Collaboration and Sharing
- How do I….
- What’s the difference between ‘share’ and ‘collaborate’ in Box?
- What is the default access for a collaborator?
- How do I change folder ownership?
- How do I change a collaborator’s access to a folder?
- What happens to a collaborative folder/file when deleted
How do I find a person?
One can find a Notre Dame person in box.nd.edu by typing in a person’s first name and selecting the name if it appears or by using a person’s Notre Dame NetID (ex: astudent).
One cannot find people in Box for anyone outside the Notre Dame domain (@nd.edu). One has to know the email address for that person in order to collaborate with him/her.
How do I invite a person?
It is standard practice to invite Notre Dame faculty/staff/students using the following format: NetID@nd.edu (ex: email@example.com).
For people outside the Notre Dame domain (@nd.edu), invite using that person’s preferred email address.
Share = sending a person(s) a file or folder link
- The Share icon is located next to each folder and file name
- One can send a link to a folder and to a file
- Receiving person can view the file and download it
- Person receiving can also send the link to any other person to view and download the file
- Receiving person cannot edit and overwrite the sending person’s file in the sending person’s Box account (i.e. if ‘astudent’ sends a share link to ‘bstudent’, ‘bstudent’ cannot edit the doc and overwrite that doc in ‘astudent’s Box account; it’s just a link to a file or folder)
- Receiving person does NOT need a Box account to view and download the file
Note: A person can do anything with the file once downloaded.
Collaborate = send an invite link for a folder to a person
- The invite collaborator area is available once you click to open a folder
- One can send a link/invite to a folder ONLY (not an individual file)
- A person can add, edit, and delete as well as upload and download any and all files within the collaborative folder invite and any/all sub-folders created within this folder (depending on the access given to the receiving person)
- Default access is Editor, which allows add, edit, and delete rights as well as upload and download capability
- Receiving person must have a Box account in order to collaborate
- A person does not need to belong to the Notre Dame Box service; Box account can be a personal Box account or an account the person may have thru his/her work.
Default access for a collaborator is Editor.
Here is a table showing the various access levels and the permissions granted. For a more complete list of access/permissions, see this link from Box: https://box.zendesk.com/entries/23609732
First, please note that every folder has only one owner in Box; it is the person who created the folder. Being a co-owner on a folder is NOT the same as being the owner of a folder; these are 2 separate roles. Only a folder owner can make someone else a folder owner.
Second, folders are owned at the top-level (or root level). Sub-folders are owned by the top-level folder owner; whoever owns the top-level folder owns all sub-folders and the content contained within no matter who creates the sub-folder(s).
How to know which folders one owns? One owns all private (yellow) folders. For the collaborative (blue) folders, the word ‘owner’ will appear to the right of the folder name.
When a person leaves the University or moves to another area of responsibility within the University, that person should transfer ownership of Box folders one owns which contain departmental content to another person in that department. The recommended approach is to move content following the instructions below.
For storing content specific to one’s department, it is recommended to create and use a group account to avoid the need to change folder ownership in the future.
There are 2 ways to change ownership on a folder and all of the contents contained within the folder: (1) Move the content to a folder owned by another.(2) change the ownership for a folder from one person to another.
Note: Best practice is to move the content under most circumstances. If the folder structure to be moved is simple (i.e. the same collaborators have access to all sub-folders and content), then changing ownership is also an acceptable approach. The more complicated the collaboration under a folder, the better approach is to move the content. If you are unsure, choose option 1.
These approaches apply to moving contents of a folder - and all collaborations - when one is the folder owner.
Option 1: Move a folder - and all its contents - to a folder owned by another
Moving content is the best approach to making someone else the folder owner.
For the below example, we’ll use the scenario that Jill owns a folder (name: Departmental Content Folder), will be leaving the University, and needs to transfer the contents to Jack.
- If Jill has the folder or any sub-folders sync’ed, it is recommended that Jill unsync the folder(s) from her desktop as the first step.
- Jack should create a folder under his account and invite Jill as a collaborator for this folder. Jack should invite Jill giving her the default collaborator role of Editor. Jill needs Editor access in order to move content.
- The suggested naming structure for the folder that Jack creates is: “Files from uniquename” where uniquename is Jill’s NetID.
- Once Jill accepts the invitation from Jack, the folder “Files from uniquename” will display in Jill’s account.
- One may also want to look into using a Box group account instead of moving the files to Jack’s personal space. Anyone with Editor rights or above to the group folder can create the folder (i.e. Files from uniquename) as a sub-folder for Jill to move the contents.
- Jill will now move the folder (not copy) “Departmental Content Folder” into the folder “Files from uniquename”
Here are the steps to move the folder and contents:
- Following the above, Jack has created a folder and invited Jill as an Editor; Jill has accepted the invitation to collaborate on this folder.
- For the below folder, Jill will select the check-box on the far right (make sure the box is checked for any and all folder(s) that Jill will move). Note: Jill is the owner of this folder; folder contains the departmental contents that Jill will move to Jack’s folder (or the group account folder).
