Using Box

Mobile Device Setup

Accessing your account via iOS/Android app

If you are using the Box application on a mobile device, please follow these steps:

  1. Open the Box application and select Log In button:

    login_screen_image

  2. Enter your NetID@nd.edu into the following screen:

    box_login_screen_image

  3. When presented with Notre Dame’s Central Authentication Service prompt, enter your NetID and NetID password to complete the login process.

    cas_mobile_login_screen_image

     

 


 

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Note: The only place you should be presenting your Notre Dame credentials (NetID/password) is at Notre Dame's Central Authentication Service.
 


Account Settings

How to get an account

Go to box.nd.edu. When you log in, you will be directed to an opt-in page where you can create your account.

Accessing your account via the web

  1. Go to box.nd.edu, then log in with your NetID and Password. (Note: Cookies need to be enabled to log in. Having cookies disabled may lead to unpredictable results.)

    cas_login_screen_image

Conversion to Box:

There will be no mass transfer of data from Dropbox or Netfile spaces to Box. To move files, use the Bulk Upload features. Shared file links and permission structures must be re-created.

Managing your Account settings:

To access your account preferences, click on your name in the upper right > Account Settings

  • The Content & Sharing tab controls your default access rights. If you are not able to grant the access rights that you wish to files and folders, check your settings here.
  • The Notifications tab controls the email notifications that you will receive. Box can generate a lot of emails so you may wish to limit the notifications to only those that you will find necessary. By default, your account is set to receive the Daily digest. This may give you all the notification of account activity that you need.
  • We recommend receiving email when a deletion occurs so be sure to enable both check boxes for these notifications.

Box credentials versus Notre Dame credentials:

To use some mobile and 3rd party applications, you will need to create a separate Box login as your NetID and password will not work with them. To create a Box login, within Box:

  1. Go to Your Name > Account Settings > Account tab.
  2. Go to Create External Password and enter a new password. Your login will remain your NetID, but you will now have password especially for Box.
  3. When do you use each password? The following table will help.
      Notre Dame Credential Box Credential
    What is it? The username is your Notre Dame NetID and password; you use this combination to log in to most other services associated with your Notre Dame account. The username is your Notre Dame NetID, but the password is different.
    Where would it be used? You would use this for services associated with your Notre Dame account, such as Inside ND and your @nd.edu email account, as well as for Box when using Single Sign-On (SSO). You would use your Box credentials when logging in to Box.com without using Single Sign-On, or with certain apps that will work with Box, but cannot use Single Sign-On.
    How do I change it? You can change your NetID password by visiting http://password.nd.edu, or by working with the OIT Help Desk. If you log in to Box using your Notre Dame NetID/password, you can always set a new Box password in the Account Settings.

For more help with Box, go to: 

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Files and Folders

Sharing Files and Folders:

Notre Dame’s Data Oversight Committee has created standards for the handling of highly sensitive University data, and these standards forbid the uploading of highly sensitive University data into services such as Box. Other data of a less sensitive nature should also be handled with care, however, and users should be aware of the difference between sharing data with internal collaborators and external collaborators, and marking a file or folder as Open which allows anyone with a Box account to view the contents.

When sending an invitation to someone at Notre Dame to collaborate in folders or share files in Box, they may need to visit http://box.nd.edu before they are able to see your files or folders – visiting that link for the first time and logging in creates an account. If they do not have an account when they try to view the file or folder, they may encounter an error.

When sharing a file or inviting a collaborator with an @nd.edu email address, be sure to use their NetID@nd.edu email address, not First.M.Last.#@nd.edu (e.g. hbeing@nd.edu, not Hugh.M.Being.42@nd.edu.

Outside parties you invite to view files or collaborate can sign up for a free Box account to access your files or folders, or you can make content openly available – see below for more details.

If you invited someone from Notre Dame, you should use your email program (e.g. Outlook or Gmail) to send a link to the file(s) that you want to share with them. They must visit Notre Dame’s Box site (http://box.nd.edu/  ) before trying to view your content in Box.

It is recommended that users create a file/folder structure similar to Netfile, having a Private folder and a Public one to avoid accidentally sharing private information. 

  • File sizes:
    • With an Enterprise Box account, you can upload files up to 15 GB in size from your desktop, and up to 100 MB from a mobile device. 
  • File types that can be viewed by Box’s Preview

Folders

Creating a folder

  1. To create a new folder, click the New button.

    new_new_image

     

  2. Enter the name of the new folder and whether you would like to give anyone Collaborator access to the folder.
    • Be as descriptive as possible with a folder name. Remember: you will be sharing lots of folders with others and they with you. A good descriptive folder name will help you - and others - when navigating in Box.
  3. Click Okay to complete the folder creation process.
    Note: A folder that has collaborators is blue; yellow folders are private (no collaborators); grey folders are ones owned by someone outside the Notre Dame community.

