Users & Groups Settings

Documentation Index

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Users & Groups settings let you define who has access to your Box enterprise and when and how they access your Box content. It is available via Admin Console > Users & Groups.

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Managed Users tab

The Managed Users tab lists all the managed user accounts in your organization. The columns in the list include the following user data:

• Name
• Email (default sort)
• User ID
• Role
• Last Activity
• Collaborations
• Status
• Storage Used

On this tab you can:

• Click on the Name or Email column header to sort the list of managed users by that attribute.
• Click Filter Applied to filter the managed user list by:
  • All Users (default) - Lists the admin, all co-admins, and all managed users in your organization.
  • Admins - Lists the admin and all co-admins in your organization.
  • Co-admins - Lists users who have been assigned a co-admin role.
  • Exempt From Device Limits - Lists users who are exempted from your organization’s maximum allowed devices value, that is, who have the Exempt user from device pinning limits setting in the Role and Access Permission section enabled.
• Click Bulk Edit to edit multiple managed user accounts at once. See Configuring and Editing Users for details.
• Hover over a row and select the … button. This gives the option to:
  • Download User Engagement Report - Provides an overview of your user’s storage consumption, file and folder count, and collaborations. Visit User Engagement Report for more information.
  • Log in to this Account - Log in to and view the user’s account.
  • Add Users to Groups - Select a group to add the user to, then adjust the access level as needed.
  • Make User Inactive - The user will no longer be able to sign in, and any content they own will become unavailable for collaboration until the account is reactivated. You can select to notify the inactive user at the email address in their managed user account.
  • Make User Active - The user will again be able to sign in, and any content they own will become available for collaboration. You can select to notify the active user at the email address in their managed user account.
  • Delete User - Make a user inactive, transfer content and workflows to another user, or delete the user and their content. More information is available in Deleting Managed Users.

Click a user name or double-click a row to view details about a managed user. At the top of the managed user details page is a summary that includes the managed users’ avatar, name, email, and user ID. User metrics also display:

• Folder and Files: Lists active folders and files which the user owns.
• Last Active Date: The date of the user’s most recent activity in Box.
• Groups: The number of groups that the user is a member of.
• Collaborations: The number of active files, including files within folders, in which the user is a collaborator.

You can select the more icon (…) to log in as the user, make the account inactive, or delete the user. A managed user details page has the following sections:

• User Details
• Role and Access Permissions
• Folder Collaborations
• Groups
• Managed Devices

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User Details

This section lists the settings in the the User Details section of a managed user and describes each setting. (This section is named User Account Details in the legacy design.)

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Role and Access Permissions

• Note For security purposes, a user cannot be given the co-admin role if their primary email address in their user account uses a public (for example Gmail, Outlook, or Yahoo) or an unverified domain. See Verifying an Unverified Domain for information about how to verify a domain that you manage.

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Co-Admin Permissions

This section lists the co-admin administrative permissions by functional area available for Business Plus and all Enterprise-level customers that you can assign users with the co-admin role. If your Box account is a Business plan or lower, co-admins do not have access to some Box features. Additionally, the following restriction applies:

• Cannot view or edit admin details

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Folder Collaborations

Lists the folders that the user has been invited to collaborate. You can adjust the widths of the columns in this section to view any truncated content. An admin can also click Edit and:

• Click Select New Folder to add folders to the user’s folder collaboration list.
• Select one or more folders and then click Remove Access to remove the folders from the user’s folder collaboration list.

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Groups

Lists the user groups that the user is a member of. You can adjust the widths of the columns in this section to view any truncated content. An admin can also click Edit and:

• Click Select Groups and then either add the user to additional groups or remove the user from any groups that they are a member of.
• Hover over the group name and click Remove to remove the user from that group.
• Change the Access Level of the user in the group. You can select from:
  • Member - User is allowed access to the group and its functions.
  • Group admin - User has group admin-level access to the group, which means they can edit group membership, content access, and settings. See Designating Group Admins for more information on configuring group admins.

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Managed Devices

List which Box applications available within your company can be used by the user. This section was titled Installed Applications in the legacy design.