- Jill will select the move/copy icon that appears above all her folder names. If you hover over an icon, a text box appears; choose the ‘Move/Copy” icon as noted below.
- A Move/Copy Selected Item window will appear. Jill will navigate to the folder entitled “Files from uniquename”, select that folder (by selecting, the folder will be lightly highlighted and the text will change to bold), and click the Move button
- All content and collaborations move intact. Note: this is NOT true if you move individual files rather than a folder.
- These files now belong to Jack (or the group account if using that approach). Jill will remain a collaborator and have editor privileges to this folder and files as long as Jack wants Jill to have this access.
- To remove Jill as a collaborator, please see the documentation here
- Repeat steps 1-7 as needed to move additional folders that Jill owns.
Option 2: Change the ownership for a folder from one person to another
As noted above, if the collaborative nature of the folder structure to move is simple (i.e. the same collaborators have access to all sub-folders and content), then this approach is acceptable. If this is not the case, see option 1 above. If one is unsure about using this approach, use option 1 above.
A few notes before going to the link below:
- It is best practice that the folder owner unsync the folder from one’s desktop if the folder is synced.
- For step 4 in the link’s example, first click the ‘Access: Editor’ link to see the drop-down choices
Here’s are the steps to change folder ownership to a current collaborator:
To make someone who is not collaborating on the folder a folder owner, the first step is to invite that person as a collaborator to the folder, then follow the steps above to change the access to the Folder Owner.
Click on the folder to open. On the right-hand side, one can see the list of collaborators. Hover over a name until a pop-up window appears. Click on the ‘Access:’ link at the bottom of the pop-up window. A list of available access levels is displayed. Click the access desired. To see what each access level allows a person to do, hover over each access level. See table above as well.
Below are typical scenarios of what occurs when a collaborative folder/file is deleted in Box. We review what occurs when a collaborator deletes and when an owner deletes. We also review how Box search works when searching for a deleted folder/file.
All scenarios below assume that the collaborators have the default Box permission of Editor. Only permission levels of Owner, Co-owner, and Editor have the ability to delete a folder or file.
Also, please note that every folder has only one owner in Box; it is the person who created the folder. Being a co-owner on a folder is NOT the same as being the owner of a folder; these are 2 separate roles. And, folders are owned at the top-level (All Files); sub-folders are owned by the top-level folder owner
Notes on Searching
- When using the search bar in Box, Box does not search Trash
- If in Trash and one searches, results come from 'All Files' not Trash.
- To search in Trash, the best method is to go to Trash, press the “Control” key and the “F” key. A new search bar opens within Trash. Now search using that new search bar for content that is presented on the page. It only searches the contents for the displayed page not for all pages/content in Trash. One has to go page-by-page in Trash and search for the content by entering the search term again for each new page of Trash content
Scenario 1: Owner deletes one file from folder
- File disappears from Folder for all collaborators including the folder owner
- File does not appear in any collaborator's Trash
- File does appear in owner's Trash;
- Only the owner can recover and restore file for all collaborators to again have access to the file
- Searching: owner searches for file in ‘All Files’'; file not found
- Searching: any collaborator searches for file in 'All Files'; file not found for any collaborator
Scenario 2: Collaborator deletes one file from folder
- File disappears from Folder for all collaborators including the folder owner
- File does not appear in other collaborator's Trash
- File does not appear in owner's Trash
- File does appear in Trash for collaborator who deleted the file
- Only the collaborator who deleted the file can recover and restore it for all collaborators to again have access to the file
Scenario 3: Owner deletes Folder
- Folder disappears for all collaborators including the folder owner
- Folder and all files within the folder do not appear for owner
- Folder and all files within the folder no longer available for any collaborator
- Folder/files are not in Trash for any collaborator
- Searching for folder or file name by any collaborator yields no search results for that folder/files
- Searching for folder or file name by owner yields no search results for that folder/files. Why? Reminder: Box search does not search Trash
- Folder does appear in owner's Trash
- Restore of folder from owner's Trash
- Owner can only restore the entire Folder not an individual file(s) from the folder when a folder is deleted
- When restored, folder and files are available for owner and all collaborators
- See screen snip (below) of message displayed to owner when deleting the folder
Scenario 4: Collaborator deletes folder
- No collaborator can delete a folder where one is not the folder owner
- Collaborators can only delete a file(s) in the folder
Scenario 5: Collaborator removes self from Folder
- Any collaborator can REMOVE oneself from a folder, but that is just removing that person's access to the folder; it is not deleting the folder.
- Folder is no longer visible to collaborator
- No impact to any other collaborator(s)
- Impact to owner: this collaborator does not display in lists of collaborators
- Folder does not exist in Trash for person who removed self
- Search for content by collaborator does not return results for folder nor files
- For a collaborator right-clicking on a folder and choosing 'Remove Folder'; see below for warning received (can also choose from ‘More options’ drop-down button):
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