# Accept and Reject Invitations from Collaborators Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/accept-and-reject-invitations-from-collaborators By default, you will automatically accept invitations to collaborate. If you would like to review invitations before accepting them, you modify your [Account Settings](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings). Navigate to the **Sharing** tab of your account settings, and uncheck the box under **Incoming Invitations** (in the **Collaborating on Content** section). ![Account Settings Sharing tab with Incoming invitations checkbox in Collaborating on Content.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/sharing-tab-incoming-invitations.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=7bc41387a1f26aa263c84d4d01f645e9) If you have unchecked this box, you will have to manually accept collaboration invitations by clicking the appropriate link in the email you receive. You can also view/accept/deny collaboration invitations from your [Notifications](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-box-notification-center) screen. ### Pending invitations The pending invitations panel saves you time by enabling you to quickly find and accept important invitations to keep your work flowing. Pending invitations are requests for collaboration, or other actions, that you have not yet accepted or rejected. Pending invitations can come from collaborators, as well as from enterprises requiring you to perform special actions before you can access content. The pending invitations panel lists invitations in groups based on category. Categories include: * invitations from enterprises to create a strong password, and a button to update your password, * invitations from enterprises to enroll in Two-factor Authentication (2FA), and a button to set up 2FA, * invitations from enterprises to accept terms of service, and a button to view them, * invitations from coworkers to collaborate on content, and a button to accept them. For each invitation you've not accepted, the pending invitations panel displays the name of the file or project folder to which you're invited, how many pending invitations you have in the project folder, and a button for accepting the invitation. ![pendinginvitations-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/pendinginvitations.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=18597209a84fe78292d3d8383692eab1) **To find and resolve a pending invitation:** 1. In the left menu of your Box account window, click **Files**. 2. In the pending invitations panel under **ACTION REQUIRED**, hover on the name of a file or folder. 3. To see details about the invitation, click the ellipses, "**...**", and select **View Details**. 4. To decline the invitation, click the ellipses, "**...**", and select **Decline All**. 5. To accept the invitation and gain access to the project's content, click **Accept**. ![viewdetailsdeclineall-highlighted-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/viewdetailsdeclineall-highlighted.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=d1a9e6b26acb69637dfe9d6a2e745d07) ![accept-highlighted-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/accept-highlighted.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=e05e5b6744df73d1e35cd88bf880bdb8) > [!NOTE] > > Based on the requirements of the inviting enterprise, after you accept an invitation, Box may prompt you to accept terms of service and/or configure a password before you can access the enterprise's shared content. # How To End A Folder Collaboration Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/how-to-end-a-folder-collaboration How do you end collaboration on a folder you've been invited to, when you no longer want or need to collaborate? ## **Environment** Box Web Application ## **Resolution Steps** 1. Log in to Box.com and go to your **Files** page. 2. Next to the name of the folder on which you wish to stop collaborating, click the ellipsis (**...**).  Then, from the menu that displays, click **More Actions**. 3. Click **End Collaboration**.  Box removes you as a folder collaborator.  At this point you cannot access the folder's contents unless the folder owner re-invites you as a collaborator. # Inviting Collaborators Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators A collaborator is someone you invite into a file or folder. When you add someone as a collaborator to a file or folder, the item appears in their **Files** page. If you send a collaboration invitation to a person without a Box account, Box prompts that person to sign up with Box before being able to access the content.  If you send a collaboration invitation to someone outside of your enterprise's domain, Box displays both an alert and a visual indicator.  This bolsters data security by helping ensure you don't unintentionally share content with someone outside of your organization. > [!NOTE] > > When someone **within your enterprise’s domain** receives an invitation to collaborate in a folder but doesn't yet have a Box account, Box provisions an account and that collaborator automatically becomes a [managed user under your enterprise instance](/en/box-fundamentals/for-admins/collaborating/collaborating-by-inviting-others/collaboration-invites-create-an-account). > > When someone with your enterprise’s domain receives an invitation to collaborate in a file: > > * If they are currently an unmanaged user, they will remain so > * If they are not currently an unmanaged user, an account will be provisioned and that user will automatically become a managed user under your enterprise instance **Admins** can identify all accounts created this way through the Admin Console reporting section: * Do not select any groups so the report captures all users * Under User Activity, select **Created new user** * The column shows when the account was created by “Invited collaborator” ## Inviting a collaborator With simplified sharing, it takes just moments to invite people to collaborate.  You can send up to 100 invitations at a time. **To invite someone to collaborate in a file or folder:** 1. Open the **Share** window. To do this, in your Box files view, hover over the row of the file or folder you wish to share. 2. On the right, click **Share**. ![share-files](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/share-files.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=368b2e7c4d00a3b822cfca790c7500c3) 3. The **Share** window opens. ![invite-collaborators-highlighted](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/invite-collaborators-highlighted.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=3290daa3a1dd29e89af468a43f2cc077) 4. In the **Share** window, under **Invite People**, click **Add names or email addresses**. 5. Type a collaborator's name or email address. * As you type, Box anticipates your intended recipient and lists corresponding email addresses.  You can select the recipient you want, or continue typing the full email address. * When typing full email addresses, separate recipients by a horizontal space. 6. Click the **Invite as** drop-down menu. Box displays a list of [roles](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). 7. Click the role you wish to assign to the collaborator. 8. (Optional) In the **Message** field, type a message of up to 750 characters for the collaborator. 9. Click **Send**. ### Security indicators If you invite someone outside of your organization to collaborate, Box adds a small image of a globe to external invitee's avatar image or initials.  At the bottom of the **Share** window, Box also displays a text reminder that you are sharing this folder's contents externally. [More on Box's security indicators.](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents) After you invite collaborators to a file, the Collaborator badge (![collaborator-badge-small-png](/images/box-fundamentals/collaborator-badge-small.png)) displays adjacent to the file name. ![collaborator-badge](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/collaborator-badge.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=6f8c9e0723bfc12bcb2f5679ad5f3bef) > [!NOTE] > > * When inviting collaborators to a single file, the only available access level is **Editor**. You can change this access level to **Viewer** from the [Manage Collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators) page. These are the only access levels available for collaborators on a single file > * All collaboration settings configured by enterprise admins apply to both single files and folders > * The Message field does not permit URLs. When you input a word including a period (e.g. \[text].\[text]), the system recognizes it as a URL and returns an error. Including a space will allow you to continue. For example, **J. Smith** not **J.Smith** > * The Message field does not permit email addresses > * The Message field is limited to 750 characters > * The Invite People field provides suggested names for up to 50 groups # Managing Collaborators Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators Learn how to control access to your content, view Box items that reference your files and folders, and manage collaboration settings. ## Modifying Collaborator Access Levels If you are an editor, owner, or co-owner of a file or folder, you can modify the access levels of other collaborators. **To modify a collaborator's access level in a folder:** * Open the appropriate folder. * In the right sidebar, select the **Sharing** tab to view the collaborators. * Select a collaborator's name to view all collaborators in the folder. * Find the collaborator whose access level you want to modify. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select the appropriate access level from the menu. If the access level is unavailable, you may not have permission to modify it. > [!NOTE] > > The **Sharing** tab in the right sidebar lists all users and groups that have access to a folder, including deactivated users. ![Sharing sidebar listing collaborators and their access levels](https://mintcdn.com/product-docs/Z6GH5HR7q80QNRdI/images/box-fundamentals/admin-console-manage-collabs.png?fit=max\&auto=format\&n=Z6GH5HR7q80QNRdI\&q=85\&s=7b091d1431e962c37243e479a2191f64) **To modify a collaborator's access level in a single file:** * Locate the appropriate file. * Select the **Collaboration** icon ![Person with a plus sign](/images/box-fundamentals/sfc-2.png) to the right of the file name. * Alternatively, you can open **More Options** > **More Actions** and select **Manage Collaborators**. * Find the collaborator whose access level you want to modify. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select the appropriate access level from the menu. If the access level is unavailable, you may not have permission to modify it. > [!NOTE] > > Collaborators on individual files can have only **Editor** or **Viewer** access. ## Viewing references The **References** tab on the **Collaborators** page lists every Box item that references a file or folder. A Box item is a file, folder, Hub, Automate workflow, Extract Agent, or web link. People and groups with direct access to the file or folder remain on the **People & Groups** tab. ![References tab on the Collaborators page listing Box items that reference a folder, with columns for name, collaborators, permissions, date added, access via, and owner or co-owners.](https://mintcdn.com/product-docs/HJspGnSkt4lh09XL/images/box-fundamentals/References_page.png?fit=max\&auto=format\&n=HJspGnSkt4lh09XL\&q=85\&s=a20f5efe8585bf19b0e0c07e0ed03c00) **To view references:** 1. Open the file or folder. On the **Sharing** tab in the right sidebar, locate the **References** count. The count indicates how many Box items reference the file or folder. 2. Select the **References** count ![References count in the Sharing sidebar, shown as plus 35 References.](/images/box-fundamentals/References-icon.png). The **References** tab on the **Collaborators** page opens. 3. Select the name of a Box item to open it. The **References** tab displays the following details for each Box item: * **Name:** The type and name of the Box item that references your file or folder. * **Collaborators:** The number of people and groups with access through that Box item, and the number of references the Box item contains. * **Permissions:** The access level that collaborators on the Box item have to your file or folder. * **Date added:** The date your file or folder was added to the Box item. * **Access via:** The file or folder the Box item references. This is either the file or folder you opened, or a parent folder that passes access down to it. * **Owner/Co-owners:** The people who manage the Box item. Hover over an avatar to view a name. If no owner or co-owner is available, this column displays **None**. > [!NOTE] > > Box items you do not have permission to view display a generic name, such as **Private Hub**, **Private Workflow**, or **Private Item**. ## Removing Item References Content owners and co-owners can remove a file or folder from any Box item that references it, including [Box Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs). This gives you more control over your content and helps keep sensitive or regulated content from remaining visible in Box items where it should not be. **To remove an item reference:** 1. Open the file or folder. On the **Sharing** tab in the right sidebar, locate the **References** count. 2. Select the **References** count ![References count in the Sharing sidebar, shown as plus 35 References.](/images/box-fundamentals/References-icon.png). The **References** tab on the **Collaborators** page opens. 3. Find the Box item you want to remove the file or folder from. 4. Select **Remove** next to the item name, then confirm the action. After you remove the reference, the file or folder is no longer accessible in that Box item. > [!NOTE] > > If a Box item references folders at multiple levels of a hierarchy (for example, a grandparent folder, a parent folder within it, and files within the parent folder), removing a file reference does not remove access to the file if any of its parent folders remain referenced. ## Transferring folder ownership If you own a folder, you can transfer ownership to a collaborator at any time. Follow the instructions for modifying access levels, then select **Owner** from the access level menu. Only folder owners can view this option. The collaborator becomes the folder owner, your access level changes to **Editor**, and the folder contents no longer count against your account's storage allowance. Before transferring a [personal folder](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-folder-icons-and-colors) (a folder with no collaborators), invite the new owner to collaborate on it. For larger transfers, we recommend completing the transfer at the end of the day to avoid disrupting users. If you experience issues, submit a [Box support case](https://support.box.com/hc/en-us/articles/360043693474). If the new owner belongs to a different enterprise, Box clears any [custom shared link URLs](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise). If you move a folder you own into a folder owned by someone else, ownership of the moved folder transfers to the owner of the destination folder. For example, if you move Folder A into Folder B, the owner of Folder B becomes the owner of Folder A. You can transfer folder ownership only to a user who is a direct collaborator on the folder. For example, if you invite a user to Folder A, which contains Folder A-1, the user inherits access to Folder A-1. You can transfer Folder A to the user, but you cannot transfer Folder A-1 because the user is not a direct collaborator on it. When you transfer folder ownership, Box displays the following warning: ![Change Item Owner confirmation dialog with Cancel and Okay options](https://mintcdn.com/product-docs/WyLQ6oIDXM_KHq6W/images/box-fundamentals/change-item-owner.png?fit=max\&auto=format\&n=WyLQ6oIDXM_KHq6W\&q=85\&s=4100b12a900f2c74b09e876a27cec1a3) Box displays this generic warning for ownership transfers at any folder level, including root-level folders and subfolders. It does not mean that collaborators always lose access. When you transfer a subfolder, users whose access is inherited from a parent folder may lose access because the subfolder leaves the original parent folder structure. This issue does not apply to a root-level folder because it has no parent folder. Box still displays the standard warning, but other permissions remain unchanged. To transfer ownership of a folder to a [service account](https://developer.box.com/platform/user-types/#service-account), use the [Box API](https://developer.box.com/guides/folders/single/change-owner/). ## Removing collaborators If you are an editor, owner, or co-owner of a folder, you can remove collaborators from it. **To remove a collaborator from a folder:** * Open the appropriate folder. * View the list of collaborators in the right sidebar. * Select a collaborator's name to view all collaborators in the folder. * Find the collaborator you want to remove. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select **Remove**. If the option is unavailable, you may not have permission to remove that collaborator. **To remove a collaborator from a single file:** * Locate the appropriate file. * Select the **Collaboration** icon ![Person with a plus sign](/images/box-fundamentals/sfc-2.png) to the right of the file name. * Alternatively, you can open **More Options** > **More Actions** and select **Manage Collaborators**. * Find the collaborator you want to remove. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select **Remove**. If the option is unavailable, you may not have permission to remove that collaborator. ## Hiding Collaborators Folder owners and co-owners can hide collaborators. When this setting is enabled, collaborators with **Editor** access or lower cannot view the names of other collaborators in the folder. Co-owners can still view all collaborators. Box replaces hidden names with **Someone**. > [!WARNING] > > * To protect the identities of non-owner collaborators, [disable comments](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings) in **Folder Settings** and enable **Hide collaborators**. > * This feature does not anonymize names in **Version History**. Other collaborators can view the names of non-owner collaborators who upload new file versions. > * Collaborators can still use [tasks](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks). > * With this setting enabled, collaborators in the affected folder cannot use Microsoft Office Online or Box for Microsoft Office Co-Authoring to open Office files in the folder. To hide collaborators: 1. Right-click the folder, or select the **ellipsis** (**...**), to open the **More Options** menu. 2. Select **Settings** to open **Folder Settings**. 3. In the **Privacy** section, select **Hide collaborators and their activity from non-owners**. ![Privacy settings with Hide collaborators and their activity from non-owners selected](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/hide-collaborators-boxed.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=03497a513233b4d2284b70611587b9ee) From this page, you can also restrict who can send invitations and collaborate in the folder. For details, see [Folder settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings). ## Collaborator Auto-Expiration > [!NOTE] > > * Collaborator auto-expiration applies to individual collaborators, but not to [groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). When you add a group as a collaborator, a clock icon can display next to the group name, but auto-expiration does not apply to the group. > * The collaboration can be auto-deleted prior to the expiration date if 30 days have passed after the collaboration was set to pending status. More information is available [here](https://support.box.com/hc/en-us/articles/360044196073-Collaboration-Frequently-Asked-Questions#01JG0BD3832V3MKEAFJZRBR3BQ). > [!WARNING] > > To enable collaboration auto-expiration, enable **Automatically remove invited collaborators** in **Admin Console** > **Enterprise Settings**. If the setting is disabled, you cannot create or modify collaborator expirations. For details, see [Invited collaborator expiration settings](https://support.box.com/hc/en-us/articles/4404822772755-Enterprise-Settings-Content-Sharing-Tab/#Invited_collaborators_expiration_settings). Depending on your organization's enterprise settings, collaborator access to a folder can expire after a specific period. If a collaborator is set to auto-expire, a **clock** icon displays beside their name in the right sidebar on the **Sharing** tab. Hover over the icon to view the expiration date. ![Sharing sidebar with a clock icon beside a collaborator](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/autoexpire-amst-1.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=3f2bd48bb72fd5f8439e21d7b48f5a67) Before a collaboration expires, Box sends email notifications to the folder owner and co-owners if notifications are enabled in your organization's enterprise settings. Box notifies only co-owners who collaborate directly on the item with a pending expiration, not co-owners with inherited permissions. ### Extending collaborator auto-expiration Folder owners can extend a collaborator's auto-expiration date. To extend a collaborator's auto-expiration date: * Select a collaborator's name to open the **Collaborator Management** page. Alternatively, select the **folder name** in the folder tree, then select **More Options** > **More Actions** > **Manage Collaborators**. ![Collaborator Management page listing names and access levels](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/autoexpire-amst-3.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=088b39090a9a5c460319f891bd17ce6e) * Select the **clock** icon beside the collaborator whose auto-expiration date you want to extend. To filter a long list of collaborators, use the search bar in the upper-right corner. * Select **Extend Access**. ![Extend Access dialog with a new expiration date](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/autoexpire-amst-2.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=7e3683b8d860bf50927b63bc69ff886a) * A confirmation message displays the new expiration date. # Understanding Collaborator Permission Levels Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels When you invite someone as a collaborator on a folder, you choose a permission level that controls what they can do with your content. The table below shows which actions are available at each level. ## Feature availability by plan Some collaborator roles and shared link features depend on your Box plan: * **All accounts:** Editor and Viewer collaborator roles. * **Business and Enterprise accounts:** Co-owner, Previewer, Uploader, Viewer Uploader, and Previewer Uploader roles. An admin must enable these in **Admin Console > Enterprise Settings > Content & Sharing > Collaborating on Content**. These additional roles apply only to folders. Single-file collaborations support only Editor and Viewer. * **Paid plans only:** Shared link password protection and shared link auto-expiry are not available on free Individual accounts. ## Permissions by collaborator role The following table shows the actions each collaborator role can perform. Superscript numbers link to the [Notes and conditions](#notes-and-conditions) section below the table.
**Action****Co-owner****Editor****Viewer Uploader****Previewer Uploader****Viewer****Previewer****Uploader**
**Viewing & Navigation**
Preview✓✓✓✓✓✓—
View Item List in Folder✓✓✓✓✓✓✓
View Tags✓✓✓✓✓✓✓
View Metadata✓✓✓✓✓✓✓
View / Export Content Insights✓✓—————
View Recent User Activity in Preview Header✓✓—————
**Content Editing**
Edit File✓✓✓————
Edit File Name✓✓—————
Edit Folder Name✓✓—————
Edit Metadata✓✓✓✓——✓
Add / Edit Tags✓✓—————
Edit Folder Settings✓——————
Create Annotations✓✓✓✓[2](#role-specific-behavior)✓✓[2](#role-specific-behavior)—
Delete Annotations✓[3](#role-specific-behavior)——————
**File Management**
Upload✓✓✓✓——✓
Download✓✓✓—✓——
Copy✓✓✓[5](#role-specific-behavior)—✓[4](#role-specific-behavior)——
Move✓[8](#scope-and-ownership)✓[8](#scope-and-ownership)—————
Delete Files / Folders✓[7](#scope-and-ownership)✓[7](#scope-and-ownership)—————
Lock / Unlock File✓✓✓————
Create Subfolders✓✓✓✓——✓
Print✓✓✓—✓——
Mark for Offline (Box Drive)✓✓✓—✓——
Mark for Offline (Box Mobile)✓✓✓✓✓✓[10](#admin-configurable-settings)—
Sync Folder (Box Sync only)✓✓—————
**Sharing & Links**
Send View-Only Links✓✓✓—✓——
Set Shared Link Password✓✓—————
File Request Link✓✓[6](#role-specific-behavior)—————
**Collaboration**
Invite People✓✓[11](#admin-configurable-settings)—————
Set a Collaborator's Level of Access✓✓—————
Restrict Invitations✓——————
View / Add Comments[1](#role-specific-behavior)✓✓✓✓✓✓—
View / Create Tasks✓✓✓✓✓✓—
**Workflows & Advanced**
Build Relay Workflow✓✓—————
Create Box Sign Signature Requests✓✓✓—✓——
Save Box Sign Signature Requests to a Folder✓✓✓✓——✓
Create / Delete Folder Lock ([API only](https://developer.box.com/reference/resources/folder-lock/))✓——————
Box Item[9](#scope-and-ownership)✓✓——✓——
## Notes and conditions The numbered notes below correspond to the superscript numbers in the permissions table. They are grouped by category so you can skip sections that don't apply to you. ### Role-specific behavior 1. **Comment deletion:** Comments can be deleted only by the folder owner, co-owner, or the person who created the comment. 2. **Annotation limits for Previewers:** Previewers and Previewer Uploaders can create annotations but cannot highlight and comment. 3. **Annotation deletion:** Annotations can be deleted by owners and co-owners of the folder containing the annotated document, as well as by the annotation creator. 4. **Copy for Viewers:** Viewers can download a file and re-upload it elsewhere, or use Ctrl+C / Ctrl+V to copy a file to another folder they have access to. 5. **Copy for Viewer Uploaders:** Viewer Uploaders can only copy using keyboard shortcuts. The *Copy* option does not appear in the context menu. 6. **File Request Link:** Currently applies only to the enhanced version of File Request. ### Scope and ownership 1. **Deleting files and folders:** Co-owners and editors can delete sub-folders but not root-level folders. Only owners can delete folders at the root level. If a co-owner attempts to delete a root folder, they receive an option to **End Collaboration**. Co-owners and editors can permanently delete collaborated content from trash if the owner's trash settings permit and the content is not retained by a policy. 2. **Moving content:** Co-owners and editors can move only content *within* the folder they are collaborating on. For example, if a collaborator is invited to Folder A (which contains Folder B and File C), they can move Folder B and File C but cannot move the top-level Folder A itself. 3. **Box Item:** When you create a Box Item, Box enables you to define a custom scope for it. ### Admin-configurable settings 1. **Offline access for Previewers (mobile):** Previewers can save files for offline use on Box Mobile only if the *"Preview only" collaborators can save files for offline use* toggle is enabled in **Admin Console > Enterprise Settings > Mobile**. 2. **Editor invitation restrictions:** If Enterprise-level and folder-level permissions are restricted, editors cannot invite collaborators. 3. **Content insights visibility:** If the *Hide collaborators and their activity from non-owners* setting is turned on for a folder, owners and co-owners still see file activity but editors do not. See [Managing Collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators) for details. ## Role descriptions ### Available on all accounts **Editor:** Full read/write access to a folder or file. Editors can view, download, upload, edit, delete, copy, move, rename, generate and edit shared links, make comments, assign tasks, create tags, and invite or remove collaborators. Editors cannot copy, delete, or move root-level folders. **Viewer:** Read access to a folder or file. Viewers can preview, download, make comments, and generate shared links. Viewers cannot add tags, invite new collaborators, edit shared links, upload, edit files, or delete items. **Shared link behavior for Viewers:** * A Viewer cannot change who can access a shared link. * If no shared link exists, the Viewer can only create one with the folder owner's default shared link setting. * If a shared link already exists, the Viewer can only share it at the access level currently set (for example, a Viewer cannot change a link set to "people with the link" to "people in the company"). * If a collaborator holds multiple permission sets, the least restrictive set takes precedence. For example, a Viewer who accesses a shared link set to allow Edit access gets Edit rights on that item. ### Available on Business and Enterprise accounts An admin must enable these permission levels in **Admin Console > Enterprise Settings > Content & Sharing > Collaborating on Content**. These roles apply only to folders; single-file collaborations support only Editor and Viewer. **Co-owner:** All the read/write access of an Editor, plus the ability to change some advanced folder settings. Co-owners cannot change the owner of a folder. **Previewer:** Limited read access. Previewers can only preview items using the integrated content viewer. They can use the browser's search function to search text in content, but cannot use the file-specific search. Previewers cannot select and copy text, share, upload, edit, or delete content. **Uploader:** Limited write access. Uploaders can upload content and see item names in a folder, but cannot download or view content. > [!NOTE] > > In [Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs), if a folder Uploader is invited to a Hub as Viewer, the folder Uploader's permissions change to Viewer Uploader. **Viewer Uploader:** A combination of Viewer and Uploader. Full read access and limited write access. Viewer Uploaders can preview, download, add comments, generate shared links, and upload content. They cannot add tags, invite collaborators, or delete items. They can edit files through Box Edit (download, edit, and re-upload seamlessly) or manually by downloading, editing locally, and re-uploading with the same file name. Viewer Uploaders cannot modify file names or delete files. **Previewer Uploader:** A combination of Previewer and Uploader. Limited read and write access. Previewer Uploaders can preview, add comments, add tasks, and upload content. They cannot add tags, generate shared links, invite collaborators, select and copy text, or edit or delete items. # Understanding Item Permissions Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions A Box Item is a file, folder, Automate workflow, AI session, Extract Agent, or weblink. Except for Relay workflows, Extract Agent and AI Sessions, which are not typically located in a browsable file system, permission levels on Box Items follow a "waterfall" design in which individuals have access only to the Item they are invited into and any content beneath it. You can also be invited to individual files. [https://players.brightcove.net/6291496955001/VkP5RdZVu\_default/index.html?videoId=6362498675112](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6362498675112) For example, if Kosh Naranek is invited to be a collaborator on the **Box Reports** parent folder, Kosh sees this folder and all subfolders (**Design**, **Finance**, **Legal**, and so on). ![AllFiles\_BoxReports.png](https://mintcdn.com/product-docs/nqsKOHWhe9_96nV5/images/box-fundamentals/box-reports.png?fit=max\&auto=format\&n=nqsKOHWhe9_96nV5\&q=85\&s=1801a2e364766483419cbe6f8f27e150) However, if Kosh is invited to be a collaborator in only the **Marketing** subfolder, Kosh sees only the **Marketing**, **Approved**, and **In-Progress** subfolders, but ***not*** the **Design**, **Finance**, and **Legal** subfolders. ![AllFiles\_Marketing.png](https://mintcdn.com/product-docs/nqsKOHWhe9_96nV5/images/box-fundamentals/box-reports-marketing.png?fit=max\&auto=format\&n=nqsKOHWhe9_96nV5\&q=85\&s=e1a7e304edaeed66c4d986fa8a744029) If an individual is a collaborator on a parent Item, the access level is the same for all content beneath it. Changing permissions on the content beneath a parent Item will result in an error being thrown. The collaboration is only changeable at the item from which it was created. The system displays a message stating this information when changing someone's access level in content beneath a parent Item. For example, if Kosh is invited into the **Box Reports** parent folder as an *Editor*, you could not change Kosh's access to *Viewer* in the **Marketing** subfolder without changing Kosh's access to *Viewer* in the **Box Reports** parent folder as well. Changing Kosh's access to *Viewer* in the **Marketing** subfolder causes the access level to change to *Viewer* for the **Box Reports** folder ***and*** all its subfolders. You can, however, give a collaborator a higher access level at content beneath a parent Item. To do this, first invite the collaborator to the subfolder, then invite the collaborator to the parent Item. For example, you could invite Kosh to the **Marketing** subfolder as a *Co-Owner*, then invite Kosh to the **Box Reports** parent folder as a *Viewer*. > [!NOTE] > > Box does not allow you to add a person as a collaborator on content when this person is already a collaborator on the parent Item of this content. When you try to add a collaborator in this circumstance, Box: > > * does not add the collaborator, > * erroneously displays a message indicating the collaborator was added, and > * erroneously emails a notification to the collaborator. In the **Files** window's **Sharing** sidebar, Box displays your highest collaboration role. For other collaborators, Box displays the roles that were assigned to those collaborators when the collaborators were added to the Item. If any of these collaborators is a member of a group with higher access, Box does not display that higher role. If you’d like to send a document to someone who is not a collaborator in the folder, use a [shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). The recipient of the shared link can preview or download the document. # Adding Comments and Tasks Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks Eliminate long email chains using **comments and tasks.** These collaboration tools connect history and content, replacing disconnected email threads and collaboration processes lost over time. ## Comments You can leave comments on a file from the preview screen. **To leave a comment:** 1. Click on a file's name to open it in preview. 2. Type your comment in the comment box at the bottom of the right-hand sidebar. 3. Click **Post** to add your comment. 4. When you enter a comment, all collaborators who have notifications enabled will receive an email. ![tasks-commentfield-19815-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/tasks-commentfield-19815.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=ce198f183d8d6edd121c978b1d9c2293) ## Notifying Use @-mentions to notify a specific colleague. To tag a collaborator with an @-mention: * Start your message with the **@** symbol and type the name of the person you wish to notify. Their name displays in blue. * Box sends an email to the person you tagged.  In addition, they receive a message in their Box account. Your comment also displays in the file on which you’ve commented.  This gives context for others coming to work with this information. > [!NOTE] > > * When @-mentioning, the person to whom you are directing the message must already be a collaborator in the folder. > * If you @-mention yourself, Box displays a notification from "Someone" rather than from your name. ## Tasks In addition to standard comments, you can also assign approval tasks and general tasks. **To assign an approval task:** 1. Click a file's name to open it in preview. 2. In the **Activity** sidebar, click **Add Task** and select **Approval Task.** 3. Assign approvers (the people who will approve or reject the content). You can assign multiple approvers, but all approvers must be collaborators in the folder containing the file. 4. To specify that the entire approval task is completed when any **one** assignee completes it, check **Only one assignee is required to complete this task**. Otherwise, Box marks the status "Approved" when **all** assignees have completed the task. 5. Add a due date for the approval, if necessary. 6. Click **Create**. The approvers receive email notifications, as well as messages in Box. They can approve or reject the content directly in either the Task Center or Preview window. **To assign a general task:** 1. Click a file's name to open it in preview. 2. In the **Activity** sidebar, click **Add Task** and select **General Task.** 3. Assign people or a Box Group to the task. You can assign multiple people or groups, but all assignees must be collaborators in the folder containing the file. 4. To specify that the entire task is completed when any **one** assignee completes it, check **Only one assignee is required to complete this task**. Otherwise, Box marks the status "Completed" when **all** assignees have completed the task. 5. Add a due date for the completion, if necessary. 6. Click **Create**. The assignees receive email notifications, as well as messages in Box. **To edit or delete a task:** Only the creator of the task can edit or delete a task.  But they can do this only **before** the task has been acted upon.  When the assignee has completed, approved, or rejected a task -- or, in the case of multiple assignees, when everyone has completed the task -- the task cannot be edited or deleted. 1. In the **Files** window, click the appropriate file name. 2. In the preview window, locate the task and, to the right of the task name, click the ellipsis (**...**). 3. To edit the task, click **Modify task**. To delete the task, click **Delete task**. **Task Notifications** After assigning a task, the assignee(s) will receive a notification at task assignment. If the task is configured with a due date, we will also send a notification 24 hours before the task is due and when it becomes overdue. > [!NOTE] > > * @-mentions within the body text of a task are not supported and do not generate a notification for the @-mentioned user. > * People assigned to tasks in a folder must be collaborated on the folder. > * When assigning tasks to a Box group, members of the group are converted to individual assignees upon task creation. > * When the task owner is in the Box group they are assigning the task to, the owner is not assigned the task. > * Maximum number of Tasks per user: 20,000; if greater than this value, Box does not display Tasks in the inbox. # Annotating Documents Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents Box Annotations enables you to mark up almost any file with your comments, without using another application, on the Box Web platform.  Simply open a document in Box Preview.  From there you can highlight passages of text or place a border around any portion of that document, and then add a corresponding question or comment. Box records all your comments in the right-hand **File Activity** pane (![bubbleicon-png](/images/box-fundamentals/bubbleicon.png)), including the name of the commenter, the time of the comment, and the page number of the annotated section. The next time someone opens the document, they can view all existing comments in the **File Activity** pane.  They can also add their own comments.  And if they click the page number in a comment, Box immediately jumps to the page where you made your annotation. [Viewing annotations and comments on Android devices](/en/box-mobile/box-for-android/viewing-annotated-files-with-box-for-android) [Viewing annotations and comments on iOS devices](/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios) In addition to highlighting sections of images and text, you can also view and draw freehand annotations [on iOS devices](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones), as well as [on the Box Web app](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app). > [!WARNING] > > If you have Uploader, Previewer, or Previewer Uploader permission, you cannot use the **Highlight and Comment** feature. If the **Disable commenting on this folder** setting is enabled for a folder, you cannot use the **Annotations** feature for the folder contents. You can edit or delete your own annotations.  You can also share the annotated document via a shared link, or directly notify people in your organization by using the @ command and their user name – for example, @johnsmith – within the comment.  Box sends them an email with a link to the document.  They also receive a notification in their Box Web Notification Center; clicking the notification opens the file preview to the annotated section, regardless of where in the document it may be. When the recipient clicks the link, Box opens the file preview to the annotated area, regardless of where in the document it may be. Annotations make it easy to locate information buried in large files. They also make it easy and fast to collaborate on content – especially visual content – as they make clear the detail you’re referring to.  For example: * Marketers can provide feedback on graphic designs or collateral developed by agencies and contractors. * Executives can provide feedback on sales presentations to prospects. * Insurance adjusters can annotate photos of damages to help in claims adjustments. * Researchers can take notes in lengthy documents they can later use as references. * Reviewers can call out specific text in documents ranging from a PowerPoint slide to a full-length manuscript for revision or clarification. You can [highlight and annotate text in a wide range of document and image formats](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate). Any Box accountholder can create or respond to an annotation, except for people with the role of Uploader. > [!NOTE] > > You can also use the “Write a comment” feature in the activity pane to describe what you want on a specific file and then notify a relevant collaborator. **To highlight text or portions of an image** 1. Preview the file you wish to annotate. 2. Hover over the file until a preview toolbar displays at the bottom of the screen. ![previewtoolbar-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/previewtoolbar.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=64767743675a6d1add5f15f4dd8c17bb) 3. Depending on whether you’re annotating text or an image, do the following: 1. To highlight text, click the **Highlight and Comment** icon (![highlightandcommenticon-png](/images/box-fundamentals/highlightandcommenticon.png)). 2. To border a portion of the screen, click the **Comment on Region** icon (![commentonregionicondark-png](/images/box-fundamentals/commentonregionicondark.png)). 4. When the cursor changes to an annotation icon, click and drag the cursor over the section you wish to annotate. As you do so, the system draws a highlight (for text) or a box with a colored border (for images). 5. When you’ve captured the section you want, release the mouse button.  A window opens in which you can enter text. ![annotatedbuttons-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/annotatedbuttons.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=30d69f38d6fa63705a90bc0c11164508) ![highlightedtext-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/highlightedtext.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=3f4669f973dcff234bc70557990f3f0b) 6. When you’re done typing, click **Post**.  Your annotation now displays in the **File Activity** pane on the right. 7. Repeat steps 3 through 6 for each additional annotation you wish to make. **To modify an annotation** 1. In the box of the comment you want, click the ellipsis (**…**). 2. From the menu that displays, click **Modify**.  Your annotation becomes editable. 3. Make your changes and then click **Post**. **To delete an annotation** 1. In the box of the comment you want, click the ellipsis (**…**). 2. From the menu that displays, click **Delete**, and follow the prompt. People can modify only their own annotations; they cannot edit someone else's annotation.  Only owners and co-owners of the folder containing the document, or the person who created the comment, can delete an annotation. **Versioning with Box Annotations** You can annotate multiple versions of a document.  To help you distinguish which annotations apply to which version, Box appends the corresponding version number to comments on all earlier file versions (that is, all versions except the current one).  Only annotations to the current version display a page number at the bottom of each annotation, which refers to the page in the current version that includes the corresponding annotation. ![annotationversionsannotated-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/annotationversionsannotated.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=1a87a11e6648b854a661e7f80e3905c6) > [!NOTE] > > Box annotations essentially are an overlay in Box Preview – that is, they are not added to the actual file contents.  If you open the file in its native application, your annotations do not display. # Annotating Videos Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-videos If your Box account includes video previewing, you'll see the annotation button on the left side of the video player controls. ![Video player controls in Box with the annotation drawing tool icon highlighted in the bottom toolbar.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/box-account-includes-video-previewing.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=0f1f2931caeef23b4f4d862c6ccd1c9a) When you're viewing video files on the Box web app or on your mobile device, the Video Annotation feature enables you to: * Add timestamped comments. * Annotate specific parts of a frame and add comments. * Review comment details in the activity feed with a timestamp. * Add @mentions to teammates in comments. * Receive email notifications with comment details and a direct link to the exact location in the video. * View enhanced video player with quick five-second play forward and backward controls. When you @mention someone or add a comment, the recipient receives an email containing the comment text, timestamp, and a link that opens the video at the exact location referenced. ## Adding an annotation Box enables you to add any number of annotations at the same timeframe. During playback, annotations remain hidden and don't obscure the video. **To add an annotation to a video file:** 1. In Box Preview, open a video file. 2. In the video control panel, click the annotation button. The video pauses. 3. If you're on the Box WebApp, [draw](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app) a freeform or square annotation and select a color. If you're on Android, [draw](/en/box-mobile/box-for-android/drawing-annotations-on-android-devices) a freeform or square annotation and select a color. If you're on iOS, [draw](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones) a freeform or square annotation and select a color. 4. Type comment text, and optionally @mention a teammate. 5. Click **Save**. The comment and timestamp appear in the activity feed. ## Adding a comment **To add a timestamped comment to a video file:** 1. In Box Preview, open a video file. 2. In the Preview window, open the **Activity** sidebar, and click the comments field. Box adds a timestamp. 3. In the timestamp field, type a comment. 4. If you don't want the timestamp, toggle it off. To change the timestamp, toggle the timestamp on. ## Viewing an annotation or a comment When you add an annotation, Box displays an annotation icon in the video control panel. **To view an annotation or a comment:** * In Box Preview: on the right side of the **Preview** window, expand the **Activity** pane. * In the video player control panel: click or tap the annotation icon. * In email: click the link to the annotation. **To view an annotation or a comment on Android:** see [this article](/en/box-mobile/box-for-android/viewing-annotated-files-with-box-for-android). **To view an annotation or a comment on iOS:** see [this article](/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios). # Avoiding Unintentional Exposure of your Files and Documents Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents Box makes it easy to collaborate on and share files and documents with anyone, inside or outside your organization. However, when you add new content, or when you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. To help you avoid inadvertently disclosing sensitive information to a wider audience than you intend, and enable you swiftly and clearly to understand with whom you are actually collaborating or sharing, Box displays a series of indicators and warnings. With these indicators, you can visually and quickly distinguish whether you’re sharing content externally and whether the content you’re working on will be publicly available through shared links. Use them to identify in advance whether you've specified an appropriate destination or collaborator, and also as an opportunity to change your mind before you complete a file or folder action. There are 3 ways Box lets you know when a file or folder is available, or will become available, to an external collaborator or to anyone with a shared link: 1. The right-hand sidebar, under the **Sharing** tab 2. When you move or copy content 3. When you share content **The right-hand sidebar, under the Sharing tab** To the right of your content list in Box, under the **Sharing** tab, Box displays visual indicators when: * Content is available through an open shared link * Content is externally collaborated ![securityindicators-sharingtab-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharingtab-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=0d580b891c79fba699d8398be9f95990) Looking at the **Sharing** tab prevents you from unknowingly adding content – either by uploading or creation – to a folder that permits the general public to access to your files or documents. **When you move or copy content into another folder** There are several warnings Box may display if there’s a potential change in the access level of the content that’s in motion. These include: If the destination folder, **or any of its parent folders**, has a public link enabled: ![securityindicators-contentpubliclyavailable-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-contentpubliclyavailable-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=b1b2f5c57523399b19295e46cad395ea) If the destination folder, **or any of its parent folders**, allows external collaborators: ![securityindicators-contentexteranalcollab-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-contentexteranalcollab-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=2f38ceac46d110302fcc26c8dfb45a99) If it seems you received either of these messages in error, it's possible you've overlooked the permission level of a parent folder. If you don't own the parent folder, you may need to ask whoever does to examine the folder for any public links or external collaborators. **When you share content** When you share content with anyone outside your organization, in the **Sharing** dialog box, Box displays the following: 1. a different colored background for the names of external collaborators 2. the specific external domain (if any) of your invitees 3. images of each person you invite, to help ensure you don't send an invitation to a different individual with the same name as your intended recipient 4. a text advisory at the bottom of the **Share** window ![external-alerts-annotated-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/external-alerts-annotated.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=899d5f98c68bd9135acf688e80dcae4d) This helps prevent you from accidentally sharing content with someone you don't intend. When you share content via a public link, in the **Sharing** dialog box, Box reminds you that this content will be available to the general public: ![securityindicators-sharepublicly-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharepublicly-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=b6e5486bd813e057cd0064a7da08c000) > [!NOTE] > > If a subfolder has been shared externally, the parent folder does not automatically inherit the security indicator itself. Rather, the indicator applies to the folder level in which the external collaborator was added (and inherited to that folder’s children). # Branding Your File Request Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/branding-your-file-request Custom Branding for File Request is a feature that allows enterprises to apply a logo and brand color to their File Request webpages.  Custom Branding is ideal for Box customers who request content from external entities and want to provide an on-brand and more recognizable experience for content submitters. Admins can upload two logos and a default color in the Admin Console using the Account Branding functionality. These will show up as part of the available branding options for File Request creators in their enterprise. * Default logos and colors will be available to select for any File Requests but can be overridden by the user * For more information on Account Branding, here is our help article: [Customize Your Account's Branding](/en/box-fundamentals/for-admins/getting-started/customize-your-accounts-branding) ## Working with Custom Branding Here’s how you would set up branding for your File Request: 1. Create a File Request on the folder as before (If you need a refresher use this article: [Using File Request to get Content from Anyone](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) ) 2. Click **Edit** to apply custom branding. 3. Select **Theme** to open **Header Logo** and **Theme Color** section * If your Box Admin has set a default logo and color for your enterprise, the logos will be visible. If not, the defaults will be ‘No Image’ and a no color icon ![no-color-icon-png](/images/box-fundamentals/no-color-icon.png). ## Adding a Header Logo 1. Click **+** to start. 2. Click **Add an Image** and select the logo you would like to upload. 3. Click **Upload**. * Uploading a new logo does not make it a default for all your File Requests. You can still select different logos for different file requests * Images look best at 80 pixels height, png format, and transparent background. * Image files must not exceed 1 mb. 4. Next, let's select a color. **Theme Color** is where you will set the background color for the file request. * You can select any of the predefined colors or use the + icon to select a different color. You can use the HEX code to select a color. ![theme-editor-form-builder-jpeg](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/theme-editor-form-builder.jpg?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=98611801d9b1f2b54bcfd7efcbbb4c2f) * * You can add any number of custom colors to the palette. However, upon saving the form, all custom colors are deleted except the one you selected. * After selecting your logo and color, click Preview to review your updates. 5. Click Save or Share to save your changes. Here’s an example of a custom-branded File Request page from a File Request creator’s point of view. ![preview-for-branding-file-request-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/preview-for-branding-file-request.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=d03088c7b8d8b9900cea6a63bb252525) # Create a Box Embed Widget Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/create-a-box-embed-widget The Box Embed Widget gives you the ability to embed files, folders, or Hubs from your account page into any website, blog, or social networking service that supports HTML iframe embed code. The new HTML5-based embeddable framework can be added to any app in minutes, providing the full functionality of Box to any intranet, website, or other enterprise cloud app. If you are eligible to use Box AI with Hubs, Box enables you to embed an iframe widget containing an AI question-and-answer chat UX, or use a script to add a button widget that launches an AI question-and-answer chat UX. ## Create a new Embed Widget To create a widget, first check the embeddable element settings to verify that the element is set for sharing and that you have **Viewer** or higher collaboration permissions. 1. Next to a file, a folder, inside a Hub, inside a Box Note, or inside an App click the ellipsis ("**...**"), then: * for a file or folder, go to **More Actions** > **Embed Widget**, or * in Hubs, select **Embed Widget**, or * in Box Notes, select **Embed Box Note**, or * in Box Apps, select **Embed.** 2. You will be presented with a window which includes HTML iframe code for your new widget. Here you can also configure the size, sorting, view of the widget, and other settings depending on the embeddable element: choose to hide the folder path, to expand the navigation and sidebar by default, to select an AI chat-only mode in case of a Hub, and to hide Hubs navigation. ![Embed\_test.png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/embed-test.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=fd8d46364d390864bd75607f78b3bc4a) 3. Preview your embedded element by clicking **Preview.** 4. When you have finished customizing, copy the HTML code in the **Embed Code** field and paste this code into any website or page that supports embed code, and your widget will be published. To learn more about the AI Chat embedding mode for Hubs, see [this developer article](https://developer.box.com/guides/embed/box-embed/). As you add new files to the folder associated with that widget, the new files will appear in your widget automatically. ## Box logo settings The Embed Widget displays the Box logo by default. This can be toggled off: 1. Navigate to the **Admin Console**, then **Enterprise Settings**. 2. In the **Custom Setup** tab, scroll down to **Embed Widget Customization.** 3. Toggle **Display Box Logo** to off, then click **Save.** When this setting is turned off, the Box logo in the header and navigation bar is hidden for [managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users). Users who are not logged into Box will continue to see the Box logo. ## Customize a published Embed Widget After publishing your widget, Box enables you to further customize it through shared link settings and the Box API. * To adjust the expiration date, password, and allowed downloads, see [shared link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). * To customize the widget's display, see [Box Developer Documentation](https://developer.box.com/guides/embed/box-embed/#parameters). > [!NOTE] > > * If an embeddable element is not set for sharing and a user clicks the Embed Widget, the default sharing setting will be applied. For files, this setting is **People in your company | can view** and download and for Hub, it is **Anyone with the link | can view**. > * The Box Embed Widget is not optimized for mobile browsers. You should not use it in Web experiences designed for mobile devices. > * The Embed Widget may not load on your website if third party cookies are blocked in the browser or if **Allow cross-website tracking** is not enabled on mobile browser. # Custom Watermarking Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/custom-watermarking [Watermarking Files](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files) involves Box placing a semi-transparent overlay across files' contents. Box enables select accounts to apply customized watermarks to either individual files, or to all files within a folder: * You must be an Owner, Co-owner or Editor of a file or folder to customize a watermark. * Customizing watermarks is available only for Enterprise Plus accounts and higher, and for accounts that use Shield. ## Enable Custom Watermarking Before using Custom Watermarking, ensure the feature is enabled for managed users in the Admin Console. This step is required to activate the feature across your enterprise. **To enable custom watermarking:** 1. Log in to your Box account and go to **Admin Console**. 2. In the left sidebar, click **Enterprise Settings** > **Content & Sharing**. 3. Scroll down to the **Custom Watermarking** section. 4. Click **Edit Configuration**. 5. In the popup modal, select **Enable for all managed users**. 6. Click **Save** to confirm your selection. 7. At the top of the **Content & Sharing** tab, click **Save** to apply the changes. > [!NOTE] > > The changes apply only after you click **Save** in both the popup modal and on the **Content & Sharing** tab. ## Add Custom Watermarking Use the steps below to add custom watermarking to individual files or all files within a folder. **To add customized watermarks to an individual file:** 1. In your **Files** window, hover on the file. 2. Do one of the following: * Right-click on the file, then hover on **More Actions** and click **Watermarking**. * Click the ellipsis (**...**), then hover on **More Actions** and click **Watermarking**. 3. Ensure the **Enable watermarking for this file** slider is set to its enabled position. 4. Click **Customize Watermark**. 5. Select and configure your watermark's properties. 6. Click **Save**. **To add customized watermarks to all files in a folder:** 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**. * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Check **Enable watermarking for this folder**. 5. Click **Customize Watermark**. 6. Select and configure your watermark's properties. 7. Click **Apply settings to all files in this folder**. 8. Click **Save**. 9. In the top of your **Settings** window, click **Save Changes**. > [!NOTE] > > Users should not include personal or sensitive information in customized watermarks. > [!TIP] > > If watermarks do not appear on watermarked file images in Grid View, try clearing your cache. ## Reset Watermark to default Users with owner, co-owner, and editor permissions can reset a customized watermark to the default watermark. > [!NOTE] > > * The watermark displayed in preview/download is immediately updated to reflect the default. > * The scope of a folder reset depends on the [Apply settings to all files in this folder](#apply-settings-to-all-files-in-this-folder) toggle. #### Reset customized watermarks for a file 1. In your **Files** window, hover on the file. 2. Do one of the following: * Right-click on the file, then hover on **More Actions** and click **Watermarking**. * Click the ellipsis (**...**), then hover on **More Actions** and click **Watermarking**. 3. Select **Customize Watermark**. 4. Select **Reset to default**. 5. Select **Save**. #### Reset customized watermarks for a folder 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**. * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Select **Customize Watermark**. 5. Select **Reset to default**. 6. The toggle [**Apply settings to all files in this folder**](#apply-settings-to-all-files-in-this-folder) determines the scope of the reset. 7. Select **Save**. 8. In the top of your **Settings** window, click **Save Changes**. #### Apply settings to all files in this folder This toggle is accessible from: 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**. * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Select **Customize Watermark**. When the **Apply settings to all files in this folder** toggle is turned *off*: * **Reset to default** removes the folder’s custom watermark configuration. * Existing items in the folder (and subfolder) are not updated. * New items added to the folder will inherit the default watermark. Any custom watermark on a newly added file will be removed and replaced by the default. When **Apply settings to all files in this folder** is toggled *on*: * **Reset to default** removes custom watermarks from the folder and all items in subfolders (retroactively). * Items already inheriting the organization’s default watermark are skipped. * New items added to the folder will inherit the default watermark. Any custom watermark on a newly added file will be removed and replaced by the default. # Document and Image Files You Can Annotate Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate # Highlighting You can highlight and annotate text in the following file types: **doc, docx, dwg** **gdoc, gslide, gslides** **key** **msg** **odp, odt** **pages, pdf, ppt, pptx** **rtf** **wpd** # Bordering You can border and annotate any area of an image in the following file types: **ai** **bmp** **cr2, crw** **dcm, dng** **eps** **heic** **idml, indd, indt, inx** **jpeg, jpg** **nef** **png, ps, psd** **raf, raw** **svg, svs** **tga** **xbd, xdw** # Drawing You can draw and create free-form annotations on any of the above image files, plus **pdf** documents. # Drawing Annotations on the Box Web App Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app Mark up PDF, image, and video files stored in Box using drawing features on the Web. Drawing your annotations – circling, underlining, crossing out, drawing arrows, and so on – goes beyond the standard text and image highlighting features, so you can be more specific and precise as to what you wish to annotate. You can: * Use your mouse to write or draw in free hand. * Choose from a range of colors. * Erase your annotation. * Add comments to your annotation to provide clarity and context. * Automatically notify one or more collaborators via Box’s “@ mention” feature. To annotate a file in Box, open the file in Box Preview.  The annotation menu displays below the preview screen.  Then click the annotation tool you want. [Document and image file formats you can annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate). [Annotating using text and image highlighting](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents). > [!NOTE] > > * As with all Box annotations, you can only share your annotations with people who are collaborated on the file. > * Box annotations essentially are an overlay in Box Preview – that is, they are not added to the actual file contents. If you open the file in its native application, your annotations do not display. **To draw an annotation:** 1. Open the file you want in Box Preview. 2. The annotation toolbar displays at the bottom of the screen. ![toolbarhighlighted-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/toolbarhighlighted.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=400368d8103d083a41c5246a14bac6c7) 3. Click the drawing icon; it looks like a scribble (![scribbleiconbefore-png](/images/shared/scribbleiconbefore.png)). The toolbar redisplays, now including a colored square that enables you to change the color of your drawing line. ![webpreviewtoolbar-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/webpreviewtoolbar.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=edebde1bb6ceb23a31d25b1911d16fee) 4. Press and hold to use your mouse or trackpad to begin drawing in freehand anywhere on the file preview. 5. (Optional) The default drawing color is blue.  To change it, click the colored box (![colorbox-png](/images/box-fundamentals/colorbox.png)). When the color palette displays, click the color you want. 6. When you stop drawing (for example, by lifting your finger from the mouse button), the **Comment** toolbar displays. ![commentbarhighlighted-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/commentbarhighlighted.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=9f0fa10b181c118225aeb8fe3d841fa5) 7. Add explanatory text.  To do this, click **Add Comment**, and then click into the blank line. Then type your comment. * In this way you can provide context, point out specific details, address one or more individuals directly, and so on. * You cannot save your annotation until you add a comment. ![postblankcomment-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/postblankcomment.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=751fb7f4dc900b5cd34043900d68c24a) 8. When you’re done, click **Post**. Box saves your drawing, and displays your comment in the **File Activity** pane on the right.  From there you can edit or delete your comment; to do this, click the ellipsis (**...**) to the right of the comment you wish to change. > [!NOTE] > > You can notify one or more individuals of your annotation by entering the @ symbol and then beginning to enter the person’s name.  Box displays a list of names; click the name you want.  They receive an email and an alert in their Box Notification Center. ![commenthighlighted-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/commenthighlighted.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=8eb523a44cbc94ec3339aa03717b93f0) When a collaborator previews the file with your annotations, any comments you have added to your drawing display in the collaborator’s **File Activity** sidebar. The drawing annotations themselves display as an overlay, directly on top of the document preview itself. **Modifying your drawing** You can change your mind, or alter your drawing, in the midst of an annotation session.  To do this, click the eraser (![erasericon-png](/images/shared/erasericon.png)).  Then erase any portion of your annotation. The eraser is best to clean up small mistakes and erase sections of your annotation. **Undoing an annotation** During an annotation session, you can undo any prior actions with the Undo tool.  To do this, click **Undo** (![undoicon-png](/images/shared/undoicon.png)).  Each time you click **Undo** you remove a segment of your annotation. * A segment extends continuously from the time you begin drawing to the time you stop drawing and raise your finger. For example, you draw a single unbroken line in one segment.  A dotted line requires multiple segments. You can undo multiple segments.  However, you can only undo segments back until the last time you saved.  