Enterprise Settings: Content & Sharing Tab

Content & Sharing settings allow you to enable or disable various permission types that are available to managed users when collaborating and sharing files. This article contains the following sections:

• Shared Links
• Custom Shared Links
• Collaborating on Content
• Canvas
• Watermarking
• Content Creation
• Folder Insights
• Hubs
• File Request
• Relay
• Box Doc Gen
• Cascading Folder Level Metadata
• Auto-Expiration
• Disposition Insights
• Trash

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Shared Links

The Shared Links section is where you configure shared link settings and permissions for content owned by managed users. Important If you change your company definition value from Users with Email Domain to Enterprise ID, links previously shared with “people in the company” become inaccessible to people from companies with different EIDs. Similarly, people from one company who used to share with people from other companies no longer can do so. More on EIDs and email domains.

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Custom Shared Links

Custom URLs enable people to customize the URLs for created shared links. This applies to content you want to be readily accessible to large groups of people (externally or internally) using a customized URL that is easy to remember. If you make this link available as people with the link, the linked folder or file is publicly accessible. Custom URLs are appropriate for public-facing materials such as product documentation or marketing materials and are not intended for the secure sharing of sensitive content.

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Collaborating on Content

This section is where you select the roles/permissions you want to allow folder owners to choose from when collaborating on items and define other collaboration settings Note Users are allowed to change this setting when they invite collaborators. Notes:

• Selecting Prevent collaborators from moving or copying content to a folder where they have a higher protection level will not prevent Copy operations being conducted through Box Drive
• Co-admins can also change this setting if they have the following permissions enabled:
  • View settings and integrations for your company
  • Edit settings and integrations for your company

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Canvas

Box Canvas is a visual collaboration and whiteboarding tool that enables teams to collaborate visually using sticky notes, shapes, text input, image uploads, and more.

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Watermarking

Watermarking places a semi-transparent overlay of the current viewer’s name and time of access across a document’s contents to deter unauthorized sharing. When your Box users choose to add a watermark to shared files, you can determine whether the watermarks on all files will be rasterized, or whether watermarks will be vector-based or rasterized, depending on the file type.

• Note Watermark types are applied automatically based on file type when users add watermarks to files or folders.
• Rasterized watermarking only (default) - Provides increased security, but no resolution scaling, no searchability, no clickable links, a moderate file size overhead, and reduced usability. This watermark type can’t be removed without damaging the underlying content.
• Video Watermarking enabled for all managed users - Provides a visible watermark overlay on video previews in the Box Web App.

Enables your organization’s Box users to select and configure the following watermark properties:

• Pattern
• Text
• Text Size
• Text Color
• Opacity
• Position
• Rotation
• Whether to apply the watermark to all files in a folder

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Watermarking Differences

The different types of watermarking have differences that may affect your decision about which one to use.

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Watermarking Use Cases

Use the Vector-based and rasterized watermarking option:

• When dealing with large files that need to maintain readability, documents such as blueprints, diagrams, or files containing a lot of small print.
• When dealing with text-based files where text needs to be copied and searched for or when hyperlinks need to be clickable.
• When you have storage or bandwidth concerns with the size of watermarked files being shared.

Use the Rasterized watermarking only option:

• When you want to lock down the watermarked file by not allowing any text to be copied.
• When the content in question is of the highest sensitivity level. Note that while watermarking is a security deterrent, a very motivated and technically adept hacker can remove a vector watermark. Doing this will impact the original formatting of the underlying document. This is slightly different from a Rasterized watermark where you cannot remove the watermark without destroying the underlying content as well.

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Content Creation

This section allows you to restrict certain types of content creation. Higher restrictions will provide admins greater control over the content and structure. However, users will be more restricted in creating content, which may impact the amount of collaboration. Note:

• If Only admins can create and delete first-level folders, files, and bookmarks is enabled:
  • Admins can transfer ownership of folders to managed users, but managed users cannot transfer ownership to others.
  • Only admins and co-admins with the requisite permissions can create, copy, move, and delete content at the root level. As a result, actions such as certain report exports (e.g. Access Stats), which generate a Box Reports folder in the user’s root directory, fail for non-admin users when this setting is active.

The default state is cleared.