Adding a Folder Description

To help with navigating your Box folders, you can add a description to any folder/sub-folder in Box. Folder descriptions are viewable by everyone who is a collaborator for the folder. Only the folder owner, co-owner, and editors can add a description.

To add a description, to the right of the folder name, click the 3 dots icon > Properties > General Info. Add a description and click save. If you have clicked to open the folder and are looking at the sub-folders and content within a folder, the 3 dots icon can be found on the actions menu near the top.

Reminder: when creating a folder, be descriptive as you can with the folder name. You can also create the folder description so all collaborators will see the description when first invited.

Before:

folder_name_with_no_description

After:

folder_name_with_description

Sharing a folder

To share a folder, right-click on folder or click Share or More Options.

  • From More Options > Share > Invite Collaborators, you can set the access type for each person you share your files/folders with.

Upload a folder

To Upload a folder from your desktop, click the Upload Button, then select the Upload Folders option. When presented with the Browse Folders windows, search and find the folder desired, then select the OK button.

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Moving a folder

  • Drag the folder from its current location and drop it in the new location.
  • Or click on the little downward arrow and select Move or Copy on the pop-up window. Then select the new location and then Move.
  • One can also move a file using this same method

Deleting a file or folder

  1. Click on the little downward arrow next to the file or folder and select Delete.
  2. Once you confirm the deletion, the file or folder will be moved to the trash.

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NoteDeleting a file or folder will delete it for all collaborators, not just the deleting user.
 


To delete multiple files and/or folders: 

  1. Check the box shown on the right side of each file or folder you want to delete.
  2. Scroll to the top of the file display area and click Delete
  3. Once you confirm the deletion, the file or folder will be moved to the trash.

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Files

How to upload/download files

  • Click the Upload button and select Upload Files option

    boximage1
     

  • To download a file, click the drop-down arrow to the right of the share button boxarrow and choose Download

Moving a File

  • Drag the file from its current location and drop it in the new location.

  • Or click on the little downward arrow boxarrow and select Move or Copy on the pop-up window. Then select the new location and then Move.

  • One can also move a folder using this same method

How to Share Files

  • If the folder is already shared, all files added to the folder will have the same access.
  • To share a file, click Shared to the right of the file. A link will appear that you can email to others to share the file.

Adding comments or assigning a task to a file

  • To add comments or assign a task to a file, click on a file to open in the Preview mode. Comments are located on the right. You may need to click on Show Details icon in the upper right to add comment.  preview_show_details_image

A file is locked for editing, how do I see who has it locked?

Hover over the ‘lock’ icon next to the file name. Information about who has locked the file will be displayed.

Version Control

Box keeps the last 100 previous versions of each uploaded document and allows you to return to previous versions. 

  • You can view the version history of a file by clicking the Options arrow and going into File Properties, Version History.
  • Or click on the version number under the file name.
  • From here you can restore an old version or upload a new version.
  • For more information on versioning, see https://support.box.com/entries/20359368-version-history

Restoring deleted files

The trash in your Box account is emptied every 90 days. Items in your trash are counted against your quota. When items are deleted from a collaboration folder, both the owner and the user who deleted the item can recover it.

For more information on restoring deleted files, see https://support.box.com/entries/20359488-using-the-trash

Video Files

For video file types that can be viewed through Box's preview, go to: 

To share the file:

  • Click the Share link
  • Click the Access button
  • Have the Open radio button selected
  • Click the Restrict Permissions link
  • You can choose Enable preview & download, Turn preview off, or Turn download off.

Note:

  • 10 GB file size limit
  • Each file uploaded uses the individual quota of the person that owns the folder to which the file is uploaded

Known issues or limitations:

  • Windows: Preview without download works for all formats
  • Mac: Preview without download works for all formats
  • Redhat Linux in Firefox: Preview without download works for all formats
  • Android: Preview without download works for .mp4, Open with… works for .mp3
  • iOS: Preview without download works for .mp3, .m4v, .mov, .mp4

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Box Notes

Beginning May 1, 2014 Box will be releasing a new feature called Box Notes.The rollout will take place over the entire month of May. This means some people will get this new feature before others. If this occurs, people without Box Notes will still be able to read and edit the notes created by their colleagues; one will only be unable to create new Box Notes until it has been enabled in one’s account.

What is Box Notes? Box Notes is a way for many people to work on a document at the same time. Box Notes is an easy-to-use document creation tool built natively in Box. With Box Notes, you can quickly take notes, share ideas and collaborate in real-time with your team—all without leaving Box. The notes are web-based documents and do not require any other software in order to create, view or edit. Box Notes will replace the current Box feature Web Documents.

Please see these links from Box to learn more about this new feature:

To quickly create a Box note, one can click the new Box Notes icon (shown below) or can click the New button and select New Box Note.

newnote

Box 'for' Applications

The following Box applications are available for download. Mobile devices that are used to access Box should be password- or PIN-protected.