For example, if you draw two circles, then save your annotation, then draw three more circles, you can only undo the second set of three circles. To re-display an undone annotation, click **Redo** (![redoicon-png](/images/shared/redoicon.png)). # How Content Submitters View and Use File Request Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/how-content-submitters-view-and-use-file-request End users who receive a File Request link may not know where the content and data they upload through the link is stored. They cannot see content uploaded by other users, and information about the File Request folder is not obviously visible in the preview experience. That’s why it’s important for your form to be clear, unambiguous, and organized. You may find it helpful to understand what the experience is like from your content submitter’s perspective. When people click the link you send out, a dedicated Web page opens.  The page displays only your File Request form, exactly as you have built it.  This is why it’s important to preview your form before sending out the link.  (The exception would be if you’re creating an embed widget from your File Request, in which case it displays within a pre-configured web page.) The below image displays a simple File Request form – one upload zone and one field – with someone in the act of dragging a Word document into the upload zone. ![filerequest-dragginganddropping-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filerequest-dragginganddropping.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=0d181cda253da82f4f3d0cc72ceaf744) When people begin uploading files, Box displays the file names in a list over the upload zone. ![filerequest-filesreadytoupload-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filerequest-filesreadytoupload.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=a92f81d827268828e35e02f27ef7b622) This helps people confirm they’ve uploaded all of the files you’re asking for.  If they make a mistake or change their minds, they can decide to remove a file from the list before uploading it.  To do this, they click the **x** to the right of the file. If you or your Box administrator are requiring content submitters to log in to their Box account before they can submit, Box also displays an option for them to log in. If they do not have a Box account, Box displays a link they can use to sign up for one. If they already have an active instance of Box open, they do not need to log in again. When they’re done, they click **Submit**.  With each file upload Box automatically captures the email address used to log in.  And at the bottom of the form Box displays the progress of the upload. ![filerequest-fileuploadstatus-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filerequest-fileuploadstatus.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=aece7d50d21c0edae649d523d23f1b07) When the upload completes Box displays a confirmation message. If one or more files fail to upload, the submitter can simply try again. > [!NOTE] > > * You cannot upload folders via the File Request form. You can only upload files. > * The size limit on uploaded files depends on the limit set by the requester’s enterprise. > * You can upload up to 500 files per submission. > * People who have access to a File Request link may view the folder owner's metadata via the API, even if the metadata is not obviously visible in the preview experience. > * When **Require uploaders to log in to Box** is enabled, file request links embedded in external webpages cannot be loaded. **Related Links** [About Box File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request) [Using File Request to get Content from Anyone](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) [Administering Box File Request](/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request) [Box File Request FAQ](https://support.box.com/hc/en-us/articles/360044783734-Box-File-Request-Beta-FAQ) [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) # About Box File Request Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request Box File Request gives you a fast and secure way to request files and associated metadata from anyone.  Using an easy, drag-and-drop graphic interface, you create a web form that enables you to: * Securely request files from anyone, no matter whether they have a Box account, without adding collaborators on a folder. * Solicit additional information with metadata form fields, which you can set as required/optional. * Enable extra security and tracking with link settings. * Kick off automated workflows using Box Relay. When you finish building your File Request form, you get a link to send out.  The link takes people to the form you built. From here they simply drag and drop the requested files to upload them, and enter any additional information you specify.  They don’t need to be logged into Box, or even have a Box account. You must have a Box Business Plan to build a File Request form.  However, no one needs a Box account to access the finished form and upload content.  It’s ideal for any business process centered around content submission, such as: * Gathering documents from new hires before their first day (resident verification, social security cards, and so on) * New vendors submitting invoices with a W-9 to get paid * Requesting campaign photos from an external agency and organizing them based on metadata attributes * Engineers needing to send global suppliers a link to upload large engineering specs and notify the team to begin work * Banking agents entering metadata on all client documents (such as client ID and client name) when a new client submits onboarding documents > [!NOTE] > > File Request works with any file type that Box supports. **Related Links** [Using File Request to get Content from Anyone](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) [How Content Submitters View and Use File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/how-content-submitters-view-and-use-file-request) [Administering Box File Request](/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request) [Box File Request FAQ](https://support.box.com/hc/articles/360044783734-Box-File-Request-Beta-FAQ) [About Box Relay](/en/box-relay/about-relay/introducing-box-relay) [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) # Locking & Unlocking Files Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/locking-unlocking-files If you are working on a file with other collaborators, be sure to lock files before opening them with Box **Edit**. This will prevent other users from making changes to documents that you are working on until you unlock the file. Locking files is not currently supported on our mobile applications. > [!NOTE] > > When you lock a file, you will see a lock icon, but you are still able to edit the file. If another user locks a file, any collaborator with Co-owner, Editor, or Viewer Uploader access can unlock it. **Web Application** To lock a file from the Box webapp: 1. Right-click a file (or click the ellipses (**...**)) to open the **More Options** menu. 2. Click **Lock.** 3. Choose a duration for the lock. If you choose unlimited, the file will be locked until you unlock it manually. You can also choose to prevent users from downloading the file while you are editing it. 4. A lock icon to the left of the file's name will indicate that the file has been locked. If you use Box Sync, you will also see a lock icon over the file icon in your Box Sync folder. ![lock-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/lock.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=85638ff6c2faecbea72d168ead2ab42c) To unlock a file from the Box webapp: 1. Right-click a file (or click the ellipses (**...**)) to open the **More Options** menu. 2. Click **Unlock.** If you don't have the permissions required to unlock the file, you can request the user who locked it to unlock it for you. Follow these steps: 1. Click the three dots icon in the top right corner. 2. Click **Request Unlock**. ![requestunlock-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/requestunlock.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=acfd8356cc58213eee3cc4c8a3875cd1) 3. Add a message if necessary and check **Email me when this file is unlocked** option to receive a notification. > [!NOTE] > > **Known issue** > Currently, the notification is not sent even though the file is unlocked. Check the file manually to see the status. **Desktop With Box Sync** You can also lock and unlock files directly from your desktop using Box Sync. * To lock a file, right click on the name of the file in your Box Sync folder, navigate to **Box Sync**, and select **Lock**. A lock icon will appear over the file icon to indicate that the file has been locked. * When you lock a file from your desktop, a lock icon indicating that the file is locked will also appear to the left of the file's name in the web application. * Once you have finished your work, simply right click on the name of the locked file, navigate to **Box Sync**, and select **Unlock.** If you forget to do so, any other collaborator who has editing capabilities is also able to unlock the file. If you need to concurrently edit a document, you can use our Office Online integration to collaborate on Microsoft Office documents in real-time. Box Notes and Google Documents can also be edited with others in real-time. **Box Edit** To lock a file from Box Edit/Tools: * Click Open with ... * A prompt will pop up stating that Box is launching your file within the native application chosen. ![Launching Application dialog for a PowerPoint file opening from Box with Lock file link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/launching-application-powerpoint-dialog.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=066456f1140c4a0626f89d9a0c7a5933) * Choose the blue text "Lock file to prevent others from editing it". * Select the dropdown next to duration in order to choose how long to lock the content. * You can also choose **Disable Download**. ![Lock File dialog with Lock duration set to Unlimited and Disable download checkbox.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/lock-file-blue-text-menu.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=e6bb88b5b7eb9feede642b348ea64e3e) **Box for Office** 1. In Office, if you [open a document via Box for Office](https://support.box.com/hc/en-us/articles/360044196433#bfo_open#bfo_open), the content will be opened and Locked automatically. 2. Once you select which content you would like to open: * On the Home tab you will see in the upper right hand corner an icon which lists "Locked" upon opening the content. ![Microsoft Office ribbon showing Box group with Locked, Share, and View on Box buttons.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/office-online-document-editor.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=0efec1070a4c4ffbab3465f6077c6778) When the content you have opened to edit is closed, the content will no longer be locked. **Box Drive** To lock a file from Box Drive, please follow the steps below. If you do not see the option to lock the file, make sure you are on the most recent version of Box Drive: 1. Locate the file you would like to lock in your Box Drive folder structure. 2. Right-click on the file. 3. In the menu that appears, select **Lock File**. 4. To unlock, right-click the file and select **Unlock File.** # Using File Request to get Content from Anyone Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone Box File Request gives you a fast and secure way to request and obtain files, plus associated metadata, from anyone.  Using an easy, drag-and-drop graphic interface, you create a Web form that enables you to: * Securely request files from people without adding collaborators on a folder * Gather additional information with metadata attribute fields, which you can set as required/optional * Enable extra security and email validation with link settings * Kick off automated workflows using Box Relay ![form-builder-1-jpeg](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/form-builder-1.jpg?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=7f109f5ff50989eda340bf93530de74a) > [!NOTE] > > * You must have a Box Business Plan account or higher to build a File Request form.  However, no one needs a Box account to access the finished form and upload content. > * An external collaborator cannot create file request links, even if the collaborator is a co-owner or editor of the content. ## **Creating your File Request Form** 1. Select the folder that you want to contain the uploaded files 2. In the Sharing pane on the right, under File Request, click Create Link. * You can also click the ellipsis (…) to display the More Options menu, and then click File Request. 3. Click Edit. The Submit Files window opens, displaying a default title and upload files area. 4. At the top of the form, enter your title. * Make the title clear and unique, to help the people submitting content quickly understand what you’re asking them to provide. * The default title is "Submit Files,” which you can keep if you like * Optionally, add a sentence or two describing the content you are soliciting, and perhaps any instructions you wish to provide. > [!NOTE] > > * The size limit on file uploads depends on the limit of your organization’s enterprise tier. Contact your Box Admin to confirm the maximum size file you can upload. > * Files are uploaded immediately at submission and are authorized by a 24-hour token. If the file does not upload within that period (e.g., due to slow internet or large file size), the token expires and the file will not be uploaded. > * People can upload up to 500 files at a time. > * You can only have one File Request per folder. > * People cannot upload folders via File Request -- only files. > * The toggle **Link is Enabled** is enabled by default. ## Content Fields to add When creating a file request, you can add fields to the form to request additional information including: * The sender’s email address (if this option is not already enabled by your Admin). * A description of the file or files being uploaded. * Simplify and clarify your request by adding one or more file uploads. * Extending the form and enhancing the business value of your request by adding file metadata. > [!WARNING] > > Metadata must already be turned on for your enterprise for you to request it.  For more information on creating and working with metadata templates, please see the **Related Links** section at the bottom of this article. **To specify the additional information and file attributes:** 1. Edit the file request 2. At the bottom of the **File Request** window or from the right menu, select from the following fields: * **Email address.** * You can only add this field once. * **File Description.** * **File Upload.** * **File Metadata** 3. Click **Save**. **When adding metadata:** 1. In the left half of the window, click the template you want. That template’s fields (that is, file attributes) display in the right half of the window. 2. Check the attributes you want and click **Add Fields.** * By default, all metadata fields are required. To make any field optional: * Select the field you want. * Click **Required**. An asterisk appears next to the name of the field. * (Optional) To add descriptions to your fields: 1. Select the field you want 2. Click the ellipsis (...) 3. Check **Add a description** * If you save this form and wish subsequently to add more fields, click the **Add a Field > Metadata** again to display metadata attributes you initially left off. This enables you, for example, to clearly describe the information you're requesting, and why you want it. You can also make the description field optional or required. > [!NOTE] > > You can only use one metadata template per file request. **To preview your form** 1. At the top right of the screen, click **Preview**. Box displays a preview of your File Request form in a new tab, just as the form will display to the people using it to send their files. 2. If the form looks good, return to the **File Request** window to copy the link. 3. If you wish to make changes, see below. **To rearrange your form** * Open the File Request form. * Select a field to move by clicking the vertical icon ![Drag handle icon: two vertical columns of four grey dots for reordering items.](/images/box-fundamentals/drag-handle-two-vertical.png) and dragging the field. * To add another field: * Click **Add a Field.** * Drag and drop the field from the right panel to the desired location. * Hover over the horizontal separator and click **+** to open the options for adding a field. * To remove a field from the form, click the ellipsis (**…**) to display the **More Options** menu, and then click **Delete**. > [!NOTE] > > Clicking **Delete** removes the field immediately. You can add the field back again in the form editor. **To modify your form after publishing it, go to the file request:** 1. Click the ellipsis (…) to display the **More Options** menu. 2. Select **File Request**. 3. Click **Edit** and make the desired changes. 4. Click **Save**. **Configuring the link settings and capturing the sender’s email address** 1. Toward the top right of the screen click **Share**.  When the File Request window displays, toward the bottom click **Settings**. The **Settings** window displays. 2. To require managed users to log into Box before submitting files, click the **Require uploaders to log in to Box** slider to move it to the right. * If this box is not available, it means your Box Administrator is requiring that all content uploaders log in to their Box accounts before submitting their files. In this case File Request automatically captures and validates the email of the uploader.  Box displays their identity when you preview the file in the Box Web app, in the **More Details** section, under **Uploader**. * To set an expiration date for the link to you File Request form, click to move the **Set a link expiration date** slider to the right, and then set the date you want. * When you’re done, click **Save**. Copy the link and send it out as you desire. > [!WARNING] > > To be notified when content is uploaded, go to the folder settings and check **Notify me when file uploads occur in this folder**. ### Embedding File Request into an existing Web page You can embed your File Request form within a larger Web page, rather than creating a new and discrete page. **To create an embed widget from your File Request** 1. Navigate to the folder that has the File Request link. 2. Click the ellipsis (**…**) to display the **More Options** menu. 3. Click **File Request**.  The **File Request** window opens, displaying a link. 4. To the right of the link, click the code box (![filerequest-embedwidgetbutton-png](/images/box-fundamentals/filerequest-embedwidgetbutton.png)). This copies to your clipboard a snippet of HTML code. Box creates the iFrame; you can use the copied code wherever you wish. [More information on using Box embed widgets](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/create-a-box-embed-widget). Finally, you can delete a request entirely. **To delete a File Request form** 1. Navigate to the folder that has the File Request link. 2. Click the ellipsis (**…**) to display the **More Options** menu. 3. Click **File Request**. The **File Request** window opens. 4. Click **Edit**.  The File Request form displays. 5. At the top of the form, click the ellipsis (**...**). 6. From the menu that displays, click **Delete**. > [!NOTE] > > * You can also disable and then delete the link to your File Request form. > * When you delete a File Request form you cannot recover it. You need to rebuild it again after deleting it. **File Request and Security** While there are safeguards in place to reduce the risk of malicious content, your organization may require an additional security layer that forbids “anonymous” uploads.  For these situations, either you or your Box administrator can require a Box account login for anyone submitting files through File Request.  If your administrator implements it organization-wide, then every file request form you create includes a link the file submitter must use to log in to their Box account (or sign up if they don’t already have one).  You cannot turn it off.  If your administrator does not implement this requirement, you can do so manually, each time you create a new file request. In either case, File Request captures the email address associated with the submitter’s Box account and associates it with the content they upload, so you always know the identity of the person sending you files.  In this way, you can: * Guarantee that uploads came from the right person * Confirm that the email address entered is correct **To find the email address associated with the submitter’s Box account:** 1. In your Box **Files** window, open the file.  Box displays the file in Box Preview. 2. In Box Preview's right sidebar, click the **Details** icon. 3. In the **Details** panel, Box displays the email address under **Uploader**. > [!NOTE] > > If the person uploading files already has an active Box session, they do not need to re-authenticate. **Related Links** [About Box File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request) [How Content Submitters View and Use File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/how-content-submitters-view-and-use-file-request) [Administering Box File Request](/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request) [Box File Request FAQ](https://support.box.com/hc/en-us/articles/360044783734-Box-File-Request-Beta-FAQ) [About Box Relay](/en/box-relay/about-relay/introducing-box-relay) [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) [Using Metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) # Using security classification Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-security-classification If you're a content owner or co-owner, Box enables you to apply a security classification label to your files, and cascade a classification label to your folders and their contents. Using the classification labels created by your organization's Box admin, you can better protect your shared sensitive content from negligent access. ## Applying a classification to a file **To apply a classification label to a file:** 1. In your **Files** window, click beside the file's name to highlight it. 2. In the top of the window, click **More Options** > **Classify**. 3. Under **Select Classification**, click the down arrow and select a classification label. A file can have only one classification label. 4. In the bottom of the window, click **Apply**. Here's a video showing how to [apply a classification to a file](https://www.youtube.com/watch?v=6wJoPyzbVXw\&feature=youtu.be). ## Applying a cascading classification to a folder Box also enables you to apply a cascading classification to a folder. When you apply a cascading classification to a folder, Box applies your selected classification to the folder and also applies the classification label to all of the folder's contents. If the folder or folder's contents have a differing security classification, you override the existing classifications with the new classification. As long as the folder's cascading classification is enabled, content added to the folder inherits the classification. **To apply a cascading classification to a folder:** 1. In your **Files** window, click beside the folder's name to highlight it. 2. In the top of the window, click **More Options** > **Classify**. 3. Under **Select Classification**, click the down arrow and select a classification label. A folder can have only one classification label. 4. To apply your selected classification as a replacement to all existing classifications, click **Overwrite all existing classifications with this value.** 5. In the bottom of the window, click **Apply**. After you apply a classification, Box displays the classification badge under Details in the right-hand sidebar, and next to the file's or folder's name in Preview when people select it or preview its contents. ## Searching for classified content **To search for all content bearing a given classification:** 1. In the top of your Box window, in the **Search Files and Folders** field click the advanced search icon. 2. Select the **Metadata** tab. 3. Under **Metadata Template**, click **Select a Template** and select **Classification**. 4. Under **Classification**, click **Select Value** and select the classification label. 5. To launch the search, do one of the following: * in the top of your Box window, in the **Search Files and Folders** field click the search icon (magnifying glass), or * on your keyboard press Enter. ## FAQ **Who can add, edit, or delete a classification label for content?** The content's owner can add, edit, and delete classification labels. Your Box admin may also enable people with Co-owner, Editor and Viewer Uploader permissions to do so, as well. Here are the possible combinations: * Owner, or * Owner and Co-owner, or * Owner, Co-owner, and Editor, or * Owner, Co-owner, Editor, and Viewer Uploader. External people cannot add, edit, or delete classification labels. **How long does it take to cascade classifications into a folder?**\ Applying a cascading classification is usually immediate, but may take some time for an extremely large folder structure. **Can I undo a cascaded classification?** Yes, you can remove classifications at the folder level. 1. Click next to the folder to highlight it. 2. At the top of the **Files** window, click **More Options** > **Classify**. Box displays the Classify All Content window. 3. At the bottom of the Classify All Content window click **Remove**. 4. Select to either * remove the current classification, or * remove all classifications. 5. Click **I understand this cannot be undone and operation may take time based on volume of content**. 6. Click **Remove**. # Watermarking Files Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files ## Overview When you enable watermarking for a file, Box places a semi-transparent overlay across the file's contents which includes: * The current viewer's email address or IP address (depending on whether the viewer is logged in) * The time of access Watermarking can help deter unauthorized resharing of sensitive information in your Box account. When you add a watermark in Box, Box creates and displays a pixel-based watermark. When you view a file, Box displays existing pixel-based watermarks, as well as vector-based watermarks that were created by other tools. [Custom Watermarking](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/custom-watermarking) is available for select accounts. This allows you to apply customized watermarks to either individual files, or to all files within a folder. You must be an Owner, Co-owner or Editor of a file or folder to set and remove a watermark. Watermarks can be applied to either individual files, or to all files within a folder. Watermarking is available only for Box Enterprise plans and above. Users with Editor permissions or higher can enable watermarking at the file or folder level. To disable watermarking globally, contact your Customer Success Manager/account team. View the [supported file types.](#file-types) Currently, enabling and disabling watermarking on a folder is supported only on the Box Web app. While this setting cannot be configured on mobile, on Box Mobile watermarks are still visible. If a file is watermarked before a move/copy operation, it remains watermarked even if it is moved or copied to a non-watermarking folder. > [!NOTE] > > Video watermarking is only available when [Box Shield](https://www.box.com/shield) is enabled. ## Applying watermarks **To watermark an individual file:** 1. In your **Files** window, hover on the file. 2. Do one of the following: * Right-click on the file, then hover on **More Actions** and click **Watermarking**, or * Click the ellipsis (**...**), then hover on **More Actions** and click **Watermarking**. 3. Check **Enable watermarking for this file**. 4. Select **Save**. **To watermark all files in a folder:** 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**, or * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Check **Enable watermarking for this folder**. 5. In the top of your **Files** window, click **Save Changes.** > [!NOTE] > > * We recommend using longer watermark text to improve robustness and security. > * If watermarks do not appear on watermarked file images in Grid View, try clearing your cache. ## Permissions If watermarking is turned on for a file, people at all access levels will see the watermark when they preview the file. This allows the person who enabled the watermarking to validate that it is turned on correctly. Watermarked files can still be edited by people who have the required permissions. Owners, Co-owners, Editors, and Viewer-Uploaders can download the original file and make edits. Viewers still see a watermark in a downloaded file. Use the table below to see how previews and downloads are handled for different access levels: | **Access Level** | **Current File Version Preview** | **Current File Version Download\*** | **Previous File Versions Download\*** | | - | - | - | - | | **Owner** | Watermarked | NOT Watermarked | NOT Watermarked | | **Co-Owner** | Watermarked | NOT Watermarked | NOT Watermarked | | **Editor** | Watermarked | NOT Watermarked | NOT Watermarked | | **Viewer-Uploader** | Watermarked | NOT Watermarked | NOT Watermarked | | **Viewer\*\*** | Watermarked\*\*\* | Watermarked\*\*\* | File Inaccessible | | **Previewer-Uploader** | Watermarked | File Inaccessible | File Inaccessible | | **Previewer** | Watermarked | File Inaccessible | File Inaccessible | | **Uploader** | File Inaccessible | File Inaccessible | File Inaccessible | \* Downloading watermarked videos is not currently available on mobile \*\* People with Viewer permissions cannot see watermarked files in Box Drive \*\*\* Not supported for iWork files > [!NOTE] > > Watermarks appear on the following file types for only Previewer, Previewer-Uploader, or Viewer access levels. This is because the Box web application downloads these files when previewing them: as, as3, asm, bat, c, cc, cmake, cpp, cs, css, csv, cxx, diff, erb, groovy, h, haml, hh, htm, html, java, js, less, log, m, make, md, ml, mm, php, pl, plist, properties, py, rb, rst, sass, scala, script, scm, sml, sql, sh, tsv, txt, vi, vim, webdoc, xhtml, yaml. ## File types > [!NOTE] > > Box Notes, audio, flash, .md, .msi, .exe, .zip, and 3D files do not support watermarking. Enabling watermarking prevents Previewer-Uploaders, Previewers, and Viewers from viewing and downloading these file types. ### Supported file types The following table does not necessarily constitute a complete list of supported file types. | **Text-Based Files** | 'c', 'cpp', 'css', 'csv', 'doc', 'docx', 'gdoc', 'htm', 'html', 'idml', 'indt', 'java', 'json', 'log', 'm', 'md', 'msg', 'odt', 'pages', 'pdf', 'php', 'properties', 'py', 'rtf', 'sh', 'sql', 'tsv', 'txt', 'wpd', 'xml', 'xsd', 'xsl', 'yaml' | | - | - | | **Presentations** | ‘gslides’, ‘key’, odp', 'ppt', 'pptx' | | **Images** | 'ai'\*, 'bmp', ‘cr2’, ‘dng’, 'gif', 'heic', 'jpeg', 'jpg', ‘nef’, 'png', 'psd', ‘raf’, 'svg', ‘tga’, 'tif', 'tiff', 'webp', ‘xdw’, ‘xbd’ \*Note: Illustrator files need to be saved in PDF compatible mode in order to preview them in Box. | | **Video** | '3g2', '3gp', 'avi', 'm2v', 'm2ts', 'm4v', 'mkv', 'mov', 'mp4', 'mpeg', 'mpg', 'ogg', 'mts', 'qt', 'wmv' | | **Other** | ‘bat’, ‘dcm’, ‘eps’, ‘gsheet’, ‘indd’, ‘numbers’, ‘ps’, ‘xls’, ‘xlsm’, ‘xlsx' | ## Downloading watermarked files > [!WARNING] > > When using a shared link to access watermarked content, non-collaborators must have a Box account to download watermarked files or folders. Box for Android and Box for iOS do not support the downloading of watermarked files. If you are a Co-Owner, Editor, Viewer-Uploader, or the Owner of a file, the file downloads as a normal, non-watermarked version. Non-collaborators cannot download watermarked files or folders if they are using a password-protected shared link to access the watermarked content. > [!NOTE] > > Downloading watermarked video files may take additional time due to the processing involved. ## Watermarking on mobile Watermarking capabilities can be enabled and disabled at file and folder levels on mobile. There is also the ability to: * Preview watermarked files, including videos * Use watermarking for all [supported file types](#supported-file-types) > [!NOTE] > > * [Permissions](#permissions) remain the same as for watermarking on other platforms > * On mobile, you cannot currently mark watermarked videos for offline use > * Downloading watermarked videos is not possible on mobile ## Watermark a file or folder 1. Next to the file or folder, select the ellipsis (...). 2. Select **Watermarking**. 3. Select **Enable watermarking for this file/folder**. 4. The selected file, or all applicable files within the folder, will be watermarked. > [!NOTE] > > * To remove the watermark, follow the same process but toggle **Enable watermarking for this file/folder** off > * Watermarked files and folders can be made available offline. After completing the watermarking process, select the ellipsis (...) next to the file or folder, then select **Make Available Offline** ## Viewer permissions If you are a Viewer of a file: * You cannot download watermarked files directly from the folder view. Instead, you must first preview the file to generate the watermarked version * You cannot preview any [file types](#file-types) that do not support watermarking - even if they're in a watermarked folder * You can only download watermarked files individually (not as part of a folder download) * Video files downloaded with viewer permissions will retain watermarks. Version history will not be accessible; only the current version can be downloaded. These watermarks can include identifying information (such as an email address, timestamp, and IP address) or can be [customized](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/custom-watermarking). They cannot be removed by the recipient * Watermarked text files download in PDF format * Watermarked image files download in the file's original format * Box Drive and Box for EMM do not support the downloading of watermarked files ## Watermark display options Admin users can change how watermarks are displayed: 1. Log in to your Box account and navigate to the **Admin Console.** 2. In the left sidebar, click **Enterprise Settings** then **Content & Sharing.** 3. Scroll down to the **Watermarking** section. 4. Select from **Vector-based and rasterized watermarking**, or **Rasterized watermarking only.** 5. At the top of the **Content & Sharing** tab, click **Save** to apply the changes. Two options are available for how Watermarks are displayed. These are: * **Vector-based and rasterized watermarking:** * Vector-based watermarking applies only to text files but provides infinite resolution, inclusion in search, clickable links and a very small file size overhead. Rasterized watermarking will be used on all image files. * Provides better fidelity for files where possible, based on file type. * **Rasterized watermarking only:** * Can provide increased security as rasterized watermarking is harder to remove without damaging the underlying content. * Lower resolution previews can happen when Rasterized watermarking only is applied. ## Troubleshooting If the content is watermarked and there is an issue previewing or downloading it: 1. Check required [permission levels](#permissions) to preview or download the file. 2. Check if it is a [supported file type](#file-types) that is selected. # Accessing a shared link that requires email verification Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link Received a Box shared link that asks you to verify your email? Learn how the one-time passcode (OTP) works, how to get your code, and how to fix common problems. If someone shared a Box file or folder with you using a link that requires you to verify your email address before you can open it, this is a quick, one-time security step that confirms your identity. You don't need a Box account to verify. ## How email verification works When you open a link that requires verification, Box sends a one-time passcode (OTP) to your email address. You enter that code to prove the email address is yours, and then Box opens the content. To access the link: 1. Open the shared link. Box displays the **Verify your email address** page. 2. Enter your email address and select **Next**. Box sends a 6-digit code from `noreply@box.com`. 3. Open the email and copy the 6-digit code. The code is valid for 10 minutes. 4. On the **Enter One-Time Passcode** page, enter the code and select **Verify**. 5. If your email address is authorized for the link, Box opens the content. > [!NOTE] > > If you're already signed in to Box, including on the Box mobile apps or Box Drive, you usually don't see a passcode prompt. Box recognizes your identity automatically and either opens the content or, if the link is restricted to specific people, lets you know that your account isn't authorized. ## After you verify * Your verification stays valid for one hour. During that hour, you don't need to verify again, and the same verified email address works across any Box links you're authorized to open. You can move between shared files without entering a new code each time. * If you use more than one email address, you can verify up to 5 addresses in the same session. * After the hour is up, Box asks you to verify again the next time you open a protected link. ## Troubleshooting ### I didn't receive the code * Check your spam or junk folder for a message from `noreply@box.com`. * Make sure your email filters don't block `noreply@box.com`. Box uses the same sender for sign-in security codes, so it's often already allowed. If you use a company email system, your IT team can confirm that the address isn't filtered. * Confirm that you entered your email address correctly, then select **Resend code**. * You can request a new code once per minute, up to 15 times per hour. If you reach the limit, wait and try again later. ### My code expired Codes are valid for 10 minutes. If yours has expired, select **Resend code** and enter the new code promptly. ### I see an Invalid Verification Code message Check that you entered the 6-digit code correctly. If the code has expired, select **Resend code** to get a new one. ### I see an Access Denied message The person who shared the link limited access to specific email addresses or domains, and the email address you entered isn't on the link's Access List. You can: * Select **Change email** to verify a different email address. For example, use your work address if you first tried a personal one. * Contact the person who shared the link and ask them to add your email address, or your domain, to the link's Access List. ### My folder or multi-item download doesn't start When you select several items in a shared folder and download them together, or download the whole folder, Box displays a success message but doesn't create or download the ZIP file. This is a known limitation of shared links that require email verification. To get the content, download each file individually. Single-file downloads work as expected. ### I've tried too many times For security, Box limits how many verification attempts a single link accepts, up to 100 per hour. If you reach this limit, wait and try again later, or contact the person who shared the link. ## Related articles * [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links) * [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) # Configuring Individual Shared Link Settings Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings The type of your Box account, and the roles and permissions you assign to collaborators, determine which settings you can edit. ## Editing your shared link settings **To edit the settings of your shared link:** 1. In the Box window, hover on the file or folder. 2. Click **Share**. You can also either click the right mouse button or the ellipsis (**...**) to access **Share**. 3. In the Share window, click **Link Settings**. Box displays the Shared Link Settings window. 4. Edit the settings to which you have access. To enable a setting, click its checkbox. 5. Click **Save**. ![ShareLink-LinkSettingsButton\_50250.png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/sharelink-linksettingsbutton-50250.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=a24bc4c3962dada27156ecf7ed281196) ![LinkSettings.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/linksettings.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=2dc47a832ae67ee5e544802b82c1dbac) > [!NOTE] > > * Password protection and auto-expiration are not available on free Individual accounts. [Upgrade your plan](https://www.box.com/pricing) to access these features. > * When you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). > * If the URL of the shared link you've sent changes due to any reason such as your organization merging with another organization, Box requires the user's permission to redirect to the new destination. ## Setting a shared link expiration date For added security, you can also set a date after which Box automatically disables the link (if your Box Admin has enabled this capability). This is useful if you wish to make your content available only for a limited period of time or, if you have no specific end date, you simply do not want it available indefinitely. **To set an expiration date on a shared link** 1. In the **Share** window, click **Link Settings**. The **Shared Link Settings** window opens. 2. Under **Link Expiration**, click **Disable Shared Link on**. The **Choose Date** box displays. 3. Click the calendar icon and then locate and click the date you want. 4. Click **Save**. When you place an expiration date on a shared link, the file or folder to which the link goes displays throughout the Box interface with a small red clock icon (![icon\_badge\_shared\_link\_expiration\_near.png](/images/box-fundamentals/icon-badge-shared-link-expiration-proche.png)). > [!NOTE] > > Depending on admin settings, you may be unable to create or edit shared link settings. ## Requiring a password to access Box enables you to apply passwords to shared links whose scope is **People with the link**. When you add a password to such a shared link, anyone who follows the link must enter the password before accessing the file or folder. Passwords must meet the following requirements: * Must be at least 8 characters long * Must contain at least one: * Upper-case letter * Numeral * Special character (any non-alpha-numeric character except for > and \< symbols and \[space]) * Cannot only be one type of character. For example, a password cannot only be upper-case letters **To apply a password to a shared link:** 1. Hover on the file or folder you want to share, then click **Share**. Box displays the **Share** window. 2. At the bottom of the Share window, confirm the scope is **People with the link**. If the scope is any other value, you cannot add a password to the link. 3. Click **Link Settings**. Box displays the **Shared Link Settings** window. 4. In the Shared Link Settings window, turn on **Password protection**. If the link uses one-time passcode protection, it turns off. 5. In the **Enter a password** field, type the password. 6. In the bottom of the Shared Link Settings window, click **Save**. > [!NOTE] > > * Password protection is a premium feature, unavailable on free personal accounts. Only owners, co-owners, and editors can set this password. > * If you create a password-protected shared link to a folder, Box Notes in that folder may be inaccessible. > * Password protection and email verification are mutually exclusive on the same link. When you turn on one, the other turns off automatically. Turning on a password also removes the link's Access List. See [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links). ## Requiring email verification As an alternative to a password, you can require recipients of a **People with the link** shared link to verify their identity with a one-time passcode (OTP) before they can access your content. A password can be forwarded along with the link, but email verification ties access to an individual, verified email address. You can also limit access to the email addresses and domains on the link's Access List. Email verification and password protection can't both be applied to the same link, and email verification doesn't work on shared links to Box Notes. For full details, see [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links). ## Customizing a link URL When you create a shared link, you can customize its ending. This feature is intended to make content readily accessible to large groups of users, externally or internally, using a customized URL that is easy to remember. The custom ending to the link must be between twelve and thirty characters, and can use letters, numbers, and hyphens. Custom URLs are only available to Business and Enterprise accounts. > [!WARNING] > > If the shared link is available with **People with the link** scope, then the linked folder or file is publicly accessible. Custom URL is appropriate for public-facing materials such as product documentation or marketing materials, and is not intended for the secure sharing of sensitive content. > [!NOTE] > > * Someone with a personal Box account can create additional custom links for any content owned by someone with a Business account, or above. > * If folders or files are moved from one Enterprise to another, custom URLs are lost. The associated shared links of the files and folders – those links with the longer scrambled characters – remain. ## Providing a direct download link A direct link is a web address (URL) that links directly to a file without using Box Preview. This is different from a regular shared link, which brings users to the Box Preview screen for the shared file. Direct links end with the file's extension type. Therefore, if you are linking to a Microsoft Word document, a direct link ends with \*.doc. When a collaborator clicks on the direct link, the file is downloaded onto their computer, or opened by a default program, depending on computer settings. Direct linking can also be used to host images or files for your website or blog. Direct linking is available only for individual files, and is unavailable for folders. A link to a folder is always the web address of a Box page. > [!NOTE] > > * Direct links are a premium feature, unavailable on free personal accounts. > * For security purposes, you cannot create a direct link for .dll, .exe, .jar, and .msi files. It is important to be aware that these file types can be harmful if downloaded from an untrusted source. > * If the URL of a direct link changes, such as when your organization merges with another organization, Box requires your permission before redirecting you to the new destination. # Creating Shared Links Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links Shared links enable you to quickly copy and share hyperlinks to content stored in Box with your coworkers and friends – both inside and outside the company. Sending someone a shared link to a file or folder is a way to work together with that person around shared content. Customizable permission levels, expiration dates, and optional password-protection make Box shared links a secure, simple way to share important content. > [!NOTE] > > Sharing a link is different from [inviting someone as a collaborator](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators). It takes just a moment to create a shared link. A few moments more, and you can also configure the link's security settings to control access to the linked content. ## Creating and Sharing a Link to a File or Folder With simplified sharing, in just one click you can share access to the file or folder of your choice. You can also email links to people you invite to collaborate. **Creating a link to share:** 1. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2. On the right, click **(Create and) Copy Shared Link** (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon.png)). The **Shared Link** window opens. The link automatically copies to your clipboard. ![Shared\_Link\_window\_auto-copied.png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/shared-link-window-auto-copied.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=f873a011d5b51341142bb858e8863390) That's it. You can now paste that link into the app of your choice -- email, messaging, and so on -- to share your content. > [!NOTE] > > * By default, shared links are disabled. If you share a link to a file or folder by clicking the **Share** button, or via the **More Options** menu (**…** ) > **Share**, you must manually enable and then copy the link. Only if you click the link icon (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon-4.png)) does Box automatically enable the link and copy it to your clipboard. > * If the URL of the shared link you've sent changes due to any reason, such as your organization merging with another organization, Box requires the user's permission to redirect to the new destination. ## Modifying Link Security Settings You can also use the **Share** window directly to configure security settings for your link. To do this: 1. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2. On the right, click **(Create and) Copy Shared Link** (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon.png)). 3. Click **Link Settings**. Box displays a list of [link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). 4. Edit these settings and click **Save**. 5. Select the access permission you wish to assign to the linked content. To do this, at the bottom of the Share window, click **People in your company**, and select from the menu that displays. (See below for further explanation of these menu options.) 6. If available, click **Can view and download**, and select the activity you wish to assign to the link recipients. 7. Close the **Share** window and use the app of your choice to send your link. ### Shared link access When you create a shared link, you have these access permissions from which to choose: * **People with the link:** Anyone with the link can access the item and no Box account is required. For extra security, you can also set a password or expiration for the link, require [email verification (one-time passcode)](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links), as well as restrict download and/or preview access for link viewers. * Password-protected shared links are available to all paid Box User accounts. All passwords for open shared links require at least eight characters, and should contain at least one uppercase letter, number, or special character. * Email verification requires anonymous recipients to confirm their identity with a one-time passcode before accessing the content, and is available on Business plans and above. A link can use a password or email verification, but not both. * **People in your company:** Only people who: 1) are managed on a Box account (Starter and above); (2) have an email address that matches a domain registered with Box for the account that created the link, can access the link. For example, if *acme.com* is a registered domain on your account, all managed account members with an email address ending in *acme.com* can access this type of link. People who do not match a domain listed on your account cannot access the link, even if they are managed members on your account. * When accessing the link, collaborators must log in to Box to verify their identities. **People in your company** is disabled if you do not have a valid business domain registered with Box. * Collaborators in the folder can also access content if **People in your company** is selected. * **Invited people only:** Only people invited to the folder or file can access the content. Collaborators already have access to their content, but can easily direct one another to a specific file or folder using the shared link. ### Shared link actions When you create a shared link, you can select the actions that the shared link recipients can take. The actions you can choose depend on what your administrator allows, but can include any of: * **Can edit**: The people with access to the link can: * Edit, annotate, and comment on the file or Box Note * View and download the file or Box Note * Copy the file to a destination in their Box account * **Can view and download**: The people with access to the link: * Can view and download the file, the files in the folder, or the Box Note * Can copy the file or folder to a destination in their Box account * Cannot edit within Box * **Can view only**: The people with access to the link can only view the file, the files in the folder, or the Box note, within Box. Your administrator defines the maximum actions that shared link recipients can take separately for files, folders, and Box Notes and also defines the default choice for each when more than one choice is made available. You can set the link options on individual files and/or folders by the owner, across all owned content, or by the admin for the entire company. Also, verify that the setting you choose allows file access to the person with whom you are sharing it. Otherwise, [your intended recipient receives an error](https://support.box.com/hc/en-us/articles/360044195893-Shared-Links-Frequently-Asked-Questions) when they click on the link. ## Emailing Your Link You can also email your link to invited collaborators directly from the **Share** window. To do this: 1. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2. On the right, click **(Create and) Copy Shared Link** (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon.png)). 3. In the **Share** window click **Send Shared Link** (![button\_envelope.png](/images/box-fundamentals/button-envelope.png)). Box displays the **Email Link** window. 4. In the **Email Shared Link** field, type the name or email address of the collaborator. 5. In the **Message** field, type a message of up to 750 characters for the collaborator. 6. Click **Send**. Finally, you can remove or cancel a shared link. To do this, from the **Share** window, click the **Share Link** slider to move it to the left. The slider color changes from blue to grey. ## Permissions and Shared Links Box makes it easy to collaborate on and share files and documents with anyone, inside or outside your organization. However, when you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). ### Detailed permissions | Permission | View-Only Shared Link | View and Download Shared Links | Editable Shared Links | | - | - | - | - | | Preview | Yes | Yes | Yes | | Download | No | Yes | Yes | | Upload | No | No | Yes | | View / Add Comments | Yes (via API) | Yes (via API) | Yes (via API) | | View Item Collaborators | No | No | No | | View Item Owner | No | Yes | Yes | | View Item Creator | No | Yes | Yes | | View Item Modifier | Yes | Yes | Yes | | View / Edit Metadata | Yes (via API) | Yes (via API) | Yes (via API) | | View / Create Tasks | No | No | No | ("Item" means the folder or file to which the shared link points.) > [!NOTE] > > * When uploading a new version of a file via an editable shared link, the filename cannot be different from the existing file. > * People who have access to a shared link (either by your sending them a link, or by their accessing it elsewhere, such as in a Web page or forwarded email) are allowed to see and work with you on the content to which the shared link points. Depending on the link settings, these permissions may include downloading or editing the content. > * Comments and metadata on files pointed to by a shared link can be viewed and created programmatically via the API, even if they are not obviously visible in the preview experience. > * You can also access the **Share** window by highlighting the row of the item you want and either clicking **Share** or clicking the ellipsis (**...**) and then clicking **Share**. When a collaborator has more restrictive access to a file that is given through a shared link, the collaborator gains the permissions provided by the link when accessing a file with the link. For example, a user collaborating on a file you own has just the Viewer collaborator role. You create a shared link and allow View and download. If that user accesses the file with the shared link, rather than directly, they could both view and download the file. ## Known Issues * You cannot send shared links to users whose domains are not added to your enterprise, even if you set the definition of your enterprise to **Enterprise ID**. # Customizing Shared Link Content Ordering Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/customizing-shared-link-content-ordering By default, a **Shared Link** to a Box folder presents your content in order of most recently **Updated**: ![Shared link folder view sorted by Updated column with case folders listed.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/shared-link-default-download-order.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=7b671a6d3b4a2ba47fb83734c3890844) However, you may want your shared links to be automatically sorted by a different column, like **Name** or **Size,** when opened. **To sort by a different column:** 1. Click your [**Shared Link**](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) 2. Click the name of the column you want sorted, and you'll notice the shared link in the URL bar changes. ![download-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/download-2.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=c9060c2e9f17e40c0c51d49191722ed9) You can use this new URL as your shared link, and each time you access this link, the content is sorted as you specified. So, your original shared link may look something like this: [https://app.box.com/s/\<---RandomString--->](https://app.box.com/s/\<---RandomString--->). And your new shared link may look something like this: `https://app.box.com/s/?sortColumn=name&sortDirection=desc` In both cases, Box generates "\<---RandomString--->". # Folder and Account Sharing Settings Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/folder-and-account-sharing-settings You can modify your sharing settings at both the folder level and across all content you own. Use these settings to control who can access content via shared links, or modify default shared link settings. ### Folder Settings You can restrict shared link access to contents of a specific folder, allowing for the protection of particularly sensitive data while freeing up collaboration options in the rest of your account. **To change folder shared link settings:** 1. Right-click (or click the **ellipsis** (**...**)) on a folder to open the **More Options** menu. 2. Click **Settings** to open the Folder Settings page. 3. In the Shared Link Access section, select the **Only collaborators can access this folder via shared links** check box, and then choose what item types you’d like to restrict access for: * Files and Folders (default) * Folders Only * Files Only 4. Click **Save Changes**. The selected items will only be sharable with other collaborators in the folder. > [!NOTE] > > If you have the *Restrict collaboration to within \* option selected in the Invitation Restrictions section and your administrator restricts collaboration by collaboration allow-list within your enterprise in the Admin Console, you cannot add as collaborators or send shared links to users who are not on the allow-list. For more information, see [Folder Settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings). ### Account Settings You have the ability to set shared link preferences for all content you own. If you disable an option, it will not be visible to you or any of your collaborators. We recommend you only change your shared link settings if you want to restrict sharing access for every file and/or folder that you own. If only some of your data requires restrictions, you can modify shared link settings at the folder or item level. **To access shared link settings:** 1. Click your initials in the upper right corner, then click **Account Settings**. 2. Click **Sharing** to open the Sharing Tab. From here, you can control who can access your content through shared links, what the default access for newly created shared links will be, and what permissions link viewers (not invited collaborators) will have for the content they access: ![sharedlinks-ui-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/sharedlinks-ui.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=c40a940639abfe6152b8ab57f6ba10fa) For more information on these settings, see [Account Settings.](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings) # Requiring email verification on shared links Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links Require recipients of a public shared link to verify their email address with a one-time passcode (OTP) before they can access your content. Email verification adds an identity check to a public (**People with the link**) [shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). When you turn it on, anyone who opens the link must prove their identity by verifying their email address with a one-time passcode (OTP) before they can view or download your content. This ties every access event to a verified email address, so both you and your administrators know exactly who opened the link. You can verify any recipient, or limit access to the email addresses and domains on the link's Access List. Email verification is available on Business plans and above at no additional cost. ## When to use email verification Public shared links are a frictionless way to share content, but once a link is sent, it can be forwarded, leaked, or discovered. Password protection helps, but a password can easily be forwarded along with the link. Email verification closes that gap by tying access to an individual, verified email address. Use email verification when you want assurance about who is accessing content shared through a public link. Use it instead of a password when you need a verifiable record of each recipient. The following table compares the two options: | | Password protection | Email verification (OTP) | | - | - | - | | **Identity verification** | No. Anyone with the password can access the content. | Yes. Access is tied to a verified email address. | | **Audit trail** | Confirms only that someone entered the correct password. | Confirms exactly which email address accessed the link. | | **Sharing risk** | The password can be forwarded along with the link. | The verified email address is individual and can't be transferred. | | **Recipient effort** | Recipients must obtain and enter the password. | Signed-in Box users: none. Anonymous recipients: enter an email address and a code. | > [!NOTE] > > Email verification and password protection are mutually exclusive. A shared link can use one or the other, but not both. When you turn on **One-Time Passcode protection**, **Password protection** turns off automatically, and the other way around. ## Verification modes When you require email verification, choose one of two modes: * **Anyone with an email**: Any recipient can access the link after verifying their email address. Use this mode when you're sharing broadly but still want a record of who accessed the content, without listing recipients in advance. * **Only people added to the link's Access List**: Only recipients whose email address matches the link's Access List can access the link. Use this mode when access should be limited to specific people or organizations. You can add individual email addresses, such as `user@example.com`, and whole domains, such as `example.com`. In both modes, people who are already signed in to Box are recognized automatically and are never shown a passcode challenge. This includes collaborators on the file and people using the Box mobile apps or Box Drive. See [What recipients experience](#what-recipients-experience). ## Before you begin * Your account must be on a Business plan or above. * The shared link's access must be set to **People with the link**. Email verification isn't available on **People in your company** or **Invited people only** links, because those recipients already sign in to Box. * Only owners, co-owners, and editors of the item can add, change, or remove email verification. * Email verification doesn't work on shared links to Box Notes. ## Requiring email verification on a shared link 1. In your Box files view, hover over the file or folder and select **Share**. 2. At the bottom of the **Share** window, confirm the link access is set to **People with the link**. If it's set to anything else, email verification is unavailable. 3. Select **Link Settings**. The **Shared Link Settings** window opens. 4. Turn on **One-Time Passcode protection**. If the link has a password, **Password protection** turns off. 5. Under **After verification, allow access to**, choose a verification mode: * Select **Anyone with an email** to let any recipient access the link after verifying their email address. * Select **Only people added to the link's Access List**, then select **Configure** and add the email addresses or domains that can access the link. You can add up to 1,000 entries. 6. Select **Save**. After you save, the **Shared Link Settings** window shows that one-time passcode protection is on, which mode is selected, and, for the Access List mode, the approved email addresses and domains. You can edit the Access List at any time. > [!NOTE] > > You can add email verification to an existing shared link at any time. The requirement takes effect immediately. Every access attempt after you save must be verified, including attempts from people who already had the link. ### Editing or removing email verification Any owner, co-owner, or editor of the item can change the verification mode, update the Access List, or remove the requirement. To do so, reopen **Link Settings**, make your changes, and select **Save**. Changes take effect immediately for any later access attempts. > [!WARNING] > > When you turn off **One-Time Passcode protection**, or turn on **Password protection**, Box removes the link's Access List. If you turn email verification on again later, add the entries again. ## What recipients experience The experience depends on whether the recipient is signed in to Box: * **Anonymous recipients (not signed in to Box)**: Recipients enter their email address, receive a 6-digit code from `noreply@box.com`, and enter that code to access the content. In the Access List mode, they can access the content only if their verified email address matches the Access List. For the full recipient walkthrough and troubleshooting, see [Accessing a shared link that requires email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link). * **Signed-in Box users and collaborators**: Recipients are never shown a passcode. Box checks their identity automatically. In the **Anyone with an email** mode, they can access the content immediately. In the Access List mode, they can access the content if their email address is on the Access List, and are denied access if it isn't. After a recipient verifies an email address, the verification is valid for one hour and applies to any link that the address is authorized for during that time. Recipients aren't challenged again while moving between your shared links. > [!NOTE] > > On folder links that require email verification, recipients can't download several items together or download the whole folder. Box displays a success message, but doesn't create or download the ZIP file. Recipients can download each file individually. ## Platform support The following table shows where you can configure and use email verification: | Action | Web app | Box mobile apps | Box Drive | | - | - | - | - | | Create or change email verification settings | Yes, in **Link Settings** | No | No | | Access a link that requires email verification | Yes, with a passcode challenge for anonymous recipients | Yes, automatically for signed-in users | Yes, automatically for signed-in users | Because people using the Box mobile apps and Box Drive are always signed in, they're never shown a passcode challenge. Box grants or denies access automatically based on their identity. ## Related articles * [Accessing a shared link that requires email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link) * [Configuring Individual Shared Link Settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) * [Securing Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/securing-shared-links) * [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) # Securing Shared Links Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/securing-shared-links Box makes it simple to create and collaborate on content. [Box Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) enable you to share hyperlinks to content stored in Box with people both inside and outside your company. Sending someone a shared link to a file or folder is an easy way to collaborate. You can also make things easier to remember by customizing the URL of shared links. These shared links are called Custom Shared Links. To ensure the right people have access to shared content, you can configure access controls on a [Box Shared Link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) as follows: * **People with the link (public/open)** - Anyone with the link can access the item and no Box account is required. * **People in your company** - People within your same Box enterprise, and people who have a Box account with the same email domain, can access content. * **Invited people only** - Only people who have been invited to the item (folder or file) can access the content. > [!NOTE] > > In most cases, “people in your company” is self-explanatory -- everyone with your company’s email domain can access this shared link. However, certain very large enterprises can consist of two or more subsidiaries or affiliates, each of which has its own Box Enterprise ID (EID). In this case, you can define whether “people in your company” refers to people who all share an email domain (such as [person@acme.com](mailto:person@acme.com)), or whether it refers only to people whose business shares the same Box EID as the person sending the link. > > For more information, see: > > * [Shared Links Settings for Your Enterprise](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) > * [Distinguishing Between Email Domains and Box EIDs for Shared Links](/en/box-admin-tools/managing-content/enterprise-settings/distinguishing-between-email-domains-and-box-eids-for-shared-links) To ensure the people who have access to the shared content can perform only the actions you allow, you can also define action controls. See [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) for details. You can also enable [security controls](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) such as password-protection, [email verification (one-time passcode)](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links), and auto-expiration policies on shared links. In addition to user-level security controls, company Box administrators can apply [enterprise-wide security controls](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) on shared links. Coupled with appropriate security controls based on the sensitivity of the content, shared links provide a frictionless and secure way to collaborate. Creating public custom shared links for any content can mean that anyone who correctly guesses the URL can gain access to that content. To reduce exposure risk to sensitive content, we recommend that: * Administrators configure shared link default access to 'People in your company' to reduce accidental creation of public (open) links by users. * Administrators regularly [run a shared link report](/en/box-admin-tools/reporting-and-insights/running-reports) to find and manage public custom shared links. * Individuals do not create public (open) custom shared links to content that is not intended for public consumption. If you are an admin and would like to report on the security of Custom URLs, follow the steps detailed in [Reporting on Custom URLs](/en/box-admin-tools/reporting-and-insights/reporting-on-custom-urls). > [!NOTE] > > When you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). # Getting Started: Box User Basics Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/box-user-basics Welcome to Box! Want to get up and running fast? Follow the 5 steps below to learn how to log in to Box, create a workspace, and share content with your colleagues. [Step 1: Logging into Box](#step-1-logging-into-box) [Step 2: Navigating the Files page](#step-2-navigating-the-files-page) [Step 3: Creating a new workspace](#step-3-creating-a-new-workspace) [Step 4: Sharing content with others](#step-4-sharing-content-with-others) [Step 5: Staying organized](#step-5-staying-organized) ## Step 1: Logging into Box First things first. Here’s how to log in: 1\. Go to **app.box.com/login** 2\. Enter your email/username 3\. Enter your password. Forgot your password? No worries: Just click the Reset Password link. 4\. Click **Log In** If your administrator has enabled or required SSO for your organization, you can use your company credentials to log in to Box. ## Step 2: Navigating the Files page After logging in, you’ll land on the Box **Files** page. The **Files** page will contain all of the folders and files you have access to. #### Understanding folder icons Folder icons differ based on folder owner and collaboration status. **Yellow folders with no icon** are personal folders, owned by you. **Blue folders with a person icon** are collaborated folders, owned by someone within your enterprise. **Gray folders with a globe icon** are external collaborated folders, owned by someone outside of your enterprise. #### Searching for files or folders If you’re looking for a certain file – or even a certain word or phrase within a file – jump right to it with the **Search** tool. Just pop your query into the search bar at the top of your page. Box will search the titles of your files and folders as well as the body of your documents. Receive too many results? Simply apply some filters. You can sort by folder, file type, date, content type, and owner. You can search for files and folders using Box AI: 1. Open the **Recent Searches** dropdown menu. 2. Select **Search with Box AI**. All previous AI search sessions are listed in the **Recent Searches** dropdown menu. To reopen a previous session and resume your work, select **Session History**. > [!NOTE] > > Box AI is available to all customers on Enterprise Plus and Enterprise Advanced plans. [Video player](https://players.brightcove.net/6291496955001/experience_6508a8da6b9b46d53154f4a0/index.html) ## Step 3: Creating a new workspace Let’s learn how to create a new folder on Box, upload content, and share that content with your colleagues. #### Creating a new folder 1\. Click the **New** button in the upper-right corner of the page. 2\. Choose what you would like to create. You can create a new Folder, Bookmark (to any URL), Box Note, Microsoft Office file, or Google document. The options shown here may differ based on the settings you or your account admin have enabled. 