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Folder Insights

Folder Insights allow folder owners to track activity in folders they own.

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Hubs

Box Hubs is a curation and publication tool that enables teams to create portals from their content in Box. This setting defines who in your organization can view, create, and share Hubs. Box enables you to enter up to 100 names or email addresses, and up to 100 groups. If you want to enable or disable more, you’ll need to enable or disable File Request for the entire organization.
You can select only groups whose Permission Setting is Admins Only. For details about group permissions, see Creating and managing groups.

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File Request

File Request enables users to request files and metadata from anyone via a link Note

• You can enter up to 100 names/email addresses and up to 100 groups. If you want to enable or disable more, you have to enable or disable File Request for the entire organization.
• You can only select groups that have Permission Setting set to Admins Only. For details, see Creating and managing groups.

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Relay

Relay allows users to build workflows to automate tasks and content actions within Box. If enabled, your users will be able to build automated workflows on folders they own or co-own. Note

• You can enter up to 100 names/email addresses and up to 100 groups. If you want to enable or disable more, you have to enable or disable Relay for the entire organization.
• You can only select groups that have Permission Setting set to Admins Only. For details, see Creating and managing groups.

Note If you change the setting to the more restrictive configuration (Owners/co-owners), existing active workflows created by an editor continue to run as expected and continue to display in the Workflows page. If you want to deactivate them, you can do so in your Relay Admin Console view. Note

• You can enter up to 100 names/email addresses and up to 100 groups. If you want to enable or disable more, you’ll have to enable or disable template publication for the entire organization.
• You can only select groups that have Permission Setting set to Admins Only. For details, see Creating and managing groups.

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Box Doc Gen

Box Doc Gen enables users to generate dynamic documents with Doc Gen APIs.

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Cascading Folder Level Metadata

Cascading Folder Level Metadata enables users to cascade a metadata template and its attribute values to new or existing folder contents. To be granted Cascade permissions through this setting, users must have permission to edit the folder-level metadata. Note If you enable for select users or all users except selected, you can enter up to 100 managed users’ user names or email addresses.

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Auto-Expiration

This is where you define default expiration for shared links and invited collaborators.

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Shared links expiration settings

Note If you set shared links to be disabled automatically, the content itself is not deleted. It becomes unshared. The default state is selected and the default time period is 60 days. The limit for auto-expiration is 18250 days. Note If you set shared links to be disabled automatically, the content itself is not deleted. It becomes unshared. The default state is selected and the default time period is 60 days. The limit for auto-expiration is 18250 days. Note This setting is unavailable if you do not set at least one link expiration policy​. Note If you clear this setting, any existing shared links with expirations are not modifiable. Box does not recommend this configuration.

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Invited collaborators expiration settings

Note Box sends email notifications to the owner and any co-owners of the corresponding folder. Box only notifies co-owners who are directly collaborating on items with a pending expiration. Box does not notify co-owners who are collaborating via inherited permissions.

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Disposition Insights

When enabled, our dispositions functionality allows users in your organization to view files that are set to be disposed of due to retention policies. This helps to prevent valuable content from being lost by providing in-platform visibility into content expiration. Depending on settings, the disposition date can be extended. The setting is disabled for all managed users by default. Dispositions can be configured in four ways:

• Disable for all managed users: No one can access the dispositions page.
• Enable for all managed users: All users can access the dispositions page.
• Enabled for select users and groups: Selected users and groups can access the dispositions page.
• Enable for everyone except select users and groups: Everyone apart from selected users and groups can access the dispositions page.

Disposition actions can be set when creating a retention policy, by navigating to:

1. Admin Console > Governance.
2. Click into the Retention tab.
3. Select Create Retention Policy.

For more information, see Disposition Insights.

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Trash

Enabling trash will provide each of your users their own trash folder. This is recommended so users can retrieve items they may have accidentally deleted. Notes

• Changes to this setting are not retroactive; they apply only to the content moved to Trash after the setting change is applied. All content already in Trash gets purged according to the setting value that was applied to it when it was sent to Trash.
• Legal Holds and Retention policies take precedence over this Trash setting: Any content under retention or legal hold is not permanently deleted.

The ability to choose who can permanently delete content in the trash is only available as part of the Box Governance package.