite/remove collaborators. Editors cannot create or delete root level folders and are also allowed to sync shared content to the Box Sync application. The Editor role is the default access permission level when inviting collaborators on Box.

      Viewer Uploader: This access level is a combination of Viewer and Uploader. A Viewer Uploader has full access to files and folders, but limited write access. Viewer Uploaders can preview, download, comment, upload and generate share links. They cannot invite new collaborators, add tags or delete items. To update files, Viewer Uploaders must download the file, edit it locally, and re-upload using the same file name. If users have Box Edit [hyperlink to article] installed, users with this access level can download, edit and re-upload seamlessly. Viewer Uploaders cannot sync shared content to Box Sync.

      Previewer Uploader: This access level is a combination of Previewer and Uploader. A Previewer Uploader has limited read and write access to a folder. They are able to preview files, add comments, tasks and upload content to the folder. However, Previewer Uploaders cannot download files or folders to their personal device. They can only preview items on the Box website. Previewer Uploaders cannot sync shared content to Box Sync.

      Viewer: Viewers have full read access to a folder. They can preview, download, comment and generate shared links. Viewers cannot add tags, invite new collaborators, edit already shared links, upload, edit or delete items in the folder. Viewers cannot sync shared content to Box Sync.

      Previewer: Previewers have limited read access. They can only preview the items in the folder using the Box website’s integrated content viewer. They cannot share, upload, edit or delete any content. Previewers cannot sync shared content to Box Sync.

      Uploader: Uploaders have limited write access. They will only be able to upload and see the names of items and other files in a folder. They cannot download or view any content. Uploaders cannot sync shared content to Box Sync.

 

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INTERNAL COLLABORATION

Internal collaboration is collaboration with other Box at UC users, such as faculty, staff and students. Basically, it is collaborating with anybody who has a Box at UC account. This does not include users who have personal, non-enterprise accounts.

To invite an internal collaborator, select the folder you want to share and select Invite People on the right-hand side.

        

Next, type in the name of the individual you would like to share with. If they have a Box at UC account, their name and email address will appear at the bottom of the invite box. You can click on the name to add the individual to the invitation list. You can add multiple users to the invitation if you wish. Note: All Box at UC user email addresses will show up as username@ucmail.uc.edu. Please do not invite users using the firstname.lastname@uc.edu alias.

The next step is to select the access levels for the users you are inviting. For example, you can make the users Co-Owners, Editors, Viewers, Uploaders, etc. The default access level is Editor. Optionally, you can also customize a personal message in the invitation.

Finally, click Send Invites button to send the invitations. If you want to assign different permission levels for each invitee, you will need to create separate invites based on permission level.

        

After sending the invite, Box will show the new collaborators on the right side of the webpage. If you need to change an access level for a collaborator, you can edit the access level by selecting the dropdown arrow under their name.

         

 

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EXTERNAL COLLABORATION

 

External collaboration is collaboration with non-Box at UC users, including users with personal Box accounts or Box accounts from a different organization.

If an external user has a Box account that is not in the Box at UC environment, then all you need to do is enter the email address associated with the user’s Box account into the invite field of the invitation. Unlike in the internal collaboration instructions, the name of the individual will not auto-populate at the bottom, so it is crucial the email address is typed in correctly. Press Enter afterwards if you want to add more users to the invitation.

Note: Even if the user doesn’t have a Box account of any sort, you can still enter their email address and Box will still send out the invitation. To be able to see the content, the invitee will need to sign up for a personal box account using the email address you sent the invitation to.

The next step is to select the access levels for the users you are inviting. For example, you can make the users Co-Owners, Editors, Viewers, Uploaders, etc. The default access level is Editor. Optionally, you can also customize a personal message in the invitation.

Finally, click Send Invites button to send the invitations. If you want to assign different permission levels for each invitee, you will need to create separate invites based on permission level.

        

After sending the invite, Box will show the new collaborators on the right side of the webpage. External users are denoted by the globe symbol next to their name [highlighted below]. If you need to change an access level for a collaborator, you can edit the access level by selecting the dropdown arrow under their name.

        

 

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SHARED LINKS

You can create shared links to files and folders for both with non-Box users, but they will not be able to edit, upload, add comments, etc. This is ideal for sharing with external non-Box users and for non-projects. Users given shared links are essentially Viewers without the ability to add comments or create tasks (although non-Box users can view comments). To share files using this method, you can create a shared link directly to the file(s) or folder(s). There are many additional features for shared links, including URL customization, password protection and link expiration.

To begin, select a file or folder in Box and click Share to share the item.

        

Box shows a custom URL to the item and you can select who accesses the shared link. For non-Box users, keep the default People with the link option. Afterwards, you can enter the user’s email to send the shared link.

         

If you click on the gear icon by the Shared Link, you can customize the link, including a custom URL, password protection, link expiration, and whether to allow downloads. Click Save to finish.

         

You will see that the Shared Link has been updated with your changes. Finally, click Send to send the message. You can also copy/paste the link wherever you choose. Make sure that if you set a password, you let the collaborators know.

         

 

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CHANGE OWNERSHIP

To change ownership of a folder, you must be the Owner of that folder. You can only change the Owner with existing collaborators, so if the new desired owner isn’t a current collaborator, they must be invited first.

To change ownership, find the user in the Collaborator’s screen on the right side of the Box webpage. Then select the access level drop-down menu under the collaborator’s name. To change ownership, select the Owner access level option.

         

Box will prompt you make sure you want to continue with the action of changing ownership. Click the Okay button to continue with the action.

         

After transferring ownership, you will be demoted to the default access level of Editor.

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REMOVING COLLABORATORS

Removing collaborators on Box is easy. Go to the folder you wish to remove collaborators from and click on the ellipsis […] icon. Then navigate to Sharing > Manage Collaborators. You can also click into the folder and view the collaborators on the right-hand side of the webpage.

        

Next, select the access level drop-down menu and select the Remove option.

         

The user is now removed from the collaboration folder. Remember, only Owners, Co-Owners and Editors can remove collaborators. You can also not remove collaborators who have a higher access level than you, i.e., Editors cannot remove Co-Owners or Owners.

 

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ADDITIONAL RESOURCES

Related KB Articles
      Box Sync
      Box for Office
      Box for Office Online

Box Help Videos
      Inviting Collaborators – Walkthrough
     
Enhancing Collaboration with Comments and Tasks
     
Box Notes for Simultaneous Collaboration
     
Other Ways to Share

Box Community Articles
      Box Collaboration Overview
     
How Do I Share A File Link With Other People?
     
What Is The Difference Between Collaboration And Shared Links?
     
Folder And Subfolder Permissions

 

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