3\. A pop-up window will appear prompting you to enter the name of your new file or folder. If you are creating a new folder, you'll also be prompted to invite 'collaborators' to the folder. If you do not invite any collaborators, the folder will remain private. 4\. Click 'Create' to complete the process. #### Uploading a file While browsing all files and folders in Box, uploading a new file or folder is straightforward: 1\. In the **Files** section, click **New +** button in the upper-right corner. 2\. Select **File Upload** or **Folder Upload**, depending on what you'd like to upload. 3\. Select the file(s) or folder you'd like to upload. You can select multiple files for upload by holding the Command or Control key (Mac or Windows, respectively) while selecting files. However, you can only select one folder at a time for upload. 4\. Click Open or Upload. ## Step 4: Sharing content with others With Box, you have two primary ways to share content with colleagues and other associates: by **inviting existing Box users to folders**, or by **sending shared links**. #### Adding collaborators to a file or folder on Box A collaborator is someone you invite into a file or folder. When you add someone as a collaborator to a file or folder, the item appears in their **Files** page. Permission levels on Box follow a "waterfall" design in which individuals have access only to the folder they are invited into and any subfolders beneath it. You can also be invited to individual files. For more information on folder permissions and permission levels, click [here](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions). To invite someone to collaborate in a file or folder: 1\. Open the **Share** window. To do this, in your Box files view, hover over the row of the file or folder you wish to share. On the right, click **Share**. The Share window opens. 2\. In the **Share** window, under **Invite People**, click **Add names or email addresses**. Type a collaborator's name or email address. As you type, Box anticipates your intended recipient and lists corresponding email addresses. You can select the recipient you want, or continue typing the full email address. When typing full email addresses, separate recipients by a horizontal space. 3\. Click the **Invite as** drop-down menu. Box displays a list of roles. Click the role you wish to assign to the collaborator. 4\. (Optional) In the **Message** field, type a message of up to 750 characters for the collaborator. 5\. Click **Send**. [Video player](https://players.brightcove.net/6291496955001/experience_6508a94aae9532582d6c4cf9/index.html) #### Sending a shared link to content on Box Shared links enable you to quickly copy and share hyperlinks to content stored in Box with your coworkers and friends – both inside and outside the company. Sending someone a shared link to a file or folder is a way to work together with that person around shared content. Customizable permission levels, expiration dates, and optional password-protection make Box shared links a secure, simple way to share important content. Creating a link to share: 1\. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2\. On the right, click (Create and) **Copy Shared Link**. The **Shared Link** window opens. 3\. When you create a shared link, you have these access permissions from which to choose: **People with the link**: Anyone with the link can access the item and no Box account is required. For extra security, you can also set a password or expiration for the link, as well as restrict download and/or preview access for link viewers. **People in your company**: Only people who: 1) are managed on a Box account (Starter and above); (2) have an email address that matches a domain registered with Box for the account that created the link, can access the link. For example, if acme.com is a registered domain on your account, all managed account members with an email address ending in acme.com can access this type of link. People who do not match a domain listed on your account cannot access the link, even if they are managed members on your account. **Invited people only**: Only people invited to the folder or file can access the content. Collaborators already have access to their content, but can easily direct one another to a specific file or folder using the shared link. 4\. When you create a shared link, you can select the actions that the shared link recipients can take. The actions you can choose depend on what your administrator allows, but can include any of: **Can edit**: The people with access to the link can: Edit, annotate, and comment on the file, or the files in the shared folder, or the Box Note View and download the file, the files in the folder, or the Box Note Copy the file or folder to a destination in their Box account **Can view and download**: The people with access to the link: Can view and download the file, the files in the folder, or the Box Note Can copy the file or folder to a destination in their Box account Cannot edit within Box **Can view only**: The people with access to the link can only view the file, the files in the folder, or the Box note, within Box. 5\. After choosing your shared link settings, you can copy and paste the link into the app of your choice -- email, messaging, and so on -- to share your content. [Video player](https://players.brightcove.net/6291496955001/experience_6508aa25ae953207616c4d27/index.html) ## Step 5: Staying organized #### Collections and Favorites Box Collections help you navigate to your most-used files and folders quickly. Box Collections enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share. And although the content may be shared, your collections are not shared and are visible only to you. Box lists all your collections, along with your favorites, in the left sidebar, below **My Collections**. You can also create new collections. In the left sidebar, beside My Collections click **+**. #### Recents Recents help you go right back to where you left off. On this page, you’ll see what files and folders have been recently updated in your Box account. To view recent updates click **Recents** in the left side bar. [Video player](https://players.brightcove.net/6291496955001/experience_6508aa6fae953211d66c4d3e/index.html) ## Ready to keep learning? # Grow your skills with more quick videos View more courses [here](https://training.box.com/trainings). # Collaborate on Files Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/collaborate-on-files Now that you’ve uploaded files and folders to your account, it’s time to take advantage of one of Box’s core benefits: working seamlessly with others. With Box, you have two primary ways to share content with colleagues and other associates: * by inviting existing Box users to folders, or * by sending shared links. ![securityindicators-sharedlinkadvisory-296-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharedlinkadvisory-296.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=c85a45b2f40a1a61a4fc359e4d7ca61a) See [our Working Together resource page](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) to learn more about sharing content. ## What’s a collaborator? A collaborator is a Box user who has been given access to view or modify a particular folder on an ongoing basis. If you’re a collaborator, the folder appears when you log in to your Box account. To invite collaborators to a folder, hover on it, and then click the **Share** button to the right side of the folder. Then you can [invite collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) to work in the folder, or [create shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) for collaborators to access the content. > [!NOTE] > > * You can see a list of all users and groups who have access to a folder in the right-hand sidebar, in the **Sharing** tab. This includes deactivated users. > * The email addresses you use to invite collaborators must be the same email addresses your collaborators used to register for their Box accounts. Please verify this before you proceed. If a user does not yet have a Box account, they receive an email invitation to sign up for a free account. Once they sign up, they have immediate access to the collaborative folder. > * If you use your mobile device to share a file, and Box does not display a list of people in your enterprise, be sure to use your device to allow contacts. After you've updated your device's list of contacts, Box displays the list when you share files from your device. When the collaborators log into their Box accounts, they're able to accept or reject your invitation to collaborate on that folder. When collaborators are invited to a folder, the folder icon changes from manila yellow to blue. All collaborative folders automatically appear at the top of your files list within your account. ## When should I invite someone in as a collaborator versus send them a shared link? **Collaborator**: [Invite someone into a folder](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) as a collaborator if you're working together on an ongoing basis, and they need persistent access to the content you're sharing. **Shared link**: [Send someone a shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) to a folder **or** file if you merely need to provide quick, read-only access (much in the way you'd send an email attachment). Your recipient can continue to reference that link for the most up-to-date version of the content. > [!NOTE] > > **Note**\\ > > Box makes it easy to collaborate on and share files and documents with anyone, inside or outside your organization. However, when you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). > Security indicators > If you invite someone outside of your organization to collaborate, Box adds a small image of a globe to external invitee's avatar image or initials.  At the bottom of the **Share** window, Box also displays a text reminder that you are sharing this folder's contents externally. > [More on Box's security indicators.](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents) ## File locking and version control You’ve seen how Box makes it easy to share your content with anyone, but you may be wondering what happens when two or more of those folks try to edit a file at the same time. Don’t fret: We’ve developed a tool called file locking to prevent this from happening, and another tool, called version control, to correct it if it does. ### Lock a file to edit When you need to make changes to a file, and want to prevent other users from getting to it while you work: 1. Hover on the file, and click the ellipsis (...) to the right of the file name. 2. Click **Lock**. 3. Box displays a pop-up window in which you can check boxes to prevent other users from downloading the file while it is locked, and/or set an expiration time for the lock. To lock the file, click **Lock**. 4. All done? Save the file in the program you used to edit it – and be sure to use the same file name. 5. To get the updated file back in Box, hover on the locked file and click the ellipsis (...) to the right of the file name, then click **Unlock**. 6. To upload your new version, hover on the file, and click the ellipsis (...) to the right of the file name and select **Upload New Version**. Box displays a pop-up window, allowing you to select the edited version. Grab the file from your computer, then click **Open**. ### Version control Once you’ve completed the upload, you’ll see a version icon next to the file name. The version icon is not, however, displayed for Box Note files and Markdown files. This icon shows you how many previous versions of the file are saved. If you click the icon, you’ll see the older versions, can download them, or make an older version the most current one. When you delete an older version of this file, the deleted version is retained as determined by the trash policy for your account. You cannot restore a deleted version after the trash policy's expiration date. # Download Box Drive and Edit Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/download-box-drive-and-edit In this article you will learn how to: * Access all your folders from your local Box Drive folder * Edit content directly from Box.com through Box Tools Box Drive is a productivity tool that streams all your content from Box, right to your desktop, taking up very little hard drive space. Open your Windows Explorer or Mac Finder to find every file you need and see all your changes saved up to Box from your desktop. If you want to have specific folders available for offline use, Box Drive will allow you to [mark folders for offline access](/en/box-drive/deploying-and-managing-box-drive/enabling-the-mark-for-offline-feature-for-your-enterprise) specific to each device you use. ## Download Box Drive and Edit You can download both Box Drive and Box Edit [here](https://www.box.com/box-for-devices/). ## View all Box files within Mac Finder or Windows Explorer With Box Drive, all your Box files are available and streamed to your Box Drive folder without occupying any hard drive space. * Right click on any file to reveal additional Box functionality to copy or email shared links and to view the item on Box.com. In addition, files can be locked/unlocked and Box Notes can be created on folders. * You can Mark Folders for Offline on Box Drive! Selectively sync down folders from your Box account to your local machine to continue working offline. [Check out the article here for more information!](/en/box-drive/getting-started-with-box-drive/making-content-available-offline) ## Using Box Drive With all your files available to view on your local computer, you can seamlessly edit Box files directly from your Box Drive folder. When you make a change to a file that’s located in your Box Drive folder, that change will also be reflected in Box. [To learn how to navigate Box Drive check out this article here!](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) ## Using Box Edit After installing Box Edit, you'll be able to open documents in your Box folders from the web directly on a desktop application. Select the **Open** button in the top right corner, which will open the native application (for example: Microsoft Office) associated with that application directly on your desktop. Read our guide on [using Box Edit with your files](/en/box-tools/using-box-tools/opening-and-editing-files-with-box-tools) for more. # Replace Email Attachments with Shared Links Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/replace-email-attachments-with-shared-links In this article, you will learn: * How (and when) to share a link that points directly to a Box file or folder * How to add security options to your shared links For those occasions when you need to offer only quick, view-only access to your Box files or folders, a Box shared link is an easy – and secure – alternative to an email attachment. **Shared link**: A unique URL that allows the recipient to access either a specific file or folder. Shared links differ from collaborators in that they can be accessed by those who do not have Box accounts. ## What are my options when I create a shared link, and what do they mean? * **People with the link**: Anyone with the link can access the content it points to – no Box account is required. For extra security, you can also set a password or expiration for the link, as well as restrict download access for link viewers. * **People in your company**: Users with a Box account and a validated email address matching your domain will be able to access content via the shared link. You can set an expiration date and restrict download and/or preview access for link viewers. - When accessing the link, users will be asked to log in to Box to verify their identity. - Collaborators in the folder can also access content if this option is selected (including any external business partners with the link). > [!NOTE] > > In most cases, “people in your company” is self-explanatory -- everyone with your company’s email domain can access this shared link. However, certain very large enterprises can consist of two or more subsidiaries or affiliates, each of which has its own Box Enterprise ID (EID). In this case, you can define whether “people in your company” refers to people who all share an email domain (such as [person@acme.com](mailto:person@acme.com)), or whether it refers only to people whose business shares the same Box EID as the person sending the link. > > [To define your company by email domain or by EID](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) > > [More on EIDs and email domains](/en/box-admin-tools/managing-content/enterprise-settings/distinguishing-between-email-domains-and-box-eids-for-shared-links) * **People in this folder**: Only users who have been invited to the folder can access the content in the folder. > [!NOTE] > > Collaborators already have access to their content, but can easily direct one another to a specific file or folder using the shared link. * **Remove**: This option removes and deletes the shared link assigned to that file or folder so it can no longer be accessed, even if someone has the old link. # Replace Email Chains with Comments and Tasks Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/replace-email-chains-with-comments-and-tasks In this article, you will learn how to: * Exchange ideas and feedback with your team through **comments** * Set deadlines and maximize productivity through **tasks** Comments and tasks are a great way to stay on the same page as your teammates, and to keep others accountable for their work. ## Comments Comments provide a powerful way to drive discussion around content in your Box account. Use comments to request feedback from others, make notes to yourself, notify others of updates to a file, and a variety of other social interactions. You can view comments in the Preview page of a file within the sidebar to the right, or post your own in the "Write a comment" box at the bottom. Collaborators in that folder can reply directly to a comment or add their own comments. ### Communicating with a colleague: * Start your message with the **@** symbol and begin typing the name of an individual whom you want to message.  Their name displays in blue. * Click the name of the collaborator you want.  Then finish typing your comment. The recipient receives an email, and your message populates their Box account. This message also remains with the file or folder on which you’ve commented.  This gives context for others coming to work with this information. > [!NOTE] > > When @-mentioning, the person to whom you are directing the message must already be a collaborator in the folder. ## Tasks Here’s another way you can use Box to tame the email beast and get your inbox under control: assigning tasks. Example: Instead of shooting your coworker an email asking for quick feedback on a file, consider creating a task for them to keep the whole process right in one centralized location. This feature enables you to assign a task to yourself, and/or your collaborators. **To create a task:** 1. In the right-hand **Activity** sidebar of the preview window, click **Add Task** and select the type of task you wish to assign. 2. In **Select Assignees**, enter the name of the collaborators who you would like to have complete the task. 3. To specify that the entire task is completed when any **one** assignee completes it, check **Only one assignee is required to complete this task**. Otherwise, Box marks the status "Completed" or "Approved" when **all** assignees have completed the task. 4. In **Message**, add a brief description of your task to help the collaborators understand your task. 5. In **Due Date**, optionally add the date when the task should be completed. 6. Click **Create** to assign the task. > [!NOTE] > > You can only assign tasks to existing collaborators in the folder. If you would like to assign a task to a person who is not already a collaborator, you will first need to invite them to join the folder, then assign the task. When you assign a task to a collaborator, that person automatically receives an email reminder 24 hours before the due date you assigned. Only the creator of the task can edit or delete a task.  But they can do this only **before** the task has been acted upon.  When the assignee has completed, approved, or rejected a task -- or, in the case of multiple assignees, when everyone has completed the task -- the task cannot be edited or deleted. **To edit or delete a task:** 1. In the **All Files** window, click the appropriate file name. 2. In the preview window, locate the task and, to the right of the task name, click the ellipsis (**...**). 3. To edit the task, click **Modify task**. To delete the task, click **Delete task**. If you have been assigned a task you will receive an email notification containing a link to go directly to the task. Additionally, in the title bar at the top of your Box account window, you can click the clipboard icon to see any open tasks assigned to you. To complete the task, select the **Mark as Complete**, **Approve**, or **Reject** option, depending on the type of the task. # The Basics of Box Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/the-basics-of-box Welcome to Box – the intelligent content management platform. Box is a single, secure place to store, share, and work with files while applying AI, automation, and governance so information stays useful—not scattered across tools and inboxes. You can use Box to unlock value from that content in an AI-first world without trading off security. Before you dive into the broad capabilities that drive intelligent content management, learn about the basics and discover what you can achieve with Box. ## What is Box? At its core, Box helps you manage unstructured content in the cloud—folders, permissions, search, and versions—so the right people can access the right files from anywhere. Intelligent Content Management goes further by combining content and AI: you can get strategic insights from documents, speed up routine work with automation and agents where your organization enables them, and apply retention, classification, and security controls at scale. Box is designed to be LLM-agnostic and enterprise-ready, so innovation on top of your content can happen within the same guardrails your admins set. ## When does Box help? The next time you run into situations like these, Box is built to be your starting point: * You need **one authoritative copy** of a file or project folder—not a thread of conflicting attachments. * You are not sure **whether a doc is still current**, who owns it, or **who has access**. * You want to **collaborate** with teammates or external partners with clear roles (view, edit, co-edit) and an audit-friendly trail. * You are looking for **something you know exists**—by title, metadata, or text inside the file—without opening ten different apps. * Your organization requires **retention, legal hold, e-signatures, or compliance** workflows tied to real content. Box brings those outcomes together in one platform instead of stitching together separate file shares, chat attachments, and point tools. ## What you can achieve Depending on your role and what your admin has turned on, you can use Box to: * **Work from anywhere**—browser, mobile, and (where available) desktop sync through [Box Drive](/en/box-drive/getting-started-with-box-drive/about-box-drive), with familiar navigation, search, recents, and collections. * **Share and co-create securely**—invite collaborators, use shared links appropriately, and use apps like [Box Notes](/en/box-notes/creating-and-editing-box-notes/introducing-box-notes) or [Box Canvas](/en/box-canvas/box-canvas-for-admins/introducing-box-canvas) for real-time teamwork. * **Move faster with AI**—ask questions, summarize, and extract structure from content with [Box AI](/en/box-ai/getting-started/what-is-box-ai) where enabled, including across curated libraries in [Box Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs). * **Run content-centric processes**—route reviews, collect signatures with [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign), automate handoffs with [Box Relay](/en/box-relay/about-relay/introducing-box-relay), and connect to other systems using integrations and [Box for Developers](/en/box-platform/box-platform-overview-and-resources). ## Common use cases Depending on your needs, follow the matching guide to learn more. | Use case | Product guide | | - | - | | Learn everyday Box: organize folders, share safely, and collaborate on files. | [Box Fundamentals](/en/box-fundamentals/for-users/getting-started/the-basics-of-box) | | Configure your organization: users, access, security settings, and admin visibility. | [Box Admin Tools](/en/box-admin-tools/index) | | Ask questions, summarize, and draft from your enterprise content with secure AI. | [Box AI](/en/box-ai/getting-started/what-is-box-ai) | | Build intelligent apps with dashboards, metadata views, and integrated workflows. | [Box Apps](/en/box-apps/box-apps-for-box-admins/about-box-apps) | | Preserve content long term for compliance and defensible retention. | [Box Archive](/en/box-archive/getting-started/introducing-box-archive) | | Brainstorm and align visually with secure digital whiteboarding. | [Box Canvas](/en/box-canvas/box-canvas-for-admins/introducing-box-canvas) | | Meet regulatory and industry requirements for data and content. | [Box Compliance](/en/box-compliance/keysafe/about-keysafe) | | Generate documents from templates in Box, Relay, Salesforce, and custom apps. | [Box Doc Gen](/en/box-doc-gen/about-box-doc-gen/introducing-box-doc-gen) | | Work with Box files from your desktop using Explorer or Finder. | [Box Drive](/en/box-drive/getting-started-with-box-drive/about-box-drive) | | Pull structured data and metadata from unstructured files with AI and OCR. | [Box Extract](/en/box-extract/about-box-extract) | | Collect information through secure web and mobile forms and kick off follow-on work. | [Box Forms](/en/box-forms/about-box-forms) | | Manage retention, legal hold, disposition, and the content lifecycle. | [Box Governance](/en/box-governance/retention/disposition-insights) | | Curate and publish content in intelligent portals for the right audiences. | [Box Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs) | | Capture, view, and share content from phones and tablets. | [Box Mobile](/en/box-mobile/index) | | Co-edit plans and notes in real time from any device. | [Box Notes](/en/box-notes/creating-and-editing-box-notes/introducing-box-notes) | | Extend Box with APIs and developer tools while keeping security and compliance. | [Box for Developers](/en/box-platform/box-platform-overview-and-resources) | | Automate content-centric processes with a no-code workflow builder. | [Box Relay](/en/box-relay/about-relay/introducing-box-relay) | | Classify content, apply advanced controls, and detect threats to sensitive data. | [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield) | | Plan and run large-scale migrations into Box from other systems. | [Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) | | Request and complete e-signatures where your content already lives. | [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign) | | Use legacy desktop sync with Box (with guidance to move to Box Drive when appropriate). | [Box Sync](/en/box-sync/using-box-sync/about-box-sync) | | Open and edit Box files in installed desktop applications. | [Box Tools](/en/box-tools/using-box-tools/installing-box-tools) | ## Next Steps Now that you know the basics, get started by following our [guide through the first steps](/en/box-fundamentals/for-users/getting-started/box-user-basics). # Upload Your Content to Box Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/upload-your-content-to-box For all new users, we're thrilled you're here! One of the most important things you’ll do is – yes, you guessed it – put all your files on Box for others to see and share. You've got quite a few options in transferring content all tracked here in the following options below: * [Upload through the WebApp](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-with-the-file-browser) * [Upload to Box Through Email](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-through-email) * [Using Box with FTP or FTPS](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-ftps) * [Upload to Box through iOS drag-and-drop](/en/box-mobile/box-for-ios/using-ios-drag-and-drop) If you're looking to migrate large amounts of data – 100 GBs or more – consider using [Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) content migration tooling and services. > [!NOTE] > > Box will process data that is derived from the files you upload to Box (for example, EXIF, XMP, IPTC metadata) to deliver a better experience. For more information and overview on how to upload your content to Box, check out [Uploads and Downloads Resource Center page here!](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/drag-and-drop-files-into-box) # What Box Email Notifications Cannot Be Disabled? Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/what-box-email-notifications-cannot-be-disabled Box provides everyone with controls to manage what types of [email notifications](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#email-notifications) they receive about their content. You can specify email preferences from the full account level down to the individual file settings. However, there are some email notifications that cannot be turned off. They are listed below: * Collaboration invitations * Collaboration invitation acceptances * Collaboration expiration notifications * Shared Link expiration * Password reset emails * Task assignment and reminder notifications * Comments @mentions * Box Notes comments and annotations * You can disable emails generated by Box Notes comments and annotations, but only by clearing both "**In Items I Own**" and "**In Items I've Joined**" in the users' email notifications setting for comments. Find [more information on folder settings here](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings#email-and-notifications-settings). * Invitations to join a Box enterprise * Email Upload Success/Failure notifications * When using the Email Upload functionality, Box will send the uploading user an email to confirm whether their upload completed successfully or failed. * Service Emails * These email notifications are generally sent to Box administrators and contain information about upcoming product changes, end-of-life notices for Box services, and other important items we need to share with your organization. # Adding Descriptions to Folders and Files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/adding-descriptions-to-folders-and-files A **Description** can be added to Folders or Files on the Box Web Application, as long as **you have Editor access** in the folder. 255 characters is the maximum character limit for the Description field. ## **Folder:** 1. Click the folder (do not open the folder). 2. In the right pane under Details, you will see the Description where you can enter or modify a description. ![fo-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fo.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=72b996e0d0f395f7456229da9ef60daf) ## **File:** 1. Click the file (do not Preview the file). 2. In the right pane under Details, you will see the Description where you can enter or modify a description. ![Box folder view with Details pane showing Enter a description field.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/file-preview-description-sidebar.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=d222b348c03a93fd4338cd3d361e1eaa) # Box Folder Settings Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings The folder settings page enables you to control the actions possible within a specific folder, and modify the default settings to better suit your needs. Sub-folders inherit these folder settings, and the settings cannot be 'undone' at a sub-folder level. Some settings can be modified only by folder owners and co-owners. **To modify folder settings:** 1. Hover over a folder and click **More Options** (![More Options button](/images/shared/button-3-dots2.png)). (Or right-click on a folder.) 2. Click **Settings**. ## Collaboration Section The settings in this section are configurable by folder Owners and Co-Owners.
SettingDescription
**Invitation Restrictions**\ Invitation restrictions settings also apply to all files in the folder.
Only folder owners and co-owners can send collaborator invitesDetermines who can send collaborator invites to the folder. If enabled, users with the access level of editor or below are not able to invite collaborators into this folder.
Restrict collaboration to **Within \[your organization]**Determines who can be collaborated into the folder.  If enabled, only users within your organization are able to join this folder as collaborators.  **Within \[your organization]** is determined by email domain; thus, users from external tenants using your organization's domain can be invited.
Allow anyone who can access this folder from a shared link to join as a collaboratorDetermines whether users who follow a shared link to this folder are prompted to join as collaborators. If enabled, also select the access level for these users:
  • Editor (default)
  • Viewer
\[!NOTE] Any permissions and restrictions placed on the shared link still apply​.
**Commenting**\ Commenting settings are available only to Enterprise-level accounts.
Disable commenting for this folderDetermines whether people can leave comments and annotations on content in this folder. If enabled:
  • Existing comments and annotations on content in this folder are hidden.
  • New comments and annotations cannot be added.
\[!NOTE] Comment creators can modify or delete existing hidden comments. Any such modification or deletion remains hidden while this setting is enabled. When this setting is disabled, modified comments display.
**Shared Link Access**
Only collaborators can access this folder via shared linksDetermines whether people who access the folder via a shared link must also be collaborators in the folder.
## Privacy Section
SettingDescription
**Privacy**
Hide collaborators and their activity from non-ownersDetermines who can view collaborators and their activity in the folder. If enabled, only the folder owner and co-owners are able to view collaborators and their activity in the folder.\ This setting also removes the ability for non-owners and non-co-owners to invite collaborators.
## Watermarking Section The settings in this section are configurable by folder Editors.
SettingDescription
**Watermark Folder**
Enable watermarking for this folderDetermines whether content in this folder can be watermarked.\ [Watermarking](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files) places a semi-transparent overlay of the current viewer's username and time of access across a document. Box Notes, video, audio, Flash, and 3D files are currently not supported.
## Uploading Section The settings in this section are configurable by Owners, Co-Owners and Editors.
SettingDescription
**Email Uploads**
Allow uploads to this folder via emailDetermines whether people can opt to upload content to this folder via email. If selected:
  • Enter a valid email address.
  • Decide whether you want to allow email uploads only from collaborators on the folder.
To upload to the folder via email, attach a file to an email, and send it to the email address generated.
Overwrite files with the same name when uploading by email or widgetDetermines whether files with the same name are overwritten when they are uploaded via email or widget.\ Configurable only by owners and co-owners.
**Email Uploads** ![folder settings - 6](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/folder-settings-6.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=1a078d8370dcfc8ad89301b858d4d272) ## Automated Actions Section
SettingDescription
**Delete or Unshare**
Auto-delete this folder on a selected dateDetermines whether  this folder is automatically deleted on the selected date. If enabled, also select a deletion date.\ **Note**\ When a folder is auto-deleted, no notifications are sent to the owner or collaborators on the folder.\ Only Owners can enable this setting for the root folder. Owners, Co-owners, and Editors can enable this setting for sub-folders.
Unshare this folder on a selected dateDetermines whether this folder is automatically unshared on the selected date. If enabled, also select an unshare date.When a folder is auto-unshared:
  • Collaborators remain in the folder. However, the shared link expires.
  • This applies **only** to the particular folder to which the setting is applied. The setting does **not** affect shared links to files or sub-folders in the folder. 
Only Owners, Co-Owners, and Editors can enable this setting.
## Email and Notifications Settings | Setting | Description | | - | - | | Notifications | Determines who receives notifications as the result of events in this folder. Select from: • **Use my default notification settings** - To receive notifications according to your notification preferences in your [Account Settings](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings). • **Override default settings for this folder and all subfolders** - To set custom notification preferences for the folder. If enabled, also select:   • **Disable all email notifications for all collaborators** - To disable all email notifications for this folder and all subfolders, and also disable the ability to select notification events. Only Owners and Co-Owners can select this option.   • Which events in the folder and sub-folders will generate notifications (available only when **Disable all email notifications for all collaborators** is disabled*)*, from:     • Previews     • Downloads     • Uploads     • Deletes (selected by default)     • Adds a comment (selected by default) | You can adjust email notifications at enterprise-wide, account-wide, and folder-specific levels. * [Enterprise-wide email notifications](/en/box-admin-tools/how-to-guides-for-admins/manage-notifications-for-enterprise-users): When email notifications are applied in the Admin Console, this becomes the default for all newly created end users until the end user adjusts their settings. * [Individual account-wide email notifications](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#email-notifications): When email notifications are applied in **Account Settings**, this becomes the default notification setting for all newly-created folders in the account OR for folders that are set to **Use my default notification settings**. * End users in a Box instance can have different account wide settings by manually adjusting their email notification settings. * [Folder-specific level email notifications](#email-and-notifications-settings): When email notifications are applied in **Folder Settings**, this becomes the default email notification for all files in the folder and subfolders. * Different users collaborating in a folder can set their own specific folder-level email notifications (if allowed by the folder owner). ## Known Issues * In some cases, [notifications are not sent or multiple notifications are sent](https://support.box.com/hc/en-us/articles/4417769636371-Notifications-not-sent-or-multiple-notifications-sent). * Due to the [notifications are not sent or multiple notifications are sent](https://support.box.com/hc/en-us/articles/4417769636371-Notifications-not-sent-or-multiple-notifications-sent) issue, users may receive notifications about their own actions. For example, they may be notified about any changes they introduced to folders. # Create New Files And Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/create-new-files-and-folders In your Box account, you can organize your files in folders just as you would on your computer. To **create** a new file or folder: * Click the **New** button in the upper-right corner of the page. ![Add file or folder drop-down](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/add-folder-drop-down.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=46422410ab0f58fad11dce34ddce5f1f) * Choose what you would like to create. You can create a new **Folder**, **Bookmark** (to any URL), **Box Note**, **Microsoft Office file**, or **Google document**. The options shown here may differ based on the settings you or your account admin have enabled. * A pop-up window will appear prompting you to enter the name of your new file or folder. If you are creating a new folder, you'll also be prompted to invite '[collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators)' to the folder. If you do not invite any collaborators, the folder will remain private. * Click 'Create' to complete the process. > [!NOTE] > > Folder paths have a limit of 255 characters so keep folder and file names as concise as possible to avoid running up against this limit. # Delete Files or Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/delete-files-or-folders There are several ways to delete files and folders individually or en masse. ## Deleting a file or folder To **delete** a file or a folder: * Right-click or click the ellipsis (**...**) on a file/folder and then click **Trash**.  Alternatively, you can click next to the file/folder name to select it, then in the upper-right click the trash icon. * Box moves the item to your **Trash** folder and displays a confirmation message.  You can undo the delete action by clicking **Undo** in the confirmation message. ![trash-delete-files-png](https://mintcdn.com/product-docs/MAU_zMhcfTWCNNsg/images/box-fundamentals/trash-delete-files.png?fit=max\&auto=format\&n=MAU_zMhcfTWCNNsg\&q=85\&s=ee3120d1f56b932f4b9ee05035bb08b3) ## Deleting multiple items To delete multiple files and/or folders: 1. Select the items you'd like to delete by **pressing and holding the Shift or Command key** and **clicking** next to each file/folder name.  Press **Shift** to select everything between the first and last item.  Press **Command** to select multiple items individually.  Selected items are highlighted. 2. When you have selected all items, scroll to the top of the file display and in the upper-right click the trash icon. ![trash2highlight-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/trash2highlight.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=f4f5d8c49e08467edf3ae39485663023) ## Automatically deleting a file **To set a date to automatically delete a file:** 1. In your Box account, hover on the file. 2. Click the ellipsis (**...**) and select **More Actions**. 3. Click **Set Expiration**. 4. In the **Set Auto-Expiration** window, check **Auto-delete this item on a selected date**. 5. In the date field, type a date or click the calendar icon and select a date. 6. Click **Save**. ## Automatically deleting or un-sharing a folder **To set a date to automatically delete or un-share a folder:** 1. In your Box account, hover on the folder. 2. Click the ellipsis (**...**) and select **Settings**. 3. Scroll down to **Automated Actions**. 4. Check the option you want. 5. In the date field, type a date or click the calendar icon and select a date. 6. Scroll to the top of the page and click **Save Changes**. > [!NOTE] > > If you delete an item inadvertently, Box does not immediately remove it.  Instead it remains in your trash for 30 days, during which time you can recover it.  (Administrators of Business and Enterprise accounts can shorten or lengthen this 30-day period.) [More information on managing trash](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash) in Box. # About the New UI and Collections Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/introducing-the-new-ui-and-collections ## Welcome to the New UI and Collections! The new web UI is a rich -- yet simplified -- experience enabling you to effortlessly organize, access, and work with your most important content.  With the new web experience, you have the ability to cut through the noise and easily navigate to content with a clear, simple experience that is personalized to the way you prefer to work. We've also added Box Collections.\ Box Collections enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share.  And although the content may be shared, your collections are not shared and are visible only to you. Using Box Collections you can * intuitively organize your Box content into logical groupings of your choice, * name these groupings to provide clear and meaningful context, and * quickly find the content you need right now. Here's a quick video tour to introduce the high-level features you'll see: [https://cloud.app.box.com/embed/s/9ix40wtdtmbjyn421642ctql84rkk15v](https://cloud.app.box.com/embed/s/9ix40wtdtmbjyn421642ctql84rkk15v) # Managing Trash Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash Box stores items you place in Trash for a certain period of time. That default period is 30 days, although Box administrators of business and enterprise accounts can shorten or lengthen it. While items are in your Box Trash, you can recover and restore them to their original locations in your Box account. You can also search your Trash to locate specific items you can recover or delete manually. > [!NOTE] > > * When items are deleted from a collaboration folder, both the owner and the person who deleted the item can recover the items from the Trash. > * If you are removed as a collaborator from a file or folder that you've deleted, you no longer see that item in Trash. To see the item in Trash, you must be again added as a collaborator to that item. **Storage Allocation** Items in your trash **do not count** towards total storage allocations. **Accessing the Trash** To open the Trash page, in the left-hand sidebar, hover over the **More** option and click **Trash.** ![The Box left sidebar with the Collections menu expanded, showing Integrations, Canvas, Synced, and Trash options.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/managing-trash.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=dfa9a24e050b69b5c6de8e47f76d411f) ## Sorting, Filtering, and Searching You can search for specific files or folders in Trash. Search through your Trash folder the same way you would search any other Box folder. The trash search returns items in the trash that the user has Viewer Uploader access to. The results include "Items I own," "Items I deleted" and also other trashed items that the user has edit access to. > [!NOTE] > > AI Sessions, Extract Agent, and Automate workflows do not currently display in the search results. **To search through your Trash folder:** 1. Navigate to your Trash folder. 2. Toward the top, click the **Search Files and Folders**. 3. In the box that displays, enter any search parameters. 4. Check **Only search inside of “Trash”**. 5. Press Enter. ![OnlySearchInsideOfTrash.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/onlysearchinsideoftrash.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=50a56c429a554322b98d380670405ecb) **To sort and filter all items within the trash folder:** You can filter content by items you own, or by items you’ve deleted. To do this, directly beneath the folder label (**Trash**), click the **Items I Own** (or **Items I Deleted**) down arrow. Then click the option you want. ![ItemsIOwnDelete.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/itemsiowndelete.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=fc8eb69d9390e13b73c821dd1064bbcc) * The **Items I deleted** filter displays all items you have deleted, regardless of who created or owns the item. * The **Items I own** filter displays all deleted items you own, regardless of who deleted the item. > [!TIP] > > Filtering by **Items I Own** is helpful when trying to track down content that may have been deleted by a collaborator in a folder you own. ## Recovering and Deleting Items You can manually restore or permanently delete any file or folder in your trash. To delete an item, however, you must have permission to do so. **To restore or permanently delete specific items in Trash:** The steps below apply whether you’re selecting from search results or from all Trash items. 1. Hover to highlight the row of the item you want. The **More Options** ellipsis (**…**) displays. 2. Click the ellipsis (**...**). Then: * To return the item to its original location in Box, click **Restore**. * To delete the item permanently, click **Delete**. 3. At the prompt, click **Okay**. ![RestoreDelete.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/restoredelete.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=7e539cd20318ba7c3ab5971c667d5fa1) When you delete an item, Box removes it from your Trash folder and starts the 14-day grace period. Box does not delete content to which a Governance or Retention policy is applied. Due to asynchronous processing, some deleted items may return to your trash if Box determines that they cannot be deleted due to a Retention or Legal Hold policy. For these items, Box displays a message in the **Details** column of the Trash window. Open the side panel for the selected item to see more Retention policy details. ![Restore\_Item\_Retention\_Message.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/restore-item-retention-message.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=2e0c2ed5df8bdc92fca3be91db2c540a) Content under Retention and deleted from a user’s trash will be returned to the folder structure from which it was deleted in that user’s trash. Additionally, users can delete content under Legal Hold. Thus, preserving content in Box does not alert end users to the fact that content is being held for legal preservation; this is known as a silent legal hold. Content under Legal Hold and deleted from a user’s trash remains accessible to admins via the Content Manager. Deleted content under Legal Hold will be returned to the folder structure from which it was deleted in that user's trash. > [!WARNING] > > Contact [Box Product Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=) immediately if the content you deleted is no longer in your Box Trash. When Box purges your trashed content there is still a 14-day grace period for paying customers, during which Product Support can recover your content. Beyond this 14-day grace period, however, content purged from your Box trash may not be recoverable and may be lost forever. > > Please note that this recovery grace period does not apply to Free accounts. We are unable to support file recovery for our Free Individual plan. You can also act on multiple items at once. To do this, use the multi-select key combination for your OS (Windows or Mac). When you have selected all the items you want, right-click anywhere in a selected area. Then click either **Restore** or **Delete**. When you restore content from the trash, Box restores most of its details as well, including any: * Description * Tags * Comments * Tasks * Share state (whether the shared link is enabled or disabled) * Expiration setting on shared links * Collaborators Box does **not** restore: * Expiration settings for deletion * Certain application-specific configurations or associations linked to the item. You can also restore or delete the entire contents of the Trash folder. To do this, open your Trash folder. Then: * To restore the entire contents of your trash, towards the top-right, click **Restore All**. ![RestoreAllHighlighted.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/restoreallhighlighted.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=e24c25a40ac8b82c67ba30dc275e6749) * To permanently delete the entire contents of your trash, towards the top-right, click **Delete All**. * Both **Restore All** and **Delete All** affect all items in your trash, not just those displayed. The **Delete All** option does not display if you do not have permission to delete items from your trash. > [!NOTE] > > Restoring a parent folder doesn't restore any sub-items that were deleted before the parent folder was deleted. # Moving and Copying Files & Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/moving-and-copying-files-folders There are a few ways you can **move or copy** a file or folder. **Drag and Drop:** You can move a file or folder from one folder to another by dragging it from its current location and dropping it into the destination folder, just as you would with a file on your desktop. **Folder Tree:** 1. Right-click the file or folder you want, and from the menu that displays click **Move or Copy**. The **Move or Copy** window opens. 2. Scroll down if necessary to find the destination folder you want. * If you need to, click on any folder you see to access its subfolders. 3. Click anywhere in the row of the folder you want. The corresponding circle fills in, indicating your choice. ![move-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/move.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=e23320370aaa1ae770d8e277debdf6cb) 4. Click **Move** or click **Copy**. You can also open the **Move or Copy** window by clicking the ellipsis (**...**) to the right of the item you want to move or copy. Or you can click anywhere next to the item you want and, in the top-right portion of the screen, click **the ellipsis (...)**. **To move or copy multiple items at once:** 1. Do the same actions as you do when selecting multiple items on your desktop: * On Windows machines, to select multiple items in a group, press and hold SHIFT and click anywhere next to the items you want. To select multiple scattered items, press and hold CTRL anywhere next to each of the items you want. * On Mac machines, to select multiple items in a group, press and hold SHIFT and click anywhere next to the items you want. To select multiple scattered items, press and hold CMD and click anywhere next to each of the items you want. 2. In the top-right portion of the screen, click **the ellipsis (...)** to open the **Move or Copy** window. ### Moving large folders Moving large folders, that is, folders with thousands of files and folders with many sub-folders, may take an extended period of time, potentially several minutes or longer. During such a move, both the origin and destination folders, including all sub-folders, will be locked for the duration of the move, which means no move, create, copy, upload, delete, or restore operations can be performed on or in either folder until the move is complete. Here's an example of the alert when you * Move or copy a folder that contains more than 8,000 items. * Delete a folder that contains more than 8,000 items. * Transfer ownership of a folder that contains more than 8,000 items. ![lfo-confirmation-alert-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/lfo-confirmation-alert.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=99573af81582a3af039f43cdc39d0cc7) > [!NOTE] > > Copy and move operations are not supported for certain content types managed by Box applications, such as Automate workflow, AI sessions, etc. These items cannot be moved or copied. When the user is deactivated or deleted from the enterprise, this content moves along with the rest of their content. ### When folders have different access restrictions on content In certain scenarios when you move or copy content from one folder to another, and the destination folder has a less restrictive setting, Box displays an alert. When you copy content into a new folder, access permissions in the destination folder are inherited by the new folder.  If a user is directly collaborated in one of the source's child files/folders, this user does not have access in the copied folder. When you move content into a new folder, the following access changes happen: * The Owner of the parent destination folder becomes the Owner of the newly moved folder. * All collaborators of the destination parent folder inherit the collaborator access to the newly moved folder. * The collaboration roles of the previous owner and previous collaborators depend only on the roles they have in the destination folder's parent folder. * If a user was collaborated on one of the child files/folders directly, this user continues to have direct collaborator access to that folder, even after the move is completed. It’s possible your destination folder has a permission level less restrictive than that of your source content. This could affect your decision to transfer your content in the first place. But you can’t know this in advance. So Box alerts you to any potential change in the access level of the content you’re moving. Specifically, Box determines: * Whether the destination folder contains any files that include an external collaborator * Whether either the destination folder OR any of its parent folders contain any files with an open shared link. If either of the above are true, Box displays an alert so you can decide whether to complete your copy or move action. Here’s an example: 1. You have a folder labeled “Project Sherlock,” and only other people in your company can access that folder’s content. 2. You decide to move your “Project Sherlock” folder into another folder labeled “Project Watson.” * But the “Project Watson” folder allows external collaborators. This could be true if just one person outside your organization has collaborated on just one file in the “Project Watson” folder (because permissions must apply to all of a folder’s content – not just some of it). This extends to content transferred into the folder. 3. You move the “Project Sherlock” folder into “Project Watson,” unaware that by doing this you are allowing Project Sherlock files to be shared with others outside your organization. 4. Before completing the move, Box displays an alert advising you of the discrepancy in content access levels between your source and destination folders. 5. You can decide whether to continue with your folder move or cancel and find an alternative (for example, moving “Project Sherlock” into another folder). Here's the alert when the destination folder or any of its parent folders have a public shared link enabled: ![securityindicators-sharedlinkalertbox-50458-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharedlinkalertbox-50458.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=bc3cc115badf97b1ed631067b51b9593) Here's the alert when the destination folder or any of its contents include external collaborators: ![securityindicators-externalcollaboratorpresent-50458-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-externalcollaboratorpresent-50458.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=89660f489b488dda3880f5d95b7baee6) And here's the alert when the destination folder or any of its contents are owned or co-owned by an external collaborator: ![securityindicators-externalcollaboratorowns-50458-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-externalcollaboratorowns-50458.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=53a88fe45e8db5bcbcda539fa539673c) [More on Box security indicators.](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents) # Rename Files And Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/rename-files-and-folders To **rename** a file or folder, **right-click** the item (or click the ellipses (**...**)), then select **Rename**. This will open up a text box where you can change the file name. ![File list with Rename option shown in the row actions menu.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/rename-file-more-options-menu.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=f5632533794c5d46722d5fdeac4ecffd) You can also rename a file from the preview screen. ![File preview with editable file name field at the top of the screen.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/rename-file-from-preview.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=8bf9d980f2f8e42706fa1f9ed5fcf35d) > [!NOTE] > > Folder paths have a limit of 255 characters so keep folder and file names as concise as possible to avoid running up against this limit. # Search for Files, Folders, and Content Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/search-for-files-folders-and-content ## Searching for Files and Folders **How to Search:** To search for a file or folder, click into the search bar shown in the center of the header. As you begin typing, suggested results will appear below the search bar. If one of the suggested results is the item you need, simply click on it to be taken to it directly. If you would like to see all the results for your search query or if you don’t see the file or folder you are looking for, press Enter/Return on your keyboard or click **See all** or **Search folders and files** at the bottom of the list of suggested results. > [!NOTE] > > The order of results in the drop-down may vary from the full results page. Based on your enterprise settings, the results themselves may differ as well. ![box-web-app-search-bar-results-jpeg](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/box-web-app-search-bar-results.jpg?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=41c2e961d80ab96bdb6a58e0d32f4b40) **Using Search Filters:** To open the filter menu, click the **Search Options** icon from the search bar. ![filter-settings-panel-jpeg](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filter-settings-panel.jpg?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=1b6f125803bcae151dcb6b2069136589) You can filter results by: * Keywords * File type * Box Note * Box Canvas * PDF * Document * Spreadsheet * Presentation * Image * Audio * Video * Drawing 3D * Folders * Date modified * Anytime * Between last day to last year * Custom range * File Owner * In Folder * Anywhere in Box * In trash * Specify a folder * Search Only * Comments * Descriptions * File and folder names * File contents * Tags * File Size * Between 0 MB to 1 GB+ * Tags * Metadata * Select a custom template Box indexes the ten most recent editors of files, and enables you to search for a file's editors and creator by entering name or email address in the **Keyword** field. If you're using the API, Box provides the [`recent_updater_user_ids`](https://developer.box.com/reference/get-search#parameter-recent_updater_user_ids) parameter, which accepts a comma-separated list of user IDs to filter based on user ID. You can also set filters after viewing all search results from the search results page. Use the drop-downs at the top of the screen to filter by file type, date uploaded, search titles or open the filters panel. ![marketing-search-png](https://mintcdn.com/product-docs/VZLIcIGDdKj92oYw/images/box-fundamentals/marketing-search.png?fit=max\&auto=format\&n=VZLIcIGDdKj92oYw\&q=85\&s=568a1eb755dc2e8277d7c2f3f4ad6d83) **Search Suggestions** Use search suggestions to find alternatives for incorrectly spelled search terms. * Box’s search engine suggests an alternative “did you mean” search option for incorrectly spelled terms. * Click on the suggestion to execute a new query for the correctly spelled word. > [!NOTE] > > Search suggestions are available when the web page language is set to English. **Exact Match** Use double quotes (“ “) to search for exact matches on phrases. Parentheses are not valid in search expressions. > [!NOTE] > > Exact searches do not return search matches based on specific **character sequences**. Instead, they return matches based on phrases, that is, **word sequences**. For example: A search for "Blue-Box" may return search results including the sequence "blue.box", "Blue Box", and "Blue-Box"; any item containing the words "Blue" and "Box" consecutively. **Boolean Search** You can use Boolean operators in your search. The operators are AND, OR, and NOT. > [!NOTE] > > Box does not support lower case (that is, "and", "or", and "not") or mixed case (that is, "And", "Or", and "Not") operators. * **AND** returns items that contain both the search terms. For example: A search for ***marketing AND BoxWorks*** returns a result that has both ***marketing*** and ***BoxWorks*** within its text. It does not return a result that only has *BoxWorks* in its text. * **OR** returns items that contain either of the search terms. For example: A search for ***marketing OR BoxWorks*** returns a result that has either ***marketing*** or **BoxWorks** within its text. Using this operator is not necessary as we implicitly interpret multi-word queries as OR unless another supported Boolean term is used. * **NOT** returns items that contain the first search term but not the second. For example: A search for ***marketing NOT BoxWorks*** returns a result that has only ***marketing*** within its text. Results containing **BoxWorks** are omitted. **Long Queries** To preserve search performance, long queries (for example many words/tokens or many characters) may be truncated. **Saving Search Queries** * After you initiate a search, the search query term and any filters are encoded as part of the URL – even the filters such as **Date Modified** are preserved. * This makes saving a search query much easier. The two options to save a query are via Box’s bookmark capability or via the browser’s bookmarking feature: * When you’ve conducted a search that you want to save, just copy the URL into the clipboard. Then navigate to the **Files** page, click on **+ New** in the header and then click on **New Bookmark**. In the address field paste the address that you copied from the search. Each time you click that link – the same search is executed! * You can also bookmark that URL using your browser – each time you visit that bookmark the search is executed. ## How does search work? ### Search Indexing Box has a secure index for content much like the index in the back of a textbook. Every time a file or folder is changed, we add those words to the index in a process called indexing. When you conduct a search, we look in the search index for files and folders that match your query. When content is added, updated, or deleted in Box, we will update the search index accordingly. * **Search Availability**: It can take time between uploading or modifying a file for it to be fully indexed and ready to be searched. In most cases, you can expect newly added or changed files to be available via Box search in a few seconds. The current service load determines the index time and it may take more than a few seconds in some cases. * **Search Access**: Only content that you have access to (if you can preview and/or view) will display in search. Simply put, if you don’t have access to a file or folder within your account, it won’t show up in your search results.  