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External Users tab

The External Users tab lists all unmanaged and external user accounts. Unmanaged users are collaborators that have accounts that use a managed domain but are not managed users. External users are collaborators that are not in your Box organization. They may not share your company domain(s) and are not subject to enterprise policies. The columns in the list include the following external user data:

• Name
• Email (default sort)
• Organization
• Date Added
• Last Active
• Collaborations
• Invite Status (if any have been invited to become managed users)

The drop-down list in the External Users tab allows to you view either all of your unmanaged users or all of your external users. In either list, you can:

• View details of an unmanaged or external user.
• Delete an unmanaged or external user.

Click the name of a user to view their details. At the top of the unmanaged or external user details page is a summary that includes the unmanaged or external users avatar, name, email, and user ID. An unmanaged or external user details page has the following sections:

• User Details
• Folder Collaboration

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User Details

The information in the User Details section of an unmanaged or external user is not editable and contains the following information:

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Folder Collaborations

Lists the folders that the unmanaged or external user has been invited to collaborate. You can adjust the widths of the columns in this section to view any truncated content.

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Platform Users tab

The Platform Users tab provides a dedicated interface for managing App Users. App Users are created via the Box API when building custom applications and cannot be created through the Admin Console. This tab is visible to admins and co-admins with user management permissions.

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Filtering, Sorting, and Search

On the Platform Users tab you can:

• Filter by User Type.
• Search by name or email using the global search to find specific App Users.

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User Details

Click an App User name to view details. At the top of the details page is a summary that includes the user’s name, email, and user ID. An App User details page has the following sections:

• User Details
• Role and Access Permissions
• Folder Collaborations
• Groups

This section lists the settings in the User Details section of an App User and describes each setting. Name The display name of the App User. This field is editable. Type Indicates whether the user is an App User or a Service Account. This field is read-only. Status Defines whether the App User is currently active. Select from:

• Active: App User can access Box through the API normally.
• Inactive: App User is prevented from accessing Box.

Storage Used Indicates the amount of storage currently consumed by this App User. This field is read-only. Storage Allocated Defines the total amount of storage the App User is allocated. Enter a number or select the Unlimited check box. This field is editable.

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Role and Access Permissions

Displays the role and access permissions assigned to the App User.

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Folder Collaborations

Lists the folders that the App User has been invited to collaborate on. An admin can click Edit and:

• Click Select New Folder to add folders to the App User’s folder collaboration list.
• Select one or more folders and then click Remove Access to remove folders from the App User’s folder collaboration list.

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Groups

Lists the user groups that the App User is a member of. An admin can click Edit and:

• Click Select Groups and then either add the App User to additional groups or remove the App User from any groups that they are a member of.
• Hover over the group name and click Remove to remove the App User from that group.
• Change the Access Level of the App User in the group.
• Assign the App User to a Group Admin role.

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Admin Actions

When you hover over a row in the Platform Users list and select the … button, the following actions are available:

• Download User Engagement Report - Provides an overview of your users’ storage consumption, file and folder count, and collaborations.
• Log in to this Account - Log in to and view the App User’s account for testing or validation. Requires Admin or delegated permission.
• Add User to Groups - Select a group, then adjust the access to determine how the user interacts with the group’s content.
• Make User Active - Means the user can sign in and makes any content they own available for collaboration.
• Delete User - Remove the App User. Requires user management permission.

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Reporting

App User data is included under managed users in the User Details Report.

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Groups tab

The Groups tab lists all user groups defined in your organization. Groups are listed in alphabetical order by name. Click a group name to view details about the group. The group details page has the following sections:

• Group Details
• Members
• Folders

Note: Changes to group membership, such as adding or removing users, may take up to 5 hours to be reflected in the displayed user count.

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Group Details

This section lists the settings in the Group Details section of a group and describes each setting.

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Members

States the number of Group Admins and Managed Users in the group. Click Edit to see the members of the group in alphabetical order by name, as well as:

• Filter the list by name or email address.
• Add managed users as members to the group.
• Change the permission of a group member. For members who are not co-admins, you can select from:
  • Member - User is allowed access to the group and its functions.
  • Group Admin - User has group admin-level access to the group, which means they can edit group membership, content access, and settings. See Designating Group Admins for more information on configuring group admins.

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Folders

Lists the folders that the users in the group share. An admin can also click Edit and:

• Filter the folder list.
• Click Add to add folders to the group.
• Change the access level of the folder. See Understanding Collaborator Permission Levels for details about each choice.