Overview
From the Box home page, you can open a folder, view a document, rename, move, print, or open the document in the application it was created in.
Procedures
Go through Accessing Links in Mediasite videos before starting the training below.
Training Video - Box at RPI - Folder Settings
Training Video - Box at RPI - Sharing a Folder/File
Training Video - Box at RPI - Uploading a File/Folder
Training Video - Box at RPI - Communications in a File or Folder
Opening a Folder
- Click once on the folder name.
[folder name]
The folder opens showing any files stored in this folder.
Upload a File or Folder
Uploading files or folders to box is easy.
- While in Box, open the folder you would like the file/folder to be uploaded to, click “Upload” located in the upper right corner of the box window.
- Choose File or folder.
- Locate the file or folder from your computer and then click “Open”
NOTE: Hold the Ctrl key down while clicking each file to select multiple files to upload at one time. Be aware that you can only select one folder at a time to upload.
At the bottom of the screen, you will see a bar move until the document upload is complete. A message appears at the top to let you know that the file uploaded successfully to Box.
Training Video: Uploading files or folders (percipio)
[Headset icon]
Training Video: Managing your multimedia files (percipio)
[Headset icon]
Download/Delete/Move or Copy/Settings/More Actions
Anytime see the icon with the three dots this called the ellipses (. . .) which shows different features depending on where you are in the Box window.
- With a folder open, click the ellipses (. . .) in the upper right corner of the box window
[Folder/File features when ellipses . . . is selected]
2. Choose to:
Download – Creates a zip file of all the folders/files into a Zip file
Trash – Delete the folder
Move or Copy – Move or Copy a folder
Settings – Change specific settings for a folder like: Invitation restrictions/commenting/shared link access/collaboration control
https://support.box.com/hc/en-us/articles/360043696014-Understanding-Box-Folder-Settings
Rename - Change the name of the folder
If you click the ellipses (. . .) to the right of a folder you will see basically the same options to choose except:
Share - opens the share screen to invite people to share the folder
Collections - move this selected folder to a collection already created, or create a new collection
https://support.box.com/hc/en-us/articles/360049489913-Collections-FAQ
https://support.box.com/hc/en-us/articles/360048730094-Using-Collections
[Folder name, ellipses and Collections highlighted]
Percipio Training Video: Moving and copying files into folders
Percipio Training Video: Organizing your folders
Folder Settings
The folder settings allow you to modify and control actions for that specific folder. The folder settings information part of this manual was copied from the link below.
NOTE:
- Folder settings are inherited by sub-folders, and cannot be 'undone' at a sub-folder level.
- Some settings can only be modified by folder owners and co-owners - check below
To open Settings for a folder:
- Click once on the folder name, and then choose the ellipses (. . .) located on the upper right corner of the screen.
- Choose “Settings”
All the settings appear for that specific folder.
Review the Setting options.
https://support.box.com/hc/en-us/articles/360043696014-Understanding-Box-Folder-Settings
Once you are done updating the Folder settings,
- Click “Save Changes” located in the upper right corner of the screen.
Working with Folders
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
Share a Folder
You can share a folder or send a link to that folder to anyone that has a Box account.
- Click Share located to the right of a folder.
- Choose Invite Collaborators
- Invite - Start typing the person’s name or email address (If they appear in the list below they have a Box account)
- Invitee Permissions – Choose permission level for the Invitee.
https://support.box.com/hc/en-us/articles/360044196413-Understanding-Collaborator-Permission-Levels
5. Type a Personal Message (optional)
[Invite to a folder dialog box, showing the following areas to select, Invite, Invitee Permissions and Personal Message (optional)]
6. Click Send Invites
Percipio Training Video: Creating and deleting shared folders
Understanding Folder Permissions
NOTE: Box uses a ‘waterfall” design to explain their permission levels in which individuals only have access to the folder they are invited into and any subfolders beneath it. Someone can also be invited to individual files.
IMPORTANT – Owners and Co-Owners at RPI are the only ones with the access to invite and remove collaborators from folders.