Files that you recently accessed via shared link can also appear in your search results.  In addition, if you search within trash, the results display only content for which you have Viewer Uploader permission or above. * **Prefix Matching and Wildcard Search:** Trailing wildcards (also known as prefix matching) are implicitly included in search results because of the way text is indexed. Searching for Bo results in items with titles containing *Box* or *Boat* or *Boxer*. It is the equivalent of searching for Bo\* or Bo% in traditional search engines. Traditional wildcard notation is not supported by Box, such as %ox%. While we support prefix matching on titles, we do not support prefix matching on body content, suffix matching in the title or body content, or infix (middle of the word) matching in the title or body content. For example, a search on “cal” would match results for a file named “California” but not “decal” or “recall”. It would not match results with file body contents of prefixes, infixes, or suffixes including “California”, “recall”, or “decal”. * **Stemming**: Box Search uses [stemming](https://en.wikipedia.org/wiki/Stemming) to match terms from the query to terms in the index. Because of this, words that include the same stem may be included in the result set, even if the words do not contain the exact form in the query.  For example, “run” and “running” map to the same stem, so a search on “running” may return a document containing “run” in the title. * **File Content Searching**: The content within your files is also stored within the Box search index. The following file types support file content search: ‘boxnote’, 'csv', 'doc', 'docx', 'gdoc', 'gsheet', ‘gslide’, ‘gslides’, 'htm', 'html', 'msg', 'odp', 'odt', 'ods', 'pdf', 'ppt', 'pptx', 'rtf', 'tsv', 'wpd', 'xhtml', 'xls', 'xlsm', 'xlsx', 'xml', 'xsd', 'xsl', 'as', 'as3', 'asm', 'bat', 'c', 'cc', 'cmake', 'cpp', 'cs', 'css', 'cxx', 'diff', 'erb', 'groovy', 'h', 'haml', 'hh', 'java', 'js', ‘json’, 'less', ‘log’, 'm', 'make', ‘md’, 'ml', 'mm', 'php', 'pl', 'plist', 'properties', 'py', 'rb', ‘rst’, 'sass', 'scala', 'script', 'scm', 'sml', 'sql', 'sh', 'txt', 'vi', 'vim', 'webdoc', 'xbd', 'xdw', ’yaml’ * **Indexed Text per Document:** The Box search index stores up to 10,000 bytes (\~10,000 characters in English) per document for accounts from Business level and above. This amount can vary from document to document because of language, Box’s indexing method, and document type. * **OCR Support**: Box does not currently perform [OCR](http://en.wikipedia.org/wiki/Optical_character_recognition) on its documents. * **Document Versions:** Search only indexes content from the current version of a document, so that you do not have to sift through hundreds of irrelevant search results of outdated documents. You cannot use search to query non-current versions of a document. * **Language Support:** Box search supports the following languages: Chinese, English, French, German, Italian, Japanese, and Spanish. Box does not support indexing of multiple languages within a single document. * **Trash:** Searching the trash is available via the web and the API. ### Search Relevance The default order of the results displayed is based on the relevance score, which is our internal ranking system to predict which results are the most relevant for you based on your query. * **Factors Considered for Relevance:** We consider various factors in determining the order of results to show you. These include recency of the document, search query terms in the title, search query terms in the file contents and metadata (depending on account type and enterprise settings). * **Continual Improvement**: Search relevance is something that we are continuously working on improving. It is an iterative process and search relevance will improve over time. This means that result sets and ordering of results may change over time. * **Individualized Results:** You and your coworker may see different rankings for a variety of reasons such as you have access to different documents and you have varying personal histories in Box (for example, you have viewed/edited different files). * **Sort by Date:** If you prefer to see the results ordered by date updated, you can update the **sort by** drop-down to **Updated**. ### Punctuation and Special Characters * The Box search engine ignores the following punctuation and special characters: **!"#\$%&'()\*+,-./:;\<=>?@\[\\]^\_\`\{|}\~**. * If punctuation characters are within a word, the search function divides the word around the punctuation characters and returns occurrences of the multiple resultant strings, along with a concatenated version of the word.  For example, in searches for the strings "re", "organize", and "reorganize", search results include a folder titled "re-organize". # Using Collections Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/using-collections Box Collections enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share.  And although the content may be shared, your collections are not shared and are visible only to you. Using Box Collections you can * intuitively organize your Box content into logical groupings of your choice, * name these groupings to provide clear and meaningful context, and * quickly find the content you need right now. **To create a collection:** 1. In the left sidebar, beside **Collections** click the **+** icon.  Box displays the Create a Collection window. ![collections-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/collections.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=7bde2ef4bb811e6226a0bb3c1cfb4649) 2. In the Create a Collection window, under **Name** type the name of the collection. ![createacollectionwindow-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/createacollectionwindow.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=51aac5ec086b07168e3a035fbaf13e3c) 3. Click **Create**. Box lists all your collections, along with your favorites, in the left sidebar, below **Collections**. Box enables you to expand or collapse a collection, and remembers which collection you most recently expanded.  The next time you log into Box, Box expands that collection, enabling you to pin a collection open for repeated quick access. **To view a collection:** In the left sidebar, click the name of a collection.  In the preview window, Box displays the names of the folders and files in the collection. **To add new items to a collection:** 1. In your **Files** window, highlight the items you want to add. 2. Drag-and-drop the items from your **Files** window into the collection listed under **Collections** in the left sidebar. > [!TIP] > > When you preview content or select an item and you see the star-in-a-box icon ![star-icon-png](/images/box-fundamentals/star-icon.png), click it. To add the item to a collection, click the checkbox beside the collection's name. ![iconmenu-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/iconmenu.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=a3d0c36c85bbf1cc00116c53e87ea82d) > [!NOTE] > > * After you add files and folders to a collection, the name of the collection appears next to the names of these files and folders throughout your Box account. > * Your **Favorites** category is now a collection. **To move items from a collection to a different collection:** 1. In the left sidebar, click a collection.  Box opens the collection in your Box window. 2. In the opened collection, highlight a file or folder. 3. Drag the highlighted item into the left sidebar, and drop it onto a collection. **To rename or delete a collection:** 1. In the left sidebar, under **Collections**, click the name of a collection. Box opens the collection in your Box window. 2. In the top of the window, next to the name of the opened collection, click the ellipsis, "**...**" and select either **Rename**, or **Delete**. **To remove an item from a collection:** 1. In the left sidebar, open the collection. 2. On the **My Collections** page, hover on the item and right-mouse click. 3. Hover on **Collections**. 4. In the drop-down menu, clear the checkbox next to the collection's name. > [!TIP] > > For a more personalized Box working space, make **My Collections** your Box home page. **To make My Collections your Box homepage:** 1. In the left sidebar, click **Collections**.  Box opens the My Collections window. 2. In the top of the My Collections window, click **Make this my Box Homepage**. ## Using collections in collapsed state You can also use your collections in the collapsed state. To do so, click the **Expand** icon ![A small blue right-pointing chevron icon used to expand a section or reveal more content.](/images/box-fundamentals/expand-icon.png) next to the collection you want to access. A list of files in the collection appears. ![The Box left navigation sidebar showing the Collections section with an expandable Favorites item below it.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/expand-next-collection-want.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=82c5b07e953053283d7ff9918a669208) # Accessing Commonly-Used Web Integrations in Box Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-commonly-used-web-integrations-in-box Just as Amazon and Netflix recommend items you may want, Box automatically surfaces relevant web integrations you may want to use to take action on a file, directly from Box Preview. This saves time you might otherwise spend searching for an integration and figuring out how it works with Box. It also makes it easier and faster to access a web integration's functionality. In Box, this is called **Recommended Web Integrations**. **Recommended Web Integrations** is a list of curated integrations. Preview a file in Box, and the Recommended Web Integrations list displays as a vertical list of integrations, immediately to the right of the body of the document. You never have to leave the Box interface, so there's no toggling back and forth between apps. Just click an icon to access the corresponding integration. In this way the Recommended Web Integrations feature distills the manual work across integrations down to several clicks. Depending on the integrations you have in your enterprise, you can: * Share a file to a Slack channel or a Facebook Workplace group * Start or join a Zoom meeting * Sign a file with DocuSign * Send a file via Gmail or Outlook * and so on Recommended Web Integrations display in the Preview sidebar for every Box account holder, without their intervention, unless an admin disables it. ### What web integrations are included, and what makes them "recommended?" A web integration is eligible to be recommended if: * it is an existing and functional Box Web App integration. * it is approved by the Box Admin for the organization. * it meets a minimum relevance threshold for each person and file type. See [the installation guide for recommended web integrations](/en/box-fundamentals/for-admins/staying-organized/organizing-and-tracking-content/installing-recommended-web-integrations-in-your-enterprise) for more details. Which web integrations Box actually surfaces depends on a variety of factors. These include how often and how recently you have accessed web integrations: * you personally use, * that are most popular in your organization, * that are most popular for all Box users globally, * that are most closely associated with the type of file you are previewing. Some of the recommended web integrations that may be available to you include: * Share with Slack * Send with Gmail * Join a Zoom conference * Send to DocuSign * Send to Outlook * Send with Facebook Workplace For instructions on creating a recommended web integration, please see [Box's developer documentation](https://developer.box.com/en/guides/applications/web-app-integrations/). ### Installing an approved web integration If you have not yet installed an approved web integration in your Box account, you can do so, and immediately begin using it, without leaving the Box Preview UI. You do not need to navigate away from your document and install the web integration from Box Integrations. To install a recommended web integration, when you preview a Box file, in the Recommended Web Integrations sidebar, click the icon of the integration you want to install. Then follow the prompts. ### Using Recommended Web Integrations Using a recommended web integration is simple and straightforward. **To use a recommended web integration** 1. Click on a file in Box to preview it. * In a vertical sidebar, Recommended Web Integrations displays shortcuts to web integrations relevant to what you may be trying to do. ![reccapps-sidebarhighlighted-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/reccapps-sidebarhighlighted.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=31ab42da9c24227bf39871a7dc6d8c2e) 2. Click the icon of the web integration you want. Box displays a dialog box that prompts you to confirm what you wish to do in that web integration. Click **OK**. 3. Another window opens. From here you can perform your desired action. # Accessing Version History Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-version-history Box overwrites a file and updates the version each time you: * Edit the file using an online editor, such as [Box Edit](https://www.app.box.com/download-box-edit), Microsoft Office Online, or the Google editing suite * Edit the file within your Box Sync or Box Drive folder * Use the **Upload New Version** button on the Web app * Upload a file into a folder that has an existing file with the **exact** same name in it on the Box Web app But instead of discarding older versions of files entirely, Box keeps track of them, and you can refer or revert to a prior version of a file at any time. And you can preview older versions almost instantly, without the delay of downloading them and then opening them in an online editor. This is especially useful when you want to: * Locate and navigate to a specific spot in a lengthy document or slide presentation * Compare the current version of a file with an older version * Identify the specific version in which a particular change was made > [!NOTE] > > The number of file versions that Box saves and that you can access corresponds to your Box account type: > > * Personal Free - 1 Version > * Personal Pro - 10 Versions > * Starter - 25 Versions > * Business/Business Plus - 50 Versions > * Enterprise - 100 Versions > * Enterprise Plus/Enterprise Advanced: Unlimited > > Customers who do not have Enterprise Plus or Enterprise Advanced but who have purchased the Box Governance add-on have the option of saving an unlimited number of file versions. > > Account administrators can [set or modify the maximum number of file versions](/en/box-admin-tools/how-to-guides-for-admins/adjusting-the-number-of-file-versions-to-preserve) that Box tracks and saves. On plans that support a finite limit, admins can enter any whole number from 1 to 100,000, up to the maximum the plan allows. File version history displays in the activity sidebar to the right of the file preview. To open this sidebar and access any file’s version history, navigate to your Box **Files** page and do any one of the following: * Click the version number badge displayed to the right of the file's name. This badge is available only when multiple versions of the file exist. or * Click the name of the file. Box opens the file in Preview mode. Click the more actions ellipsis (**…**) and then select **Version History**. or * Click the file. In the top of the file's preview window, click the blue version number displayed to the left of the file's title. When the list of file versions displays, each version has a separate listing. Click a version and Box displays a thumbnail image. If no thumbnail is available, Box displays the icon specific to the file type (e.g., the Word icon, the PhotoShop icon, and so on). Each file version also displays with a **more actions** ellipsis (**…**). Click the ellipsis to display a menu of actions you can take. The range of actions you can take varies somewhat based on your permissions, but typically, you can: * Preview a prior version by clicking **Preview**. * Download a specific file version by clicking **Download**. * Promote an earlier version of the file to be the most current by clicking **Make Current**. * Delete a file version by clicking **Delete**. ![versionaccesshistory-versionhistoryellipsis-50452-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/versionaccesshistory-versionhistoryellipsis-50452.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=cc5af406ef8d754b54583bfe08b5762e) > [!NOTE] > > * When you delete a version, it continues to display in the version history list, but is otherwise unavailable. If you need to view or download it again, you can restore it. To restore a deleted version, click on the version’s ellipsis (**…**) and then click **Restore**. > * Businesses and enterprises with a Governance license can save an unlimited number of versions and preview the recent 1000 versions.  To preview more than the recent 1000 versions, these businesses and enterprises can use the Box API. When you preview an older version, Box always displays the first page of the file -- not the page of the preview from which you trigger the preview action. Also, when Box displays the number of file versions, it does not include the current version of the file. That means there will always be 1 more version of a file than Box displays. For example, even if you limited the number of file versions to 1, you would still have 2 versions of the file: 1. the current version 2. the most recent prior version > [!NOTE] > > Uploaders can only view version history and restore an older version. Uploaders see “restore” when they click on the ellipsis. Also, they do not see the file thumbnail for any file type. You can see who made the changes directly in the version history or by going through Admin reporting within the Admin Console and running a [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report). From there, you can identify the specific user who made that change. **Known limitations** * Previews of non-current versions for most Excel file types are not supported. * Previews of watermarked files are not supported. * If your enterprise automatically deletes trash and has Version Limits set, then the version number on the latest file remains at the maximum version number allowed.  You'll see the latest content in the file, but the version number remains unchanged.  In this scenario, in order to identify the version you need, use both the file's version number along with the Updated Date. # Cascading metadata in folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders Box enables you to add metadata instances to a folder, and automatically cascade them to the folder's contents so you don't need to add the instances individually. Using cascading metadata, you can quickly add metadata to multiple files and sub-folders at one time. When you add a metadata instance to a folder and enable a cascade policy, Box: * adds that instance and its values to each of the folder's files and sub-folders, and * propagates edits of the template to every instance of that template in the folder. Box also enables you to resolve metadata instance conflicts by either retaining or overwriting current attribute values. > [!NOTE] > > * To request enablement of this feature for your enterprise, contact your admin. > * If you're an admin, learn how to enable this feature [here](/en/box-admin-tools/how-to-guides-for-admins/enabling-folder-level-metadata-and-cascade). ## How cascading works A cascade policy has two distinct behaviors: * **Initial application**: when you enable a cascade policy, Box applies the metadata template and values to all existing files and sub-folders in the folder. This is an offline process; the time required depends on the size of your folder hierarchy and system load. An additional delay may occur for folders with a long sub-tree path. * **Ongoing application**: while the policy is active, new content added to the folder automatically inherits the metadata template and values. When you disable a cascade policy, only the ongoing behavior stops. Metadata already applied to files and sub-folders persists. New content added to the folder no longer inherits the metadata automatically. You can cascade an empty metadata instance with no values. You do not need to fill in all attributes in order to cascade, but you cannot cascade only certain attributes of a metadata instance. Cascading applies an instance in its entirety. > [!WARNING] > > After you cascade a metadata instance in a folder, you cannot undo or cancel the action. No option is available to bulk-remove instances that have been cascaded down to sub-files and folders. If you want to remove the instance, you must remove instances from individual files and folders. ## Adding a cascading metadata instance to a folder 1. In your Box window, hover on the folder. 2. Select "**...**" or right-click. 3. Hover on **More Actions** and select **Metadata**. Box displays the **Metadata** window. 4. In the top of the **Metadata** window, select **Add** and choose a metadata template. Box displays the template's name in the **Metadata** window. 5. Select the edit icon beside the chosen template's name. Box displays the metadata editing window. 6. Edit the instance's attributes, if you wish. 7. Select the **Enable Cascade Policy** slider button. Box displays the conflict resolution pane. 8. In the conflict resolution pane, select the resolution policy you want to enforce. 9. In the bottom of the metadata editing window, select **Save**. ![boxaccount-enablemetadatacascade-60808-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/boxaccount-enablemetadatacascade-60808.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=0841411c70229745a8c2d9bb4f972c39) > [!WARNING] > > If you select **Overwrite all existing template values**, any attributes left blank in the cascade source overwrite existing values with blank entries. If you *delete* a metadata instance from a folder, Box does not delete the template's values from the folder's contents. ### Stopping a cascade policy To stop a cascade policy, select the **Enable Cascade Policy** slider button again. After you stop a folder's cascade policy, new content added to the folder does not automatically inherit the cascade policy. Metadata values within files and sub-folders persist even after the cascade policy is stopped. ### Conflict resolution Metadata cascade policies do not overwrite any existing metadata by default. If a conflict occurs, existing metadata values persist on the file. If you want to overwrite the existing metadata, you can use the [force-apply metadata cascade policy](https://developer.box.com/reference/post-metadata-cascade-policies-id-apply/) to force all metadata within that folder to have that folder's metadata. To overwrite in the UI, select **Overwrite all existing template values** within the cascade conflict subsection and re-apply the policy. You need to be in edit mode, and may need to first toggle the policy off and back on to see the conflict subsection. ![enablemetadatacascade-overwriteexistingtemplates-60808-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/enablemetadatacascade-overwriteexistingtemplates-60808.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=21eb995f9b4430679a79cc5d805e8cbb) ### Who can create a cascade policy Anyone with metadata editing permissions can create a cascade policy. See the [full permissions matrix](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). ## Moving and copying content with cascade policies **Moving a file out of a folder with cascade enabled:** Metadata remains with the file, no matter where it is moved. **Moving content into a folder with cascade enabled (no conflict):** The file or folder that's moved into the folder with the cascade policy enabled inherits the instance and its attributes. **Moving content into a folder with cascade enabled (with conflict):** If a file has the same metadata template applied, the cascade policy skips that file. If you want to overwrite existing metadata instances and values, select **Overwrite all existing template values** within the cascade conflict subsection and re-apply the policy. ## External collaboration and metadata External collaborators can see and edit metadata instances and attributes in parity with file metadata. External collaborators whom you invite into files and folders can see that content's applied metadata templates and attributes. When you attempt to apply metadata on externally-owned content, you are not able to see the other enterprise's metadata templates. You are, however, still able to apply custom metadata. When ownership of a folder previously owned by one enterprise (with that enterprise's templates applied) is transferred to a user in another enterprise, metadata instances and metadata attributes remain on the content. # Creating Bookmarks Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/creating-bookmarks You can save any webpage to Box as a **bookmark**, helping you organize and quickly access the web-based content you visit most often. You can also use bookmarks as quick links to content for which you only have "viewer" permissions. ## **To create a bookmark:** * Click the **New** button found in the upper-right corner of the page. Select **Bookmark.** ![Box New dropdown menu with Bookmark option highlighted in a red box.](https://mintcdn.com/product-docs/hv7V6Xeed9krubib/images/box-fundamentals/p3qy467wjv0w3ja922n1rycv3yhx0n4d.png?fit=max\&auto=format\&n=hv7V6Xeed9krubib\&q=85\&s=f8e909c3b5de0a9efe0a58782e126f1d) * A pop-up window will appear prompting you to enter the URL you wish to bookmark, and a name for your new bookmark. A description is optional. * Click **Create** to complete the process. Your bookmark will appear in the folder you are currently viewing. Clicking it will open the page in a new tab. **Limitations:** * Bookmarks cannot be synced as [Box Sync and Box Drive ignore web-based documents](https://support.box.com/hc/en-us/articles/360044195433). * The bookmarked URL cannot exceed 500 characters. # File and Folder Badges Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/file-and-folder-badges When you are viewing files and folders in either List View or Grid View, badges can appear to the right of the file or folder name to give you information about various statuses of the file or folder. This topic explains the meaning of the badges you might see.
BadgeBadge NameDescription
![icon\_badge\_classification.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-classification.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=944f6b60f95e2049f2aecde6d920e8c3)ClassificationIndicates that a security classification has been applied to the file or to at least one file within the folder. The color of the badge will match the color selected for the Classification policy. See [Classification Policies (Automated Classification)](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification) for details.When you hover the mouse pointer over a Classification badge, a card will appear with details about any classifications applied, including:
  • Classification name and its corresponding color
  • Any security controls associated with the classification
![icon\_badge\_coauthoring.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-coauthoring.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=764726a02be6751acdb8e6eb6dba9c77)CoauthoringIndicates that coauthoring is enabled for a Microsoft Office document. See [Box for Microsoft Office coauthoring](https://support.box.com/hc/en-us/articles/5954058378899) for details.
![icon\_badge\_collaboration.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-collaboration.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=199047586331bb2541e53ba54a90f3d3)CollaborationIndicates that the file or folder has invited collaborators. See [Collaborate on Files](/en/box-fundamentals/for-users/getting-started/collaborate-on-files) for details.
![icon\_badge\_comments.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-comments.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=704f7da457fa02562bc045bdc2a6b851)CommentsIndicates that the file has [comments](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks). A number next to the badge (![icon\_badge\_comments\_counter.png](/images/box-fundamentals/icon-badge-comments-counter.png)) indicates how many comments that have been added to the file. See [Adding Comments and Tasks](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks) for details.
![icon\_badge\_description.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-description.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=08738a6747a86beb3ac59d3336fbb482)DescriptionIndicates that a description has been added to the file or folder. See [Adding Descriptions to Folders and Files](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/adding-descriptions-to-folders-and-files) for details.
![icon\_badge\_expiration.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-expiration.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=decfef9ade45b302ff0a7892cdbc90dc)File ExpirationIndicates that the file has been set to auto-expire.
![icon\_badge\_lock.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-lock.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=ed51a94b447dbe87f3704dbeb5db02a1)LockIndicates that the file is locked. See [Locking & Unlocking Files](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/locking-unlocking-files) for details.
![icon\_badge\_quarantine.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-quarantine.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=6339a45cfdbbccb69ae446103be6b5b9)QuarantineIndicates that the file is quarantined. This occurs when Box Shield has detected a threat in the file and it cannot be accessed until the threat has been remediated and the file released by your administrator. See [Using Threat Detection](/en/box-shield/shield-threat-detection-rules/using-threat-detection) for details.
![icon\_badge\_shared\_link.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-shared-link.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=5f4b52b61c38175e188586260b68e07a)Shared LinkIndicates that a shared link has been created for the file or folder. See [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) for details.
![icon\_badge\_shared\_link\_expiration\_near.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-shared-link-expiration-proche.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=3e21bab897721a646edb162b030d3e2f)Shared Link ExpirationIndicates that the shared link for a file or folder has an expiration date. See [Configuring Individual Shared Link Settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) for details.
![icon\_badge\_sign.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-sign.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=f8bf942835b7569911bfea704edd8374)SignIndicates a document linked to a signature request in Box Sign. See [Introducing Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign) for general information about Sign.
![icon\_badge\_sync.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-sync.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=a89d6fc7c54e45cc32dd75d123f3d445)SyncIndicates that the file is in the process of being synchronized, typically with a Box Drive or Box Mobile user.
![icon\_badge\_version\_history.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-version-history.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=a08faf0ced78a89bdebe0d747bd6fcb9)Version HistoryIndicates that the file has more than one version. See [Accessing Version History](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-version-history) for details.
# Installing App Activity for Box for Salesforce Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/installing-app-activity-for-box-for-salesforce To include Box file activity with Salesforce in the Box App Activity stream, you need some additional preparation in your enterprise. Details are below. > [!WARNING] > > To test the Box for Salesforce integration in App Activity, you **must** upgrade your organization to the new [Box for Salesforce v3.63 and above](https://login.salesforce.com/packaging/installPackage.apexp?p0=04t0g000000RaY4\&isdtp=p1). That is the version that supports App Activity. But keep in mind: > > * If your enterprise has a customized deployment of the Box for Salesforce integration via Toolkit or SDK, you must also call a method in your custom instance to enable App Activity. See the **Custom Toolkit/SDK Implementations** section below for a link to the method to do this. > * This does not include app activity for previously-created Salesforce records. To enable this capability, your Salesforce admin must run an additional backfill script. See the **Backfill** section below for details. ### Default Behavior * After you install v3.63 and above, each time someone clicks **Create Folder** to create a new folder, Box records an app activity on that new folder. * Folders created previously do not have app activity recorded. * Folders created with any custom implementation using the Toolkit or the SDK also do not record any app activity. For these, follow the instructions toward the bottom of this page. ### Backfill Because previously-created folders do not have an app activity recorded out of the box, you can [download and run a script](https://cloud.box.com/s/rlsn5x5nphqs1rvjkox6kihx2qntlugi) to do the backfill. Run the script by uploading the code into your org. Then, from the Developer Console, execute the script as follows: ``` Database.executeBatch(new BackfillAppActivities(), 40); ``` > [!WARNING] > > To avoid Salesforce governor limits, ensure the number of records to process per batch is less than 50. In the above example, the number of records is 40. ### Custom Toolkit/SDK Implementations When organizations have customized the behavior of their integration with Box, it's often the case that they are creating folders on their own using either the Toolkit or the SDK. To record an app activity in this scenario, Box provides a global Toolkit method called `enableAppActivity` that accepts a Box folder ID as a parameter and records an app activity. The method signature for `enableAppActivity` looks like this: | | | | | - | - | - | | **Parameter** | **Type** | **Description** | | folderId | String | The Box folder ID on which to enable app activities | Here's how to call the method: \`\`\` box.Toolkit toolkit = new box.Toolkit(); Boolean didEnableAppActivity = toolkit.enableAppActivity(\); System.debug('did enable app activity?: ' + didEnableAppActivity); \`\`\` # Installing the Integration Activity Stream in your Enterprise Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/installing-the-integration-activity-stream-in-your-enterprise With the wide range of applications people can use to work with a file -- sharing the file via apps such as Slack, processing it via apps such as DocuSign, storing it in apps such as Salesforce, and so on -- it is difficult for them to track each and every action they have taken. Box addresses this via the **Integration Activity** stream. **Integration Activity** lists at a glance all of someone's actions involving a Box file across third-party apps designated for that person -- for example, when they shared a file via a Slack message or attached a file to a Salesforce or NetSuite record. This eliminates the need to search through multiple applications to account for every time they may have acted on a file. The Integration Activity stream makes it easy for people to quickly discover when and to whom they sent a file via Slack, or pushed a document through a DocuSign workflow, or attached a contract to a Salesforce or NetSuite record, and so on. It also includes when others in your organization have taken these types of actions. For example, it can display all the times a co-worker shared a file via a public Slack channel, or even a private Slack channel if you're a member. (This does not apply to anyone who has opted out of displaying their integration activity.) By default, no apps are included in the Box Integration Activity stream. You must select and enable them individually. In some cases you must also configure them. **If you do not know which apps are eligible for the Integration Activity stream** 1. From your Admin Console, navigate to **Integrations** > **Box Integrations & Clients** tab. 2. Scroll down to the **Individual Integration Controls** section and click **Filter**. 3. In the **Add-ons** section, check **Supports Box Integration Activity**. This displays all apps eligible for inclusion in the Integration Activity stream. Your choice takes effect immediately. > [!WARNING] > > You cannot actually change any settings directly from here. You can only view them. To change a setting -- for example, to enable an app for integration activity -- search for or scroll down to the listing for the app you want to enable. Click to highlight that row, and then click **Configure**. > > Also, if you disable integration activity, the system hides all previous activities as well. **When you do know which apps are eligible for the Integration Activity stream** 1. From your Admin Console, navigate to **Integrations** > **Box Integrations & Clients** tab 2. Scroll down to the **Individual Integration Controls** section. 3. In the **Individual Integration Controls** list, click to highlight the app you want. Then, in the lower-right, click **Configure.** 4. When the **Configure** window for that app opens, move the **Enable Box Activity Stream** slider to the right. Then click **Save**. ![appactivity-configuregmailsliderhighlighted-80134-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/appactivity-configuregmailsliderhighlighted-80134.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=919b5680787ed6e13ac778729b733f16) The system now enables everyone in your organization to track their file activity involving this app. > [!NOTE] > > APIs enable any third-party developer to feature their Box integration in the Integration Activity stream. Use this [Google form for developers](https://forms.gle/BNuXtY9DJhgPB5t66) to find out about featuring your app in the Box Integration Activity stream. # Introduction to metadata Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/introduction-to-metadata Metadata defines and stores custom information associated with your files in Box. This custom information can serve many different use cases, such as to classify legal contracts by signature date, or organize marketing assets by product line. You can set metadata within the Box web application or programmatically using the API. ## Where metadata works in Box You can apply, edit, and search metadata templates directly on files and folders in the Box web application. Beyond the web app, metadata integrates across several Box products: * **Box AI** can automatically extract metadata from supported file types using AI-powered extraction agents. * **Box Apps** lets you create views and filters based on metadata to build no-code applications. * **Box Automate** can drive automated workflows based on metadata values. Developers can programmatically create, read, update, and query metadata using the [Metadata API](https://developer.box.com/reference/metadata-templates-resources) and [Metadata Query API](https://developer.box.com/reference/post-metadata-queries-execute-read). ## Key terminology An **attribute** is a key-value pair that stores a single piece of information, for example "Contract date" or "Department." A **metadata template** is a grouping of attributes that define what values can be populated for a file or folder. Admins create templates in the **Admin Console** to enforce consistency across the enterprise. A **metadata instance** is the specific set of attribute values applied to a file or folder. An instance is created when a metadata template is applied to an item. ## Custom metadata vs. metadata templates Custom metadata is best suited for ad-hoc, one-off additions on individual files. Metadata templates, on the other hand, are designed for structured business processes. Templates enforce uniformity across metadata application, enable advanced search on specific attribute values, and support a SQL-like query API with logical operators. They also power views and filters in Box Apps and can drive workflows in Box Automate. When all content in Box shares a common property (for example, a department identifier), but only a subset of that content needs additional classification (for example, marketing assets that also need campaign and product-line tracking), you can apply multiple templates to the same file. Use one template for the shared property and a second for the specialized attributes. ## Suggested use cases Metadata is flexible enough to support a range of business functions: * Legal teams can classify contracts with attributes like signature date or contract term, making discovery easier. * Vendor Management teams can onboard and track vendor contracts for simpler reporting and cost management. * Sales teams can organize collateral by product line, use case, or geography, while Marketing teams can centralize digital asset repositories and streamline brand efforts. * Project Management teams can add structure and status to documents and work plans. * HR teams can standardize processes from hiring to retiring, using metadata to find common forms and analyze employee data. ## Account requirements Metadata is available for Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced accounts. To upgrade your account, contact your Box account team. It is also available on [free developer accounts](https://account.box.com/signup/developer#ty9l3). ## Next steps * [Using metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) - apply, edit, search, and delete metadata on your files * [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) - create and manage templates in the Admin Console * [Metadata taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies) - define hierarchical metadata structures * [Cascading metadata in folders](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders) - automatically apply metadata across folder contents # Sort Files and Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/sort-files-and-folders You can sort your files and folders by Name, Date Modified, and Size. Simply click the appropriate header to sort. Click the squares icon to show the files in a grid image format. Click the lines icon to show the files in a list format. When you define a sorting order in your **Files** window, Box applies that sorting order as the default sorting order in all your Box windows. ![Folder grid view with Sort by Name dropdown and folder cards displayed.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/folder-sort-column-header.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=a42715262c2b4ee447061a91dc31b7bd) For numbered files that go into double digits (or higher), "0" must be used to fill digit spaces for the numbers to display correctly. For example, if you have a list of items that goes to 15, use "01" instead of "1" for the order to display correctly. # Tracking File Activity in Different Applications Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-file-activity-in-different-applications With the wide range of applications you can use to work with a file -- sharing the file via apps such as Slack, processing it via apps such as DocuSign, storing it in apps such as Salesforce, and so on -- it is difficult to track each and every action you have taken. Box addresses this via the **Integration Activity** stream. When you preview a file in Box, **Integration Activity** lists at a glance all of someone's actions involving a Box file across third-party apps designated for that person -- for example, when they shared a file via a Slack message or attached a file to a Salesforce or NetSuite record. This eliminates the need to search through multiple applications to account for every time they may have acted on a file. Instead, the Integration Activity stream makes it easy for people to quickly discover when and to whom they sent a file via Slack, or pushed a document through a DocuSign workflow, or attached a contract to a Salesforce or NetSuite record, and so on. It also includes when others in your organization have taken these types of actions. For example, it can display all the times a co-worker shared a file via a public Slack channel, or even a private Slack channel of which you're a member. (This does not apply to a co-worker who has opted out of displaying their integration activity.) Box begins recording file activity immediately after a Box admin turns on Integration Activity and configures the integration for your organization. It continues recording and accruing file activity from that point forward. There is no time limit -- that is, it saves and displays all file events it's permitted to, regardless of their age. In this way, Integration Activity gives you a single source of truth with regard to when and how you've used a document across certain apps in your organization's ecosystem, as well as to how others in your organization have used the document (depending on your permissions to view). ### What apps are included? Current apps include: * Slack * Send to DocuSign * Box for Salesforce * Box for NetSuite However, APIs enable any third-party developer to feature their Box integration in the Integration Activity stream, and more third-party app integrations are coming. ### Using the Integration Activity Stream Preview a Box file. In a separate pane on the right, Box displays a unified view of all the actions taken on that file across third-party apps. If you don't see this view, the activity pane is collapsed into a narrow bar on the right. Click the ellipsis (**...**) at the top of the bar to expand the pane and view all activity. ![appactivity-activityicon-79846-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/appactivity-activityicon-79846.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=6d561dc67dc9ff0a7324bc87f6732383) ![appactivity-activityiconexpandedalternate2-79846-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/appactivity-activityiconexpandedalternate2-79846.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=f348304bb88f228209991b4433c94ef2) To view details of any specific action, click in the row of the activity you want. In the below example, previewing a sales distribution contract reveals four discrete actions that have been taken on that file, including sharing it via Slack. Click the Slack listing, and Slack opens and displays the message in which you shared the sales contract. ![app-activity-sidebarslackhighlighted-79846-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/app-activity-sidebarslackhighlighted-79846.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=e8503b38183ccf48261e5dc2ea98e615) ![fileactivity-appactivityinslackafterhighlighted-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityinslackafterhighlighted-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=840afcb116c67c832cf3ab1f8a11884f) ## What file actions are listed For the most part, Integration Activity works the same way regardless of the application whose activity it displays. However, it may be helpful to understand what specific file events per application you can access. Below are details for each current integration. ### Integration Activity for Slack When you have shared a Box file via Slack -- either by previewing the file in Box and then clicking the Slack Recommended Web Integration, or by pasting the link directly in the Slack message window -- Integration Activity links directly to the message in Slack where the file was shared. Further, Box records Slack activity regardless of whether you share a file via a Slack direct message or via a Slack private channel. Here it is in the Slack interface: ![fileactivity-appactivityforslacksharewithslack-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityforslacksharewithslack-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=3056cd82583f2dd85a9f289d558ee614) And here it is in Box Preview: ![fileactivity-appactivityforslackboxpreview-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityforslackboxpreview-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=c23c23a4158c90f7ce8dd970bae2fdfe) > [!WARNING] > > You ONLY see Slack activity in Box IF you have access to view that activity when you're in Slack. Box maps its permissions to those in Slack. That means to access a Box file you share in Slack, you must have permission BOTH to the channel in Slack AND to the file in Box. In the context of app activity, that means Box records a file event in your Integration Activity stream only if you also have the appropriate permission in both Box (to the file) and Slack (to the channel). ### Integration Activity for Send to DocuSign Integration Activity links to details about DocuSign events when: * You send a Box file for signature via the DocuSign Recommended Web Integration * You sign a Box file in DocuSign that was sent for signature using the DocuSign integration Details include: * The original file that was sent for signature through DocuSign integration * The envelope status page in DocuSign * The signed file that was uploaded back to Box through the DocuSign integration Here it is before the signature, in DocuSign: ![fileactivity-appactivityindocusign-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityindocusign-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=6d0500a0b1ef63479aef09f7596e6b93) Here it is before the signature, in Box Preview: ![fileactivity-appactivitydocusignboxpreview-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivitydocusignboxpreview-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=ae18ca21f1e5d61332b5f6bd981117e4) Here it is after the signature, in DocuSign: ![fileactivity-appactivitysignedindocusign-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivitysignedindocusign-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=4ab601fd8aee5cc9dc071ab5063863a0) And here it is after the signature, in Box Preview: ![fileactivity-appactivitysignedindocusignboxpreview-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivitysignedindocusignboxpreview-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=f0b32fbb2ac04979d32474d58c1a6681) ### Integration Activity for Box for Salesforce When you use the Box for Salesforce integration to attach a Box file to a Salesforce record (such as account, opportunity, lead, and so on) via the Salesforce embed widget, Integration Activity links directly to the Salesforce record to which the file was attached. > [!WARNING] > > Before you can add Salesforce file activity to the Box Integration Activity stream, [you must configure it](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/installing-app-activity-for-box-for-salesforce). Here it is in the Salesforce interface: ![fileactivity-appactivityinsalesforce-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityinsalesforce-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=dd4ffe2fa0cb8c8fb24f0e34ba39d1f1) And here it is in Box Preview: ![fileactivity-appactivityinsalesforceboxpreview-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityinsalesforceboxpreview-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=2e4242c797c5817b27c26b260cc48ddc) ### Integration Activity for Box for NetSuite When you use the Box for NetSuite integration to attach a Box file to a NetSuite record (such as a purchase order) via the NetSuite embed widget, Integration Activity links directly to the NetSuite record to which the file was attached. > [!WARNING] > > To install Integration Activity for NetSuite, please contact your Box Account Team for details. Here it is in the NetSuite interface: ![fileactivity-appactivityinnetsuite-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityinnetsuite-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=68fd1c34f982ea2b203e86d06b6b7216) And here it is in Box Preview: ![fileactivity-appactivityinnetsuiteboxpreview-79846-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fileactivity-appactivityinnetsuiteboxpreview-79846.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=c35a71e7676b6236b2cc34faf1dee59f) ### Disabling Integration Activity If you do not want Box to track your activities or display them to others in Box Preview, you can opt out of Integration Activity. **To opt out of Integration Activity:** 1. From Box, in the upper-right portion of the screen, next to your initials click the down arrow. 2. From the menu that displays, click **Account Settings**. 3. When the **Account Settings** page displays, click the **Integrations** tab. 4. In the **Integration Activity Stream** section, check **Hide my Integration Activity**. > [!WARNING] > > When you opt out from Integration Activity, the system hides all previous activities as well. You can also delete from the Integration Activity stream any specific file action that you generated. You can do this directly from Box Preview. To do this: 1. In the Integration Activity stream, locate the file action you want to delete. 2. Next to the action, click the garbage can icon, and at the prompt, click **Delete**. ![appactivity-deleteappactivity-79846-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/appactivity-deleteappactivity-79846.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=814cc53e385978a631513723aa82b07b) Deleting a specific activity removes it from that file in Box. It also is no longer available to anyone else. However, this does not delete the activity from within the third-party application, itself. Others can still access the relevant conversation or record from within the individual app. # Tracking User Activity on Files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-user-activity-on-files Box enables you to track user activity on virtually any file in two ways: 1. Recent activity, via avatars that display when you preview a file 2. Lifetime activity via Content Insights, which provide comprehensive file usage statistics you can view or download These features enable you quickly and easily to see who has accessed a file and the action they took on it. > [!NOTE] > > Tracking file activity is available only on the files of **Starter, Business, Business Plus, and Enterprise** accounts, and only is visible if you're an owner, co-owner, or editor of the file. If the "Hide collaborators and their activity from non-owners" setting is turned on for a folder, owners and co-owners still see file activity, but editors do not. See [Managing Collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators) for more information. ## Tracking recent file activity via avatars Depending on permissions (see the note above), Box displays avatars in the header of a file's Preview page. Each avatar represents someone who, within the prior 30 days, has taken one of the following actions on the file: * edited * commented * previewed * downloaded Click on any avatar to display a list that gives you a visual, at-a-glance indication of who has been active recently in a file and what action they took. This can be useful in many ways -- for example, if you're working on a time-sensitive document in Box and you need it reviewed. Preview the file in Box and see immediately who accessed it and what they did, so you can send a reminder to anyone for whom you may still be waiting. Here's what it looks like when you preview a file: ![web-presence-main-zoom-out-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-main-zoom-out.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=d910f7881bd81612ed3919d20ee9c9ec) Here's a closer look, with the list displayed: ![web-presence-main-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-main.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=1f2e847685450b93a0e5abc9595a484c) > [!NOTE] > > Hovering over one avatar displays that person's most recent action. Also, Box displays up to three avatars in the file preview page. If more than three people have acted upon the file within the past 30 days, Box displays the most recent three users and also a + sign indicating the number of additional people who've used the file. The limit is 103 people -- that is, you won't know if more than 103 people act on a file within 30 days. ![web-presence-hover-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-hover.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=2127552be715718a3288e7ab0df08b0a) > [!NOTE] > > Anonymous users -- people who are not logged in to Box and access a file using a shared link -- are not displayed in this recent activity indicator. However, they are included in the Content Insights feature detailed below. ## Tracking lifetime file activity via Content Insights "Content Insights" refers to the actions people take on a particular file. Box begins accruing these statistics the moment the file was uploaded, recording every time someone: * views the file * comments on the file * edits the file * downloads the file If an anonymous recipient accessed the file through a shared link that requires [email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links), Content Insights shows the email address they verified. If the recipient verified more than one email address, Content Insights shows the first verified address that granted access to the file. Content Insights, in essence, are a full audit log of all user activity on a file -- who has accessed the file and what they did next. This can also be useful in many ways -- for example, if you're doing some folder cleanup. Use Content Insights to quickly view a file's history; if no one's accessed it in at least a year, you may consider deleting that file. You can also export file usage statistics into a downloadable Excel spreadsheet. ### Accessing Content Insights Accessing Content Insights is easy: you can view Content Insights from either your **Files** window, or from within the file. **To view Content Insights from your Files window:** 1. In your Box **Files** window, click next to a document's title but don't open the document. 2. In the right-hand **Details** sidebar, Box displays a summary of recent viewer activity. 3. To see further information, click **See Details**. ![all-files-folder-one-png](https://mintcdn.com/product-docs/Z6GH5HR7q80QNRdI/images/box-fundamentals/all-files-folder-one.png?fit=max\&auto=format\&n=Z6GH5HR7q80QNRdI\&q=85\&s=f2116520d6052bee3e321515f55ec560) **To view Content Insights from within a file:** 1. In your Box **Files** window, open a file.  Box displays the file in the preview window. 2. Do one of the following: * At the top of the window, click the Content Insights icon.  Box displays a summary of recent viewer activity. ![web-presence-main-zoom-out-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-main-zoom-out.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=d910f7881bd81612ed3919d20ee9c9ec) * Or, in the right sidebar, open the **Details** pane.  Under **Content Insights**, Box displays a summary of recent viewer activity. ![contentinsights-details-sidebar4-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/contentinsights-details-sidebar4.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=d6753158e352d1b5fad3f0e973c09731) 3. To see further information, click **See Details**. When you click **See Details**, the Content Insights window shows you totals for event types. * At the top of the Content Insights window, you can select to see events that have happened over the past week, month, quarter, or year. * In the **Activity** pane, you can search for viewer activities based on viewer, date, or activity type. ![contentinsights-activity-pane-new-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/contentinsights-activity-pane-new.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=40d24ef73fdfa5f3386115e62424aa9b) > [!NOTE] > > * File editors will not get Content Insights if the folder-level setting **Hide collaborators and their activity from non-owners** is enabled. For more information on this setting, please review the [article on Folder Settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings). Box displays the user names only for users who access the file while logged in. For people who access the content through a public shared link without logging in, Box displays only their IP address (a set of numbers) and their location. > * Content Insights enables you to see activity in Box Notes, but because Box Notes cannot be downloaded, Content Insights always reports "0" downloads for Box Notes. ## Understanding when "Someone" downloads your files "**Someone**" is anyone who downloads a file from a shared link while not logged into Box. You receive these updates if you or one of your collaborators has enabled “Open Access” shared links to content you own or have access to. "**Someone**" also displays if you're collaborating in a folder that has the **"Hide collaborators and their activity from non-owners**" option turned on. For added security reporting, admins of Business and Enterprise accounts can track the IP addresses associated with each notification referencing "**Someone**" within the Admin Console. ## Exporting Content Insights In addition to viewing Content Insights, you can also generate an export for further analysis. > [!NOTE] > > The ability to export data from Content Insights is available only on files owned by Business Plus and Enterprise accounts. It is not available to Personal and Personal Pro users. > [!NOTE] > > **Deleted user's information \[Name and Email]** > > If you run a report for less than one year, the deleted user's information, including  **Name** and **Email**, will not be available.  These fields are shown as **A prior collaborator**.  If you want a deleted user's information, you can run the 1+ year report, which will populate these fields with the name and email ID of deleted users. > > **Access via a shared link** > > **User Email** displays **A prior collaborator** when someone who is not logged into Box accesses a file through a shared link. **To export Content Insights for a file:** 1. In your Box **Files** window, open a file. 2. At the top of the window, click the Content Insights icon.  Box displays a summary of recent viewer activity. 3. In the summary window, click **See Details**. 4. In the **Activity** pane, click **Export All Activity** and select the filters you want to apply. * **Activity**: By default, all event types will be included in the export, though you can choose to limit the export to specific event types. * **Users or Groups**: You can optionally limit the export to only include activity performed by certain users or groups of users. * **Event Categories**: A Content Insights report created for a duration less than one year will show limited categories of events, compared to the report exported for more than one year. The events will be limited to the events you see in the UI (Previews, Downloads, Edits, Comments). * If you want all the events (Previews, Download, Edit, Comment, File Opened, Edited user) and you are an Admin, use the **User Activity Report**. * If you want all the events (Previews, Download, Edit, Comment, File Opened, Edited user), and you are NOT an Admin, export a report for a duration of more than one year. * **Date Range**: By default, the export will be limited to events in the past day, though you can choose to include events from a longer time period, including All Time or a custom date range. 5. Once you’ve chosen your desired filters, select **Create** to generate the export. You can choose a destination folder for the report, or leave the default **Box Reports** folder. If that folder does not exist, Box creates it before uploading your export. For destination folder requirements, including enterprises with **Restrict Content Creation** enabled, see [Report destination folders](/en/box-admin-tools/reporting-and-insights/report-destination-folders). ![export-zoom-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/export-zoom.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=6fdafe0b06516601e72037213d97f030) # Tracking User Activity on Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-user-activity-on-folders Box enables folder owners to track activity in folders they own. Folder Insights allows a folder owner to see how many: * Internal and external collaborators exist for a folder * Shared links exist within the folder * Previews, downloads, uploads, and edits have occurred by collaborators within a defined time period Folder owners can also generate reports on any of the above. > [!NOTE] > > Each user is limited to 10 downloads per report type each day. This means users may download up to 10 Folder Activity reports, 10 Collaborators reports, and 10 Shared Links reports daily, for a maximum total of 30 reports per user per day. > > Reports are saved by default in the Box Reports folder, though you can select a different destination folder during the creation process. Learn more at [Report Destination Folders](/en/box-admin-tools/reporting-and-insights/report-destination-folders). ## Viewing Folder Insights 1. Select a folder. 2. Select **More Options** (![More Options button](/images/box-fundamentals/more-options-button-2.png)), and then select **Folder Insights**. Folder Insights information is shown in a set of data tiles. ## Folder Activity Tile The Folder Activity tile contains a line chart that gives you detailed statistics from the past 90 days (default date range) about how folder collaborators are interacting with your content. To see how many collaborators interacted with files in the folder at any given time, move your pointer anywhere along the graph. You can toggle which type of activity you view in the chart by selecting an item in the legend. ### Filtering Folder Activity Data The buttons at the top of the tile are where you can select which collaborators to show in the chart and the date range for their activities. For Collaborators, you can select: * All collaborators (default) * Internal collaborators * External collaborators For Date Range, you can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date ### Downloading Folder Activity Data The Download Report button (![Download Report button](/images/box-fundamentals/download-report-button.png)) generates a Folder Activity report of the data being currently viewed in the tile. When you generate a Folder Activity report, you select which folder you want the report saved to. When downloading a report, you can select the report destination folder. ## Collaborators Tile The Collaborators tile is a donut chart that shows the number of collaborators that have been invited to the folder, grouped by internal and external collaborators. Hover over any segment of the donut chart to see a count of how many collaborators fall into each category. You can toggle which type of collaborators you view in the chart by selecting an item in the legend. ### Downloading Collaborator Data The Download Report button (![Download Report button](/images/box-fundamentals/download-report-button.png)) generates a Collaborator report of the data being currently viewed in the tile. When you generate a Collaborator report, you select which folder you want the report saved to. ## Shared Links Tile The Shared Links tile is a donut chart that shows the number of shared links that have been created for any content within the folder, grouped by type of shared link. Hover over any segment of the donut chart to see a count of how many shared links fall into each category. You can toggle which type of shared links you view in the chart by selecting an item in the legend. ### Downloading Shared Links Data The Download Report button (![Download Report button](/images/box-fundamentals/download-report-button.png)) will generate a Shared Links report of the data being currently viewed in the tile. When you generate a Shared Links report, you select which folder you want the report saved to. # Understanding Box File Timestamps Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps The frequently asked questions about Box file timestamps are answered in this article: ## What are Box file timestamps? Box records file times and dates when files are created, modified, or uploaded on Box. Box stores timestamp values in UTC format, so they are not affected by changes in time zone or daylight saving time. ## What timestamps does Box display for each file? Box displays the following timestamps for each file operation: * **Created**: The timestamp when the file was created. This timestamp display does not change if you save or modify this file. * **Modified**: The timestamp when the contents of a file were last modified. * **Uploaded**: The timestamp when the file was uploaded to Box. This timestamp display changes for each uploaded version. * **Updated**: The timestamp when the file was last changed in Box (Modified or Uploaded). The timestamp display does not change when you open, close, view, or rename a file. ## Does Box preserve Created and Modified timestamps when uploading content to Box? The timestamps are preserved based on the file upload method and protocol as described in the following table. > [!WARNING] > > Be aware that some browsers are affiliated with particular upload mechanisms like HTML, or Ajax.
