Box - How to share a link to files and folders in Box

Overview

Once you register for a Box account, you can share your files and folders. These files and folders can be shared with anyone inside or outside RPI. Anyone with the shared link to a folder can add files to this folder. 

When should I invite someone as a collaborator verses sending them a shared Link?

Collaborator: Invite someone into a folder as a collaborator if you're working with them on an ongoing basis, and they need persistent access to the content you're sharing.

Shared link: Send someone a shared link to a folder or file if you merely need to provide quick, read-only access (much in the way you'd send an email attachment). Your recipient can continue to reference that link for the most up-to-date version of the content.

https://community.box.com/t5/Get-Started-Guide-for-New-Users/Collaborate-on-Files/ta-p/296

Procedures

While viewing your documents in Box, move your mouse over the file or folder you want to share and click “Share” located to the right.

To share internally to those who have registered for a Box account with RPI: 

1. 1. Click in the “Enter names or email addresses.” area, and a Message box appears below.
   2. Under Invite People, start typing email addresses of those you want to invite to the file or folder.  If the address comes up in the search, they already have a Box Account.   
   3. Either keep the default message or add any text to the message area. 
   4. The default permissions is Editor.  Click drop-down next to Editor if you want different permissions.
   5. Click Send
      
      NOTE:  You can enter email addresses even if they do not come up in a search, however this means they do not have a Box account.   They will need to register for a Box account prior to being able to get to the link.  The message they receive if they have not registered is not clear that is what is needed.  It might be best to invite these individuals separately and modify the message sent that they need to register for a Box account prior to being able to view the information.  The article link is: https://itssc.rpi.edu/hc/en-us/articles/360004829931-Requesting-a-Box-RPI-Account

To share externally/public (can be combined internal and external individuals):

1. 1. Click on Enable shared link. 
   2. Under the link box click the drop down next to "People in your company".    You can choose People with the link or Invited people only.
      • Invited people only you can invite people by email address in the Invitee box.  Permissions defaults to Editor - click drop down next to Editor if you want to change permissions.  Change message (optional) click Send
      • People with the link - this is a good option if you want to hyperlink a file or folder to make available to anyone such as on a web page.   Next to this drop down, permissions default to Can view and download.  This can be changed to Can view only.  Click on Copy to copy the cryptic link and use this to hyperlink to the file or folder.

Share a Folder

You can share a folder or send a link to that folder to anyone that has a Box account.

1. Click Share located to the right of a folder.
2. Choose Invite People and start typing the person’s name or email address (If they appear in the list below they have a Box account) IF a name or email address does not appear that person will first need to create a box account at box.com (sign up for a free account)
3. Invitee Permissions – Choose permission level for the Invitee.

• • Editor:An editor has full read/write access to a folder or file. Once invited to a folder or file, the editor is able to view, download, upload, edit, delete, copy, move, rename, generate and edit shared links, make comments, assign tasks, create tags, and invite/remove collaborators. The editor is not able to delete or move root level folders.
  • Viewer:A viewer has read access to a folder or file. Once invited to a folder, the viewer is able to preview, download, make comments, and generate shared links.  The viewer is not able to add tags, invite new collaborators, edit shared links, upload, edit files, or delete items in the folder.
  • Previewer:A previewer has limited read access. The previewer is able only to preview the items in the folder using the integrated content viewer. The previewer is not able to share, upload, edit, or delete any content.
  • Uploader:An uploader has limited write access. The uploader is able only to upload and see the names of the items in a folder. The uploader is not able to download or view content.
  • 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 are able to preview, download, add comments, generate shared links, and upload content to the folder. They are not able to add tags, invite new collaborators, or delete items in the folder. To update a file, people with this permission had to download a file, edit it locally, and re-upload (using the same file name). Effective May 2014, these collaborators can use Box Edit to perform the same action (download, edit, and re-upload) seamlessly.
  • 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, add comments, add tasks, and upload content to the folder. They are not able to add tags, generate shared links, invite new collaborators, edit or delete items in the folder.
  • Co-owner:A Co-owner has all of functional read/write access that an editor does. This permission level has the added ability of being able to change some advanced folder settings. Co-owners cannot change the owner of a folder.

(https://community.box.com/t5/Collaborate-By-Inviting-Others/Understanding-Collaborator-Permission-Levels/ta-p/144 )

4. Type a Personal Message (optional)
5. Click Send Invites

Adjust Shared Link Expiration Date

By default, all new shared links for files and folders come with an expiration date.  Any shared links with an expiration date set will have a red clock-shaped icon next to the file name, as seen in the image below:

[A screenshot of a file whose Shared Link has an expiration date, highlighting the expiration-date icon and the “Share” button.]

If you wish to adjust the expiration date, or disable it entirely, then:

1. Hover your mouse over the file until the “Share” button appears on the right.
2. Click on the “Share” button.  A new share-this-file dialog box will appear for the file you selected:
   

   

   [A screenshot of the share-this-file dialog box, with the “Link Settings” link highlighted.]
   

3. Click on the “Link Settings” link in this dialog box.  A new “Shared Link Settings” dialog box will appear:
   

   

   [A screenshot of the “Shared Link Settings” dialog box, with the “Link Expiration” settings highlighted.]
   

4. In this new dialog box is a “Link Expiration” section.  In this section you can choose the date that you wish the Shared Link to expire, or you can uncheck the “Disable Shared Link on” checkbox entirely.
5. When you're done editing the Shared Link, click on the blue “Save” button to save the settings.

References/Links

Requesting a Box account

Last Reviewed: 31-Mar-2021