***You can, however, give a collaborator a higher access level at a subfolder. To do this, first invite the collaborator to the subfolder, then invite the collaborator to the parent folder. For example, you could invite John to the Marketing folder as an Co-Owner, then invite him to the Box Reports folder as a Viewer. If you’d like to send a document to someone who is not a collaborator in the folder, use a shared link. The recipient of the shared link can preview or download the document.
Video on Understanding folder permissions - https://community.box.com/t5/Collaborate-By-Inviting-Others/Understanding-Folder-Permissions/ta-p/50256
Box Folder Settings
In the folder settings you can modify and control actions for a specific folder. The folder settings information part of this manual was copied from the link below. https://community.box.com/t5/Organizing-and-Tracking-Content/Understanding-Box-Folder-Settings/ta-p/19827
NOTE:
- Folder settings are inherited by sub-folders, and cannot be 'undone' at a sub-folder level.
- Some settings can only be modified by folder owners and co-owners - check below
To open Settings for a folder:
- Click once on a folder and then choose the ellipses (. . .) located on the top bar in the upper right.
- Choose “Settings”
All the settings appear for that specific folder. Once you are done updating the Folder settings,
- Click “Save Changes” located in the upper right corner of the screen.
Collaboration- Invitation restrictions
Restricts who can collaborate in this folder.
[Only folder owners and co-owners can send collaborator invites selected]
NOTE: These settings also apply to files in the folder whose settings you are modifying.
- Only folder owners and co-owners can send collaborator invites - If this box is checked, users with the access level of editor or below will not be able to invite collaborators into this folder.
- Restrict collaboration to within your enterprise - If this box is checked, only users within your enterprise will be able to join this folder as collaborators.
- Hide collaborators - If this box is checked, collaborators with the access level of editor or below will not be able to see the list of users collaborating in this folder. Owners and Co-Owners will still be able to see the full list.
- Allow anyone who can access this folder from a shared link to join as a collaborator - If this box is checked, users who follow a shared link to this folder will be prompted to join as collaborators. You can select the access level that these users will be granted below.
Commenting
Disable and hide comments on content in this folder. No one can add comments to this folder or view any comments there were already created.
[Commenting dialog box showing disable commenting for this folder option]
Shared Link Access
Restrict who can access this folder via shared links.
[Shared Link Access window showing only collaborators can access this folder via shared links option]
Privacy - Collaborators
Controls who can see collaborators in this folder.
[Privacy/collaborators window showing hide collaborators and their activity from non-owners option]
Uploading – Email Uploads (configurable by Editors)
Allow people in this folder to upload files via email.
[Uploading window showing allow uploads to this folder via email and overwrite files with the same name when uploading by email or widget]
Automated Actions – Delete or Unshare
Set a date to automatically delete or unshare this folder.
- Auto-delete this folder on a selected date - If this box is checked, this folder will be automatically deleted on the date selected below. (Owners only)
- When a folder is auto-deleted, no notifications will be sent to the owner or collaborators on the folder
- Unshare this folder on a selected date - If this box is checked, all shared links to this folder will expire on the date selected below. (Owners and Co-Owners)
- Collaborators will remain in the folder; however, the shared link will expire.
[Unshare this folder on a selected date - unshare this folder on with a date shown]
Email and Notifications - Notifications
Email notifications alerts you to let you know when collaborators access or edit your files. Depending on how the notifications are setup, will depend on the type of notification you will receive.
- Use my default notification settings - If this option is enabled, you will receive notifications according to your notification preferences in your Account Settings.
-
Override default settings for this folder and all subfolders - If this option is enabled, you can set custom notification preferences. To receive more or fewer notifications than usual for this folder and any subfolders, click check boxes under Notify me when someone.
Enable this option to access Disable all email notifications for all collaborators. - Disable all email notifications for all collaborators - If this option is enabled, collaborators will receive no emails about activity in this folder.
[Use my default notifications settings feature selected]
References/Links
https://support.box.com/hc/en-us/articles/360043696014-Understanding-Box-Folder-Settings
https://support.box.com/hc/en-us/articles/360044196633-Upload-to-Box-With-the-File-Browser
https://support.box.com/hc/en-us/articles/360044195193-Collaborate-on-Files
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