Box Upload Method Version Modified Timestamp Preserved? Created Timestamp Preserved?
Box Drive 2.40 or later **Files**: Yes **Folders**: No, a folder's "Modified" timestamp is the date when the folder is created on Box. **Files**: Yes, if a file is moved (e.g. cut and pasted), from another directory to a Box Drive folder. No, if a file is copied (via copy and paste, or drag and drop), from another directory to a Box Drive folder.**Folders**: No, a folder's "Created" timestamp is the date when the folder is created on Box.
Sync (on user's desktop) Box Sync (Box Sync 4.0.4376 and later) **Files**: Yes Folders: No, a folder's "Modified" timestamp is the date when the folder is created on Box. **Files**: Yes Folders: No, a folder's "Created" timestamp is the date when the folder is created on Box.
FTP If the FTP client supports this feature. See [FTP: Preserve Original Created/Modified Times](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/file-transfer-how-can-i-preserve-original-createdmodified-times) for additional details **Files**: Yes **Folders**: No, a folder's "Modified" timestamp is the date when the folder is created on Box. **Files**: Yes  **Folders**: No, a folder's "Created" timestamp is the date when the folder is created on Box.
Mobile iPhone (Box for iPhone 3.0.1 and later) **Files**: Yes **Folders**: No, a folder's "Modified" timestamp is the date when the folder is created on Box. **Files**: Yes **Folders**: No, a folder's "Created" timestamp is the date when the folder is created on Box.
Android **Files**: Yes **Folders**: No, a folder's "Modified" timestamp is the date when the folder is created on Box. **Files**: NoThe "Created" timestamp is set to the last modified date for the first version of a file, and not changed for subsequent versions **Folders**: No, a folder's "Created" timestamp is the date when the folder is created on Box.
Web Application and [Embed Widget](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/create-a-box-embed-widget)For all web browser uploads, the created timestamp is set to the last modified date - based on when the file was first uploaded to Box [Chrome v128+](https://support.box.com/hc/en-us/articles/360043696234) **Files**: Yes **Folders**: No, a folder's "Modified" timestamp is the date when the folder is created on Box. **Files**: NoThe "Created" timestamp is set to the last modified date for the first version of a file, and not changed for subsequent versions. **Folders**: No, a folder's "Created" timestamp is the date when the folder is created on Box.
[Firefox (v130+](https://support.box.com/hc/en-us/articles/360043696234))[Safari (v17+](https://support.box.com/hc/en-us/articles/360043696234)) **Files**: Yes **Folders**: No, a folder's "Modified" timestamp is the date when the folder is created on Box.
Other options [File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) [Email Upload](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-through-email) **Files**: No **Folders**: No, a folder's "Modified" timestamp is the date when the folder is created on Box. **Files**: No **Folders**: No, a folder's "Created" timestamp is the date when the folder is created on Box.
## Where are the file timestamps visible? Box file timestamp information is displayed in several locations: * Web application: The **File Properties** window displays the Created and Modified timestamps. To view this information: right-click on a file or click the ellipses button (**...**), then select **Properties** and click **File Information**. * Box Sync: Your local file system displays the Created or Modified timestamps in the Finder or Explorer window for newly-synced files. ## What file operations affect the Modified timestamps? The Modified timestamp changes when you edit the contents of a file. ## What file operations *do not* affect the Modified timestamps? The Modified timestamp does not change when you perform any of the following file operations: * Preview or download a file * Add, update, or delete comments/tasks/file descriptions * Share or unshare a link * Send a shared or direct link * Open, close, or rename a file ## When I add a new file version, what timestamps are affected? The following list identifies the affected timestamps each time you add a new file version: * Created: The new version does not affect the Created timestamp. * Modified: The new version reflects the Modified timestamp for this file version. * Uploaded: The new version reflects the Uploaded timestamp for this file version. ## Are timestamps preserved when downloading files from Box? When you download a single file, the created and modified date is not preserved, rather it will be set to the time of download. When you download multiple files from Box, the selected files (folders) are downloaded to your computer as a ZIP file. The Modified timestamp for each file (or files within a folder) is set to the same timestamp as when the content was last modified in Box. Each ZIP client handles the uncompressed timestamp information differently. See your ZIP client documentation for further details. You can also use the [Box API](https://developer.box.com/reference/resources/file) to obtain file timestamp information. ## Is the timestamp affected when I delete a file or restore a file from trash? If you delete a file and **[restore](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash#recovering-and-deleting-items)** it from trash at a later date, there is no change to the timestamp. Box continues to maintain the timestamp of the file and restores it seamlessly. ## What timestamp is displayed if one of my files does not have an associated timestamp for the Created and Modified operations? If a file does not have a created timestamp or the modified timestamp after it is uploaded to Box, then Box uses the timestamp when this file was first uploaded to Box. Similarly, if your local device cannot pass the timestamp, then Box uses the timestamp when this file was first uploaded to Box. ## How does Box Drive handle timestamps for synced files? All files visible to you have the correct **Date Modified** timestamps. Local folders' **Date Modified** often do not match the **Date Modified** of the folder on Box. The local folder's **Date Modified** is updated only after the following actions: * A file inside the folder is updated (opened and changed) locally. * A folder inside the folder is modified (renamed for example) locally. * A new folder is created inside the folder locally. ## How does Box Sync handle timestamps for synced files? Effective Release 4.0.4376, Box Sync preserves the created and modified timestamps when downloading files from Box. Additionally, when a file is added to Box Sync via the desktop, the created and modified timestamps for each file are also visible via the web application. Box Sync preserves timestamps when content changes on Box or in your local file system, sending timestamps to Box during uploads, and setting timestamps on the local file system during downloads. If a timestamp changes without the file's content changing, the new timestamp won't be applied to the other file system. ## How do the Box APIs handle timestamp displays? See [the developer documentation](https://developer.box.com/reference/resources/file) for more information on timestamps used in Box APIs. All information provided in this article also applies to timestamp displays using Box APIs. # Understanding Folder Icons and Colors Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-folder-icons-and-colors Folder icons differ based on folder owner and collaboration status. For more information on folder permissions, [check out this article here](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions). Frequently-used icons are identified in the following table:
** Icon ** **Description **
![personalfolder-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/personalfolder.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=86fa04171e6cb573a167827ec29b209b)
  • Personal folder
  • Owned by: You
  • Color: Manila
![sharedfolder-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/sharedfolder.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=cad46bc5b4992429054eb08fc702f44b)
  • Collaborated folder
  • Owned by: Someone within your enterprise
  • Color: Blue
![externalfolder-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/externalfolder.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=9754fc4c624714430b2b4b95ad5dd9a8)
  • External collaborated folder
  • Owned by: Someone outside your enterprise
  • Color: Grey
# Using keyboard shortcuts for Box Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-keyboard-shortcuts-for-box Box provides keyboard shortcuts to quickly navigate our web application. In this article, **Alt/Option** indicates to press the **Alt** key on Windows, and the **Option** key on Mac. For actions related to an item, select the item before pressing the shortcut. You can view a list of all keyboard shortcuts in the web application by pressing **Alt/Option** + **Shift** + **/**. ## Item actions | Shortcut | Action | | - | - | | **⌘ / Ctrl** + **c** | Copy selected items. | | **⌘ / Ctrl** + **v** | Paste copied items in current folder. | | **⌘ / Ctrl** + **x** | Cut selected items. | | **Alt/Option** + **d** | Download selected items. | | **Alt/Option** + **m** | Move and copy selected items. | | **Alt/Option** + **s** | Share the selected item or invite collaborators to the selected item. | | **Alt/Option** + **r** | Rename the selected item. | | **Enter** | Open the selected item. | ## Item selection | Shortcut | Action | | - | - | | **↑** | Navigate to the previous item. | | **↓** | Navigate to the next item. | | **Alt/Option** + **x** | Select the current item. | | **Shift** + **↑** | Add the previous item to the current selection. | | **Shift** + **↓** | Add the next item to the current selection. | | **⌘ / Ctrl** + **a** | Select the first 20 items. To select all items displayed in the list, scroll to the bottom of the list then scroll back to the top, then press the shortcut keys. | | **Esc** | Deselect all. | ## Navigation | Shortcut | Action | | - | - | | **Alt/Option** + **/** | Jump to the search field. | | **]** | Next page. | | **\[** | Previous page. | | **Alt/Option** + **g**, then **Alt/Option** + **a** | Go to the **Files** page. | | **Alt/Option** + **g**, then **Alt/Option** + **f** | Go to the **Favorites** page. | | **Alt/Option** + **g**, then **Alt/Option** + **c** | Go to the **Collaborators** page. | | **Alt/Option** + **g**, then **Alt/Option** + **s** | Go to the **Synced** page. | | **Alt/Option** + **g**, then **Alt/Option** + **t** | Go to the **Trash** page. | ## Other | Shortcut | Action | | - | - | | **Alt/Option** + **b** | Create a new bookmark. | | **Alt/Option** + **n** | Create a new folder. | | **Alt/Option** + **v** | Switch between grid view and list view. | ## Box Notes shortcuts To open a list of available keyboard shortcuts in Box Notes: * On a Mac, press **Command** and **/** * On Windows, press **Control** and **/** | Shortcut | Action | | - | - | | **⌘ / Ctrl** + **\<** | Decrease font size. | | **⌘ / Ctrl** + **>** | Increase font size. | | **⌘ / Ctrl** + **E** | Center text. | | **⌘ / Ctrl** + **J** | Left align text. | | **⌘ / Ctrl** + **⇧** + **X** | Check or uncheck a checklist item. | | **⌘ / Ctrl** + **⇧** + **O** | Display or hide comments. | | **⌘ / Ctrl** + **⇧** + **U** | Display or hide the sidebar. | | **⌘ / Ctrl** + **⇧** + **1** | View recent notes. | | **⌘ / Ctrl** + **⇧** + **2** | View favorites. | | **⌘ / Ctrl** + **⇧** + **6** | Toggle checklist. | | **⌘ / Ctrl** + **⇧** + **7** | Toggle numbered list. | | **⌘ / Ctrl** + **⇧** + **8** | Toggle bulleted list. | | **⌘ / Ctrl** + **⇧** + **9** | Strikethrough. | | **⌘ / Ctrl** + **⌥** + **N** | Create a note. | | **⌘ / Ctrl** + **⇧** + **A** | Add an annotation. | | **⌘ / Ctrl** + **K** | Add a hyperlink. | | **⌘ / Ctrl** + **Z** | Undo. | | **⌘ / Ctrl** + **/** | Toggle the keyboard shortcut legend. | ## Box Sign shortcuts To prepare your Box Sign documents or templates as a sender, use the following keyboard shortcuts:
**⌘ / Ctrl + x** Cut selected fields.
**⌘ / Ctrl** + **c** Copy selected fields.
**⌘ / Ctrl** + **v** Paste selected fields. Carries over copied field values. Pasted fields have a slight overlap in the same location as the original.
**⌘ / Ctrl** + **d** Duplicate selected fields. Combination of Copy and Paste.
**⌘ / Ctrl + Shift + d** Duplicate selected fields on all pages of all documents in the request, in the same position. See [Duplicating fields on all pages](/en/box-sign/sending-a-document-for-signature#duplicating-fields-on-all-pages).
**⌘ / Ctrl + left-click** Select multiple fields. After selecting, you can use these shortcuts:\
  • Cut
  • Copy
  • Paste
  • Duplicate
  • Delete
Bulk reassign recipients within a signature request. Select two or more fields, then left-click to reassign the recipients. Additionally, you can delete the selected fields.
**⌘ / Ctrl + z** Undo\*
**⌘ / Ctrl + y****⌘ / Ctrl + Shift + z** Redo\*
**Esc** Cancel operation:\
  • Field settings menu
  • Field selection
**Del** Delete the selected fields.
\* Actions for which Undo/Redo can be used include: * Adding, removing, moving, and resizing fields. * Updating fields and their settings (including fonts), title and settings, recipient assignment, and Required/Not Required selection. ## Box Drive shortcuts To search your entire Box account with Box Drive, use the following keyboard shortcuts: * **Mac:** **Ctrl** + **Option** + **Cmd** + **Space** * **Windows:** **Ctrl** + **Alt** + **Shift** + **b** ## Box Hubs shortcuts Box Hubs has separate shortcuts for building a Hub and for reading one. To see them while you work, open a Hub and press **Alt/Option** + **Shift** + **/**. The **Keyboard Shortcuts** panel opens with an **Edit Mode** tab and a **View Mode** tab. For the full list, see [Using keyboard shortcuts in Box Hubs](/en/box-hubs/using-box-hubs/using-keyboard-shortcuts-in-box-hubs). # Using metadata Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata This article covers how to work with metadata in the Box web application. For an overview of what metadata is and how Box uses it, see [Introduction to metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/introduction-to-metadata). For technical details on integrating with Box, developers can visit the [API documentation](https://developer.box.com/guides/metadata/quick-start/). ## Applying metadata templates To apply a metadata template: 1. Select the file to which you want to add metadata. 2. In the file's preview screen, select the **Metadata** icon in the right-hand sidebar. 3. Next to **Metadata**, select **+**, then choose the metadata template you want to use. ![metadata-template-image01-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-template-image01.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=299beea550eebe7754c543d2c498514c) ### Custom metadata If no relevant metadata template exists, you can create a custom template for a particular file. When choosing a template, select **Custom Metadata**. Enter an **Attribute Name** and select **Add** to create a custom attribute. Once you are done, select **Save**. You can add as many custom attributes as you need. These additional attributes are not shared across any other files. You can also use metadata without templates. For accounts that have metadata activated, you can always add metadata in the custom metadata section. > [!NOTE] > > You can assign up to 100 metadata templates to a specific item. ## Editing metadata values To edit metadata values: 1. Select the metadata instance you want to edit. Box displays a pencil icon to the right of the template's name. 2. Select the pencil icon. Box displays the attribute values in text entry boxes. 3. Select the attribute value you want to edit. 4. Edit the attribute's value. 5. Select **Save**. > [!NOTE] > > While editing a saved **custom** instance, you can still add attributes by selecting **+**. ## Autofilling metadata in templates With this feature enabled, Box account holders in Enterprise Advanced accounts can use Box AI to extract metadata from supported file types, such as .pdf, .tiff, .png, .jpeg, that have one or more attached metadata templates, and automatically add that metadata, as suggested values, into the metadata template. Box provides two metadata extraction agents for autofilling metadata templates: **Standard** and **Enhanced**. Both extraction agents use Large Language Model (LLM) processing to extract contextual data. | | **Standard Extraction Agent** | **Enhanced Extraction Agent** | | - | - | - | | **Default model** | Gemini 3.1 flash lite | Gemini 3.7 flash | | **Model flexibility** | CYOM through the API (standard or premium model) | Default model only: no choice to change model | | **Best suited for** | Structured or semi-structured documents; documents of less than 50 pages with fewer than 20 extraction fields; high-volume simple extraction tasks | Complex and unstructured documents; documents of more than 50 pages with more than 20 extraction fields; advanced use cases requiring deep insight and precision | | **Taxonomy support** | Small taxonomies of less than 200 nodes | Larger taxonomies supported (500 nodes kept in context, with heuristic sampling for larger taxonomies) | > [!NOTE] > > Bulk extraction of up to 25 files is available through the API only. The Box web application does not support bulk file extraction. ### Enabling autofill for your enterprise If you are a Box admin, autofill metadata is available when the **Box Files** setting is enabled for your enterprise. To enable or disable autofill, go to **Admin Console** > **Box AI** > **Files**. ### Autofilling metadata from a file If your enterprise's Box admin has enabled the **Box Files** setting, you can use Box AI to automatically add a file's metadata, as suggested values, into the file's metadata templates. To autofill metadata from a file: 1. In your **Files** window, double-click a file that has at least one metadata template. Box opens the file in the Preview window. 2. In the Preview window's sidebar, select the **Metadata** icon. 3. In the **Metadata** panel, select **Autofill**. Box displays the metadata extraction agents available to your organization's account. 4. Select a metadata extraction agent. ![metadata-autofill-button-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-autofill-button.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=34c821d223e2040caafaa04a38fd2e30) Box AI extracts relevant information and adds it as suggestions in the metadata template's input fields. In the metadata template, Box highlights values suggested by Box AI. ![metadata-suggested-values-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-suggested-values.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=24b18fea91ca9b4c273526ff09c12285) After reviewing these suggested values, you can save or change them. To save them, select **Save**. To change a suggested value, type a new value in the field. ## Deleting a metadata instance To delete a metadata instance from a file: 1. Select the metadata instance you want to delete. Box displays a pencil icon to the right of the instance's name. 2. Select the pencil icon. 3. In the bottom of the pane, select **Delete**. ![delete-metadata-01-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/delete-metadata-01.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=0a221bc3790d83f742e3a81cba06238a) 4. Select the **Confirm deletion of Metadata instance** checkbox and select **Delete**. > [!WARNING] > > Deleting metadata is permanent and cannot be undone. No trash bin exists for recovering deleted metadata. If a metadata template or attribute is associated with an active retention policy, you cannot delete the template, attribute, or options until you [delete the retention policy](/en/box-governance/retention/deleting-a-retention-policy). ## Using advanced search with metadata templates Metadata values are indexed by the Box search engine. If you perform a search, the search engine treats metadata values similarly to how file titles or file text are treated. If a match on metadata is made, it influences the search results returned to you using Box's search relevance algorithm. You can also use **advanced search** to filter results within specific metadata templates. To search using specific metadata templates: 1. Select the **Advanced Search** icon ![Advanced search filter icon](/images/box-fundamentals/filter-icon.png) in the **Search** box at the top of the screen. 2. Select **Metadata** and choose the template you want to use for your search. 3. Enter the values you want to search for, then press enter to search. ## Permissions and collaboration Metadata adheres to folder-level permissions. A collaborator with permission to view items can view metadata, and a collaborator with upload permissions can edit metadata values. For example, if a collaborator is a viewer in a folder, that person can only view metadata and not edit it. If a collaborator is a previewer uploader, they can both view and edit metadata. [Refer to the permissions chart](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) for details on which permissions are granted to each collaborator role. ### External collaborators Metadata is available for external collaborators who collaborate in a folder where the folder owner has enabled metadata on their account. External collaborators can see and edit metadata instances and attributes in parity with file metadata. Read and write access of existing instances adheres to standard folder collaborator settings. New instances can be applied only by users within an enterprise in the web application; external collaborators outside the enterprise cannot add instances to a file in the web application. The metadata template owner enterprise owns the metadata template and all values of the template. If the metadata template changes, this affects any values of metadata that are collaborated with external collaborators. ### Shared links For details on how metadata works with shared links, refer to the [shared links chart](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). ### Encryption All metadata is encrypted. > [!NOTE] > > Metadata is not deleted unless a user deletes the metadata directly off the item. If an account activates and deactivates the metadata feature, or if an item with metadata is deleted, metadata is still retained. ## Managing templates Administrators can create and manage templates from the Admin Console. For more information, see [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates). # Using Recents Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-recents Your **Recents** page contains the last 1000 files you've accessed, starting with the ones you've accessed most recently. This includes files opened in other Box applications or on other devices. ![The Box Recents page listing recently accessed files under the Files > Recents breadcrumb with an All Recents filter.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/recents-page-contains-last-files.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=2728727bcf4db4a9a2a3c460bec9dfc8) To open your **Recent Files**, hover over the arrow next to it and click it. A carousel with your recently accessed files opens. ![The Box Files page showing the Recent Files section with a folder list below the NAME column header.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/open-recent-files-hover-over.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=76a1b85576b09ed717a8d374512a057a) If your file is not in the carousel or you prefer a standard folder view, click the **See all** button over the file carousel. You can also display your recent files by hovering over **Files**. Scroll to the bottom of the list in the popover and click **See All Recents** to access all your recent files and folders. ![A horizontal carousel of recent file preview cards on the Files page with a See all link and scroll arrow.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/also-display-recent-files-hovering.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=65b1d4f789c3fd946e5e46eef62e7e3b) The following files will appear in this section: * Previewed files * Modified files (includes new version uploads) * Files you commented on * Files opened from a shared link By default, your Recents list includes both files you accessed directly and files you viewed through a shared link sent to you. To see **only** files you accessed through shared links, click **All Recents**, then click **Viewed via Shared Link**. ![The Recents page filter dropdown open with All Recents selected and Viewed via Shared Link as an alternative option.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/recents-list-includes-both.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=aaa71b9423e40f892f84157d8aa5c8d7) You can preview and share files from the Recents page if you have permission to do so. But you must go to the file's parent folder or the preview screen to take other actions on the file (move, download, and so on). If you have permission to access a file's parent folder, a link to that folder displays beneath the file name. You cannot access the parent folders of files accessed via shared links. > [!NOTE] > > The Recents section is capped at 50 items per page for performance reasons. Uploading a new file will not make it appear in Recents. # Using Tags Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-tags Tags enable you to mark, sort, and easily search for related files. For example, you can filter and search for files based on shared tags. ## **Restricting Tags** Box enables tag creation by default.  Your Box admin can restrict tag creation.  If you're a Box admin, to access tag settings, in the Admin Console go to **Enterprise Settings > Content & Sharing > Content Creation**. ![tagging-content-in-box-1-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/tagging-content-in-box-1.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=5603d4c239c349414cbaba02b53ecc1f) Even if admins restrict tag creation to other admins and co-admins, you can still see tags and use them to search/filter, although you cannot add new tags to items. You can also enable or disable Tags in your personal account settings. To enable tags in your account, click your profile picture in the upper right (the default image is your initials), then click **Account Settings**. ![User profile dropdown menu with Account Settings highlighted among View Profile and Log Out.](https://mintcdn.com/product-docs/hv7V6Xeed9krubib/images/box-fundamentals/tcjxfj1p8jfkdu0qk7xjzqfcpsely50w.png?fit=max\&auto=format\&n=hv7V6Xeed9krubib\&q=85\&s=961cb4a848471fc213d4dd09c5a9e7c6) In the **Account** tab, check **Display Item Tags**. ![Account Settings General Options; red arrow points to checked Display Item Tags checkbox.](https://mintcdn.com/product-docs/hv7V6Xeed9krubib/images/box-fundamentals/po9lj621xpgt9bs7fcc468iaszps5a0n.png?fit=max\&auto=format\&n=hv7V6Xeed9krubib\&q=85\&s=5697c2ed68fd50fc25945a7e86509900) ## **Tagging Items in Box** To tag an item: 1. Hover over the item you want to tag, then click the ellipsis (**...**) to open the **More Options** menu. * Alternatively, you can **right-click** the item, and from the menu that displays select **More Actions.**  Then click **Add or Edit Tags**. ![Team Meetings folder menu: More Actions submenu with Add or Edit Tags highlighted in red.](https://mintcdn.com/product-docs/a3txt2TZ7VjkJQBc/images/box-fundamentals/it34djjl2zjte940kn98905zwue36htw.png?fit=max\&auto=format\&n=a3txt2TZ7VjkJQBc\&q=85\&s=f289c9fc900a00f1b470f827a7044ca8) 2. In the dialog box that displays, enter the tags you want to add to this item. You can add multiple tags, separated by a comma. Then click **Save**. ![Add or Edit Tags dialog for Team Meetings folder with Marketing Team tag and Save button.](https://mintcdn.com/product-docs/ffCmGnIGovm2OgSG/images/box-fundamentals/8jupkonarp4dvxjl8sl6n50zmh95d4h0.png?fit=max\&auto=format\&n=ffCmGnIGovm2OgSG\&q=85\&s=8878d9f1e16b30fdee1f8045d7094a5a) Tags display below the item name: ![Folder list showing Marketing Team tags; red arrow points to tag on Team Meetings folder.](https://mintcdn.com/product-docs/hv7V6Xeed9krubib/images/box-fundamentals/uyifov9mc4rmwjeax7dbdyzvjov0m11i.png?fit=max\&auto=format\&n=hv7V6Xeed9krubib\&q=85\&s=599f62d2163a73e085696e046e0a1e64) > [!NOTE] > > You must have folder permission level of "Editor" or higher to create tags for a folder. There is no character limit for tagging. But generally shorter tags are more useful because they are easier to scan. ## **Searching and Filtering with Tags** To search for all files with a specific tag, click the tag below a file's name: ![Folder list showing Marketing Team tags; red arrow points to tag on Team Meetings folder.](https://mintcdn.com/product-docs/hv7V6Xeed9krubib/images/box-fundamentals/uyifov9mc4rmwjeax7dbdyzvjov0m11i.png?fit=max\&auto=format\&n=hv7V6Xeed9krubib\&q=85\&s=599f62d2163a73e085696e046e0a1e64) ![Search results for Marketing Team tag showing Marketing Material - 2016 and Team Meetings folders.](https://mintcdn.com/product-docs/a3txt2TZ7VjkJQBc/images/box-fundamentals/9hjpjziezve0fpvcs62wtyty41onh6b9.png?fit=max\&auto=format\&n=a3txt2TZ7VjkJQBc\&q=85\&s=49fb1fdc94d52184c1f9eae2e02fece1) You can also use the tags filter to filter by tags in any search. To do this, click the tags filter and enter the tag(s) you want. ![Search results with 1 Tag filter open; Marketing Team tag selected and Apply button visible.](https://mintcdn.com/product-docs/hv7V6Xeed9krubib/images/box-fundamentals/wtohzf1di4ki5vysltl8ehvbtsdz3yau.png?fit=max\&auto=format\&n=hv7V6Xeed9krubib\&q=85\&s=29f2c14925cd5c772752e45c967440e5) > [!NOTE] > > You can start typing a tag in the search view, and Box autofills possible tags. However, it does this only for content you own. It does not autofill tags that belong to content you do not own or content on which you collaborate. # Using the API to add metadata to multiple files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-api-to-add-metadata-to-multiple-files At times, Box customers may need to use the Box API to update a number of files with the same metadata. For example, if you upload a very large number of files that share a common characteristic, such as photographs taken of the same event, you can use the API to add metadata to the photos marking this event. To learn about using the Box API to add metadata to multiple files at once, explore the [Developer Documentation about Creating Metadata](https://developer.box.com/reference/post-metadata-templates-schema). Using this API functionality, you can write a simple script to update the required files with the desired metadata values. If you run into issues with this process, [contact Box User Services](https://support.box.com/hc/en-us/requests/new) with any questions. You can also apply metadata to multiple files at once using [cascading metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders), available in both the web application and using the API, if your enterprise admin has enabled it. # Using the Box Notification Center Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-box-notification-center The Box Notification Center displays a summary of notifications sent to you by Box, and by the people you work with. Using the Notification Center, you can review all your notifications in one place, so you can quickly and efficiently stay up-to-date on the work you're involved in, and on the work-related activity around you. Notifications can include * @mentions in comments and file annotations * collaboration invitations, and * shared link announcements. The Box Notification Center also enables you to accept collaboration invitations. > [!NOTE] > > * The Notification Center does not provide expiration notifications, but Box does send these notifications to you through email. > * The Notification Center does not support filtering of notifications. ## Reviewing your notifications When you receive a notification, Box displays an alert message next to the Notification Center's bell icon.\ The bell icon displays how many unread notifications you have. When you click the bell icon, Box refreshes this number. ![bell-icon-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/bell-icon.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=fda00702b9634cf101846a11e8add757) **To review your notifications:** 1. In the top-right corner of your Box account window, click the **bell** icon. Box displays the Notifications Center window. 2. Hover in the Notifications Center window, and mouse scroll. 3. To accept an invitation, hover on the invitation notice and click **Accept**. 4. To open a file for which you've received a notification, click the notification. Box opens the file. * If it's an annotation, clicking the notification opens the file preview to the annotated section, regardless of where in the document it may be. ![notificationpane-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/notificationpane.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=6d3e66068b4e2fb6566095f08938ddbb) # Using the Box Task Center Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-box-task-center The Task Center displays a summary of tasks assigned to you, the files to which the tasks apply, their due dates, and statuses. Using the Box Task Center, you can review all your assigned tasks in one place, so you can quickly and efficiently review the status and due dates of the Box content work you're involved in. You can complete tasks there quickly, or navigate to the file and complete the task after reviewing. ## Reviewing your tasks When you receive a new task, Box displays an alert message next to the Task Center's clipboard icon.\ The clipboard icon displays how many unfinished tasks are assigned to you. When you reload the page or click the clipboard icon, Box refreshes this number. ![clipboard-icon-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/clipboard-icon.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=64843e7707d496ba0f65397aa5fe8174) **To review your tasks:** 1. In the top-right corner of your Box account window, click the **clipboard** icon. Box displays the Task Center window. 2. Hover in the Task Center window and mouse scroll. ![taskcenter-tasks-72067-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/taskcenter-tasks-72067.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=ab9f1dbaf4f13f0ddb7cbf5dbb81f24e) **To resolve your tasks:** 1. In the top-right corner of your Box account window, click the **clipboard** icon. Box displays the Task Center window. 2. In the Task Center window, click on a task notification. Box opens the file belonging to the task. 3. In the Preview Activity sidebar, hover on the task you want to resolve, and click one of the following: * **Mark as Complete** * **Approve** * **Reject** # Using the Dispositions page Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-dispositions-page The Dispositions page is only available if [access has been granted](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#trash). If available, **Dispositions** can be selected by clicking **More** in the sidebar menu from within Box. The Dispositions page contains: * All active, non-trashed, files under retention policy * The disposition date for the most recent file version (i.e. when the retention policy governing the files will expire and a [disposition action](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) will be executed at the end of retention) The list contains all files that the user owns or collaborates on. It shows files based on their most recent version, with expiration based on the winning policy (i.e. the policy with the longest duration) that has been enabled by the admin in [Governance Settings](/en/box-admin-tools/box-admin-reference/governance-settings). > [!WARNING] > > The list of expiring files is updated daily, i.e. bulk updates to the list are done once a day. This means there might be small discrepancies, such as if a file falls under a conflicting retention policy between data calculations. It may take up to 72 hours until changes are reflected on the page. Manual file extensions are immediately reflected in the list. File name changes and updated date changes are reflected after refreshing the page. > [!NOTE] > > After turning on the disposition page setting for at least one person, Box will start processing your enterprise's data. It can take up to 72 hours until the data starts to display. > > We prioritize the processing of files expiring in the next 12 months, then asynchronously process content expiring further in the future. This may lead to a situation where content expiring further in the future gradually displays in the subsequent days after enablement. Files within the Dispositions page can be: * Extended (if you are an owner or co-owner, and the admin has [enabled the required policy](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) setting) * If the policy doesn’t allow for an extension or if a user is not an owner or co-owner, the extend button will be disabled ## Extend the disposition date Owners and co-owners of files can extend the disposition date if your admin has [enabled the required policy setting](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action). To extend the disposition date: If an admin has [enabled the required policy setting,](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) owners and co-owners of a folder can extend the disposition date of files contained within it. Up to 20 files at a time can be selected. ### Extend the disposition date for one file 1. From the sidebar, select **...More**, then **Dispositions**. 2. Hover over the file whose disposition date you want to extend. 3. Select the clock icon. 4. Select how long you want to extend the disposition date by. Options include 7 days, 30 days, or 1 year. ### Extend the disposition date for multiple files 1. From the sidebar, select **...More**, then **Dispositions**. 2. Hover over the files whose disposition dates you want to extend. 3. Select the files you want to extend. 4. Select **Extend** from the top of the page. 5. Choose how long you want to extend the disposition date by. Options include 7 days, 30 days, or 1 year. > [!NOTE] > > If a maximum extension length is configured, users cannot extend a file beyond that limit. In those cases, the **Extend** button will be disabled and users will see a tooltip explaining the maximum limit was reached. > > For example: if the policy allows a maximum extension of 6 months and the file has already been extended by 2 months, a request to extend it by 1 year will only add 4 more months, reaching the 6-month limit. An exclamation mark on the list indicates the file is governed by a policy which doesn’t allow for extension. Whether a file’s disposition date can be extended also depends on the winning policy settings, where the ‘winning’ policy is the one with the longest duration. If a shorter policy allows for extensions but a longer (winning) policy doesn’t, the user will not be able to extend the disposition date. # Editing Markdown files in Preview Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/editing-markdown-files-in-preview Box Preview enables you to edit Markdown (.md) files. Box Preview’s Markdown editor is a native, cloud-based editor built directly into Box. Whether you're documenting technical specifications, creating agents.md files, drafting structured notes, or managing knowledge bases, the Box Markdown editor enables you to create and edit Markdown files without leaving Box. While you edit a Markdown file in Box Preview, Box applies a lock to the file to prevent other people from also editing the file. Box Markdown editor is available to all Box users. You can begin creating and editing Markdown files immediately upon accessing your Box account. ## Creating a new Markdown file **To create a new Markdown file in any folder:** 1. Navigate to the folder where you want to create the file. 2. Click the **New+** button in the top-right corner of the folder view. 3. Select **Markdown** from the dropdown menu. 4. Enter the name for the Markdown file and click **Create**. The Box Markdown editor opens in a new tab, ready for you to begin typing. ## Choosing your view mode Box Markdown editor provides three distinct working modes to match your preferred writing and reviewing style. You can switch between modes at any time using the controls at the bottom of the editor toolbar. * Code view: Write and edit raw Markdown syntax directly. Ideal for precision, structural control, and experienced Markdown authors. * Preview mode: See a fully rendered output of your Markdown. Perfect for reviewing formatting and sharing polished content. * Split view: Write in code view on the left while seeing a live rendered preview on the right, simultaneously, in real time. > [!TIP] > > Split view is particularly useful when working with complex tables, headers, or nested lists, as it lets you catch formatting errors as you type without switching modes. ## Editing Markdown files **To begin editing a Markdown file in Box:** 1. In your Box **Files** window, select the file. Box displays the file's contents in Code mode. 2. After editing the file, select **Save**. ## Editing HTML files in Box Box provides a built-in HTML sandbox that renders your code alongside a raw text editor. This feature enables you to view and edit agent-generated HTML directly within your account. With this feature, you can: * View and edit all agent-generated HTML added to your account. * Execute inline scripts, event handlers, and inline styles safely within a secure sandbox. * Edit raw HTML code with automatic dirty tracking, saving, split-view, and resizing. ### How the HTML sandbox works To protect your account data, Box uses a native iframe sandbox as a security boundary. This sandbox isolates the preview runtime from the rest of the application. ### Editing HTML files **To begin editing an HTML file in Box:** 1. Select the file. Box opens the file in Preview mode. 2. In the toolbar at the bottom of the window, select the Code mode icon. 3. After editing the file, select **Save**. ### Supported HTML elements and attributes To ensure high fidelity while maintaining security, Box supports a curated list of HTML elements and attributes: * Inline styles and scripts: You can use inline styles and inline scripts. External stylesheets and external scripts are blocked by the security policy. * Event handlers: You can use common event handlers including onload, onclick, onerror, onchange, onsubmit, key events, mouseevents, onfocus, onblur, and oninput. Less common event handlers are dropped during sanitization. * Images and fonts: You can display images and fonts using data URIs. External network loads for images and fonts are blocked. ### Link and navigation behavior To prevent scripts from navigating away from the host tab or opening unauthorized windows, Box applies three layers of navigation mitigations: * Link-click interception: Box intercepts all link clicks within the preview. If you click a link that starts with a hash (#), Box manually scrolls to the target element. All other links, such as http, mailto, javascript, or relative links are suppressed. * Form submission blocking: The sandbox blocks all form submissions to prevent data exfiltration. * Window escape prevention: The sandbox blocks top-level navigation and popups, preventing scripts from changing the location of the parent window or opening new tabs. # Enabling Subtitles/Closed Captions in Video Preview Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/enabling-subtitlesclosed-captions-in-video-preview Box Preview supports captions that have been embedded into video files - that is, a **single** video file in which the caption/subtitle data has been embedded. There are two notable variants of this: 1. The captions/subs exist as a separate text track in the video file. 2. The captions are contained in the video stream/track. The data is tightly coupled with the actual video picture data (but can still be toggled on/off). Box does **not** support captions/subtitles as separate files. If you have a video with a separate subtitle file (e.g. .srt), you will need to embed the subtitle file into your video file using one of the methods outlined [below](#how-to-prepare-box-supported-closed-captionedsubtitled-videos). > [!NOTE] > > This feature is only available to Business-Plus users or higher. ## **Enabling Subtitles/Closed Captions** When you preview a video file that includes a subtitle track/closed captioning, you will see a button marked **CC** in the preview window. Clicking this button will toggle captions on or off. If your video includes multiple subtitle/caption tracks for different languages, you can select a specific subtitle track by opening the **Settings** menu (**Gear** icon) and clicking **Subtitles/CC.** Select the appropriate subtitle track and subtitles will be displayed at the bottom of the screen. ![Video player with CC subtitles menu open; French selected and French captions displayed.](https://mintcdn.com/product-docs/ffCmGnIGovm2OgSG/images/box-fundamentals/3ffo0vwdvsqaa1zsv4qkdokoubf7tgto.png?fit=max\&auto=format\&n=ffCmGnIGovm2OgSG\&q=85\&s=22af0540687c0f3472b0269d4c1a643c) **Notes and Limitations:** * We do not yet honor positional and style cues. CC/Subtitles will be overlayed at the bottom of the video. * CC/Subtitles do not yet show on mobile devices. * This is only supported in our HD Video player. You must be at least in the Business-Plus tier to get HD video, and it is only supported on modern browsers (for IE11, only on Windows 8.1+). ## **How to prepare Box-supported Closed Captioned/Subtitled videos** If you have a video file and a separate SRT or VTT file for that video, there are a couple of different solutions to view those subtitles in Box. **General Tip:** For both options below, we recommend that the CC/Subtitles be encoded in UTF-8 and specify a language for the text track. Specifying a language will lead to a more user-friendly Preview experience in Box when the viewer is choosing subtitles for the video. **Option 1:** Request a 3rd-party service to include the CC/subs in a self-contained video file. This is the easiest solution. A 3rd-party captioning service may be willing to prepare the Box-required delivery format for you. The deliverable would be a single, self-contained video file with the captions inside (usually as a separate text track). Be sure to be clear that these need to be closed-captions, NOT open-captions (where the captions are burned into the video and cannot be hidden). **Option 2:** Use a software tool to embed the SRT/VTT file into the video file. If you have an existing workflow that produces an SRT/VTT file as a sidecar file, you can follow up that step by embedding the file into the video file to produce your final, self-contained captioned video. There are a few free software tools that make it easy to embed the SRT/VTT file into the video file as a separate track. We recommend you use a tool that does not require re-encoding the video file, as this will likely lead to fewer issues and complete nearly instantly. | | | | | | | - | - | - | - | - | | Software | Operating System | Requires Re-encode | Instructions | Output | | [MKVToolNix](https://mkvtoolnix.download/downloads.html) | Mac, Windows, Linux | No | [https://www.youtube.com/watch?v=GTZh8b4hpJM](https://www.youtube.com/watch?v=GTZh8b4hpJM) | mkv with SRT text track | | [Handbrake](https://handbrake.fr/) | Mac, Windows, Linux | Yes | [https://www.youtube.com/watch?v=-AWtxpG5vAk](https://www.youtube.com/watch?v=-AWtxpG5vAk) | mp4 with MPEG-4 Timed Text track | | [FFmpeg](https://www.ffmpeg.org/) | Mac, Windows, Linux | No | [https://stackoverflow.com/a/17584272](https://stackoverflow.com/a/17584272) [https://en.wikibooks.org/wiki/FFMPEG\_](https://en.wikibooks.org/wiki/FFMPEG_An_Intermediate_Guide/subtitle_options) [An\_Intermediate\_Guide/subtitle\_options](https://en.wikibooks.org/wiki/FFMPEG_An_Intermediate_Guide/subtitle_options) | mp4 with MPEG-4 Timed Text track | There are also proprietary software options particularly for generating video with CEA-608/708 captions. These tools generally support more complicated workflows, and might make sense to use if you already have a workflow set up with them. * [Adobe Premiere Pro](http://helpx.adobe.com/premiere-pro/using/closed-captioning.html) * [Apple Final Cut Pro](https://support.apple.com/guide/final-cut-pro/welcome/mac) * [MacCaption](https://www.telestream.net/captioning/workflow-file.htm) # Introducing Box Preview Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/introducing-box-preview With **Preview**, you can view your files in any Box application without downloading them to your device. Preview currently supports most [file types](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview), so you can easily access your content from any browser supported by Box. Box Preview supports most common file types. To see a full list of supported file types and fonts, please see [File Types and Fonts Supported in Box Content Preview](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview). To learn about the file types supported through Box APIs, please see our [developer documentation](https://developer.box.com/guides/representations/supported-file-types/). Preview is limited to files sized 500MB or smaller. Video files are the exception; these can be up to 3.5 hours long. However, videos exceeding 2.5 hours can encounter problems when previewed or streamed. Preview is limited to viewing Excel sheets of fewer than \~100 columns and \~100,000 rows, or you can use the [Excel online previewer](https://support.box.com/hc/en-us/articles/360043695314-Excel-Online-Previewer), which allows viewing files of up to 50MB. On many social media sites, when you paste a public Box link to content, a miniature share card of that content replaces the link’s URL. Similar private Box links do not display miniature share cards. > [!NOTE] > > Preview displays most documents without issue, but we cannot guarantee perfect accuracy. If your file doesn't display properly in preview, use the file's native application to open it. ## Video file preview Video preview is available only to Business level Box accounts, and above. Free or personal users can preview video files owned by these accounts. When you preview video files, you can use keyboard shortcuts to perform basic actions. Preview also supports closed captioning in videos, and for accessibility it works with screen reader programs such as Mac's VoiceOver. Video preview without Box login using Public shared link is only limited up to 1 hour. Both 480p and 1080p previews are supported. When you preview a video, you can use the settings gear to adjust the resolution. Only Business Plus accounts, or higher, can modify the quality of the previewed video. ## Previewing files To **preview** an item, click the item's name. It opens directly within the Box interface. When an individual follows a shared link to a file, by default the file previews within the Box interface, rather than downloading or displaying within the native application. This is a typical Box Preview screen: ![Preview\_Final.png](https://mintcdn.com/product-docs/R4fhSza8L0hjDmrn/images/box-fundamentals/Preview_Final.png?fit=max\&auto=format\&n=R4fhSza8L0hjDmrn\&q=85\&s=c9584ff92ebfc2b6296f06a15456d99b) 1. **File name and parent folder.** View the name of the file you are previewing, the name of that file's parent folder and the time of last update. Click the name of the parent folder to navigate back to it. If there's a shared link icon (![Shared\_links.png](/images/box-fundamentals/shared-links.png)), you can click it, and Box automatically copies the link to your clipboard so you can quickly share the file with others. Select the version badge to see the file's version history, including version number, uploader, upload date, and upload size. 2. **Primary file actions.** From here you can do the following (note that some actions may be limited based on your permission level): * View avatars of the people who have recently edited, commented on, or viewed the file * Select the ellipsis (**...**) to access a menu from which you can select a wide range of actions, such as moving it, renaming it, locking it, downloading a PDF version of it, and more. * Access [Box AI](https://support.box.com/hc/en-us/p/Product_Page_2023?section-id=22012531180947). Box AI in Preview is available for Business, Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced accounts. * Query the document with [Box AI](/en/box-ai/getting-started/box-ai-for-documents) * Open the file * Download the file * Create a shared link to the file * Open the Share window to invite someone to collaborate on the file 3. **Information** about the file. Here you can: * Select the bubble icon (![Bubble\_icon.png](/images/box-fundamentals/ico-ne-bulle.png)) in the side navigation to open or close the **Activity** panel. In this panel, you can view version history, file comments, view and assign tasks, and write comments associated with the file. * Select the details icon (![Details\_icon.png](/images/box-fundamentals/details-icon.png)) in the side navigation to open or close the **Details** panel. In this panel, you can view or add a wide range of information about the file, including classification, file access statistics, and basic file properties (dates created and modified, size, owner, uploader, and so on). * Select the metadata icon (![Metadata\_icon.png](/images/box-fundamentals/metadata-icon.png)) in the side navigation to open or close the **Metadata** panel. In this panel, you can view or add a range of metadata attributes associated with this file. * [More information on metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) in Box. 4. A list of **recommended apps**. Icons in this sidebar give you one-click access to the applications you most commonly use with Box. In this way, you can quickly share the file you're previewing with Slack, send it to DocuSign, and so on. The applications that display in your recommended apps bar vary, depending on how you most commonly work in Box. [More information on recommended apps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-commonly-used-web-integrations-in-box). Finally, you can change your view of the file, and move between files within the containing folder. To do this, hover over the file. A toolbar displays at the bottom, with controls for zooming in and out, rotating the image file, and entering full-screen mode. And left and/or right arrows also display on either side of the preview window. Click an arrow to preview the next or previous file in the folder. ### Known limitations: * While Box enables you to preview files in the current version of Excel, Box does not support previewing older versions of most Excel file types. * You cannot preview password-protected files. * Hyperlinks now work in PowerPoint files in Box preview on either the Web, or mobile applications for newly uploaded documents. If links are not working, try re-uploading the document. * Videos embedded in PowerPoint files do not work in Preview. * Business accounts are limited to a video resolution of 480 pixels in Preview. * Animations and page transitions in PowerPoint do not work in Preview. * Adobe PDF Portfolios are not supported by Box Preview. * Small sized files (1-byte) cannot be previewed on the web app. * Box does not support the previewing of PowerPoint files containing charts, tables, or graphics embedded from LibreOffice. To preview these files, download and view them locally. * Microsoft Office Preview and Word Online do not follow time information in the original file: * When previewing in Box, the time-related functions (for example, TODAY() or NOW()) may not display accurately. This is because Excel date and time functions are dynamic, while the previewed document is static. Box preview obtains and displays the date the file was previewed. A static version of the time/date is displayed in the previewed document, based on the time the preview was generated. * Date values with the custom format "yyyy/m/d (aaa)" may show incorrect dates. This is due to a bug in the library that Box Content Preview has a dependency on. The workaround is to use a different format such as "yyyy/m/d (ddd)" or "yyyy/m/d". # Keyboard Shortcuts for Videos Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/keyboard-shortcuts-for-videos When previewing video files, you can use the following keyboard shortcuts to perform basic actions: | | | | - | - | | **tab/shift+tab** | cycle through buttons | | **space/k** | play/pause | | **left/right arrow** | move back/forward 5 seconds | | **j/l** | move back/forward 10 seconds | | **0/Home** | start over from beginning of video | | **up/down arrows** | adjust volume | | **\** | slow down/speed up | | **f** | fullscreen | | **m** | toggle mute | | **c** | captions on/off | # Previewing 3D Files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/previewing-3d-files You can view your 3D files in any Box application without downloading them to your device. > [!NOTE] > > 3D Preview is only available to **Business Plus** level Box accounts and above. Free or personal users can preview 3D files if the files are owned by a Business level account or higher. Box Preview supports the following 3D filetypes: * obj * stl * fbx * 3ds * dae * ply ## Creating a Box3D Package In order to preview a 3D file in Box, you must first create a Box3D package. This package should include any reference files necessary to properly view your 3D model (e.g. textures). Follow these instructions to create a Box3D package: * Before you begin, make sure that all necessary reference files are located in the same folder as the model file (or a subfolder). If the files are not in a single folder, Box will be unable to find the necessary reference files. * **Right-click** on the model file (this file should be one of the file types listed above) or click the **ellipses** (**...**) to open the **More Options** menu. * Click **Create Box3D Package**. ![3d-preview-1](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/3d-preview-1.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=41fd2f6313cb6831a3c66abf071d224c) * A pop-up will appear listing all the files to be packaged. The model file will appear at the top of the list in bold, and any reference files will be listed below. If there are no reference files, only the model file will be packaged. * Name your Box3D package. By default, the Box3D package will take the name of the model file. * Click **Create**. The Box3D package will be created in the same folder. It will appear as a file with the extension **'.box3d'**. It may take a few moments for the file to be created, depending on the size of reference files. * **Click** on the created Box3D package to preview your 3D file. ## 3D Preview Controls Once you've opened a 3D file in Box Preview, use the following controls to manipulate your 3D model or scene: ### Mouse Controls: * **Left click and drag**: Orbit the camera around a pivot point * **Right click and drag**: Pan camera * **Mouse Wheel/Scroll**: Zoom camera in and out * **Double click on model**: Focus camera on point * **Double click off of a model or anywhere in the scene**: Center camera on model ### 3D Preview Menu Bar: ![3d-preview-2](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/3d-preview-2.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=426dc179f30428e8aefefcc116c3ec84) Click the **Restore Button** ![3d-preview-3](/images/box-fundamentals/3d-preview-3.png) to revert the model or scene to its initial position. Click the **Settings Button** ![3d-preview-4](/images/box-fundamentals/3d-preview-4.png) to modify more advanced settings of your 3D model. You can change the **Render Mode,** the **Camera Projection** method, and the **Render Quality**. You can also **Rotate** your model along a specific axis. Click the **Fullscreen Button** ![3d-preview-5](/images/box-fundamentals/3d-preview-5.png) to view your 3D file in fullscreen. # Previewing PDF Files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/previewing-pdf-files ## Rotating the preview Box Preview enables you to rotate the displayed page of the PDF file. ![PreviewPDF\_Rotate.png](https://mintcdn.com/product-docs/wxHiHO-ZxlNLUSNs/images/box-fundamentals/previewpdf-rotate.png?fit=max\&auto=format\&n=wxHiHO-ZxlNLUSNs\&q=85\&s=af6f748adb5f7decbbeeeac246316f09) **To rotate the displayed page:** 1. Hover on the displayed page.  Box displays a toolbar at the bottom of the page. 2. In the toolbar at the bottom of the page, select the rotate icon.  Each selection rotates the page counter-clockwise ninety degrees. ## Using pinch to zoom Box Preview enables you to use finger motions on your computer's trackpad to zoom into and out of displayed PDF files. **To use pinch to zoom in and out:** 1. Press thumb and forefinger on your computer's trackpad. 2. To zoom in, move your fingers apart. To zoom out, move your fingers closer together.\   # Previewing ZIP Files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/previewing-zip-files When working with ZIP files in Box, you can use [Box Preview](/en/box-fundamentals/for-users/staying-organized/previewing-content/introducing-box-preview) to navigate the contents of the ZIP file without downloading the file itself.  This saves time because you no longer must download and unzip a ZIP file to explore its contents. **To preview a ZIP file:** In your Box **Files** window, click on the ZIP file.  Box displays a list of all the folders and files contained within the ZIP file.  From here you can: * view and navigate the contents of the ZIP file, and * type keywords in the window's search field to search for content within the ZIP file.  When you click on one of the search results, Box displays the contents of that folder path. > [!NOTE] > > * Clicking on a folder displays the folder's contents, however, clicking on an individual file does not display the file's contents. > * If the ZIP file includes time zone information, the time displayed in the **Modified** column is Pacific Standard Time.  Otherwise, the time displayed in the **Modified** column is the local time where the ZIP file was created. > * Box Mobile apps cannot preview ZIP files. # Print Files From Box Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/print-files-from-box With the update to the Box Web Application User Interface, the option to **Print** your file has moved. **To print your files:** 1. In the Box Web Application, locate the file you want to print. 2. Click the file. Box opens the file in Preview. 3. In the top-right corner of the Preview window, click the ellipsis ("**...**") button. 4. In the drop-down menu, select **Print**. In order to print a file, you must have the appropriate [permission level](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). # Using Annotations in Preview Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/using-annotations-in-preview An annotation is a comment you can add to a file in Preview. ## Viewing annotations In the **Annotations** window, Box displays annotations and their latest replies. Each annotation and reply contains the following details: * Comment owner * Date and time * Content * If you're the owner of the annotation or reply: the ability to delete or edit annotations and threaded replies **To view all annotations:** click the bubble icon. Box then displays the **Activity** panel containing comments and their annotations. **To view an individual annotation:** click the annotation. If an annotation has more than one reply, between the annotation and its latest reply, Box displays the number of replies. If you click that number, the entire thread expands in the modal. ## Adding annotations **To add an annotation to a file in Preview:** 1. In the preview of the file, click in the text and drag the mouse to highlight the text on which you want to comment. Box displays the **Add Comment** button near the highlighted text. 2. Click **Add Comment**. 3. In the **Type a comment** field, enter the feedback you want to share. 4. Click **Post**. ## Notifications When you @mention someone within an annotation, Box sends an email and a Box notification to that person. The email and Box notification contain a link to the annotation on the board, where threaded replies are displayed. ## Replying to annotations You can add a reply to an existing annotation. Nested replies--a reply to a reply and so on--are not supported. **To reply to an annotation:** 1. In the right sidebar, click the annotation. 2. Click **Reply**. 3. In the **Reply in thread** field, enter your response. 4. Click **Post**. ## Deleting annotations You can delete annotations you own at any time. You must confirm any deletion. When you delete the top level annotation or global comment, the replies attached with it are deleted. **To delete an annotation you own:** 1. Adjacent to the annotation, click the ellipsis (**...**) button. 2. Click **Delete**. 