Box Edit
Box for Android
Box for Android Tablet
Box for Blackberry
Box for iPad
Box for iPhone
Box for Office
Box for Outlook
Box for Touchpad
Box Simpleshare
Box Sync for Mac (for Faculty and Staff)
Box Sync for Windows (for Faculty and Staff)

On 1/15/14, Box released new updates for the Box for iPhone and Box for iPad 3.0 apps. This update is a rebuild for these iOS apps. The highlights of the updates are:

  • Users will be logged out of the app when they download the update and will then need to log back in to get into the app
  • An all new design with intuitive navigation and a new content experience.
  • It includes new high-fidelity rendering for PowerPoint, PDFs, Word docs, photos and video, plus a new real-time search, offline access and more.
  • For more from Box, click here

Please see this link for logging-in to iOS/Android apps: http://oithelp.nd.edu/shared-file-space/box/using/#Account Scroll to the section on iOS apps.

Though Box has a mobile site—m.box.com—this does not work with the Notre Dame sign-in. If you wish to access box through a mobile device, it is recommended that you download the Box app for that device or platform.

Mobile Editing Applications

Apps used to edit documents on University-owned mobile devices require a separate Box login and password as described above. Support is provided by the app developer.

For both IOS and Android devices, QuickOffice is the recommended application.


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Caution should be used when editing any document on a mobile device as the device may or may not be password or PIN protected, or may or may not be encrypted


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Creating a Box External Password

To use some applications on mobile devices, you will need to create a separate Box login as your NetID and password will not work with them. To create a Box login, within Box:

  1. Click Your Name, then Account Settings.
  2. Go to Create External Password and click Edit password.
  3. Enter and confirm your external password.

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Note: It is highly recommended that you do NOT enter your Notre Dame NetID password as your Box external password. This password will not expire; to change it again, you will need to follow the steps above.


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3rd Party Applications

Box's security provisions are sufficiently robust to protect educational and financial records, but only between Box itself and your computer (or that of a collaborator). Third Party applications that can work with Box (Google Apps or Zoho, for example) take the data out of the secure Box environment and onto that company's servers. Because the security of each app needs to be verified, the use of these third party applications with educational and financial records is disallowed pending approval of security and licensing. You can request a review of a third party app using the form linked below. Please note that Box should not be used for administrative data in general without clearance from the appropriate data steward.

3rd Party

Requests to enable Box applications

Approval for use of a given app depends on its license approval.  All Box iOS apps are approved under a blanket license; apps for other platforms, including Android, Windows and OS X, will need to be individually reviewed before use.

Requests to enable 3rd party apps will go through the 3rd Party App Review request form. This will initiate the process to evaluate security and legal issues for the requested app.

Requests will also undergo a review of whether a similar-type app is already enabled. If so, the Notre Dame community will be encouraged to use these similar-type apps.

For a list of 3rd-party applications currently enabled, from box.nd.edu, select the ‘Apps’ icon located near the Search box. Enabled apps can be found by checking apps by Platform or Function

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Troubleshooting FAQ

Having troubles logging-in or creating an account from an invite? Make sure you go to http://box.nd.edu first to log-in and/or create an account. 

Do I need to have cookies enabled in my browser?

If you don’t have cookies enabled, your login may produce unpredictable results.

Who do I call when I have a problem with Box?

Box.com has an extensive help section on their web site (community.box.com) and you may find answers there. If you don’t, you can call OIT’s Help Desk for assistance. If they can’t solve your problem, a ServiceNow case may be created and sent on to level 2 support. Some issues may be referred to Box for resolution.

How do I clear my cache?

Check the OIT Help page for clearing browser information.

Why might I have trouble uploading files?

  • Try clearing your browser’s cache.
  • Try choosing Add Files instead of Bulk Upload, or vice versa.
  • Go to Your Name > Account Settings > Content & Sharing.
    • Deselect Enable using Flash for file uploads. Then click Save.
    • For the Bulk upload, switch to Compatibility mode. Then choose Save.
  • Ensure that your web browser is the latest version of Internet Explorer, Safari, Firefox or Chrome.
  • Check to see if you are running the latest versions of Java and Flash.
  • If connected to the internet with a wireless card, check to see if the connection to the internet drops intermittently. If this is the case, please be sure to use the Bulk upload method.
  • Try temporarily adding Box.com as a trusted site

Why can’t I Bulk Upload files on a Mac?

Mac users must be using Mac OS 10.6 or 10.7 in order to have the right version of Java.

Why can’t I access Box’s mobile site on my mobile devices?

Box’s mobile site does not allow Single Sign On at this time, so it is recommended that you download the Box app for your mobile device or platform and access Box that way.


For more help with Box, go to: 

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