Share Folders and Files in U-M Box (Best Practice)

Environment

U-M Box

Issue

Best practices for sharing files and folders within U-M Box 

Resolution

Files and Folders stored in U-M Box can be shared in multiple ways to internal (U-M) and external (non-UM) collaborators.  There may be a very specific reason to use one type of sharing over another.

The basic instruction on sharing/inviting collaborators in Box is here: Inviting Collaborators in Box.

Types of sharing by folder

Understanding collaborator permission levels: https://support.box.com/hc/en-us/articles/360044196413-Understanding-Collaborator-Permission-Levels

Add collaborator by uniqname

  • Internal users, each individual user added separately
  • uniqname must be an active account with U-M Box

Add collaborator by email address

  • External users can access files using personal box account of same address
  • Internal users will be automatically converted to "by uniqname"
  • Must have a valid Box.com account using that email address to access content

Add collaborators by MCommunity Group

  • Do not type in the full email address - select item labeled "group" from drop-down after typing "uniqname" KB0026605
  • Subgroups are not synced to Box, only "top" or single level groups work
  • External members of MCommunity Groups will not get invitations or be able to collaborate (including Shared Accounts)
  • MCommunity groups used to control Shared Accounts do not confer access to password holders or to Shared Account
  • Groups must be set to "Member list is visible"

Via email

  • Email systems restrict by size - our size limit is 25MB
  • Upload only
  • Right-click on folder, click Settings, under section Uploading check the box Allow uploads to this folder via email
    • copy email address
    • check or uncheck Only collaborators can email

Via link
Three options, each with different sub-options (under Link Settings):

  • People with the link (warns anyone with the link can access content)
    • [view and download] vs [view only]
    • Link Settings: Link Expiration, Password Protect, Non-private custom URL, Allow Download
    • If allow download is checked, there is a direct download link provided under Link Settings
  • People in your company
    • [view and download] vs [view only]
    • Link Settings: Link Expiration, Non-private custom URL, Allow Download
    • If allow download is checked, there is a direct download link provided under Link Settings
  • Invited People Only
    • no option for view only
    • Link Settings: Link Expiration, Non-private custom URL

File Request (formerly Upload Embed Widget)

https://support.box.com/hc/en-us/articles/360045304813-Using-File-Request-to-get-Content-from-Anyone

  • Upload only
  • No account or sign-in needed
  • No access to folder or files

Embed Widget

https://support.box.com/hc/en-us/articles/360043695434-Create-a-Box-Embed-Widget

  • All levels of access - provides a web "window" into folder
  • Uses a captcha - does not work on some mobile platforms
  • Requires login
  • Allows access to folder and files inside it including viewing file list

Types of sharing by file

Via link

Three options, each with different sub-options (under Link Settings):

  • People with the link (warns anyone with the link can access content)
    • [view and download] vs [view only]
    • Link Settings: Link Expiration, Password Protect, Non-private custom URL, Allow Download
    • If allow download is checked, there is a direct download link provided under Link Settings
  • People in your company
    • [view and download] vs [view only]
    • Link Settings: Link Expiration, Non-private custom URL, Allow Download
    • If allow download is checked, there is a direct download link provided under Link Settings
  • Invited People Only
    • no option for view only
    • Link Settings: Link Expiration, Non-private custom URL

Embed Widget

https://support.box.com/hc/en-us/articles/360043695434-Create-a-Box-Embed-Widget

  • All levels of access - provides a web "window" into folder
  • Uses a captcha - does not work on some mobile platforms
  • Requires login
  • Allows access to folder and files inside it

Add collaborator

  • Editor or Viewer only

Additional Information

Consult the Sensitive Data Guide before sharing any protected information or before sharing outside the University:
https://www.safecomputing.umich.edu/dataguide/?q=home

It is always recommended to use a Shared U-M Box Account to store University information to be certain it stays with the University:
http://documentation.its.umich.edu/node/501

Details

Article ID: 155
Created
Mon 4/20/20 8:05 AM
Modified
Thu 8/27/20 11:48 AM