3. Confirm the deletion by clicking **Delete**. ## Editing annotations You can edit replies you own at any time. When you edit an annotation, Box adds the *Edited* label to the annotation. **To edit an annotation or reply:** 1. Adjacent to the annotation or reply, click the ellipsis (**...**) button. 2. Click **Modify**. 3. Edit the text of the annotation or reply. 4. Click **Update**. ## Editing and deleting global comments If you're the owner of a global comment, or if you are the file owner, you can edit that comment or delete it together with its entire annotation thread, at any time. Deleted annotations disappear from the sidebar. ### Editing a global comment You can edit a global comment you own. When you edit a global comment, Box adds the *Edited* label to the annotation. **To edit a global comment you own:** 1. Click the global comment. 2. Click **Modify**. 3. Edit the text of the comment. 4. Click **Update**. ### Deleting a global comment and its annotations **To delete a global comment you own and its annotations:** 1. Click the global comment. 2. Click **Delete**. 3. Confirm the deletion by clicking **Delete**. ## Resolving annotations Annotations are either in an Unresolved or Resolved status. Anyone can resolve an annotation. However, individual replies within an annotation cannot be resolved. Resolved annotations can be reverted back to Unresolved status. **To resolve an annotation:** 1. Adjacent to the annotation, click the ellipsis (**...**) button. 2. Click **Resolve**. Box displays the *Resolved* badge in the annotation. **To restore an annotation to Unresolved status:** 1. Adjacent to the annotation, click the ellipsis (**...**) button. 2. Click **Unresolve**. Box removes the *Resolved* badge in the annotation. ## Filtering and sorting annotations You can filter annotations and their threaded replies based on: * **All** * **Unresolved** * **Resolved** Box sorts annotations in ascending order, from top to bottom, based on the date and time of the top-level annotation or global comment. **To filter annotations:** 1. In the right sidebar, click the **Comments** icon. Box displays the **Comments** sidebar. 2. At the top of the **Comments** sidebar, click the type of filter you want. Box displays the filtered comments, annotations, and threaded replies. # Using confidence levels and references in Box Preview Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/using-the-confidence-level-in-preview Evaluate metadata values extracted by Box Extract using confidence levels and references in Box Preview. Confidence levels and references help you evaluate metadata values extracted by Box Extract. Confidence levels indicate how confident Box Extract is in each extracted metadata value, helping you identify values that might require additional review. References help you verify an extracted value by displaying where the information was found in the source document. Select an extracted metadata field to view its reference in Box Preview. References are supported for PDF, PNG, JPG, and TIFF files. > [!TIP] > > See [Understanding AI Units in Box](/en/box-ai/understanding-ai-units-in-box) for information on how Box calculates your AI usage. > [!NOTE] > > This feature is available only for the Enterprise Advanced plan. If you don't see the confidence level or references when viewing metadata in Box Preview, your enterprise admin might not have enabled the feature in the Admin Console, the features were not enabled when building and configuring the Custom Extract Agent, or Box Extract might not have returned a confidence level for the extracted value. Box AI is continuously evolving. Please verify all AI-generated information. ## Using confidence level in Box Preview To view confidence levels and references for extracted metadata: 1. Open a file in Box Preview. 2. Select the **Metadata** icon. 3. If no metadata exists, select the plus **+** icon next to **Metadata**, select the metadata template you want to use, choose which [Box Extract Agent](https://blog.box.com/files-intelligence-choosing-right-box-ai-extract-agent) to use, and then select **Autofill**. Box Extract extracts metadata to the metadata fields included in the metadata template. If confidence levels are enabled, a confidence level displays next to each extracted value if Box Extract identifies it as having low or high confidence. Confidence levels are categorized as: * **LOW:** \< 0.7 * **HIGH:** ≥ 0.9 See the [`include_confidence_score` parameter](https://developer.box.com/guides/box-ai/ai-tutorials/extract-metadata-structured#include_confidence_score-parameter) for how Box Extract calculates these scores. If one or more extracted values have a **LOW** confidence level, a banner displays the number of fields that might require review. Select **View** to review those fields. If references are enabled, select an extracted metadata field to view its reference and locate the supporting information in the source document. You can use this information to help verify the extracted value. When reviewing an extracted value, you can: * Accept the extracted value * Correct the value * Clear the value > [!NOTE] > > Confidence levels and references generated using **Autofill** in Box Preview can be enabled independently by admins in the Box AI enablement settings in the Admin Console. Confidence levels and references apply to metadata extracted using Autofill in Box Preview and Box Apps, as well as files processed using Custom Extract Agents in Box Extract. To learn more about enabling and disabling confidence levels and bounding boxes for Custom Extract Agents, see [Enable references and confidence levels](/en/box-extract/using-box-extract#enable-references-and-confidence-levels). Confidence levels and references apply to metadata extracted using Autofill in Box Preview and Box Apps, as well as files processed using Custom Extract Agents in Box Extract. # Viewing Different File Types Supported in Box Content Preview Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview This article lists the file types supported through the Box Web app and Box Mobile apps. Box Content Preview is limited to files sized 500 MB or smaller. * More about [the fonts that Box Content Preview supports](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-fonts-in-box-content-preview). * More about the [file types supported through Box APIs](https://developer.box.com/guides/representations/supported-file-types/). Box Content Preview supports the following file categories: ## **Text-Based Documents** 'as', 'as3', 'asm', 'bat', 'c', 'cc', 'cmake', 'cpp', 'cs', 'css', 'csv', 'cxx', 'diff', 'doc', 'docx', 'eml', 'erb', 'gdoc', 'groovy', 'gsheet', 'h', 'haml', 'hh', 'htm', 'html', 'java', 'js', 'json', 'less', 'log', 'm', 'make', 'md', 'ml', 'mm', 'msg', 'ods', 'odt', 'pages', 'pdf', 'php', 'pl', 'properties', 'py', 'rb', 'rst', 'rtf', 'sass', 'scala', 'scm', 'script', 'sh', 'sml', 'sql', 'txt', 'vi', 'vim', 'webdoc', 'wpd', 'xhtml', 'xls', 'xlsb', 'xlsm', 'xlsx', 'xml', 'xsd', 'xsl', 'xbd', 'xdw', 'yaml' > [!NOTE] > > * As Box relies on Excel Online to support the preview of .xlsm and .xlsb files, Box Preview is restricted to features supported by Excel Online. [More information about Excel Online preview](https://support.microsoft.com/en-us/office/differences-between-using-a-workbook-in-the-browser-and-in-excel-f0dc28ed-b85d-4e1d-be6d-5878005db3b6) on the Office Support site. > * Using Box’s native spreadsheet viewer, Excel files are limited to fewer than 100 columns and 100,000 rows. Using the Excel Online viewer, the maximum file size you can view is 5MB. > * You cannot print DocuWorks (.xdw) files directly from Box Preview.  To print a DocuWorks file, download it first. > * Print is disabled for CSV files when using UI elements. ## **Presentations** 'gslide', 'gslides', 'key', 'odp', 'ppt', 'pptx' ## **Images** 'ai', 'bmp', 'cr2', 'crw', 'dng', 'eps', 'gif', 'heic', 'indd', 'indml', 'indt',  'inx', 'jpeg', 'jpg', 'nef', 'png', 'ps', 'psd', 'raf', 'raw', 'svg', 'svs', 'tga', 'tif', 'tiff', 'webp' > [!NOTE] > > * You must save Illustrator ('ai') files in PDF-compatible mode to preview them in Box. > * For InDesign files, references to external assets are replaced by medium quality images. ## **Audio Files** 'aac', 'aif', 'aifc', 'aiff', 'amr', 'au', 'flac', 'm4a', 'mp3', 'ogg', 'ra', 'wav', 'wma' ## **Video Files** '3g2', '3gp', 'avi', 'm2v', 'm2ts', 'm4v', 'mkv', 'mov', 'mp4', 'mpeg', 'mpg', 'ogg', 'mts', 'qt', 'ts', 'wmv' > [!NOTE] > > * On the Box Web app, video preview is available only to Business accounts and above; free/personal accounts can preview videos owned by Business Plus accounts and above. However, on Box Mobile apps (iOS and Android), video preview is fully supported for all account tiers, including free and personal accounts. > * Content Preview does not support AVCHD (Advanced Video Coding High Definition). This is a specific video format. It does not refer to all high definition video. Content Preview does support several other high-definition video formats, as listed above. > * The supported "ts" file type refers to "Transport Stream" video files, not "Typescript" files.  Box does not currently support "Typescript" files. ## **Flash/Mobile Video Files** 'flv', 'swf' For security reasons, Content Preview does not support Flash files that require network or script access. You cannot preview flash videos in Box. You must download and view them on your desktop. ## **Compressed Files** 'zip' Box Mobile apps cannot preview zip files. Find out more about [how zip files work in Box Preview](/en/box-fundamentals/for-users/staying-organized/previewing-content/previewing-zip-files). ## **3D (Graphics and Modeling) Files** '3ds', 'box3d', 'dae', 'dwg', 'fbx', 'obj', 'ply', 'stl' > [!NOTE] > > * 3D preview is available only to Business Plus-level Box accounts and above. If you use a free or personal Box account, you can still preview 3D files owned by Business Plus-level accounts and above. > * You cannot print 3D Image Files directly from Content Preview. To print a 3D image, download it first. > * The mobile app does not support 3D Preview. # Viewing Different Fonts in Box Content Preview Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-fonts-in-box-content-preview Box Content Preview enables you to preview documents by converting files from their original file type to a file type that can display in a browser. During this conversion, Box embeds supported fonts in the documents so you can view them on any device. > [!NOTE] > > Box cannot support proprietary fonts that have restrictive licenses. The reasons for this vary. Some licenses do not allow embedding or commercial use. Other fonts are licensed on a per-user basis that can't be enforced on Box. If Box doesn't support a font, Content Preview instead identifies and uses the next best font. Typically the next best font is similar enough to provide a good preview experience. However, in some cases the differences in the fonts create formatting issues. [Information on supported file types](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview). ## **Supported Fonts** The list of supported fonts varies, depending on file type: * Microsoft Office files * Non-Microsoft Office files * PDF files **For Microsoft Office files, Content Preview supports these fonts:** [https://cloud.app.box.com/embed/s/eak6g6ls1dzj2o5gcztdq6hpn27a75rp?theme=dark](https://cloud.app.box.com/embed/s/eak6g6ls1dzj2o5gcztdq6hpn27a75rp?theme=dark) **For non-Microsoft Office files, Content Preview supports these fonts:** [https://cloud.app.box.com/embed/s/n3ggxvll5alchxwswdrzrbv5fxpr8oco?sortColumn=date\&view=list](https://cloud.app.box.com/embed/s/n3ggxvll5alchxwswdrzrbv5fxpr8oco?sortColumn=date\&view=list) **For PDF files:** * Content Preview displays any font embedded in the document itself. It also references the font if it is not embedded, which means you can view it only if that font is installed on your machine. * Content Preview does not support Adobe PDF Portfolios at this time. [Contact Box directly](mailto:fonts@box.com) if: * You have questions about support for a specific font. * You have a new font you want us to support. (If the license allows it we’re delighted to add it; we strive to support as many fonts as possible.) In this case please include the following information: * Complete details of the font * The font license agreement proving its use on Box is not restricted * The font source/binary or a link to the font source/binary # Choose the Correct SFTP Endpoint for Your Region Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/choose-the-correct-sftp-endpoint-for-your-region Box provides SFTP access through multiple regional endpoints to support data residency requirements and optimize performance. To better ensure compliance and optimal performance, you must connect to your region's SFTP endpoint. ## Selecting the correct SFTP endpoint Always connect to the SFTP endpoint that matches your Box account's storage policy region. Connecting to a zone that your account is not assigned to may result in: * Increased transfer latency * Slower upload processing times * Violation of data protection regulations | **If your account is assigned to the zone…** | **Use this endpoint** | | - | - | | Australia | sftp-ause1.services.box.com | | Canada | sftp-nan2.services.box.com | | EU | sftp-euc1.services.box.com | | France | sftp-euw9.services.box.com | | Israel | sftp-asw1.services.box.com | | Japan | sftp-ane1.services.box.com | | Singapore | sftp-ase1.services.box.com | | Switzerland | sftp-euw6.services.box.com | | UK | sftp-euw2.services.box.com | | US | sftp.services.box.com | If you are unsure which zone your account is assigned to, contact your Box administrator or [Box support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=https://support.box.com/hc/en-us/articles/43049076802579-Using-Box-with-SFTP) before configuring your connection. > [!NOTE] > > The global endpoint does not route to regional endpoints. For compliance with data residency requirements, use the appropriate regional endpoint instead. Click for information on how to [connect to Box’s SFTP server](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp#connect-to-boxs-sftp-server). ## Compliance, data residency, and performance Use the correct regional endpoint for compliance and performance benefits: **Compliance benefits:** * Regional data processing - All SFTP data processing occurs within your selected region * GDPR compliance - Helps meet European data protection obligations * Alignment with local regulations - Better ensures compliance with local data protection laws and regulations **Performance benefits:** * Lower network latency * Faster file transfer speeds * Improved overall user experience # Migrating from Box FTP to Box SFTP Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/migrating-from-box-ftp-to-box-sftp This guide covers the differences between Box SFTP and Box FTPS, explains why you should migrate to Box SFTP, and provides step-by-step instructions for migrating from FTP or Box FTPS to Box SFTP across different software platforms. Throughout this guide, **sftp\_address** means your Box SFTP server hostname. If you use Box Zones, see [Choose the Correct SFTP Endpoint for Your Region](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/choose-the-correct-sftp-endpoint-for-your-region) to find your regional endpoint. Otherwise use **sftp.services.box.com**. ## Why Box recommends Box SFTP Box recommends Box SFTP as a more secure and better-performing option for file transfers. While both Box SFTP and Box FTPS are available for Business and Enterprise accounts, Box SFTP provides significant advantages that make it the better choice for most integrations. ### Reasons to choose Box SFTP For new integrations, choose Box SFTP. For existing Box FTPS integrations, consider migrating to take advantage of these benefits. #### Faster download speeds Box internal tests show Box SFTP delivers three times faster download performance compared to Box FTPS. * Better for high-volume file transfers and time-sensitive operations. * More efficient protocol reduces transfer time and costs. #### Simpler network setup * Box SFTP: Uses a single port (22), which simplifies firewall configuration. * Box FTPS: Requires multiple ports (control port plus ports 10,000–29,999 for data). * Easier to configure, especially in cloud environments. * Fewer security policy exceptions needed. #### Resumable downloads * Box SFTP supports resuming interrupted file transfers. * If a connection drops, you can continue where you left off. * Box FTPS does not support resumable transfers; you must restart from the beginning. * Critical for large files and unreliable network connections. #### Better directory capacity * Box SFTP: Supports directories with up to 100,000 items. * Box FTPS: Limited to 20,000 items per directory (all actions blocked at this limit). * Essential for enterprise-scale integrations with large folder structures. #### Better security and reliability * Box's recommended secure option. * End-to-end encryption by default. * Better handling of network interruptions. * More reliable for large file transfers. #### Granular access control * Box SFTP: Can be enabled for selected users or groups so only people who need access have it. * Box FTPS: Can only be enabled for the entire enterprise (all-or-nothing approach). * Better security through principle of least privilege. * Easier to manage and audit who has file transfer access. #### Regional deployment and data residency * Box SFTP: Deployed in Box zones and available in multiple regions. * Box SFTP is available in all Zones. To use the correct SFTP address, please refer to [Choose the Correct SFTP Endpoint for Your Region](https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/choose-the-correct-sftp-endpoint-for-your-region) * Better compliance: data processing happens in your region, meeting GDPR and local data protection requirements. * Better performance: shorter distance between server and client reduces latency and improves transfer speeds. * Box FTPS: Only available through a single global endpoint with no regional options. ## Understanding the differences ### Box SFTP vs Box FTPS | **Feature** | **Box SFTP** | **Box FTPS** | | - | - | - | | Download Speed | 3x faster (Box tests) | Baseline | | Ports Required | 1 port (22) | Multiple ports (10,000–29,999 range) | | Resumable Downloads | Yes | No | | Directory Limit | 100,000 items | 20,000 items | | Access Control | Selected users or groups | Enterprise-wide only | | Regional Deployment | Yes (four regions with Zones) | No | | Network Setup | Simple | Complex | | Box's Recommendation | Recommended | Not recommended | ### Key changes for Box SFTP * **Port:** Use port **22** (not 21). * **Protocol:** Select **SFTP** (not FTP or FTPS). * **Authentication:** Username and password (same as your Box account). * **MFA:** If enabled, you are prompted for a verification code after entering your password. * **Server address (sftp\_address):** Use your Box SFTP hostname as described above. The default hostname is **sftp.services.box.com** when you are not using a regional endpoint. ### Common use cases Choose Box SFTP for: * High-volume file transfers * Cloud-to-cloud integrations * Large directory structures (over 20,000 items) * Unreliable network connections (benefits from resumable downloads) * Time-sensitive operations (faster download speeds) * Modern cloud environments * Regional compliance requirements (GDPR, data residency) * Global organizations needing regional performance optimization ### Technical requirements for Box SFTP and Box FTPS #### Both protocols * Unlimited download file size * Maximum upload file size: 32 GB (see also [Understand the Maximum File Size You Can Upload to Box](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/understand-the-maximum-file-size-you-can-upload-to-box)) * Maximum 40 concurrent connections per user * Available for Business and Enterprise accounts (must be enabled by admin) #### Box SFTP setup * **Port:** 22 * Must be enabled in Box Admin Console: **Integrations** > **Box SFTP Server** * Can be enabled for selected users or groups for granular access control * Regional deployment available — for Box Zones customers, available in Australia, Japan, and two Europe regions #### Box FTPS setup * **Server:** ftp.box.com * **Ports:** 990 (implicit) or 21 (explicit) * **Data channel:** Ports 10,000–29,999 must be open * Must be enabled in Box Admin Console: **Enterprise Settings** > **Box Clients** > **Server** * Can only be enabled for the entire enterprise (all users get access) ## Migration guide This section provides step-by-step instructions for migrating from FTP or Box FTPS to Box SFTP in different software platforms. If you are currently using Box FTPS or FTP, migrating to Box SFTP is straightforward: * Most modern clients support both protocols * You can run both in parallel during migration * Similar authentication (username and password) * File operations work the same way ### Migrating with Beyond Compare Beyond Compare is a powerful comparison and synchronization tool that supports SFTP connections. #### Prerequisites * Beyond Compare version 4 or 5 (paid version) * Your Box account email and password * Box SFTP server address: your **sftp\_address** #### Connection steps ##### Create new profile 1. Launch Beyond Compare. 2. Select **Beyond Compare** > **Profiles**. 3. Select **New** or **+**. 4. Choose **FTP Profile**. ##### Configure SFTP connection On the Login tab: * **Protocol:** Choose **SFTP (SSH2)** * **Host:** sftp\_address * **Port:** 22 * **Username:** Enter your Box account email * **Password:** Enter your Box password ##### Save profile 1. Select **Save As…** 2. Enter a profile name (for example, "Box SFTP"). 3. Select **OK**. 4. The profile appears in your profiles list. ##### Open Folder Compare 1. Launch Beyond Compare. 2. Right-click **Folder Compare** from the Home View. 3. Select **Open**. 4. Select your **Box SFTP** profile on the left or right view. ##### Handle MFA (if enabled) If MFA is enabled: 1. Beyond Compare asks for the verification code. 2. Enter the six-character alphanumeric code (without the space) into the verification code field when prompted. 3. Select **OK**. #### Beyond Compare tips Ensure you are using the SFTP protocol, not FTP. ##### Session settings 1. Go to **Session** > **Session Settings**. 2. Configure comparison rules, filters, and sync options. ##### Save session After configuring, save the session for future use: * Go to **Session** > **Save Session**. ### Migrating with command-line tools Command-line tools provide powerful scripting and automation capabilities for SFTP connections. #### Available command-line tools | **Tool** | **Protocol** | **Best For** | | - | - | - | | sftp | SFTP | Built-in, basic file transfers | | scp | SFTP | Quick single file or folder transfers | | lftp | FTP or SFTP | Advanced scripting and mirroring | | rsync | Various | Synchronization (over SSH) | #### Handling MFA in command-line If MFA is enabled, you are prompted: * **Password:** Enter your password. * **Verification code:** Enter the six-character alphanumeric code (without the space) when prompted by your SFTP client. > [!WARNING] > > * Some command-line tools may not support interactive MFA prompts. > * For automated scripts, consider using accounts without MFA. > * Ensure your client supports keyboard-interactive authentication. #### Using sftp (built-in SFTP client) The `sftp` command is available on Linux, macOS, and Windows (via OpenSSH). ##### Basic connection ```text theme={null} sftp username@sftp_address ``` Replace `username` with your Box account email. ##### Interactive commands Once connected, you can use these commands: ```text theme={null} # List remote directory ls # Change remote directory cd /path/to/folder # List local directory lls # Change local directory lcd /local/path # Upload file put localfile.txt remotefile.txt # Upload multiple files put *.txt # Download file get remotefile.txt localfile.txt # Download multiple files get *.txt # Download directory (recursive) get -r /remote/folder # Upload directory (recursive) put -r /local/folder # Create remote directory mkdir newfolder # Remove remote file rm file.txt # Remove remote directory rmdir folder # Show current remote directory pwd # Show current local directory lpwd # Exit exit ``` ##### Non-interactive usage (batch mode) ```text theme={null} # Upload file using heredoc sftp username@sftp_address << EOF put localfile.txt remotefile.txt exit EOF # Download file sftp username@sftp_address << EOF get remotefile.txt localfile.txt exit EOF ``` ##### Verbose mode (debugging) ```text theme={null} # Show detailed connection information sftp -v username@sftp_address # Extra verbose (debug level 2) sftp -vv username@sftp_address ``` #### Using scp (secure copy) `scp` is useful for quick file transfers without interactive sessions. ##### Upload file ```text theme={null} scp localfile.txt username@sftp_address:/remote/path/ ``` ##### Download file ```text theme={null} scp username@sftp_address:/remote/path/file.txt ./ ``` ##### Upload directory (recursive) ```text theme={null} scp -r /local/folder username@sftp_address:/remote/path/ ``` ##### Download directory (recursive) ```text theme={null} scp -r username@sftp_address:/remote/path/folder ./ ``` ##### SCP options ```text theme={null} # Show progress scp -v localfile.txt username@sftp_address:/path/ # Compress during transfer scp -C localfile.txt username@sftp_address:/path/ # Limit bandwidth (in Kbit/s) scp -l 1024 largefile.zip username@sftp_address:/path/ ``` #### Using lftp (advanced FTP or SFTP client) `lftp` is a sophisticated file transfer program with scripting capabilities. ##### Installation **Linux:** ```text theme={null} sudo apt-get install lftp # Debian/Ubuntu sudo yum install lftp # RHEL/CentOS ``` **macOS:** ```text theme={null} brew install lftp ``` ##### Basic connection ```text theme={null} lftp sftp://username@sftp_address ``` ##### Interactive commands ```text theme={null} # List files ls # Change directory cd /path/to/folder # Upload file put localfile.txt # Download file get remotefile.txt # Mirror directory (sync) mirror -R /local/folder /remote/folder # Upload mirror /remote/folder /local/folder # Download # Parallel transfers (4 connections) set mirror:parallel-transfer-count 4 mirror /remote/folder /local/folder # Exit quit ``` ##### Script example ```text theme={null} #!/bin/bash lftp sftp://username@sftp_address << EOF cd /remote/folder put /local/file.txt quit EOF ``` ##### Advanced features **Mirror with options:** ```text theme={null} # Mirror with delete (sync exactly) mirror --delete /remote/folder /local/folder # Mirror only newer files mirror --newer-than="2024-01-01" /remote/folder /local/folder # Parallel downloads mirror --parallel=4 /remote/folder /local/folder ``` #### General command-line reference ```text theme={null} # Test Box SFTP connection sftp username@sftp_address ``` ```text theme={null} # Test port connectivity telnet sftp_address 22 ``` ```text theme={null} # Check SFTP version sftp -V ``` ```text theme={null} # Verbose connection (for debugging) sftp -v username@sftp_address ``` ### Migrating with Cyberduck Cyberduck is a free, open-source cloud storage browser for macOS and Windows with support for SFTP, FTP, WebDAV, and various cloud storage services. #### Prerequisites * Cyberduck (free download from [cyberduck.io](https://cyberduck.io)) * Your Box account email and password * Box SFTP server address: your **sftp\_address** #### Connection steps ##### Launch Cyberduck Open the Cyberduck application. The main browser window opens. ##### Open connection dialog 1. Select **Open Connection** in the toolbar (or press **Cmd**+**O** or **Ctrl**+**O**). 2. The connection dialog appears. ##### Configure SFTP connection In the connection dialog: * **Protocol:** Select **SFTP (SSH File Transfer Protocol)** from the dropdown menu. * **Server:** sftp\_address * **Port:** 22 (automatically filled when SFTP is selected) * **Username:** Enter your Box account email * **Password:** Enter your Box password ##### Optional settings **SSH Private Key:** Leave as **None** (not currently supported by Box SFTP). ##### Connect 1. Select **Connect**. 2. On the first connection, you may see an Unknown Fingerprint warning: * This is the server's host key. * Check the fingerprint (if provided by your administrator) or verify against [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp). * Check **Always** to trust this key permanently. * Select **Allow** to accept and continue. ##### Handle MFA (if enabled) If Multi-Factor Authentication is enabled: 1. After entering your password, Cyberduck prompts for additional authentication. 2. A dialog requests a **Verification code**. 3. Enter the six-character alphanumeric code (without the space) from your authenticator source. 4. Select **Continue** or press **Enter**. #### Creating a bookmark (saved connection) **To save your connection for quick access:** 1. After connecting, go to **Bookmark** > **New Bookmark**. 2. Configure the bookmark settings: * **Nickname:** Enter "Box SFTP" (or your preferred name) * **Protocol:** SFTP * **Server:** sftp\_address * **Port:** 22 * **Username:** Your Box account email * **Password:** Enter your Box password * **SSH Private Key:** Leave as **None** (not currently supported by Box SFTP) * **Path:** Optional starting directory 3. Select **Close**. #### Accessing bookmarks * Bookmarks appear in the main window's sidebar. * Double-click a bookmark to connect instantly. * Organize bookmarks as needed. #### Cyberduck tips **Performance:** * **Multiple connections:** Increase concurrent transfers for faster bulk operations. * **Bandwidth throttling:** Limit transfer speed in **Preferences** > **Bandwidth**. #### Cyberduck CLI (duck) Cyberduck also offers a command-line version called **duck** for scripting and automation. **Installation:** ```text theme={null} # macOS (Homebrew) brew install duck # Windows (Chocolatey) choco install duck ``` **Usage:** ```text theme={null} # Upload file duck --upload sftp://username@sftp_address/path/to/remote file.txt # Download file duck --download sftp://username@sftp_address/path/to/file.txt ./ # List directory duck --list sftp://username@sftp_address/path/ # Synchronize directories duck --synchronize sftp://username@sftp_address/remote/folder /local/folder ``` #### Common Cyberduck issues **"Unknown fingerprint" or "Host key verification failed"** * This is normal on the first connection. * Verify the host key with [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp). * Select **Allow** and check **Always** to trust the server. * If it appears again unexpectedly, contact your administrator. **"Connection failed" or "Connection timeout"** * Verify the server address (**sftp\_address**) and port (**22**). * Check firewall and network settings. For firewall guidance, see [configuring a firewall for Box applications and services](/en/box-admin-tools/box-security/configuring-a-firewall-for-box-applications-and-services). * Try increasing the timeout in **Preferences** > **Connection**. **"Login failed" or "Authentication failed"** * Verify the username (your Box email) and password. * Ensure **SFTP** is selected (not FTP). * If MFA is enabled, enter the six-character alphanumeric code (without the space) when prompted. **"Permission denied" during upload** * Verify you have write permissions in Box. * Check whether the target folder exists. * Ensure you have sufficient storage quota. **Transfer is slow** * Increase concurrent transfers in **Preferences** > **Transfers**. * Check your network connection speed. * Try transferring during off-peak hours. **MFA prompt not appearing** * Ensure you are using the SFTP protocol (not FTP). * Update to the latest version of Cyberduck. * Some older versions may have issues with keyboard-interactive authentication. ### Migrating with FileZilla FileZilla is a free, open-source FTP client that supports SFTP connections. #### Prerequisites * FileZilla Client (any recent version) * Your Box account email and password * Box SFTP server address: your **sftp\_address** #### Connection steps ##### Open Site Manager 1. Launch FileZilla. 2. Select **File** > **Site Manager** (or press **Ctrl**+**S** or **Cmd**+**S**). ##### Create new SFTP site 1. Select **New Site**. 2. Type a descriptive name (for example, "Box SFTP"). ##### Configure connection settings On the **General** tab: * **Protocol:** Select **SFTP - SSH File Transfer Protocol**. * **Host:** sftp\_address * **Port:** Enter **22** * **Logon Type: Normal** * **User:** Enter your Box account email * **Password:** Enter your Box password (leave blank if you prefer to enter it each time) ##### Advanced settings (optional) Select the **Advanced** tab: * **Default remote directory:** Leave empty or set to your preferred starting directory. * **Default local directory:** Set to your preferred local folder. ##### Save and connect 1. Select **OK**. 2. Select **Connect**. ##### Handle MFA (if enabled) If Multi-Factor Authentication (MFA) is enabled: 1. After entering your password, you see a prompt: **Verification code**. 2. Enter the six-character alphanumeric code (without the space) from your authenticator source (SMS or email). 3. Press **Enter**. ##### Verify connection You should see your remote directory structure in the right panel. The status bar should show "Directory listing successful". #### FileZilla quick connect For quick access without saving a site, use the Quick Connect bar at the top of FileZilla. 1. Enter the following: * **Host:** sftp\_address * **Username:** Your Box login * **Password:** Your Box password * **Port:** 22 2. Select **Quickconnect**. #### FileZilla tips * **Transfer settings:** Go to **Edit** > **Settings** > **Transfers** and adjust concurrent transfers. If your account uses MFA, set the number of simultaneous transfers to **1**. Using multiple simultaneous transfers with MFA enabled can cause authentication failures. * **Keep-alive:** Enable keep-alive to prevent connection timeout during long transfers. * **Transfer mode:** Binary mode is used automatically for SFTP. #### Common FileZilla issues **"Connection refused" or "Connection timeout"** * Verify the server address (**sftp\_address**) and port (**22**). * Check firewall settings. **"Authentication failed"** * Verify the username and password are correct. * If MFA is enabled, ensure you enter the six-character alphanumeric code (without the space). * If MFA is enabled and you are transferring multiple files at the same time, reduce simultaneous transfers to **1**. Go to **Edit** > **Settings** > **Transfers** and set maximum simultaneous transfers to **1**. Transferring files in parallel while MFA is active can interrupt the login process and cause transfers to fail. **"Unknown host key"** Verify the host key with [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp) and check the **Always trust this host, add this key to the cache** checkbox, then select **OK** to accept the host key (first connection only). ### Migrating with Qualtrics Qualtrics ETL Workflows include two built-in SFTP tasks — **Extract data from SFTP files** (inbound) and **Load data into SFTP** (outbound) — that can connect to Box SFTP to automate the transfer of survey responses, contacts, employee data, and other ETL output on a schedule or event. #### Prerequisites * A Qualtrics license with Workflows enabled * Brand Administrator access (to add an SFTP account brand-wide via **Admin** > **Extensions**), or individual-user access (to add a personal account from inside the SFTP task) * Box SFTP server address: your **sftp\_address** * A Box account email and password: * Box SFTP supports only username and password authentication. The Qualtrics **SSH Key** and **Encrypted SSH Key** options do not work against Box SFTP and must not be selected. * The Box account used for the integration must **not** have Multi-Factor Authentication enabled. Qualtrics workflows run unattended and cannot supply a six-character verification code; use a dedicated service account without MFA, or work with your Box admin to use an account with MFA bypass policies. * SSO logins are not supported by Box SFTP. If the account uses SSO, set a Box-specific password under **Account Settings** > **Account** > **Authentication** and use that password in Qualtrics. * Box folder permissions appropriate for the Qualtrics task: * **Load data into SFTP** — read and write * **Extract data from SFTP files** — read, write, and delete (Qualtrics' **Test connection** writes a small file, reads it, and deletes it) * **Network:** Allowlist the Qualtrics IP ranges on your egress firewall and confirm outbound TCP **22** to **sftp\_address** is open. See Qualtrics documentation for **Allowlist the Qualtrics IP Ranges** for the current list. #### Connection steps ##### Add an SFTP account 1. Log in to Qualtrics. 2. As a Brand Administrator: go to **Admin** > **Extensions**, select **Extract data from SFTP files** (or **Load data into SFTP**), then select **Add Account**. As an individual user: from inside an SFTP task in your workflow, select **Add user account**. 3. Give the account a name (for example, "Box SFTP"). ##### Configure SFTP settings * **Hostname:** sftp\_address * **Port:** 22 * **Authentication method:** Password * **Username:** Enter your Box account email * **Password:** Enter your Box password * Select **Connect Account**. ##### Test the connection 1. In the SFTP task, select **Test connection**. 2. Qualtrics uploads a small file, reads it, and deletes it. The test must succeed before saving the workflow. ##### Handle MFA (if enabled) Box SFTP issues an additional keyboard-interactive verification-code prompt when MFA is on. Qualtrics' Password method does not respond to that prompt inside a scheduled workflow, so the test or run fails with an authentication error. Either disable MFA on the integration account or use a dedicated service account without MFA. #### Qualtrics-specific considerations ##### File transfer patterns **Outbound (Qualtrics to Box) — Load data into SFTP:** * Pair with an upstream extractor (for example, **Extract responses from a survey**) in the same ETL workflow. * The output file goes to the directory you specify on the Box account's home directory; relative and absolute paths are both accepted. * Single-run upload size is capped by Qualtrics' Load task limit; Box SFTP itself accepts up to 32 GB per file. **Inbound (Box to Qualtrics) — Extract data from SFTP files:** * Set a **File name pattern** (prefix or RE2 regex) and a case-sensitive **Pickup directory**. * Supported file types: CSV, TSV, JSON, Excel (.xlsx ≤ 1 GB, .xls ≤ 5 MB). * Files must be UTF-8 (not "Unicode UTF-8") with a header row. Use straight quotation marks; backslash-escaped quotes are not valid in CSV. * Per Qualtrics' current documentation: 200 files per run, with per-file and per-run total size caps that Qualtrics may revise over time — verify the current values in Qualtrics' **Extract data from SFTP files** documentation for your tier. * **Post-processing:** Qualtrics can delete the file, move it to another directory, or leave it in place after a successful run. ##### Error handling * Configure workflow notifications or alerts on failure (**Workflows** > **Alerts**). * Use **Skip bad files** or **Skip malformed rows** so a single bad file does not fail the entire run. * Review the workflow's **Run history** for per-file status. ##### Security considerations * Use a dedicated Box service account scoped only to the folders Qualtrics needs. * Avoid special characters in the Box password — Qualtrics' SFTP troubleshooting documentation lists this as a common cause of intermittent authentication failures. * Rotate the Box password on a schedule and update the saved Qualtrics SFTP account when you do. * Box SFTP files in the pickup directory may be read multiple times during a run; do not configure Box-side automation that deletes or moves files on first touch. #### Qualtrics troubleshooting **Authentication failed** * Confirm **Password** is selected (not SSH Key or Encrypted SSH Key). Re-enter the Box email and password. Remove special characters from the password if present. Verify the account has no MFA and is not SSO-only without a Box-specific password. **Test connection succeeds but the run fails on extract** * Confirm the account has delete permission on the Pickup directory in Box (the Extract task deletes processed files by default). Verify the directory path matches the case exactly. **Connection refused or timeout** * Allowlist Qualtrics' IP ranges on your egress firewall, verify outbound TCP **22** to **sftp\_address**, and confirm Box SFTP is enabled in your Box Admin Console under **Integrations** > **Box SFTP Server** for the user or group the integration account belongs to. **"Cannot initialize SFTP protocol"** * Ensure the saved hostname is **sftp\_address** (not ftp.box.com) and port **22**. Box FTPS endpoints do not accept Qualtrics SFTP connections. ### Migrating with WinSCP WinSCP is a free SFTP and FTP client for Windows with a focus on secure file transfers. #### Prerequisites * WinSCP (free download from [winscp.net](https://winscp.net)) * Your Box account email and password * Box SFTP server address: your **sftp\_address** #### Connection steps ##### Launch WinSCP 1. Open the WinSCP application. 2. The Login dialog appears automatically. ##### Configure new session In the Login dialog: * **File protocol:** Select **SFTP**. * **Host name:** sftp\_address * **Port number:** 22 * **User name:** Enter your Box account email * **Password:** Enter your Box password (or leave blank to be prompted) ##### Advanced settings (optional) Select the **Advanced** button to configure additional settings. **Environment tab:** * **SFTP server:** Leave default (automatic detection) * **SCP or Shell:** Not needed for SFTP **Connection tab:** * **Server response timeout:** 30 seconds (default) * **Keep-alives:** 30 seconds (to prevent connection timeout) ##### Save session (optional) 1. Select **Save**. 2. Enter a session name (for example, "Box SFTP"). 3. Consider saving passwords only on trusted computers. ##### Connect 1. Select **Login** to establish the connection. 2. If prompted about the host key, verify the host key with [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp) and accept. 3. Select **Yes** to accept (first connection only). ##### Handle MFA (if enabled) If Multi-Factor Authentication is enabled: 1. After entering your password, you see an additional keyboard-interactive authentication prompt. 2. Enter the six-character alphanumeric code (without the space) from your authenticator source (SMS or email). 3. Select **OK**. ##### Verify connection * You should see your local files on the left panel. * Box SFTP remote files on the right panel. * The status bar at the bottom should show "Connected". #### WinSCP interface options **To change the interface:** Select **Options** > **Preferences** > **Environment** > **Interface**. WinSCP offers three interface styles: * **Commander** (default): Dual-pane interface (local | remote) * **Explorer:** Single-pane interface like Windows Explorer * **Custom:** Customize the layout to your preference #### WinSCP tips * **Custom commands:** Create custom commands in **Extensions** > **Custom Commands** * **Generate script:** Use **Session** > **Generate Session URL or Code** to create automation scripts * **Synchronized browsing:** Enable to navigate local and remote directories together #### Common WinSCP issues **"Connection has been unexpectedly closed"** * Check firewall settings and verify the server address. * Try increasing the timeout in Advanced settings. **"Authentication failed"** * Verify credentials are correct. * Ensure you are using the SFTP protocol (not FTP). **"Cannot initialize SFTP protocol"** * Ensure port **22** is not blocked. * Verify **SFTP** is selected as the protocol. ### Migrating with Workday Workday integrations can use Box SFTP for automated file transfers. #### Prerequisites * Workday administrator access * Box SFTP server address: your **sftp\_address** * Box account email and password * Understanding of Workday integration setup #### Connection steps ##### Access Integration System 1. Log in to Workday as an administrator. 2. Navigate to **Integrations** > **Integration System**. ##### Create new SFTP integration 1. Select **Create Integration System**. 2. Enter a name (for example, "Box SFTP Integration"). ##### Configure SFTP settings **Connection details:** * **Protocol:** Select **SFTP** (not FTP) * **Host:** sftp\_address * **Port:** 22 * **Username:** Enter your Box account email * **Password:** Enter your Box password **Advanced settings:** * **Connection Timeout:** 30 seconds (default) * **Retry Attempts:** 3 (default) * **Transfer Mode:** Binary (recommended) ##### Configure authentication 1. **Authentication method:** Username and password 2. If MFA is enabled: * Workday may need to be configured to handle keyboard-interactive authentication * Contact your Box administrator for MFA setup guidance * Consider using accounts without MFA for automated integrations ##### Test connection 1. Use Workday's **Test Connection** feature. 2. Verify the connection is successful. 3. Check for any error messages. ##### Configure file paths 1. Set up remote directory paths for file transfers. 2. Verify file naming conventions. 3. Configure file encoding (UTF-8 recommended). #### Workday-specific considerations ##### File transfer patterns **Outbound (Workday to Box):** * Ensure file naming conventions are maintained. * Verify file encoding (UTF-8 recommended). * Check file size limits (max 32 GB). **Inbound (Box to Workday):** * Verify file format compatibility. * Check parsing logic for file structure. * Ensure error handling is configured. ##### Error handling 1. Configure error notifications. 2. Set up retry logic. 3. Monitor integration logs. 4. Set up alerts for failed transfers. ##### Security considerations * Use accounts with minimal permissions. * Rotate passwords regularly. * Enable audit logging. * Consider IP allowlisting if supported. #### Workday troubleshooting **Connection timeout** * Check firewall rules and verify the server address (**sftp\_address**) and port. **Authentication failed** * Verify the username and password and check for MFA requirements. **Files not transferring** * Check file permissions, verify paths, and review integration logs. **MFA not supported** * Use an account without MFA, or contact [Box support](https://support.box.com/hc/en-us/requests/new) for alternative authentication options. ## Best practices ### Security #### Use strong passwords * Minimum 12 characters * Mix of letters, numbers, and symbols * Do not reuse passwords #### Enable MFA Where interactive use allows, enable MFA for human accounts (use dedicated non-MFA service accounts only where automation requires it). #### Connection security * Always verify the host key on the first connection (see [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp)). * Do not ignore host key warnings after the initial connection. * Keep SFTP client software updated. #### Credential management * Use password managers for credentials. * Do not store passwords in plain text scripts. #### Connection management ##### Close unused connections * Close connections when not in use. * Avoid keeping multiple connections open unnecessarily. * Box limits 40 concurrent connections per user. ##### Enable keep-alive * Prevents connection timeout during long operations. * Recommended for large file transfers. ##### Use connection pooling * For automated transfers, reuse connections when possible. * Reduces authentication overhead. ### Testing #### Test before production * Test the connection manually before automating. * Verify file transfers work correctly. * Test with small files first. #### Monitor connections * Review connection logs regularly. * Set up alerts for failed connections. * Monitor transfer success rates. ## Migration checklist Use this checklist to ensure a smooth migration. ### Pre-migration * Identify all FTP or Box FTPS connections. * Document current FTP or Box FTPS configurations. * Obtain your Box SFTP server address (**sftp\_address**) and credentials. * Verify network connectivity to the Box SFTP server (port **22**). * Test the Box SFTP connection manually. * Review security requirements (MFA, passwords, and so on). ### Migration * Update FileZilla sites (if applicable). * Update Cyberduck bookmarks. * Update Beyond Compare profiles (if applicable). * Update command-line scripts (if applicable). * Update Workday integrations (if applicable). * Test all connections. * Verify file transfers work correctly. * Test MFA (if enabled). ### Post-migration * Monitor connections for 24–48 hours. * Verify all scheduled transfers are working. * Update documentation. * Train users on new procedures. * Disable old FTP or Box FTPS connections after a verification period. * Archive old FTP or Box FTPS configurations. ## General troubleshooting for all clients ### Common connection issues #### "Connection refused" **Possible causes:** * Wrong port number (should be **22**, not **21**) * Firewall blocking port **22** * Incorrect server address **Solutions:** * Verify the port is **22**. * Check firewall settings. * Confirm the server address is your **sftp\_address**. * Test connectivity (for example, `telnet sftp_address 22`). #### "Authentication failed" **Possible causes:** * Incorrect username or password * MFA required but not provided * Account locked or disabled * Wrong protocol (FTP instead of SFTP) **Solutions:** * Verify the username (your Box account email). * Check the password (case-sensitive). * If MFA is enabled, ensure you enter the verification code. * Contact your administrator if the account is locked. * Ensure the **SFTP** protocol is selected (not FTP). #### "Host key verification failed" **Possible causes:** * First connection to server * Server host key changed **Solutions:** * Verify the host key with [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp) and accept (first connection only). * If the key changed unexpectedly, contact your administrator. #### "Connection timeout" **Possible causes:** * Network issues * Firewall blocking connection * Server unavailable * Proxy configuration issues **Solutions:** * Check network connectivity. * Verify firewall rules. * Test with `ping` to your **sftp\_address** if ICMP is permitted. * Check proxy settings if applicable. * Contact your administrator to verify server status. ### MFA issues #### MFA prompt not appearing **Possible causes:** * Client does not support keyboard-interactive authentication * MFA not enabled for your account * Wrong protocol **Solutions:** * Use a client that supports keyboard-interactive authentication. * Verify MFA is enabled in your Box account. * Ensure the **SFTP** protocol is selected. * Contact your administrator for MFA setup. #### MFA verification code not working **Possible causes:** * Expired verification code (time-based codes expire quickly) * Wrong authenticator source (SMS or email) * Clock synchronization issues * Entering the code in the wrong field * Passing a whitespace character in the verification code **Solutions:** * Enter the verification code immediately after generation. * Verify you are using the correct authenticator source (SMS or email). * Ensure the device clock is synchronized with internet time. * Enter the code in the **Verification code:** prompt (not the password field). * Pass the verification code without whitespace. ### File transfer issues #### Files not uploading **Possible causes:** * Insufficient permissions * Box storage exceeded * File path does not exist * File name contains invalid characters * File size is too large **Solutions:** * Verify you have write permissions in the folder. * Check available storage space in Box. * Ensure the target directory exists. * Avoid special characters in file names. * Ensure the file does not exceed 32 GB. #### Files not downloading **Possible causes:** * File does not exist * Insufficient permissions * Network interruption * Local disk full **Solutions:** * Verify the file exists and the path is correct. * Check read permissions in the folder. * Ensure the local disk has enough space. * Retry the transfer. #### Transfer speed issues **Possible causes:** * Network congestion * Large file sizes * Encryption overhead * Geographic distance from server **Solutions:** * Check network connection speed. * Consider transferring during off-peak hours. * Use compression for text files. * Enable parallel transfers if supported. ### Performance tips * **Binary mode:** Always enabled for SFTP (automatic). * **Compression:** Use compression for text files (`scp -C`). * **Parallel transfers:** Use clients that support multiple concurrent transfers. * **Resume capability:** Box SFTP supports resuming interrupted downloads. * **Keep-alive:** Enable keep-alive to prevent connection timeout. ## Glossary * **FTP:** File Transfer Protocol (unencrypted) * **FTPS:** File Transfer Protocol Secure (encrypted) * **Box FTPS:** Box service that exposes FTP over SSL or TLS (encrypted) * **Box SFTP:** Box service that exposes SSH File Transfer Protocol (encrypted) * **MFA:** Multi-Factor Authentication * **SSH:** Secure Shell * **Host key:** Server's cryptographic identity * **Keyboard-interactive:** Authentication method that supports prompts ## Related articles * [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp) * [Using Box with FTPS](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-ftps) # Using Box with SFTP Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp SSH File Transfer Protocol (SFTP) uses secure shell encryption to enable you to securely send and receive files. Box's SFTP service is available to Business and Enterprise accounts, except trial accounts, and must be enabled by your Box admin or co-admin. Box's SFTP service is not available for Personal accounts (Free or Pro). Box FTP Server is a separate integration, enabled by default from **Enterprise Settings** > **Box Clients** > **Server**. We recommend using SFTP as a more secure option. ## Enable Box SFTP As an admin or co-admin: 1. Go to the **Admin Console**, then select **Integrations**. 2. Select **Box SFTP Server**. 3. Click **Availability Status** and select **Available for all users**. You can also enable SFTP for select users and groups, or for all users except select ones. 4. Click **Save**. > [!NOTE] > > You can't grant SFTP access to specific folders. Box SFTP always provides access to the entire account. ## Connect to Box's SFTP server Box SFTP supports only username and password authentication; Box does not support public key (SSH key) authentication. 1. Choose an SFTP client. 2. Use the following parameters: * **Server hostname:** sftp.services.box.com * **Username**: Your Box account email address (SSO login is not supported) * **Password**: Your Box account password * **Port**: 22 3. During connection, verify the **Host key** parameters: * **Algorithm**: ecdsa-sha2-nist256 * **Fingerprint**: SHA256:An60IqVqISRa3o2GRscno7QLnsTrIy0BGIchIAvJ9ZM ## Firewall If the connection to the SFTP server cannot be established, verify the URL you are using to access the Box SFTP service permits connection to port **22**. A list of SFTP service URLs is available [here](/en/box-admin-tools/box-security/configuring-a-firewall-for-box-applications-and-services). ## Single Sign-On (SSO) Currently, Box SFTP does not support Single Sign-On (SSO). If SSO is enabled for your account, you must create a Box-specific password to supplement your SSO login. To do this, use a browser to log in to your Box account and go to **Account Settings > Account**. Then scroll down to the **Authentication** section. If you're using SSO, you must create a unique password to use with external applications that do not support SSO. If you have forgotten your current password, you can reset it. ## Two-step verification If two-step verification is enabled for your account, the workflow for logging in is as follows: 1. Log in normally with your Box-specific password. 2. Receive a text message containing a six-character alphanumeric confirmation code. 3. Use this six-character code as Verification code in the SFTP client. > [!NOTE] > > FTP is not accessible when using authenticator app-based two-step verification. Please log in to Box via a browser and change to SMS-based or email two-step verification. ## Box SFTP features Box SFTP implements the following features: * Authenticate with username and password * Create directory * Delete file or directory * Download file * Preserve file creation and modification times * Rename, move file or directory * Reports file and folder permissions as rwxrwxrwx for compatibility with SFTP clients that check the mode before performing operations. * Resumable downloads * Traverse directories * Upload file up to 32 GB in size > [!WARNING] > > Box SFTP limits directory listings to their first 100,000 items. ## File and folder name restrictions When using SFTP, Box applies the same naming rules to files and folders as in the rest of Box. Box automatically removes non-printable ASCII characters, forward and backward slashes ("/", ""), and protected characters like "." and ".." from file names and folder names. For full details, see [Limitations](https://developer.box.com/guides/files/limitations) in the Box Developer documentation. ## Unsupported operations Box SFTP does not support the following operations: * Batch process * Change folder creation and modification times * Change group * Change last access time * Change owner * Change permissions (chmod commands are accepted but have no effect; see note below) * Change weblink creation and modification times * Download internal Box files (for example, Notes, Canvas) * Link * Resume upload * Symlink * Truncate file * Upload files with 0 bytes in size * Upload internal Box files (for example, Box Notes, Box Canvas) > [!NOTE] > > Box SFTP reports all files and folders with full read/write/execute permissions (rwxrwxrwx). This value is informational only and is not mapped to Box collaboration permissions. Box's permission model is based on collaboration roles (Viewer, Editor, Co-owner, etc.), not POSIX-style owner/group/other bits. Sending a chmod command has no effect on access in Box. ## Using SFTP through the UNIX command line ### Authenticate user `sftp -oPort=22 "user@example.com@sftp.services.box.com"` ### Change directory Change remote directory to **path**. `cd path` ### Create directory Create a directory specified by **path**. `mkdir path` ### Delete directory Remove a directory specified by **path**. `rmdir path` ### Delete file Delete a file specified by **path**. `rm path` ### Display remote working directory `pwd` ### Download file or folder Retrieve **remote-path** and store it on the local machine.  If **local-path** is not specified, it is given the same name it has in Box. `get [-apR] remote-path [local-path]` **-a**: Resume partial transfers of existing files.\ **-p:** Copy file or folder attributes **date created** and **date modified**.\ **-R**: Copy directories recursively. ### List files Display a directory listing of either **path** or the current directory if **path** is not specified. `ls [-l] [path]` **-l**: Display additional details including ownership information. ### Rename file or folder Rename a file from **oldpath** to **newpath**. `rename oldpath newpath` ### Resume download file or folder Resume download of the **remote-path**.  Equivalent to **get** with the **-a** flag set. `reget [-pR] remote-path [local-path]` ### Troubleshooting Run **sftp** command with **verbose** flag, then inspect the output. `# verbose logging`\ `sftp -v -oPort=22 'user@example.com@sftp.services.box.com'`\ `# very verbose logging`\ `sftp -vv -oPort=22 'user@example.com@sftp.services.box.com'`\ `# very very verbose logging`\ `sftp -vvv -oPort=22 'user@example.com@sftp.services.box.com'` ### Upload file or folder Upload **local-path** and store it in Box.  If **remote-path** is not specified, it is given the same name it has on the local machine. `put [-pR] local-path [remote-path]` **-R**: Copy directories recursively.\ **-p**: Preserve file attribute **date modified**. ## Using SFTP through curl ### Create directory `curl sftp://sftp.services.box.com/ --user`\ `"user@example.com:password" -Q 'mkdir path'` ### Delete file `curl sftp://sftp.services.box.com/ --user`\ `"user@example.com:password" -Q 'rm path'` ### Delete folder `curl sftp://sftp.services.box.com/ --user`\ `"user@example.com:password" -Q 'rmdir path'` ### Display a directory listing of ***path*** `curl sftp://sftp.services.box.com/path/ --user`\ `"user@example.com"`\ `curl sftp://sftp.services.box.com/path/ --user`\ `"user@example.com:password"` ### Download file `curl -O local-path sftp://sftp.services.box.com/path/ --user`\ `"user@example.com"` ### List directory files Display a directory listing of the root directory. `curl sftp://sftp.services.box.com --user "user@example.com"`\ `curl sftp://sftp.services.box.com --user`\ `"user@example.com:password"` ### Rename file or folder `curl sftp://sftp.services.box.com/ --user`\ `"user@example.com:password" -Q 'rename oldpath newpath'` ### Troubleshooting Run **curl** command with **verbose** flag, then inspect the output. `# verbose logging`\ `curl -v sftp://sftp.services.box.com --user`\ `"user@example.com"`\ `# very verbose logging`\ `curl -vv sftp://sftp.services.box.com --user`\ `"user@example.com"`\ `# very, very verbose logging`\ `curl -vvv sftp://sftp.services.box.com --user`\ `"user@example.com"` ### Upload file `curl -T local-path sftp://sftp.services.box.com/path/ --user`\ `"user@example.com:password"` **--ftp-create-dirs**: Create missing directories.  When an SFTP operation uses a path that does not currently exist in Box, curl fails. ## Using SFTP through FileZilla Use Box's SFTP service through FileZilla with the following server hostname and port: Server hostname: **sftp\://sftp.services.box.com**\ Port: **22** (default) ## Using SFTP through other clients To use Box's SFTP service through other SFTP clients, refer to the respective client's documentation. # Box + SSO: Working with External Passwords Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/box-sso-working-with-external-passwords If your organization uses Single Sign On (SSO), you can use your company password to log into Box. However, Box also offers the ability to create an **External Password**. This can be used for: * Logging into Box if your company is set to [SSO Test Mode](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization). * Accessing Box via FTP, which does not support SSO. ## To set up an External Password 1. You can do so by logging into your Box via SSO. 2. Then go to your **Account Settings**. ![Profile menu open with Account Settings option highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-settings-authentication-tab.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=36143a8358c14a7c4330a38ea04f68a6) 3. Under **Authentication** you will see that you can choose Create Password. ![Authentication settings showing No Password Created and Create Password link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/authentication-create-password-option.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=1a45dd1d8e1df0a820cec480d2d3b4bd) 4. You can then create a new password. ![Create Password dialog with New Password, Confirm New Password, and Save button.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/create-external-password-form.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=dc8b684f09fb12b9b59f1dca2df3188a) ## If you wish to change your external password: 1. Go to **Account Settings**. ![Profile menu open with Account Settings option highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-settings-authentication-tab.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=36143a8358c14a7c4330a38ea04f68a6) 2. Navigate to **Authentication.** 3. Then select **"Change Password"** to change your external password. 4. However, you will need to enter your **"Current Password"** (external password you had set) in order to change it. If you do not remember it continue below to follow steps for "If you forget your external password". ![Change Password dialog with Current Password, New Password, and Confirm fields.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/external-password-authentication-settings.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=870bd3b502676dfadafda4fd6fbc6ce1) ## If you forget your external password: 1. Go to your **Account Settings**. ![Profile menu open with Account Settings option highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-settings-authentication-tab.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=36143a8358c14a7c4330a38ea04f68a6) 2. Navigate to **Authentication.** 3. Then select **"reset it here"** to change your external password if you have forgotten it. ![Authentication settings with reset password here link highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/reset-external-password-link.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=84c3420485cae4d2780f372ff10c69f0) # Changing Your Notification Email Address Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/changing-your-notification-email-address Box notifications enable managed users to efficiently stay up-to-date on the work they're involved in and on the work-related activity around them. By default, Box sends all notification emails to an account holder's primary Box email address. You can also enter a separate notification email address if you are a member of an organization that allows notifications to be sent to an email address other than your primary Box email address. Specifically, your admin must enable 2 settings in **Admin Console > Enterprise Settings > Notifications > Email Notifications**: * *Allow all users to receive Box notifications at an alternate notification email address* * *Allow all users to change their notification email* **To change your notification email:** 1. In the top-right corner of your Box window, click your account icon and select **Account Settings**. 2. Click the **Notifications** tab. 3. In the Email Notifications section, click **Change Email**. 4. Enter a valid email address to receive Box notifications. This address must be different from your primary email address. 5. Click **Save**. Box sends a verification email to that email address. 6. Log in to the inbox of the notification email address and find the verification email. 7. Click **Verify Email**. 8. Log in to your primary Box account to confirm the notification email. If you are already logged into Box with your primary Box account, you will see the confirmation page. Otherwise: * If you are not logged into Box with your primary Box account, you will be prompted to log in. * If your organization does not have SSO, clicking log in prompts you to enter your password. * If your organization has SSO enabled, clicking log in routes you to your organization's SSO login page. * If you are logged in with a different primary Box account, you receive an error. # Changing Your Password Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/changing-your-password If you can log in to your Box account, you can change your account password directly in your account settings. You might also be required to change your password to access content if your password is not strong enough. If you are blocked from logging in, you must [reset your password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password) with a link sent to you via email. > [!NOTE] > > If you are a member of an organization that uses [SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) for Box access, you may not have an account password defined, but you can [create one](/en/box-fundamentals/for-users/user-login-and-settings/creating-a-password). **To change your password in your account settings** 1. Click your account avatar in the upper-right, then go to [**Account Settings > Account**](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#account-tab). 2. In the [Authentication section](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#authentication), select **Change Password**. 3. Enter your current password, and a new password twice. The Admin for the organization that owns the content may have [minimum password requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined that your password must meet. The dialog box will indicate if the new password meets the defined requirements. 4. Select **Save**. **To change your password when required to access content** A password change could be required for any of the following reasons: * As a managed user of an organization, your password does not meet the [minimum requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined by your organization Admin. * As a user who has content shared with them from an organization, your password does not meet the [minimum requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) for external collaborators defined by that organization's Admin. * Your password is part of a known data breach. In such cases, your password must be changed before you can access content in Box. When you log in to Box, an "Action Required" banner will block you from accessing Box content until you change your password. 1. In the Action Required banner that says "Strong Password Required," select **Update**. 2. Enter your current password, and a new password twice. The Admin for the organization that owns the content may have [minimum password requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined that your password must meet. The dialog box will indicate if the new password meets the defined requirements. 3. Select **Save**. # Configuring Email for Box Notifications Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications ## Enabling email notifications from Box Box uses an email service provider to deliver notification messages, such as invitations to collaborate on content when a file has been shared. To ensure your organization can receive notifications from Box, you may need to update your filters to allow email notifications to reach your users. This means you must allowlist the Box email servers that send notification emails. If your organization uses email filtering, have your mail administrator allowlist (add as a safe sender) the following email address: * [noreply@box.com](mailto:noreply@box.com) And, if necessary, allowlist the following (sub)domains: * box.com * account.box.com * notify.box.com * reply.box.com * track.box.com * em2410.box.com Allowlisting specific IP addresses is not recommended because Box IP addresses are subject to change. If your organization requires filtering specific IP addresses, then reach out to the [Product Support team](https://support.box.com/hc/en-us/requests/new) ## Testing email delivery After you allowlist Box email servers, use the Box **Admin Console** to test whether Box email notifications are getting through. To do this, from the **Admin Console**, navigate to **Enterprise Settings** > **Notifications** tab. From there you can use the **Email Test** section to send a test notification. ### Related articles [Managing notification emails for managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/managing-notification-emails-for-managed-users) # Creating a Password Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/creating-a-password Even if your organization uses [SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) to manage your Box account credentials, if you use external applications with Box that are not supported by SSO, you will need to create a password to access those applications. Also, if your organization Admin disables SSO, you would use this password with your username to access Box. 1. Click your user icon in the upper-right, then go to **Account Settings > Account**. 2. In the Authentication section, select **Create Password**. 3. Enter your password twice. Your organization Admin may have [minimum password requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined that your password must meet. 4. Select **Save**. # Device Activation: Verify Your Identity with a One-Time Passcode Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/device-activation-verify-your-identity-with-a-one-time-passcode To help keep your account safe, Box may ask you to confirm your identity with a one-time passcode (OTP) when you log in. This is an extra step, in addition to your email and password, that helps prevent someone else from accessing your account if your current session cannot be verified. You won't be asked for a passcode every time you log in. Box only prompts you in specific situations where a sign-in looks suspicious. This passcode is for that single login only. ## When Box asks for a one-time passcode Box prompts you for a one-time passcode at login if you sign in from a new device or in a new location, or both. If you already have [multi-factor authentication](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account), [SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso), or Google sign-in enabled, you will not be required to go through the one-time passcode process. ## Logging in with a one-time passcode To verify your identity with a one-time passcode: 1. Go to the Box login page: [app.box.com/login](http://app.box.com/login). 2. Enter your email and password as you normally would. If verification is required, Box redirects you to the one-time passcode screen. 3. Retrieve your one-time passcode, sent to you by email. 4. Enter the passcode and click **Submit**. Once your passcode is accepted, Box logs you in to your account as usual. > [!NOTE] > > Your one-time passcode is valid for ten minutes. Beyond this time, you need to generate a new one-time passcode. ## Troubleshooting ### I didn't receive my passcode Begin the steps again that are outlined in [Logging in with a one-time passcode](#logging-in-with-a-one-time-passcode). If the passcode still doesn't arrive: * Make sure you're checking the correct inbox. * If the email address is correct, check if your email provider isn't blocking messages from Box. * Check your spam folder. * Wait a few minutes, as the messages can sometimes be delayed. ### My passcode isn't working or has expired Passcodes are valid only for a limited time. Request a new passcode and enter the most recent one you receive. ### I can't access where the passcode is sent If the code is going to an email address you can no longer access, you cannot finish verifying. If you have an active session on another device, sign in there and add an email address you can access in account settings. If you can't retrieve the code and don't have another signed-in device available, reach out to your email provider to ask for account recovery options for that email address. If the email address is permanently unreachable, set up a new Box account using a different username and email address. ## How do I turn this setting on or off? For security reasons, this functionality cannot be turned off. ## Related articles * [Logging in to Box](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-to-box) * [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) * [Logging in with Single Sign On (SSO)](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) # Enrolling in 2FA for External Collaboration Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/enrolling-in-2fa-for-external-collaboration If you want to use Box to collaborate on content shared by an enterprise, and you're not a member of that enterprise, you may need to enroll in two-factor authentication (2FA). Two-factor authentication asks you to provide two independent credentials to access an enterprise's shared content through Box. * If you're enrolled in your Box account’s 2FA or are using an SSO provider to access your Box account, you can access the shared content. * If you have access to shared content from an enterprise that requires 2FA, you need to enroll in 2FA from your Box account to access that shared content. * If you're directly logging in to your Box account without an SSO provider, and have not enrolled in 2FA, you cannot access shared content from an enterprise that requires 2FA. ## Enrolling in 2FA In the pending invitations panel on the **Files** page, Box displays the titles of shared content blocked by 2FA. Box also displays the titles of any newly-shared content from that enterprise. To gain access to shared content, you need to enroll in 2FA. ![The Box Files page Action Items panel showing a two-factor authentication required notification with Set Up and Details options.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/pending-invitations-panel-files-page.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=8516a47d879f78844b4fff8548df91a5) ### Details about content blocked by 2FA: 1. In the pending invitations panel under **ACTION REQUIRED**, hover on the blocked file or folder. 2. Click the ellipsis, (**…**) and select **View Details**. Box displays the **Pending Invitations: Two-Factor Authentication Required** window. ### Enroll in 2FA through the pending invitations panel: 1. In the pending invitations panel under **ACTION REQUIRED**, hover on the blocked file or folder, and click **Set Up**. Box displays the **Set up 2-Step Verification** window. 2. Select either: * **Authentication app** to use two-factor authentication with a supported app on your phone. * **Security key** to use two-factor authentication via a physical device. * **SMS Text Message** to use two-factor authentication via text message. * **Email** to use two-factor authentication via email. > [!NOTE] > > The administrators of the enterprise may require that external collaborators use a TOTP (time-based one-time password) authenticator app or security key, in which case the SMS Text Message and Email options will not be available. 3. Click **Next**, and then follow the directions on the screen to complete two-factor enrollment. See [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) for additional details. ### Enroll in 2FA via the mobile app: MFA is now available to use via the Box mobile app on iOS and Android: 1. Sign in to your account by entering your **Email Address** and **Password**. 2. When requiring access to 2FA-protected content, **Set Up 2-Step Verification** will display. 3. Select a sign-in option: * **Authentication App** (recommended) to use two-factor authentication with a supported app on your phone. * **SMS Text Message** to use two-factor authentication via text message. * **Email** to use two-factor authentication via email. > [!NOTE] > > The administrators of the enterprise may require that external collaborators use a TOTP (time-based one-time password) authenticator app, in which case the SMS Text Message option will not be available. 4. Select **Next** and follow the directions on the screen to complete the 2FA enrollment. See [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) for additional details. ### Enroll in 2FA through your Account Settings page: 1. Log in to your Box account. 2. In the top-right corner of your Box window, click your account icon and select **Account Settings**. 3. In the **Authentication** panel, check **Require 2-step verification to protect your account**. 4. In the top-right corner of the Box window, click **Save Changes**. ![2FA\_AccountSettingsRequire2FA2.png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/2fa-accountsettingsrequire2fa2.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=16857250bb931111e4d60b3c6ff4131b) ### Remove yourself from collaboration: 1. In the pending invitations panel under **ACTION REQUIRED**, hover on the blocked file or folder. 2. Click the ellipsis, (**…**), and then select **Decline**. # Language and Time Zones Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/language-and-time-zones You can change your time zone or language in Box via Account Settings. ![Account Settings Account tab with Time Zone and Language dropdowns.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-language-timezone-settings.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=af8251cc55861ee454297ac743d50805) ## Changing the Time Zone * Sign into your Box account * Click your initials in the top-right corner to open the **Account Menu**. * Click **Account Settings**. * The **Account** tab should open by default. Locate the **General Options** section. * Select your preferred timezone from the pulldown menu under **Time Zone**. * Be sure to click **Save Changes** in the top right to save your settings. ## Changing the Language * Sign into your Box account * Click your initials in the top-right corner to open the **Account Menu**. * Click **Account Settings**. * The **Account** tab should open by default. Locate the **General Options** section. * Select your preferred language from the pulldown menu under **Language**. * Be sure to click **Save Changes** in the top right to save your settings. > [!NOTE] > > Account administrators can change the default language and time zone settings for their enterprise from the Admin Console. Simply open your Enterprise Settings, and navigate to the User Settings tab. ## Supported Languages Refer to [list of supported languages for Box products](https://support.box.com/hc/en-us/articles/360044192413). # Logging in on a Device That Is Not Yours Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/logging-in-on-a-device-that-is-not-yours When you log in on a computer, phone, or tablet that doesn't belong to you, use a [private browsing window](#log-in-using-private-browsing) to protect your account information Examples of shared devices: * Public computers at libraries or internet cafes * Shared company computers * Any device used by multiple people ## Log in using private browsing Private browsing features vary by browser. Review the specific instructions for your browser before proceeding. 1. Open your browser (computer) or browser app (phone or tablet). 2. Open a private window. For instructions, see the documentation for your browser: * [Chrome](https://support.google.com/chrome/answer/6130773) * [Safari](https://support.apple.com/kb/ph21413) * [Firefox](https://support.mozilla.org/en-US/kb/private-browsing-use-firefox-without-history) * [Microsoft Edge](https://support.microsoft.com/en-us/help/4026200/windows-browse-inprivate-in-microsoft-edge) 3. Go to [box.com](http://box.com) and log in to your account. 4. When finished, close all private windows or [log out](#log-out) of your account. ## Log out Always close private windows or log out when you finish using a shared device. 1. In the upper-right corner, select your initials. 2. Select **Log Out.** # Logging in to Box Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/logging-in-to-box ## Logging in with Box Credentials You can log in to your Box account from your web browser on [app.box.com/login](http://app.box.com/login) or on any Box app (on your mobile device or Box Drive on your desktop). To do this: 1. Type in the **Email Address** associated with your Box account. Click or tap **Next**. ![Sign In to Your Account dialog with Email Address field, Next button, and Sign in with Google.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/sign-account-dialog-email-address.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=dad054f922da3651782e38f528859c35) 2. Type in your **Password**. 3. Click or tap **Log In**. If you're logging in for the first time, Box displays a Welcome message that guides you through an introduction to Box functionality. ### Forgot your password? To reset your Box password: 1. Navigate to [https://app.box.com/reset](https://app.box.com/reset) and enter the email address associated with your Box account. 2. Click or tap **Reset Password**. 3. Box sends you an email that contains a link to reset your password. * Password reset links sent via email expire 3 hours after they are sent. If you need a new link after your current one has expired, visit [https://app.box.com/reset](https://app.box.com/reset) to have another link emailed to you. * If you do not receive an email from Box for this password reset, check to see if your Box account is associated with that specific email address or another email address. * Also, check the spam folder in your email client, as it may have been sorted there by mistake. ![Reset Password dialog with Email Address field, Reset Password button, and Sign In link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/reset-password-dialog-email-address.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=a71aefdc900db5d192a03d5977a3c468) > [!WARNING] > > You must have an active email address to create a Box account. Box also requires you to update and keep current the email address you associate with your Box account. And you must have access to this email account to change your account password. This security procedure enables Box to protect your account against unauthorized access. ## Logging in with Google Credentials You can use your Google account information (username and password) to access Box via Google OpenID authorization. **To use your Google account while logging in to Box** 1. Navigate to the Box login page: [http://app.box.com/login](http://app.box.com/login) 2. Click or tap **Sign In with Google**. 3. Navigate to the Google account login page and log in to your Google Account as you normally would. ![Google Sign in dialog for box.com with Email or phone field and Next button.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/google-sign-dialog-box-com.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=baec0d1e21219704252ecf2c6d86ec7f) If you cannot log in because your Google account address does not match your Box account address, you must change the primary address associated with your Box account. To do this: 1. Navigate to the Box login page: [http://app.box.com/login](http://app.box.com/login) 2. Sign in with the email address you currently use with your Box account. * If you do not know the password, click or tap **Reset Password**. 3. After you sign in, change your primary Box email address to match your Google account address. [Here are instructions](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#login-and-email-addresses) for doing that. ## Logging in with Single Sign On (SSO) If you're using Single Sign On (SSO) through your company or organization, you can log in to Box using the same password you use to log in to your organization's network. To do this: 1. At the bottom of the login box, click or tap **Sign In with SSO**. 2. Type in the **Email address** you use to log in to your organization's network. 3. Click or tap **Sign In**. The system redirects you to your company's login page. 4. Follow the steps from your SSO provider to log in to your organization's network. When your SSO provider authenticates your account, the system automatically redirects you to your Box account. Contact your Box Admin if you have any questions about SSO, or if you don't know the username and password you should use to log in to your organization's network. [More information about logging in with SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) on mobile devices and applications. ## Two-step verification Two-step verification (sometimes referred to as two-factor authentication) is an additional layer of security to protect your account. The first factor is your password. The second factor typically is a code sent to your mobile device via SMS or a voice call, or accessed from a security application. Enter this code after typing in your username and password. This further verifies your identity before the system grants you access to your data. You or your account administrator can enable two-step verification. After you've done this, then after every time you enter your username and password, the system prompts you to enter a passcode. [More information on enabling](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) two-step verification. > [!NOTE] > > Two-step verification requires a device with which you can receive a passcode by an authentication app or SMS. If you do not have your device available, you can also log in with one of the backup codes you saved when you [enabled multi-factor authentication for your account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account). **To log in with two-step verification:** 1. Go to the Box login page: [app.box.com/login](http://app.box.com/login) 2. Enter your email and password. The system redirects you to the two-step verification screen. ![2-Step Verification SMS screen: enter 6-digit Authentication Code with Submit and Resend Code links.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/step-verification-sms-enter-digit.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=5fc0527227c6a3235959ec462ca7fe5a) 3. Enter the passcode you received. 4. Click **Submit**. * If you didn't receive a code, click **Resend Code**. **To log in with a backup code:** > [!NOTE] > > The use of a backup code for login is available only if you are using 2-step verification. You must have access to your saved backup codes. 1. Go to the Box login page: [app.box.com/login](http://app.box.com/login) 2. Enter your email and password. The system redirects you to the two-step verification screen. ![2-Step Verification SMS screen: enter 6-digit Authentication Code with Submit and Resend Code links.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/step-verification-sms-enter-digit.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=5fc0527227c6a3235959ec462ca7fe5a) 3. Click **Use account backup code instead**. 4. Enter a backup code. (The backup code you enter cannot have been used previously; each backup code can be used exactly once.) 5. Click **Submit**. ## If you are having a problem logging into your Box account There are several things you can do if you're unable to log in to Box. Verify the following: * You signed up for a Box account and not another service. * You are using the correct email address associated with your Box account to log in. * You are using the correct Box password. If you cannot remember your Box password, please go to [https://app.box.com/reset](https://app.box.com/reset) to reset your password. * Password reset links sent via email expire 3 hours after they are sent. If you need a new link after your current one has expired, visit [https://app.box.com/reset](https://app.box.com/reset) to have another link emailed to you. * If you do not receive an email from Box for this password reset, verify whether your Box account is associated with that specific email address or another email address. * Check the spam folder in your email client for this email. ## If you don't have access to the email address you have associated with your Box account If you can’t access the email address associated with your Box account, we recommend either contacting your email service provider (ESP) to regain access to your email account or creating a new account. Box is unable to help you regain access to your email account. You must have access to the email address associated with your account to change your account password. This security procedure enables us to protect your account against unauthorized access. # Logging in with Single Sign On (SSO) Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso ## Single sign on authentication Single sign on authentication (or SSO authentication) allows you to log in to multiple applications using a single set of credentials. If your administrator has enabled or required SSO for your organization, you can use your company credentials to log in to Box. **Follow these steps to log into your Box account using SSO authentication:** **From box.com:** * Enter the email address affiliated with your Box account. * In the bottom right, click **Sign in with SSO:** ![Sign In password screen with Log In button; red circle highlights Sign In with SSO link.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/sign-password-log-button-circle.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=6ec58b3f8c0464cb5802dcd9bfd34746) * You are redirected to your company's login page. Then enter your company credentials to gain access to your Box account. **From Company Branded Subdomain (yourSubdomain.box.com)** * If you are logging in via your company's branded Box subdomain (that is, yourSubdomain.box.com), and your enterprise has enabled or required SSO, the following prompt displays: ![Box for ACME sign-in screen with Email Address field, Next button, and enterprise info footer.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/box-acme-sign-email-address.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=93d3ab1a3b31e222167401a594c77825) * Click **Continue.** You are redirected to your company's login page. Then enter your company credentials to gain access to your Box account. ## SSO on mobile devices If SSO is enabled for your account, to log in to Box using SSO authentication on any mobile device, tap **Sign in with SSO** underneath the Log In button: ![Box mobile login screen with password field; red circle highlights Sign in with SSO link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/box-mobile-login-password-field.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=f5483668e29c7baf811e9d15fc7a8d45) If your admin requires SSO for your account, you'll first need to sign in to Box, and then sign in to your account: ![Okta Sign In page for Box: Username field, Keep me signed in checkbox, and Next button.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/okta-sign-page-box-username.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=651454142f7b7cabff8bef839cfea2ed) After signing in, on the next page, enter the email address associated with your Box account. Clicking "Log In" will redirect you to your company or university login page. Enter your company or university credentials to log into Box. ## Using SSO to log in to 3rd-party mobile apps A majority of 3rd party applications and our OneCloud partners now support SSO and have a dedicated SSO login button labeled **Use Single Sign On (SSO)**. If your company has SSO required, you can click on the SSO log in button and then enter your Box specific email address. This should then redirect you to your company login page, where you will need to log in with your company credentials. **Follow these steps to log in with SSO:** * Inside of the application you want to use, locate Box by looking for "**App Integrations**" or "**Server Connections**" and select the "**Box**" connection. * Depending on the application, you may be asked to enter your username (email address) before you can see the SSO login button. ![SSO Login On 3rd Party Mobile Apps-1.png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/sso-login-on-3rd-party-mobile-apps-1.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=186f1c6e3b1616b9ca2a073b0f6377bf) * Select "**Use Single Sign On (SSO)**". * Enter your Box specific email address. * You will be redirected to your company login page. Enter your company credentials in order to gain access to your Box account. ## SSO passkey authentication support Passkey authentication as part of an SSO login flow is supported in the Box.com web application, but is not currently supported in the native Box mobile application. If your enterprise requires passkey authentication as part of its SSO flow on mobile devices, the current workaround is to enable the **Mobile Native Browser Auth** setting. This setting routes mobile SSO authentication through the device's native browser instead of the in-app browser, which supports passkeys. > [!NOTE] > > * The **Mobile Native Browser Auth** setting is not compatible with Device Trust. This includes Device Trust in Audit Only (test) mode. If your enterprise has any Device Trust policy enabled, including Audit Only, disable or remove that policy before Mobile Native Browser Auth can be enabled. > * To enable **Mobile Native Browser Auth**, contact [Box Product Support](https://support.box.com/hc/en-us/requests/new#). ## **Notes:** * While the Box API supports SSO login, because of the customization that goes into setting up SSO, occasionally there are apps or SSO configurations that are not optimized for SSO login on mobile. If it does not work for an app, you will need to create a ***Box-specific*** ***password*** in your account settings to log in with. * SSO won't work for any app using FTP. * 3rd Party App developers must also optimize their apps for SSO login, so you may see issues on an app-by-app basis. * If you are not able to log into your Box account from within a third party application, your admin may have disabled this application for the Enterprise from within the Admin Settings. You would have to contact your admin to have them enable the application for the Enterprise from within the Apps tab of the Admin Console. # Manage Account Settings Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings The **Account Settings** page is where you modify the default settings for your account, change your account information or view log in activity. These settings apply only to your account, and if you are part of a Business or Enterprise organization, can be overridden by the settings set by an enterprise account administrator. ## Account Tab The Account tab contains the basic account settings for your account. ### General Options The General Options section contains settings for basic account operation. | Setting | Description | | - | - | | **Home Page** | Determines the default home page of your Box account, the first page you see when you log in. Select from: • Files (default) • Favorites • [Recents](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-recents) • [Admin Console](/en/box-admin-tools/how-to-guides-for-admins/admin-console-guide) (Available only if you are part of a Business or Enterprise organization and you are an Admin or Co-admin.) • [Collections](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/using-collections) | | **Files and Folders per Page** | Determines the number of files and folders displayed on pages other than the Files page. (The Files page provides infinite scroll.) Select from: • 20 (default) • 50 • 75 • 100 Selecting a larger number can make it easier to scroll through files, but can increase download time, depending on the speed of your network. | | **Time Zone** | Defines the time zone in which you are located. | | **Language** | Defines the language used in your account for the Box user interface. | | **Display Item Tags** | Determines whether you see [tags](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-tags) on files and folders. | ### Admin Options Available only for the user who is the administrator for an enterprise, this contains a **Business Settings** button that takes the admin directly to the Account & Billing section of the Admin Console, where you can purchase more seats or upgrade your account. ### Login and Email Addresses The Login and Email Addresses section contains your default email address, as well as any additional email addresses you've added to your account. In this section, you can update your email address. You can also link multiple email addresses to the same account in Box. Any collaboration invites that go to these secondary email addresses (or Email Aliases) will get funneled into your primary Box account. This also prevents anyone from creating a new Box account using that email address. Other users only see your primary email address and all notifications from Box continue to be sent to your primary address. You can also use the secondary email to log in if the single sign-on feature is configured to look for the secondary email instead of the primary email. To change your primary email address, complete these procedures in order. 1. [Add the new email address](#adding-an-email-address) and confirm it. 2. Make that secondary address your [primary email address](#setting-the-primary-email-address). 3. [Remove the old email address](#removing-an-email-address) if you no longer need it. #### Adding an email address **To add an email address:** 1. Select one of the following options: * For paid accounts, select **Link Email**. * For free accounts, select **Link Personal Email**. 2. Enter a valid email address. 3. Select **Save**. Box sends a verification email to the address you entered. Select the verification link in the email to confirm and add the alternate email to your account. > [!WARNING] > > For security purposes, the verification email for Admin and Co-admin users will be sent to their existing primary email address, not the newly entered email address. #### Setting the primary email address **To make a secondary email address your primary email address:** * Select **Make Primary** next to the email address you want as your primary email address. If you do not see this option, it's likely your enterprise has a feature enabled, such as [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization), that prevents users from changing their primary email address. In that case, you need to reach out to your primary admin for assistance. See [Changing an Email Address for a Single Sign-On Account](https://support.box.com/hc/en-us/articles/360043692934) for details. > [!WARNING] > > For security purposes, Admin and Co-admin users are prevented from making a secondary email address from a public domain (such as Gmail or Yahoo) or an unverified domain their primary email address. #### Removing an email address **To remove an email address:** 1. Select **Remove** next to the email address you want to remove. 2. In the confirmation dialog box, select **Okay**. ### Authentication The Authentication section contains your current password, obfuscated for security. If you do not have a password defined, you can [create a password](/en/box-fundamentals/for-users/user-login-and-settings/creating-a-password). To change your password, see [Changing Your Password](/en/box-fundamentals/for-users/user-login-and-settings/changing-your-password). If you are unable to log in to change your password, you can [reset your password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password). If your password has been found in a third-party database of leaked passwords, an informational banner appears in this section recommending that you change your password. Follow the instructions in the banner or see [Reset My Box Account Password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password) for more information. ### 2-Step Verification The 2-Step Verification section is where you can enable and configure 2-Factor Authentication (2FA) for your account. > [!NOTE] > > If your account has Single Sign On (SSO) required, you will not be able to turn on 2-step verification. See [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) to learn about this feature. After the initial successful login, Box will remember the browser and you will not be prompted for 2FA if you need to log in again. Only clearing the browser's cache and cookies will re-prompt 2FA. ### Account Details The Account Details section contains information about your Box account, including: * **Account type** - Individual, Business, Enterprise, etc. * **Account ID** - The unique identifier for your account * **Storage Used** - How much storage you are using currently on Box, in megabytes (MB) and how much storage your account is allocated * **Max File Size** - The largest file you can upload to Box * **Login Address** - The direct URL you can use to log in to Box * **Admin Contact** - If you are in a Business or Enterprise account, the email address of your primary administrator If you are a Business or Enterprise customer and an administrator of the organization, you may also see an Upgrade Your Account button to enable you to upgrade or add features. If you are an individual account, you may also see a Permanently Delete Account link. ## Sharing Tab The Sharing tab is where you configure how you share your content and the default settings for sharing. ### Shared Links The Shared Links section contains default settings for shared links. These settings will only apply to shared links created on content you own.
SettingDescription
**Allow Shared Links for**Defines the content type you allow to be shared. Select from:
  • **Folders and files** (default) - All content in your account use the shared link settings that follow this option.
  • **Folders only** - Folders in your account use the shared link settings that follow. Shared links for files can be created, but are accessible only by invited collaborators in the folder.
  • **Files only** - Files in your account use the shared link settings that follow. Shared links for folders can be created, but are accessible only by invited collaborators in the folder.
  • **Nothing, restrict sharing** - Disables shared links for everyone except invited collaborators to the file or folder.
**Note**You can share only content you own.
**People who can access shared links**Defines what access options are available for the content types selected above. By default, all options are enabled, meaning that you can choose, per item, what access permission to grant your content. Select from:
  • **People with the link, people in your company, and people in this folder** (default) - Anyone with the link can access. But you can still set a password or expiration date for these links. There is no login required.
  • **People in this folder only** - Only people collaborating in this folder can access its content from a shared link.
If you change this setting from a less restrictive setting to a more restrictive setting and then back again, shared links created before the setting changes retain their type.
**Default access for new links**Defines the default access level of newly-created shared links. If you have limited the access options in an earlier setting, your options here are limited accordingly.
  • **People with the link** (default) - The content is open to people with the link. File viewers do not have to log in.
  • **People in this folder** - Only people collaborating in this folder can access its content.
You can still change the access type when you generate a shared link.
**Actions link recipients can take**Defines the allowed and default permissions for file, folder, and Box Notes shared links. For files, folders, and Box Notes, you define both the maximum permission allowed and the default permission when users share links, and you select from the following values for each:
  • **Preview, download, and edit the shared item**
  • **Preview the shared item only**
For each part of these options:
  • Preview means that link viewers can only preview the item. Download and edit is disabled. Managed users cannot toggle this setting at the folder and file level.
  • Download means that link viewers can download the files, folders, and Box Notes. With this option enabled, you can toggle the download setting at the folder and file level.
  • Edit means that link viewers can edit the linked file, files in the linked folder, or the Box Note. More specifically, editable file sharing links are shared links that grant editing permissions to files stored in Box for people with those links. You will be able to select the edit option in the sharing modal for a file within Box if you include edit in the maximum permission allowed.
### Collaborating on Content By default, your account is set to automatically accept invitations to collaborate. **Uncheck** the box under **Incoming Invitations** if you'd like to have the opportunity to accept or reject collaboration invitations. ### Uploading Content (Box Accelerator) Box Accelerator is a global data transfer network that improves the speed of your uploads. If you’re having issues with uploads, try turning this off. If your uploads seem slow, you may have a problem with your network or firewall. See [Troubleshooting: Uploads](https://support.box.com/hc/en-us/articles/360044196773) for more information. > [!NOTE] > > This setting is available only to managed users in organizations with Business or Enterprise accounts. ## Notifications Tab The Notification tab is where you configure what you get notified for and how to get notified. ### Email Notifications The Email Notifications section is where you define for which Box events you are notified. Email notifications for Co-owners are controlled by **In Items I Own** checkboxes. For both folders you own and folders you've joined (in which you are a collaborator), you can get notified for: * Downloads * Uploads * Comments (the default is selected for folders you own) * Previews * Deletes (the default is selected for folders you own) Previewing and editing a Box Note in a folder you own or a folder you joined does not generate email notifications. If you are a member of an organization, email notifications can also be adjusted at enterprise-wide, account-wide, and folder specific levels. * [**Enterprise-wide email notifications**](/en/box-admin-tools/how-to-guides-for-admins/manage-notifications-for-enterprise-users): When email notifications are applied in the Admin Console, it will be the default for all newly created end users until the end user adjusts their settings. * **Account-wide email notifications**: When email notifications are applied in the Account Settings, it will be the default notification setting for all newly created folders in the account OR for folders that are set to "Use my default notification settings". * End users in a Box instance can have different account wide settings by manually adjusting their email notification settings. * [**Folder specific level email notifications**](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings#email-and-notifications-settings): When email notifications are applied in the Folder Settings, it will be the default email notifications for all files in the folder and subfolders. Please note that you cannot trigger email notifications to yourself for actions you triggered. * Different users collaborating in a folder can set their own specific Folder level email notifications (if allowed by the folder owner). If you are not receiving email notifications as expected, please follow the steps in our [Troubleshooting Issues with Email Notifications](https://support.box.com/hc/en-us/articles/360043696174) article. ### General Emails and Notifications The General Emails and Notifications section is where you can control the emails you will receive from Box. You can choose to receive the following email: * Login Activity: Get notified when your account is accessed from a new device. * Shuttle Activity: Get notified about results of Shuttle jobs. The default state for this setting when accounts are created is enabled. ### App Notifications The App Notifications section is where you can enable receiving Box notifications in any third-party apps for which you have enabled integrations and that can receive those notifications. > [!NOTE] > > This section is available only if you are part of an organization that includes integrations with third-party apps. ## Security Tab The Security tab is where you get information about your account security. ### Login Activity The Login Activity section of your Account Settings is useful for monitoring access to your Box account. You will see a list of all the applications, devices, and locations you've used to log in to Box. ![Account Settings 5](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/account-settings-5.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=94d7bf73cbeff07473c8d73d1bc327a8) Click the **X** next to a session to **forget** this mode of access. You can also click the **Forget All** button at the bottom of the page to forget all sessions. The next time someone tries to open this application or browser from your stolen device, they will be prompted to re-enter their Box login credentials. ## Profile Tab The profile tab contains information about your profile, including your name, profile picture, and contact information. ### User Profile The User Profile section lists the information you enter about your profile. **To edit your profile information** 1. Click into one of the text boxes. 2. Make any desired changes. 3. Click **Save Changes**. **To change your profile picture** * Click **Change.** * Select the image you would like to use from the file browser * Click **Open**. **To remove your profile picture** * Click **Remove**. ## Diagnostics Tab The diagnostics tab is useful when you encounter a problem with Box. Run a **Connection Diagnostics** test to check the status of your connection to Box. If you have filed a support ticket with Box, you may be asked to grant Box access to your account. You can do so by clicking the **Grant Access** button in the **Access to your Account** section. This will give Box Support access to your account for 5 calendar days. At the end of 5 days, access will automatically be revoked. You can manually revoke access at any time. To determine if you need to grant Box access to your account for support, please contact your administrator or customer success manager. # Multi-Factor Authentication Set Up for Your Account Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account Multi-factor authentication (MFA) is a security mechanism where users must provide two or more pieces of evidence, or factors, before being allowed access to a product or service, such as Box. Most common is 2-factor authentication (2FA), where users are required to authenticate from 2 of: | Factor | Definition | Example | | - | - | - | | Knowledge | Something only the user knows. | Passwords | | Possession | Something only the user has. | Hardware and software keys | | Inherence | Something only the user is. | Fingerprints | If your organization does not require [single sign-on](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) (SSO) for authentication, Box enables users to set up 2-factor authentication for their accounts. The first factor is a password. The second factor is a one-time password (OTP), which is the possession factor. You can choose authenticator apps, SMS, security key, or email for the second factor. * SMS is short message service, the text messaging you use on your phone, and receives one-time passwords created from a secure random generator. * A security key is a physical device used as the possession factor in multi‑factor authentication. Security keys compatible with Box must support the FIDO2/WebAuthn standard. To authenticate, you insert the key into a USB port or tap it using NFC, then press the key’s button. Security keys work offline and help prevent phishing by validating the website you’re logging in to. Supported security keys include (but are not limited to): * Yubikey/Yubico * Google Titan * Feitian * Nitrokey * For troubleshooting tips, see [Security Key MFA Troubleshooting](/en/box-fundamentals/for-users/user-login-and-settings/security-key-mfa-troubleshooting) > [!NOTE] > > FIDO2/WebAuthn passkey authentication is supported in an MFA flow in the Box mobile application. However, passkey authentication in a [single sign-on (SSO)](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) flow is not currently supported in the Box mobile application. * Authenticator apps use algorithms to generate one-time passwords, which are unique random passwords generated on demand by authenticator applications. These one-time passwords expire after a defined period of time, often a number of seconds or minutes. Box 2FA supports authenticator apps that are compliant with the TOTP (time-based one-time password) algorithm, which is defined by the [Internet Engineering Task Force specification, IETF-6238](https://tools.ietf.org/html/rfc6238). Applications that follow this specification include Google Authenticator, Microsoft Authenticator, Authy, Duo, and LastPass, however, your administrator may require that you use a specific TOTP-compliant authenticator app. * Email, similar to OTP authentication, sends a code to the user's selected email to access their Box account. This method ties login access to a user's email, preventing access from former users. > [!NOTE] > > Box recommends using a supported authenticator app or security key as your second 2FA method. There are known issues with using SMS for 2FA, including: > > * SMS may not be available because a user is traveling, offline, or in a country that does not support 2FA through SMS. Also, once you share a secret with an authenticator app, such as scanning a code with the app, the app is self-sufficient and no longer needs a network connection to generate future one-time passwords. > * There are known SMS security vulnerabilities, such as SIM swapping. > > However, using an authenticator app or security key is not supported for FTP access to Box for non-SSO (single sign-on) customers. If you enable 2FA and want to access Box via FTP, you must use SMS for 2FA. > > The administrator of your Box enterprise may require 2FA to be used for external collaborators. If so, the administrator may also require that the 2FA method be via an authenticator app or security key, or the administrator may also allow 2FA via authenticator app, SMS, email, or security key. > > Box also provides backup codes when you use an authenticator app, SMS, or security key as a second factor to allow login if your MFA device is not available, such as when you are in an area with no cellular signal, your device was lost or stolen, or you have a new device. These backup codes are generated during the app/SMS/security key MFA setup process for you to copy and store in a safe place. ## Enabling Multi-factor Authentication You can enable only one of authenticator app, security key, email, or SMS for 2-factor authentication, and only if your organization does not require single sign-on (SSO) for authentication. If it does, the 2-Step Verification section is not visible in your account settings. **To enable security key multi-factor authentication for your individual account:** 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. (Note: You will not see this section if your organization requires single sign-on (SSO) for authentication.) 3. Select **Security Key** and click **Next**. 4. Follow the instructions to insert the security key and touch or enable NFC, then click **Submit**. 5. Copy the backup codes. Once copied, paste them into a file only you have access to and save the file somewhere secure. 6. Click **Complete**. > [!NOTE] > > For a limited time after security keys are introduced, if you are enrolled in security key MFA and security key authentication is temporarily unavailable, you will automatically be switched to email-based MFA until security key functionality is restored. **To enable authentication app multi-factor authentication for your individual account:** 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. (Note: You will not see this section if your organization requires single sign-on (SSO) for authentication.) 3. Select **Authentication App** and click **Next**. 4. Open the authentication app on your phone and scan the QR code. (You can also enter the secret key located under the QR code into the authenticator app manually.) 5. Enter the code you received in the authenticator app and click **Submit**. 6. Enter a phone number for verification, which would be used by Box support to verify your identity in the case where you are not able to authenticate in the app, and click **Submit**. 7. Copy the backup codes. Once copied, paste them into a file only you have access to and save the file somewhere secure. 8. Click **Complete**. **To enable email multi-factor authentication for your individual account:** 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. 3. Click **Set Up**. 4. Select **Email** and click **Next**. * The following window confirms you’ll use email MFA to sign in. Click **Submit** to continue. 5. Select the email you’d like to use for the Box login. 6. Enter the code sent to the email you selected for MFA. After setting up MFA with your email, you're notified that email MFA is required the next time you log in. **To enable SMS multi-factor authentication for your individual account:** > [!NOTE] > > Your Box administrator may not allow SMS as an authentication method. If so, this option will not be available to you. 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. 3. Select **SMS Text Message** and click **Next**. 4. Enter your phone number and click **Continue**. Some countries do not support 2FA via SMS. 5. Enter the code you received as a text message and click **Submit**. 6. Copy the backup codes. Once copied, paste them into a file only you have access to and save the file somewhere secure. 7. Click **Complete**. ## Removing Multi-factor Authentication **To remove a multi-factor authentication method from your individual account:** 1. Click on your account icon in the top-right corner of the page, and select **Account Settings.** 2. Under the **Account** tab, scroll to the **Authentication** section. 3. Click **Remove** next to the authentication method you want to remove, then click **Remove** in the confirmation dialog box. > [!NOTE] > > If your administrator requires you to use multi-factor authentication and you remove all methods, you will have to add one before you can get authenticated next time you sign in. ## If your authentication code doesn't arrive If the one-time passcode doesn't arrive when you log in: * Select **Resend Code** on the verification screen to request a new code. * If you use SMS, the code may not arrive because you are traveling, offline, or in a country that does not support 2FA through SMS. * If you use email, check your spam folder and make sure your email provider isn't blocking messages from Box. See [Configuring Email for Box Notifications](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications) for the domains to allowlist. * If you saved backup codes during setup, select **Use account backup code instead** on the verification screen and enter one of them. * If you still can't log in, follow the steps in [If you're locked out of your account](#if-youre-locked-out-of-your-account). ## If you're locked out of your account If you find yourself locked out of your account due to a changed phone number, lost security key, or for some other reason cannot access the confirmation codes sent to your mobile device, please contact your primary admin, who can disable 2FA on your account. Business Plus and Enterprise admins can use the instant login feature in the Admin Console to disable 2FA in a user's Account Settings. If you are having issues with your existing security key enrollment, make sure that: * You are using the same security key that you originally enrolled with * Your security key meets the FIDO2/WebAuthn standard * Your security key meets the browser and operating system requirements: | **Web browser** | **macOS 10.15+** | **Windows 10** | **Windows 11** | **Linux** | **iOS 14.5+** | **Android 8+** | | - | - | - | - | - | - | - | | Chrome (Version 67 and later) Edge (Version 18 and later) Chromium-based Browsers (Version 18 and later) | Yes | Yes | Yes | Yes (No on Edge in Linux) | Yes | Yes | | Safari (Version 13, released on September 19, 2019, and later) | Yes | N/A | N/A | N/A | Yes | N/A | | Firefox (Version 60 and later) | Yes | Yes | Yes | No | Yes | Yes | | Samsung Internet v17.0+ | N/A | N/A | N/A | N/A | N/A | Yes | N/A signifies that the operating system doesn’t support the web browser. If you are in a Personal, Starter or Business account, please reach out to [Box Product Support](https://support.box.com/hc/en-us/requests/new#) for assistance. ### Resetting multi-factor authentication for Individual accounts If you lose access to your primary multi-factor authentication (MFA) method, such as your mobile device or authenticator application, you can reset your MFA settings to regain access to your Box account. This self-service reset tool is available only to customers on Individual and Professional Pro plans. If you belong to a managed enterprise account, contact your account administrator to reset your MFA. > [!NOTE] > > Self-service MFA reset is not available if email is your enrolled MFA method. Box sends the MFA reset link to the email address associated with your Box account, which is the same email address used for email MFA. If you have access to your email, sign in with the MFA code sent there. If you lose access to your email address and cannot log in, contact [Box Product Support](https://support.box.com/hc/en-us/requests/new#). #### Resetting MFA with a recovery contact If you do not have your backup codes, you can request an authentication reset using your registered recovery contact method, such as a recovery phone number. **To reset your MFA using a recovery contact:** 1. Open the Box login page and enter your email and password. 2. On the MFA verification screen, select **Use account backup code instead**. 3. Select **reset Multi-Factor Authentication**. 4. Confirm your identity using the partially masked recovery phone number displayed on the page. 5. Select **Send Code** to receive a one-time passcode (OTP) via SMS. 6. Retrieve the OTP from your mobile device. The code remains valid for 15 minutes. 7. In the verification field, enter the OTP and select **Verify**. Box sends a notification email to your address with a link to cancel the request if you did not initiate it. 8. Open the confirmation email and select the link to complete the reset. 9. Log in to Box using your email and password. 10. Set up your new MFA method and save your new backup codes. > [!NOTE] > > You can attempt to enter the OTP up to three times. If you cannot provide the correct OTP after three trials, select the link on the screen to contact [Box Product Support](https://support.box.com/hc/en-us/requests/new#?\&referrerPageUrl=) for manual verification. # Removing Your Notification Email Address Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/removing-your-notification-email-address Your account may have a separate notification email address if you are a member of an organization that allows notifications to be sent to an email address other than your primary Box email address. You can remove that email address and have notifications sent to your primary Box email address. 1. In the top-right corner of your Box window, click your account icon and select **Account Settings**. 2. Click the **Notifications** tab. 3. In the **Email Notifications** section, click **Reset to Default**. 4. Click **Okay.** The system resets your notification email to your primary Box email address and removes the notification email address from your Box account. # Reset My Box Account Password Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password ## Why am I being asked to reset my password? The administrator has enabled *Strong Password Requirements*, *Exposed Password Detection*, or both. Depending on your permission level you will be asked to reset your password when you first log in or within Box. Select and follow the applicable steps: * [Resetting your Box password using Account Settings](#resetting-your-box-password-using-account-settings) * [Resetting your password after being blocked at login](#resetting-your-password-after-being-blocked-at-login) * [Resetting your Box password using the notification banner](#resetting-your-box-password-using-the-notification-banner) ## Resetting your Box password using Account Settings To reset the password for your Box account, follow this process: 1. Visit [https://app.box.com/reset](https://app.box.com/reset) and enter the email address associated with your Box account. 2. Check your email, you will receive an email with a link to reset your password. * * Password reset links sent via email expire 3 hours after they are sent. If you need a new link after your current one has expired, visit [https://app.box.com/reset](https://app.box.com/reset) to have another link emailed to you. * If you do not receive an email from Box for this password reset, check to see if your Box account is associated with that specific email address or another email address. * Also, [check your spam folder](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications) in your email client for this email. ## Resetting your password after being blocked at login If your organization has exposed password detection enforcement enabled and your password is found in a third-party database of leaked passwords, you are blocked from accessing Box after entering your credentials. Box displays a message informing you that you must reset your password. To reset your password: 1. Box automatically sends a password reset link to the email address associated with your account. 2. Check your email and select the reset link. * Password reset links expire 3 hours after they are sent. If you need a new link after yours has expired, visit [https://app.box.com/reset](https://app.box.com/reset). * If you do not receive an email from Box, verify that your Box account is associated with the email address you expect, and [check your spam folder](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications). 3. Create a new password. Your new password cannot be a known exposed password. Follow the password strength guidance provided on the reset page. 4. After successfully resetting your password, return to [https://app.box.com/login](https://app.box.com/login) to log in. > [!NOTE] > > If you do not have access to the email address associated with your account, contact your Box administrator. Admins can generate a password reset link on your behalf from the Admin Console. ## Resetting your Box password using the notification banner When you log in to Box, you may receive a notification asking you to update your password. This can happen if your administrator requires strong passwords, or if your password has been found in a third-party database of leaked passwords. 1. Click **Update** in the notification banner to open the *Change password* modal. 2. Type in your **Current password** in the field provided. 3. Type in your **New password** in the field provided following the *Password strength* guidance. The list of password criteria will indicate what your password is missing with an "X." 4. With all password requirements met, retype your password in the **Confirm new password** field. 5. Click **Save**. You must meet all criteria to successfully save and update your password. After you click **Save**, you will see the notification, "Your password has been changed successfully." ### If you see an exposed password notification Box notifies you if your password has been found in a third-party database of leaked passwords: * A notification banner displays on the All Files page with an Action needed message advising you to change your password. * An informational banner displays in Account Settings > Authentication. You are not blocked from using Box, but Box strongly recommends that you [change your password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password) as soon as possible to protect your account. # Security Key MFA Troubleshooting Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/security-key-mfa-troubleshooting To troubleshoot a security key: * Make sure it's securely connected. * Test a different USB port. * Skip USB hubs or adapters and plug it straight into the computer. * Try it on another device. * Address potential browser problems by switching to Chrome, Firefox, or Safari, keeping the browser up to date, and verifying the key responds during login. * Examine system settings. Reset Windows Hello if needed, and review Event Viewer for error logs. * Swap in another security key or apply any pending updates (such as Duo notifications). Simple fixes like restarting your computer or updating your browser often resolve the problem quickly. > [!NOTE] > > If you cannot use the security key on your Box mobile app, please [contact Box Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=). ## Browser and operating system compatibility | **Web browser** | **macOS 10.15+** | **Windows 10** | **Windows 11** | **Linux** | **iOS 14.5+** | **Android 8+** | | - | - | - | - | - | - | - | | Chrome (Version 67 and later) Edge (Version 18 and later) Chromium-based Browsers (Version 18 and later) | Yes | Yes | Yes | Yes (No on Edge in Linux) | Yes | Yes | | Safari (Version 13, released on September 19, 2019, and later) | Yes | N/A | N/A | N/A | Yes | N/A | | Firefox (Version 60 and later) | Yes | Yes | Yes | No | Yes | Yes | | Samsung Internet v17.0+ | N/A | N/A | N/A | N/A | N/A | Yes | N/A means the operating system doesn’t support the web browser. ## Using NFC with your phone Some security keys require specific positioning when held near your phone for NFC to work properly. If you're experiencing connection issues, check your vendor's documentation for NFC positioning guidelines. For example, for Nitrokey, see the [NFC troubleshooting guide](https://docs.nitrokey.com/nitrokeys/nitrokey3/troubleshooting#nfc-is-not-working). # Home Source: https://docs.box.com/en/index # How can we help? Explore our product documentation or ask Docs AI to learn about intelligent content management, secure collaboration, and automated workflows in Box. ![Box Fundamentals](/images/home/Thumbnail_16x9-Fundamentals.jpg) ### [Box Fundamentals](/en/box-fundamentals/for-users/getting-started/the-basics-of-box) ![Box Admin Tools](/images/home/Thumbnail_16x9-Admin.jpg) ### [Box Admin Tools](/en/box-admin-tools) ![Box AI](/images/home/Thumbnail_16x9-BoxAI.jpg) ### [Box AI](/en/box-ai/getting-started/what-is-box-ai) ![Box Apps](/images/home/Thumbnail–BoxApps.jpg) ### [Box Apps](/en/box-apps/box-apps-for-box-admins/about-box-apps) ![Box Archive](/images/home/Thumbnail_16x9-BoxArchive.jpg) ### [Box Archive](/en/box-archive/getting-started/introducing-box-archive) ![Box Automate](/images/home/Thumbnail_16x9-BoxAutomate.jpg) ### [Box Automate](/en/box-automate) ![Box Canvas](/images/home/Thumbnail_16x9-Canvas.jpg) ### [Box Canvas](/en/box-canvas/box-canvas-for-admins/introducing-box-canvas) ![Box Compliance](/images/home/Thumbnail_16x9-Compliance.jpg) ### [Box Compliance](/en/box-compliance/keysafe/about-keysafe) ![Box Doc Gen](/images/home/Thumbnail_16x9-BoxDocGen.jpg) ### [Box Doc Gen](/en/box-doc-gen/about-box-doc-gen/introducing-box-doc-gen) ![Box Drive](/images/home/Thumbnail_16x9-Drive.jpg) ### [Box Drive](/en/box-drive/getting-started-with-box-drive/about-box-drive) ![Box for Developers](/images/home/Thumbnail_16x9-Platform.jpg) ### [Box for Developers](/en/box-platform/box-platform-overview-and-resources) ![Box Extract](/images/home/Thumbnail_16x9-Extract.jpg) ### [Box Extract](/en/box-extract/about-box-extract) ![Box Forms]() ### [Box Forms](/en/box-forms/about-box-forms) ![Box Governance](/images/home/Thumbnail_16x9-Governance.jpg) ### [Box Governance](/en/box-governance/retention/about-retention-and-retention-policies) ![Box Hubs]() ### [Box Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs) ![Box Mobile](/images/home/Thumbnail_16x9-BoxMobile.jpg) ### [Box Mobile](/en/box-mobile) ![Box MCP Server](/images/home/Thumbnail-BoxMCP.jpg) ### [Box MCP Server](/en/box-mcp/about-box-mcp-server) ![Box Notes](/images/home/Thumbnail_16x9-BoxNotes.jpg) ### [Box Notes](/en/box-notes/creating-and-editing-box-notes/introducing-box-notes) ![Box Relay](/images/home/Thumbnail_16x9-RelayAutomate.jpg) ### [Box Relay](/en/box-relay/about-relay/introducing-box-relay) ![Box Shield](/images/home/Thumbnail_16x9-BoxShield.jpg) ### [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield) ![Box Sign](/images/home/Thumbnail_16x9-BoxSign.jpg) ### [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign) ![Box Shuttle](/images/home/Thumbnail_16x9-Shuttle.jpg) ### [Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) ![Box Sync](/images/home/customcard-href-box-sync-about.jpg) ### [Box Sync](/en/box-sync/using-box-sync/about-box-sync) ![Box Tools](/images/home/Thumbnail_16x9-Tools.jpg) ### [Box Tools](/en/box-tools/using-box-tools/installing-box-tools) ![Box Zones](/images/home/Thumbnail_16x9-BoxZones.jpg) ### [Box Zones](/en/box-zones/introducing-box-zones) ## What's new ## New & updated #### [Configuring advanced guardrails](/en/box-ai/admins/guardrails-in-box-ai) September 3, 2026 #### [Configuring Firewall Access for Box Zones](/en/box-zones/configuring-firewall-access-for-box-zones) August 26, 2026 #### [Connecting AI Apps to Box Drive](/en/box-drive/getting-started-with-box-drive/connecting-ai-apps-to-box-drive) August 25, 2026 #### [Migrating from Box Relay to Box Automate](/en/box-automate/migrating-from-box-relay-to-box-automate) August 19, 2026 #### [Configure additional collaboration for application content](/en/box-admin-tools/how-to-guides-for-admins/configure-additional-collaboration-for-application-content) August 18, 2026 ## Most viewed #### [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) September 7, 2026 #### [Logging in to Box](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-to-box) July 10, 2026 #### [Understanding System Requirements to Use Box Tools v4](/en/box-tools/using-box-tools/understanding-system-requirements-to-use-box-tools-v4) August 28, 2026 #### [Installing and Updating Box Drive](/en/box-drive/getting-started-with-box-drive/installing-and-updating-box-drive) September 14, 2026 #### [Configuring Individual Shared Link Settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) September 9, 2026 # Adjusting the Number of File Versions to Preserve Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/adjusting-the-number-of-file-versions-to-preserve Admins can increase or decrease the number of previous file versions that Box keeps track of and makes available. You can set a finite limit anywhere from 1 to 100,000. Unlimited remains available on plans that include it. Version-limit options continue to depend on your plan. To adjust the file version limit: 1. Open your **Admin Console**. 2. In the left navigation, select **Enterprise Settings**. The **Custom Setup** page displays. 3. Scroll down to the **File Version Limit** section. 4. In the **Number of File Versions** box, enter the number of previous versions you want Box to keep. You can enter any whole number from 1 to 100,000, up to the maximum your plan allows. * The maximum number of file versions Box allows depends on the Box account type. By default, Box retains the maximum number of file versions allowed. * Personal Free - Unavailable * Personal Pro - 10 Versions * Starter - 25 Versions * Business/Business Plus - 50 Versions * Enterprise - 100 Versions * If your organization uses Box Governance, you also see an option to preserve an unlimited number of prior file versions. This option is active by default. If later you want to revert to saving a finite number of file versions, clear the **Unlimited** check box. The **Number of File Versions** box displays, and you can enter any whole number from 1 to 100,000. 5. Select **Save** to save your changes. > [!NOTE] > > Although Box no longer offers the Elite account level, existing Box Elite customers can still access an unlimited number of file versions. > [!TIP] > > When Box displays the number of file versions, it does not include the most current version of the file. There is always 1 more version of a file than Box lists. For example, even if you limited the number of file versions to 1, you would still have 2 versions of the file: > > 1. The current version > 2. The most recent prior version ## Understanding how file version limits can affect Box Sign While setting file version limits can balance compliance, storage management, and operational needs, it is important to understand how it may impact Box Sign signature requests. Box Sign relies on the specific Box file version associated with each file in an active signature request. During an active signature request, Box Sign automatically uploads newer versions of the files any time progress is made on the signature request. For example, any time signatures, initials, or other fields are applied to a signature request and the request moves to the next recipient, a new, updated version of the files is automatically created. **If your enterprise has highly restrictive file version limits, these new file versions in Box Sign can quickly exceed the limit. When this happens, Box's version control system automatically deletes the oldest versions to stay within the limit.** If the original file version is deleted before the signing request is fully completed, Box Sign loses a reference point, which can negatively affect the signature request, resulting in errors when signers attempt to access the file. ### Best practices * Avoid extremely low file version limits. A version limit of 2, for example, is too low for enterprises actively using Box Sign with multiple signers and signature request fields. * Set a higher limit or keep it unlimited. To reduce errors and business process interruptions associated with Box Sign signature requests, we recommend that admins set a higher file version limit (for example, 10 or more) or keep it unlimited. This should provide a safe buffer for multiple file versions created during a signature request. # Admin Console Guide Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/admin-console-guide The Admin Console is available in all Box tariffs Business Starter and above. (Free developer accounts also have access to a limited subset of Admin Console functions.) Admins and Co-Admins in organizations will have an Admin Console link in the Box navigation bar. Click **Admin Console** to get access to your organization's administrative functions. The functions you see depend on several factors: * Some functions, such as [Shield](/en/box-shield/using-box-shield/introducing-box-shield), Governance, and [GxP](/en/box-compliance/gxp/gxp-validation) require either a specific plan/tariff or additional paid add-ons. * [Co-admin permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions) can determine which functions that Co-admins have access to. See the [Box Pricing page](https://www.box.com/pricing) for a list of features available in each plan/tariff. This Admin Console overview summarizes the features available in the Admin Console and links to more in-depth information about each feature, including adding users, building groups, customizing security settings, and much more. Access your settings and other functions via links in the primary navigation of the Admin Console. In most cases, clicking one of these links displays a page with many settings and options arranged logically under a series of tabs across the top of the Admin Console screen. ## Insights The Insights page is an administrator dashboard that provides a comprehensive view of your organization’s Box usage, storage, and deployment statistics. For more information, see [Admin Insights](/en/box-admin-tools/reporting-and-insights/admin-insights) and [Platform Insights](/en/box-admin-tools/reporting-and-insights/platform-insights). ## Users and Groups The Users and Groups page is where you add or remove users, manage their settings, and convert unmanaged users to managed users.  You can also create groups and manage membership. See [Understanding User Management](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management) to start building your Box team. ### Groups Within the Groups tab you can conveniently manage folder membership for sets of users, like departments or project teams. See [Creating and Managing Groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) for more info. ## Content The Content page is where you can access, share, lock, and get details about the content files in each of your user's Box accounts. For more information, see [Managing Content Through the Admin Console](/en/box-admin-tools/managing-content). ## Metadata The Metadata page is where you create and manage the metadata templates and taxonomies that your managed users apply to files. For more information, see [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) and [Metadata Taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies). ## Reports All Box business accounts are equipped with simple but powerful reporting functionality. On the Reports page, you can run a variety of account-wide reports: usage logs, file/user statistics and security audits. For more information, see [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports). ## Box AI The Box AI page is where you enable Box AI for users and groups, manage AI agents, and monitor AI usage. For more information, see [Configuring Box AI](/en/box-ai/admins/configuring-box-ai) and [Viewing Box AI Usage](/en/box-ai/admins/viewing-box-ai-usage). ## Classification The Classification page is where you create, modify, and delete security classification labels for content in your organization's Box deployment. See [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels), [Automated Classification (Classification Policies)](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification), and [Microsoft Information Protection Integration](/en/box-shield/using-box-shield/microsoft-information-protection-integration) for more information. ## Shield The Shield page is where you create detection rules and access policies based on classification labels. See [About Box Shield](/en/box-shield/using-box-shield/introducing-box-shield) for more information. ## Governance The Governance page is where you create and configure policies, holds, and a range of other techniques to keep your organization's content secure. See [About Retention and Retention Policies](/en/box-governance/retention/about-retention-and-retention-policies) and [About Legal Hold Policies](/en/box-governance/legal-holds/about-legal-hold-policies) for more information. ## Automate The Automate page is where you monitor the status of workflow automations across your enterprise. To turn Box Automate on or off for your users, go to **Enterprise Settings** > **Content & Sharing**. For more information, see [About Box Automate](/en/box-automate/about-box-automate) and [Enabling Box Automate](/en/box-automate/enabling-box-automate). ## GxP The GxP page is where you monitor the validation of Box functionality so it can be used for regulated content. For more information, see [GxP Validation](/en/box-compliance/gxp/gxp-validation). ## Platform The Platform page enables you to manage your enterprise's development sandboxes. ## Integrations The Integrations page is where you control which applications managed users are permitted to use. For more information, see [Application Settings for Your Enterprise](/en/box-admin-tools/how-to-guides-for-admins/application-settings-for-your-enterprise). ## Account & Billing The Account & Billing page is where you can modify your Box account and reach the Box sales team. ## Enterprise Settings The Enterprise Settings page is where you manage your account’s global settings. Any rules set here apply to each of your users, so choose wisely. The Enterprise Settings page includes an at-a-glance view of your most important security and usage settings organization-wide. In many cases you can modify these settings directly from this page. You can also click the relevant tabs to make these changes, or to access all of the settings available to you. Enterprise Settings tabs include: ### Custom Setup On this tab you can configure basic information about your account, such as your company name and sub-domain, whether you can customize individual settings for your users, and how many versions of a file Box should retain. ### Security On this tab you can [access a host of options](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab) for controlling how users sign up for and log in to Box. ### Device Protection On this tab you [configure and enable Device Protection](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab) options for your organization. #### Box Device Trust Set up specific security criteria a device needs to meet in order for its user to access your company's Box account through different Box applications. For more information on Device Trust, please read the [Device Trust Overview](/en/box-admin-tools/box-security/setting-up-device-trust-security-requirements). #### Endpoint Detection and Response Integrations Enable and configure partner endpoint security options. #### Box Device Pinning Monitor usage and/or restrict the number of unique devices a user can utilize to access different Box applications, such as Box Sync, Box Mobile Applications, etc.). For more information on Device Pinning, please read the [Device Pinning Overview](/en/box-admin-tools/box-security/device-pinning). ### Content & Sharing On this tab you can apply defaults that affect shared links throughout your account. For more information: * [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) * [Shared Links Settings for Your Enterprise](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) ### Notifications On this tab you can set account-wide options for email and real-time notifications. Real-time notifications display right within the Box website when your collaborators take action. Plus, each real-time notification contains a link that takes you right to the item in question. Email notifications can also be adjusted at enterprise-wide, account-wide, and folder specific levels. For more info on setting email notifications on an enterprise level, see [Manage Notifications for Enterprise Users](/en/box-admin-tools/how-to-guides-for-admins/manage-notifications-for-enterprise-users). ### User Settings On this tab, you can manage several account-wide settings. They’ll apply as defaults for your users, but can be adjusted individually at the sub-account level later on. The most important thing you’ll do here is choose the **New User Defaults**. This enables you to apply default settings for every new user, which saves you time in the future. ### Mobile On this tab you can get visibility into all account activity—including users and their files—and manage how content is shared and accessed from both inside and outside the company. For more information, see [Understanding Mobile Security Settings](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings). ### Sign On this tab you access Sign permission settings. These include * Enabling and disabling Box Sign, * Enabling and disabling template creation, * Enabling and disabling access to legal settings, such as granting co-admins access to Box Sign legal settings, * Enabling, disabling, previewing, and customizing the Electronic Record and Signature Consent Disclosure (ERSD) your enterprise displays with Box Sign. ### Box Clients On this tab you can control access to these official Box clients: * Desktop * Android * iOS * Server * Mobile Web and Accessibility * Box Drive For more information, see [Enterprise Settings: Box Clients](/en/box-admin-tools/box-admin-reference/enterprise-settings-box-clients). # Application Settings for Your Enterprise Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/application-settings-for-your-enterprise The **Integrations** section of the admin console enables you to * control which applications your managed account holders are permitted to use, and * manage custom apps in your enterprise. If you disable an application on this page, account holders are unable to add the application to their Box accounts, and cannot use the application if the account holder previously installed it. **Table of contents** [Integrations](#integrations) [Highlighted Integrations](#highlighted-integrations) [Individual Integration Controls](#individual-integration-controls) [Searching](#searching) [Description and screenshots](#description-and-screenshots) [Configuring](#configuring) [Filtering](#filtering) [Settings](#settings) [Enable Integrations by default](#enable-integrations-by-default) [Recommended Web Integrations](#recommended-web-integrations) [Secure Connection](#secure-connection) [Default Editor](#default-editors) > [!NOTE] > > [Platform Apps](/en/box-platform/platform-apps) are now in the **Platform** section, rather than in **Integrations**. ## Integrations ### Highlighted Integrations Highlighted Integrations is a list of integrations our team recommends enabling. You can click the integration card which will display the Integration’s modal on the Overview tab with more information and screenshots. From there, you can enable it by changing the Availability Status. ### Individual Integration Controls In this section, Box enables you to search for Integrations and filter your searches, see more details for an Integration, as well as enable, disable, and configure integrations. **Enabling or disabling the Integration** To enable or disable an Integration: 1. Hover over the selected Integration. 2. Click the status indicator in the **Availability Status** column. 3. In the drop-down choose one of the available options: * **Disabled:** Managed users are not able to access or use the Integration at any time. * **Available for all users:** Managed users can install and use the Integration as needed at any time. * **Added by default for all users:** The Integration is pre-installed for all managed users’ accounts and available to use. * **Custom configuration:** The Integration is available or added by default for select users or groups. Box displays a window, where you can select the details. > [!NOTE] > > Choosing one of the options, except **Custom configuration**, applies the availability configuration for the Integration immediately. ### Searching To search for an Integration: 1. Click in **Search for an integration**. 2. Type the name of the Integration and press the Enter key. Box displays a list of Integration names matching what you typed. > [!NOTE] > > You do not need to allowlist Integrations. If you try to allowlist an Integration, Box displays an error message. To add an Integration, go to **Integrations**, click the title of the Integration you want to add, and then follow the instructions. ### Description and screenshots To display more information about the Integration, click its cell in the **Name** column. ### Configuring **To add additional configurations to an Integration:** 1. Hover over the Integration's row. Box displays a **Configure** button. 2. Click **Configure**. Box displays the **Configure Box for \[integration name]** or **Configure \[integration name]** window. 3. Select the desired status in the **Availability Status** tab. Available options are: * **Disabled:** Managed users are not able to access or use the Integration at any time. * **Available for:** *\[All users / Select users or groups / All users except for selected ones]* (select the desired option from the drop-down): Managed users can install and use the Integration as needed at any time. If you choose this option, a **Users and groups** field is displayed. Enter the desired users and groups names. * **Added by default for** *\[All users / Select users or groups / All users except for selected ones]* (select the desired option from the drop-down): The Integration is pre-installed for all managed users’ accounts and available to use. If you choose this option, a **Users and groups** field is displayed. Enter the desired users and groups names. 4. If the **Integration Modal** is available, in its Configuration tab, select the settings you want to enable. Available options are: * **Enable Box Activity Stream:** By enabling this setting, users are able to see certain events that occur in this Integration in File Preview. [Learn more.](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/installing-the-integration-activity-stream-in-your-enterprise) Click the toggle next to this option to enable or disable it. * **Admin Delegated Authorization:** Admin Delegated Authorization allows users to authorize into the Integration without having to manually go through an Oauth flow. When enabled, every user in a Box enterprise is automatically authorized. 5. **Save** or **Cancel** your changes. > [!NOTE] > > Some options may be unavailable for your enterprise. ### Filtering To filter your search for an integration: 1. Below the **Recommended** integrations, select from the filter options. You can choose from: * **Official Box** * **Categories** * **Availability Status** * **Status Applied** - **Disabled**, **Available for** *\[All users / Select users or groups / All users except for selected ones]*, **Added by default for** *\[All users / Select users or groups / All users except for selected ones]* * **User access** - **Available or added by default for (Enter user name)** - you can see all the apps that are available to this specific user for one of the following reasons: * The Integration is available to all users * The Integration is available to select users, including the user you specified * The Integration is available to a group to which the specified user belongs * The Integration is available to all users except some, and the user you specified is not excluded * **Featured Partners** 2. **Apply** your filters **To clear your chosen filters:** either un-select or select **Clear All**. ## Settings In this section, you manage your account holders' access to Integrations available in the Box Integrations store, and you access PAM settings. After you update your settings, in the top-right corner of the **Settings** tab click **Save**. ### Enable Integrations by default Integrations are enabled by default. When you toggle off **Enable Integrations by default**, Box disables all Integrations. ### Recommended Web Integrations Recommended Web Integrations are curated third-party applications available in Box Preview. Examples of using third-party apps include sharing a file in Slack or Facebook Workplace, sending it via Outlook or Gmail, and sending it for signature via DocuSign. When you enable **Recommended Web Integrations**, Box makes these available in the Preview window when your account holders view files. To learn more, read our article about using [recommended web integrations](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-commonly-used-web-integrations-in-box). ### Secure Connection Disable any integration that does not use an SSL connection. When you select **Require web integrations to use secure connections (SSL)**, Box requires all web integrations to use secure connections. ### Box for Microsoft Co-authoring This feature allows users to co-author Word, PowerPoint and Excel files, with all edits automatically saved to Box. Microsoft Co-authoring is enabled by default for new Box customers (from July 28, 2025). More information is available in our [Admin Guide](https://support.box.com/hc/en-us/articles/17956056014995-Admin-Guide-for-Enabling-Disabling-Co-Authoring-in-Box-for-Microsoft-Office). ### Default Editors Select which applications to use for viewing Word, PowerPoint, Excel Spreadsheets, and PDF files. # Best Practice - Terminating Employees Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/best-practice-terminating-employees This guide will show you the steps to take in the event you need to terminate an employee who has access to your Box account. Read on to learn how to protect the security of your organization’s content in Box. # For Business Admins ## **Set the User's Status to Inactive** This will freeze the user’s account, preventing them from making changes to any files. By default, their content is also frozen for all collaborators, and Box Sync is disabled for the user. If you need collaborators to retain access while the account is inactive, you can select the **Keep this user's content available to existing collaborators** checkbox under **Status**, preserving workflow continuity without reactivating the account. This affects content availability only and does not change any collaborator's existing permission level.  An inactive managed user's Box account continues to be a paid seat license. To apply the **Inactive** status: 1. Log in to Box 2. Click **Admin Console**. 3. In the lefthand navigation, click **Users and Groups**. The **Managed Users** tab displays. 4. Select the person who’s leaving your company. 5. In the **Edit User Account Details** section, in the **Status** box, click the drop-down menu and select **Inactive**. ## **Remove the User from Shared Folders** 1. In the **Edit User Access Permissions** section, scroll down to the **Select folders this user can access** table. 2. In the Access level column next to each of the folders from which you want to remove this user, click the down arrow and select **None**. 3. Scroll back up to the **Edit User Account Details** section. 4. Click **Delete this User**. (This link is located between the **Status** and **Language** boxes.) You’ll then have the option to transfer any content the user owns to another user – or to delete it entirely.  (If your organization uses Box Relay, you also have the option to transfer any Relay workflows the user owns, along with their content.) > [!TIP] > > You may want to transfer everything to yourself and then apportion the content out to other users. # For Enterprise Admins The steps you’ll take to cut off a former employee’s access to Box are the same as above. But, as an Enterprise admin, you’ve got two additional tools you can use to protect your account: ## **Log in to a User’s Account** If you need to check for or monitor activity in the user’s account, you can log right in to it from the Admin Console. To do this: 1. From the Admin Console, in the lefthand navigation, click **Users and Groups**. The **Managed Users** tab displays. 2. Select the person who you want to monitor. 3. In the **Edit User Account Details** section, click **Log in to this account**. > [!NOTE] > > If you have already made a user inactive, you will see the same view as the user, which will indicate that the account is inactive. To access the user's content, use the Content Manager. ## **Limit the Devices Using Box Sync** Finally – for added security – consider limiting the number of computers on which your users can install and run Box Sync. To do this: 1. From the Admin Console, in the lefthand navigation, click **Enterprise Settings**. 2. Toward the top of the page, click **Device trust**. 3. In the **Application settings** section, you can limit the number of computers/devices as you see fit. ![Application settings in the Box Admin Console showing device pinning enabled with per-application device limits for Box Sync, phone, tablet, and browsers.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-admin-tools/admin-console-lefthand-navigation-enterprise.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=ca2bd54ab2c6efe5bb148e8e0ac66533) # Box Desktop Application Update Behavior Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/box-desktop-application-update-behavior # Box Drive ## In-app Update Behavior The following behavior applies to both Windows and Mac machines. **Update requirements:** * You do **not** need administrator rights on the computer to use the update process. **Update process:** 1. When Box Drive launches, and approximately every four hours thereafter, Box Drive's update service (daemon on Mac) checks to see if a new version of Box Drive is available. 2. If a new [version](https://support.box.com/hc/en-us/articles/9886145571987) is available, Box Drive's update service downloads the new version and prompts you to update to the latest version. 3. After you accept the prompt to update, the new version is installed. [More information on Box Drive update prompts](/en/box-drive/getting-started-with-box-drive/installing-and-updating-box-drive). Additionally, if an update is available for you when Drive starts up, the system automatically applies the update. This is for Drive 2.2 and above (Mac) and 2.3 and above (Windows). ## Manual Update Steps for End Users 1. [Quit Box Drive](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) 2. Download and run the appropriate installer to update to the latest version: * [Box Drive for Windows 64-bit](https://e3.boxcdn.net/desktop/releases/win/BoxDrive.msi) * [Box Drive for Mac](https://e3.boxcdn.net/desktop/releases/mac/BoxDrive.pkg) 3. Box Drive should launch itself after the update is installed. > [!NOTE] > > Manually updating Box Drive requires you to have administrator rights on the computer. ## Recommendations for IT administrators IT administrators can use Box Drive's latest installers (links above) to mass update their endpoints. Installing the latest installer updates the Box Drive client to the latest version. The process to do this depends on the capabilities of your deployment tools. > [!WARNING] > > For accounts using **Box Drive 2.4** or later, to get an update you need only to mandate a machine reboot. Drive automatically updates during boot-up. For accounts using **Box Drive 2.3** or earlier, or if Drive isn't updating after the above, then follow the steps detailed below. > [!NOTE] > > We recommend that you update Box Drive while users are not logged in to Windows so you do not need to force quit the Box Drive process. This may result in the loss of any active work your users had open. An example of how you can do this is detailed below. **For Windows Machines** 1. Under **HKEY\_LOCAL\_MACHINE\SOFTWARE\Microsoft\Windows\CurrentVersion\Run**, remove the entry for "Box" * **Note:** This is only necessary in the case where the MSI is being executed on startup to prevent launching while updating. If you are updating on shutdown or the update is guaranteed to execute before anything under **HKEY\_LOCAL\_MACHINE\SOFTWARE\Microsoft\Windows\CurrentVersion\Run** is executed (that is, before login) you can skip this step. 2. Stage the latest version of Box Drive (For example, saving the .MSI in a created folder **C:\ProgramData\Box\Box\Stage**). 3. Create a run.bat file in that directory with the following: ```auto theme={null} start /wait msiexec /i "C:\ProgramData\Box\Box\Stage\THE.NEW.MSI" /quiet /l*v "C:\ProgramData\Box\Box\Stage\THE.NEW.MSI.LOG" ``` 4. Create a group policy to run this .bat file on the next machine Startup. 5. When the user reboots the machine after this Group Policy is applied, Box Drive updates. **For Macs** 1. Create file **/Library/LaunchDaemons/com.box.desktop.autoinstall.plist** with contents: ```xml theme={null} Label com.box.desktop.autoinstall LaunchOnlyOnce ProgramArguments sh -c ./com.box.desktop.autoinstall.sh RunAtLoad WorkingDirectory /Library/com.box.desktop.autoinstall StandardOutPath output.txt StandardErrorPath output.txt ``` 2. Create file **/Library/com.box.desktop.autoinstall/com.box.desktop.autoinstall.sh** with contents: ```auto theme={null} set -ex if [ $UID != 0 ]; then echo "Must be run as root." exit 1 fi # Remove helper. Install may fail if Helper's launched after files are copied but before postinstall loads helper HELPER=/Library/LaunchAgents/com.box.desktop.helper.plist if [ -e $HELPER ]; then echo "Removing helper" rm -rf $HELPER fi # Remove Box.app so it doesn't launch on login causing install to fail APPPATH=/Applications/Box.app if [ -e $APPPATH ]; then echo "Removing app" rm -rf $APPPATH fi echo "Installing." installer -pkg Box.pkg -target / # If installed, remove launchd job so it doesn't run again if [ $? -eq 0 ]; then rm /Library/LaunchDaemons/com.box.desktop.autoinstall.plist fi ``` 3. Move Box.pkg to **/Library/com.box.desktop.autoinstall/Box.pkg** 4. Restart the computer. The new Box Drive version should be installed (and running if logged in) 5. If there are any errors, check **/Library/com.box.desktop.autoinstall/output.txt** (and **/var/log/install.log**) ## Related Links [Large Scale Deployment Information for Administrators](/en/box-drive/deploying-and-managing-box-drive/large-scale-deployments-box-drive) [Installing Box Drive as an End User](/en/box-drive/getting-started-with-box-drive/installing-and-updating-box-drive) # Box Sync ## In-app Update Behavior The following behavior applies to both Windows and Mac machines. **Update requirements:** * You must be logged into Box Sync. * You do **not** need administrator rights on the computer to use the update process. **Update process:** 1. When Box Sync launches, and approximately every four hours thereafter, Box Sync checks to see if a new version of Box Sync is available. 2. If a new version is available, Box Sync's update service downloads and installs it. You do not need to click any prompts to update, but you may notice that Box Sync restarts during the update process. This restart does not affect the user experience. ## Manual Update Steps for End Users Download and run the appropriate installer to update Box Sync: * [Box Sync for Windows 64-bit](https://e3.boxcdn.net/box-installers/sync/Sync+4+External/SyncMSI64.msi) * [Box Sync for Mac](https://e3.boxcdn.net/box-installers/sync/Sync+4+External/Box%20Sync%20Installer.dmg) > [!NOTE] > > You need to run the ***Box Sync.app** from the .dmg installer* Box Sync should start itself when the update completes. > [!NOTE] > > Manually updating Box Sync requires you to have administrator rights on the computer. ## Recommendations for IT administrators IT administrators can use Box Sync's latest installers (links above) to mass update their endpoints. Installing the latest installer updates the Box Sync client to the latest version. The process to do this depends on the capabilities of your deployment tools. > [!WARNING] > > **Important Notes:** > > * On Windows, you can use the NOEXPLORERRESTART=1 MSI installer flag to prevent the termination of Explorer.exe during the upgrade. > * We do not recommend that you force quit the Box Sync process ("Box Sync.exe") as this may put Box Sync into an unrecoverable state and potentially result in data loss. > * Running the latest .msi installer on a Windows 10 machine that already has the latest Box Sync version installed may result in a "The specified account already exists" error. ## Related Links [Large Scale Deployment Information for Administrators](/en/box-admin-tools/how-to-guides-for-admins/large-scale-deployments-box-sync) [Installing Box Sync as an End User](/en/box-sync/using-box-sync/installing-box-sync) # Box Tools ## Installation Types * [Windows Per-user](https://e3.boxcdn.net/box-installers/boxedit/win/currentrelease/BoxToolsInstaller.exe) Installs Box Tools under C:\Users\USERNAME\AppData\Local\Box\Box Edit * [Windows Machine-wide](https://e3.boxcdn.net/box-installers/boxedit/win/currentrelease/BoxToolsInstaller-AdminInstall.msi) 64-Bit Installs Box Tools under C:\Program Files (x86)\Box\Box Edit * [Mac Per-user](https://e3.boxcdn.net/box-installers/boxedit/mac/currentrelease/BoxToolsInstaller.dmg) ## In-app Update Behavior The following behavior applies to both Windows and Mac machines. **Update Requirements** * You must be logged into the Windows or Mac machine. * You do **not** need administrator rights on the computer to use the update process. **Update process:** 1. Approximately every five to six hours, the Box Tools' update service checks to see if a new version of Box Tools is available. 2. If a new version is available, the Box Tools' update service downloads and installs it. ## Manual Update Steps for End Users 1. Verify which Box Tools installation type you are using by checking where your instance of Box Tools is installed. 2. Download and run [the latest per-user version installer](https://e3.boxcdn.net/box-installers/boxedit/win/currentrelease/BoxToolsInstaller.exe). 3. Box Tools should start itself when the update is complete. > [!NOTE] > > The per-user version of Box Tools does not require the end user to have administrator rights to install or update. ## Recommendations for IT administrators IT administrators can use Box Tools' latest installers (links above) to mass update their endpoints. Installing the latest installer updates the Box Tools client to the latest version. The process to do this depends on the capabilities of your deployment tools. > [!WARNING] > > **Important Notes:** > > * Machines that already have the per-user version of Box Tools installed should not have the machine-wide version deployed. > * We do not recommend IT administrators attempt to mass update per-user installs of Box Tools. > * For deployments for the machine-wide version of Box Tools, IT administrators can use Box Tools' .msi installer to mass update their endpoints. ## Related Links [Large Scale Deployment Information for Administrators](/en/box-tools/using-box-tools/large-scale-deployments-box-tools) [Installing Box Tools as an End User](/en/box-tools/using-box-tools/installing-box-tools) # Box for Office ## In-app Update Behavior **Update requirements:** * You must be logged into Windows. * You do **not** need to be logged into Box for Office. * You do **not** need administrator rights on the computer to use the update process. **Update process:** 1. Approximately every five to six hours, Box for Office's update service checks to see if a new version of Box for Office is available. 2. If a new version is available, the update service downloads and installs it. 3. If a Microsoft Office application is running during this installation, Box for Office continues to run as the older version until the Microsoft Office application is closed. ## Manual Update Steps for End Users 1. Quit any running Microsoft Office programs: Word, Excel, Powerpoint, and Outlook 2. Download and [run the latest installer](https://e3.boxcdn.net/box-installers/boxforoffice/currentrelease/BoxForOffice.msi). 3. After the installation is complete, re-launch Microsoft Office, and if necessary log in to Box for Office. ## Recommendations for IT administrators IT administrators can use [Box for Office's latest installer](https://e3.boxcdn.net/box-installers/boxforoffice/currentrelease/BoxForOffice.msi) to mass update their endpoints. Installing the latest installer updates the Box for Office client to the latest version. The process to do this depends on the capabilities of your deployment tools. > [!WARNING] > > **Important Notes:** > > * If the end user has Microsoft Office programs running, the old version of Box for Office continues to run until the Microsoft Office programs are restarted. > * On Windows 10, running the latest .msi installer when the latest version of Box for Office is already installed will result in a "The specified account already exists" error. ## Related Links [Large Scale Deployment Information for Administrators](/en/box-tools/using-box-tools/large-scale-deployments-box-tools) [Installing Box for Office as an End User](https://support.box.com/hc/en-us/articles/360044196433#h_92dda29b-aba5-4710-9887-58d31f5b586e) # Box Verified Enterprise & Supported Apps Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/box-verified-enterprise-supported-apps Box customers that have gone through a verification process are eligible for Box Verified Enterprise. By becoming **Verified**, Box customers are granted access to use a different network subdomain, such as `companyname.ent.box.com`, which is different from the subdomain used by unpaid users, trial accounts, and Box customers that have not gone through the verification process. A major benefit of using the enterprise network subdomain is that companies can use network-level controls inside their network to distinguish traffic from verified and not verified Box accounts. Contact your Box Customer Success Manager to receive more information about Box Verified Enterprise. > [!NOTE] > > Box Verified Enterprise supports all official Box applications and integrations. ## SFDC Integration If you are on the same major version of the Salesforce integration, then Salesforce will update automatically, but if there is a different major version then the admin must perform a manual update. For example: * 3.48.1 to 3.49.1 **will not update automatically** * 3.49.1 to 3.49.4 **will** update automatically Your version must be 3.49.0 or higher, otherwise Box Verified will break. ## Third Party Application Support Third-party apps using Box APIs receive an updated OAuth URL (`account.box.com/api/oauth2`) that redirects to the appropriate subdomain (`app.box.com` or `ent.box.com`) to receive the `auth_code`. This results in similar behavior as logging into the Box web app. Note that third-party apps can continue to use the old OAuth URL, but cannot take advantage of the enterprise subdomain. ###### \**Box Verified was launched in March 2016. If you are using a third party app integration that was released before this time, contact the app owner to ask if they can provide an updated version that supports Box Verified.* # Configure additional collaboration for application content Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/configure-additional-collaboration-for-application-content > [!NOTE] > > This setting is available for Enterprise accounts only. Some Box products and features create content that users own but that is not stored in the folder structure on the **Files** page. Examples include AI sessions in AI Home, Box Automate workflows and executions, and Box Extract agents. By default, your enterprise [External collaboration](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#external-collaboration) and [shared link](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) settings govern this content. **Additional collaboration configuration** lets you apply a stricter collaboration and shared link policy specifically to this covered content, without changing how collaboration works for the rest of your users' files and folders. This control is especially useful if you already [restrict content creation](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#content-creation) at the first level of the folder structure. Application-managed items live outside that first-level structure. This setting helps keep their sharing behavior aligned with your collaboration policy. ## What content is covered Covered content includes: * AI sessions in AI Home * Box Automate definitions and executions * Box Extract agents * Content uploaded into an AI session * An AI session saved as a Box Note in its default location ### What is not covered This setting does **not** change collaboration or shared link behavior for a user's general files and folders. Those continue to follow: * Enterprise Collaboration settings * Enterprise Shared Link settings * Folder-level collaboration and sharing settings * Other enterprise controls, such as Information Barriers or Shield Access Policies, where configured ## Setting options Admins choose one of three options. The selected option can only **narrow** collaboration and sharing relative to your enterprise's primary external collaboration configuration. It does not expand what would otherwise be allowed. Existing collaborations are not automatically removed when a restrictive option is selected. Users cannot add new collaborations or create new shared links that violate the selected option. ### No additional restriction on collaboration and shared links (default) * This is the default for every enterprise. * No extra restriction is applied beyond what is already configured for the enterprise. ### No external collaboration and no public shared links Users cannot share covered content with people outside the enterprise, and public (open) shared links are not allowed for that content. **Blocked for covered content:** * External collaborators (using the same enterprise definition of 'external' used elsewhere in Box) * Public / open shared links **Still allowed (subject to other enterprise settings):** * Collaboration with users inside the enterprise * Non-public shared links permitted by enterprise policy > [!NOTE] > > Shared link restrictions based on email domains are not part of this feature. 'External' is evaluated using your enterprise's standard definition of external users. To limit collaboration by email domain, see [Limit collaboration to allowlisted domains](/en/box-admin-tools/how-to-guides-for-admins/limit-collaboration-to-allowlisted-domains). ### Restrict all collaboration and shared links Users cannot collaborate on or create shared links for covered content with anyone—internal or external. When a user tries to invite collaborators, Box displays an error that the invite could not be sent. Error messaging can vary by product surface. ## Configure the setting 1. Sign in to the [Admin Console](https://app.box.com/master). 2. Go to **Enterprise Settings**. 3. Open the **Content & Sharing** tab. 4. Locate the **Additional collaboration configuration** section. 5. Select one of the three options: * **No additional restriction on collaboration and shared links** * **No external collaboration and no public shared links** * **Restrict all collaboration and shared links** 6. Select **Save**. Changes apply enterprise-wide to covered application content for users in that enterprise. ## How this setting relates to External collaboration The primary [External collaboration](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#external-collaboration) setting controls sharing for your enterprise's general files and folders. Products such as Box Automate and AI Home store owned content outside the folder structure on the **Files** page, so enterprises need this additional control to close the gap. | Additional collaboration configuration | Effect on application content | | - | - | | No additional restriction (default) | Follows enterprise External collaboration and shared link settings | | No external collaboration and no public shared links | Blocks external collaboration and public shared links for covered content, even if the broader enterprise setting is more permissive | | Restrict all collaboration and shared links | Blocks all new collaboration and shared links for covered content | Use this setting when you want application-managed content to be more restricted than users' files and folders. Do not use it as a replacement for your primary collaboration policy. For the primary control, see [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab). ## Recommended configurations | Your enterprise goal | Suggested option | | - | - | | Treat Automate, AI, and Extract content like users' files and folders | No additional restriction (default) | | Allow internal sharing of workflows and AI sessions, but block external sharing and open links | No external collaboration and no public shared links | | Keep application-managed content private to the owner (no invites, no shared links) | Restrict all collaboration and shared links | | You already restrict first-level content creation and want application content to follow a tight sharing posture | Prefer one of the two restrictive options so sharing of covered content when first-level creation is restricted does not become a policy gap | Also review related Content & Sharing controls so overall policy stays consistent: * [External collaboration](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#external-collaboration) * [Shared link settings for your enterprise](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) * Any Shield Access Policies that further restrict sharing by classification ## How this setting affects sharing What users see depends on the selected option and the product surface: * **Default:** Sharing and collaboration for Automate, AI sessions, and similar items follow the same enterprise external collaboration rules users already know. * **No external / no public links:** External invites and public shared links for covered content fail. Internal sharing can still succeed if otherwise allowed. * **Restrict all:** Invite and shared link attempts for covered content fail with an on-screen error. If a user reports that sharing no longer works for AI sessions, Automate workflows or executions, Extract agents, uploaded AI session content, or default-location saved sessions, verify whether this enterprise setting was changed. Changes to this setting are recorded in [enterprise security logs](/en/box-admin-tools/reporting-and-insights/security-logs-report). ## Related topics * [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) * [Limit collaboration to allowlisted domains](/en/box-admin-tools/how-to-guides-for-admins/limit-collaboration-to-allowlisted-domains) * [Shared Links Settings for Your Enterprise](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) * [Plan your folder structure](/en/box-fundamentals/for-admins/getting-started/plan-your-folder-structure) * [About Box Automate](/en/box-automate/about-box-automate) * [Using Box AI](/en/box-ai/using-box-ai) * [About Box Extract](/en/box-extract/about-box-extract) * [Security Logs Report](/en/box-admin-tools/reporting-and-insights/security-logs-report) # Creating Automated Processes Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/creating-automated-processes > [!WARNING] > > Box Automations is a legacy Box feature. Box released a re-architected and significantly enhanced Box Relay in June, 2019, which is more powerful and includes a much larger range of trigger and output events, including files, folders, tasks, metadata, and more, and we recommend all Automations users transition to Box Relay for any workflow needs. ## To create a new automated process on Box, follow these steps: 1. In the Admin Console, in the lefthand navigation, click **Content**. 2. When the Content Manager displays, click the **Automation** tab. 3. Click **Add New Automation**. 4. Enter a name for your automated process in the **Automation name** field 5. Enter one of the triggering events for your Automation in the **If this happens** section. Each event is applied to the folder selected in the **In this folder** field. The triggering events to assign a task are: * **File Uploaded**: Triggers an event when a file is uploaded. * **File Moved**: Triggers an event when a file is moved. * **File Copied** when a file is copied. * **Task Completed**: Triggers an event when a task is completed 6. Enter the automated event using the **Then do this** section to assign a task. > [!NOTE] > > When the triggering event from the **If this happens** section occurs, you can set an automation that can perform one of 2 tasks: > > * **Assign a task**: to the individual(s) you specify in the **To this person** field. > > * **Move File:** to the folder you specify in the **To** field. > > 7. Add steps as needed by clicking **Add Another Step** and repeating steps 4 and 5 in the new step section. > 8. Click **Start Automation** to apply your automated process immediately ![automation-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/automation.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=7b3706e6a630491c83a3f293e230723f) A notification will appear in the folder where Automations are enabled, detailing the event that triggers the Automation as well as the subsequent event. Click **Show details** in the right-hand corner of the notification to view the Automation events or **Hide details** to collapse the notification. Notifications will not appear in the destination folder for files that have been moved as a result of an Automation (only in the folder where the Automation originated). ![Automations enabled panel: file upload triggers Approve/Reject task assigned to Charles Burns.](https://mintcdn.com/product-docs/58cy48joLTunkOvM/images/box-admin-tools/tdzkaueuziwwovtd1tczod8smusq3iww.png?fit=max\&auto=format\&n=58cy48joLTunkOvM\&q=85\&s=04ba4f54e869024eb7d8ef41c1f47b06) > [!NOTE] > > * *Avoid cyclic dependency when adding automation tasks*. For example, if you add the following automations: > > * Moved a file to Folder A and then moved it to Folder B and > * Moved a file to Folder B and then moved it to Folder A > * If a file is moved to Folder A (or Folder B), this will result in a cyclic move. > * Box prevents de-duplication (repeating the same tasks within a given time period). If you get into this situation, the process stops after the last action that was not already performed. In this case, the move to Folder B is the last action (as moving it back to Folder A is an action that was already performed). ## Please note the following visibility permissions apply to the Automation notification: * If you are collaborating in the folder where an Automation originates, you'll see the notification that an automated process is applied to files in the folder. * If you are not collaborating in the destination folder in a given Automation, you won't see the destination folder's name in the details -- that is, it will be hidden. * If you are accessing the folder where an Automation originates anonymously via a shared link (that is, you're not logged in to Box or not part of the organization), you won't see any Automation notification at all. * If you don't have permission to view the collaborators in a folder (that is, collaborators are hidden or you are a member of the organization but not collaborating in the folder), you'll see the notification but not the person to whom tasks are assigned. * If you're not collaborating in the folder where an Automation originates, but are collaborating in the destination folder, you'll see the destination folder name in the Automation notification (if the notification is exposed to you). * Visibility permissions correspond to the collaborator permissions and cascade from parent folder to any corresponding child folders. ## Please use the following chart to reference the visibility associated with Automation notifications at a glance: | | | | | | | - | - | - | - | - | | | **Automation Notification** | **Origin Folder** | **Destination Folder** | **Task Assignee** | | **Collaborator** *Both origin and destination folders* | ✓ | ✓ | ✓ | ✓ | | **Collaborator** *Other Collaborators hidden* | ✓ | ✓ | ✓ | | | **Managed User** *Not collaborating in folder* | ✓ | ✓ | | | | **External User** *Collaborating in both folders* | ✓ | ✓ | ✓ | ✓ | | **External User** *Collaborating in origin folder only* | ✓ | ✓ | | ✓ | | **Collaborator in Destination Folder Only** *Not origin folder* | ✓ | | ✓ | | | **Collaborator in Origin Folder Only** *Not destination folder* | ✓ | ✓ | | ✓ | | **Anonymous User** *Using a shared link* | | | | | # Customize Trash Settings for Your Enterprise Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/customize-trash-settings-for-your-enterprise You can customize your enterprise's trash settings to best fit your company's requirements. To do this, navigate to **Admin Console** > **Enterprise Settings** > **Content & Sharing** tab, and scroll to the bottom of the page. 1. You can choose to **Enable** or **Disable** the trash (the setting is enabled by default). Enabling trash provides a trash folder for each of your Box accountholders. We recommend keeping the default setting of **Enable**, so people can retrieve items they may have accidentally deleted. If you disable trash, then if someone deletes something that item is deleted permanently from that account. 2. You can choose who can **permanently delete content in the trash.** If you set this restriction, people can still move items to the trash. But only people in the specified roles can permanently remove items from trash. Choose from: * Everybody, including Automations and Policies * Nobody (No user or policy can delete content) * Policy Only (No user can delete content) * Admin Only * Admin and Co-Admins Only * Selected Users > [!NOTE] > > The ability to choose who can permanently delete content in the trash is only available as part of the Box Governance package. > [!NOTE] > > If *Nobody (No user or policy can delete content)* is selected, retention policy with disposition action set to "Permanently delete content" will not permanently delete content that has reached the end of the retention period. > [!NOTE] > > If *Policy Only (No user can delete content)* is selected, retention policy with disposition action set to "Permanently delete content" will be allowed to delete content that has reached the end of the retention period. > [!NOTE] > > If *Selected Users* is selected, you can add up to 1,000 individual users. (Selecting Groups is currently not supported.) If you do not enter any users, it operates the same as if you select *Policy Only*. 3. You can set the duration that items remain in the trash of your managed users' accounts. After the specified time period passes, the items are permanently deleted. If you modify this setting, the new duration does not apply retroactively to items already in the trash. ![trash-duration-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/trash-duration.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=829c39ef80c62f5e9dd22bc5ff9a1a90) > [!NOTE] > > The ability to choose the custom option is only available as part of the Box Governance package. The custom option can range from 7 days to 10 years. When you're done, click **Save**. # Customizing/Branding Your Users' Box Experience Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/customizingbranding-your-users-box-experience You can tailor the look and feel of your organization's Box account to best serve your needs. To do this, navigate to **Admin Console** > **Enterprise Settings** > **Custom Setup** tab. Here, you can set up custom branding, as well as incorporate custom information people can refer to while working in Box. > [!NOTE] > > Some features on this page may be limited to certain Box packages. For descriptions of different packages and their features, please visit the [Box Pricing page](https://www.box.com/pricing/). This topic explains how to alter the look and feel of your account to match your corporate branding. 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Custom Setup** tab. 3. Make any desired changes and customizations. Your options include: * Company Profile: Display name and subdomain * Custom Settings: Branding, instructions, and contact information * Domain Management: What domain(s) you control * Embed Widget Customization: How the Box embed widget looks * File Version Limit: How many versions of files to retain * Custom Terms of Service: What users must accept to use Box\ See [Enterprise Settings: Custom Setup Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-custom-setup-tab) for details about each setting. 4. Select **Save**. ## Branding New File Requests Box also enables you to apply default custom branding to new [File Requests](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request).  After selecting a color option for your company's logo, all File Requests created afterward display your company's logo with the color scheme you chose.  To add the logo and brand color to previous File Requests, however, you'll need to individually modify these File Requests. **To apply default custom branding to new File Requests:** 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Content & Sharing** tab. 3. In the File Request section, select the color scheme with which to display your company's logo. 4. Select **Save**. # Deleting an Existing Automation Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/deleting-an-existing-automation > [!WARNING] > > Box Automations is a legacy Box feature. Box released a re-architected and significantly enhanced Box Relay in June, 2019, which is more powerful and includes a much larger range of trigger and output events, including files, folders, tasks, metadata, and more, and we recommend all Automations users transition to Box Relay for any workflow needs. ## To delete an existing automation 1. From the Admin Console, in the lefthand navigation, click **Content**. 2. Toward the top of the page, click **Automation**. 3. From the list on the left, select the automation you want to delete. 4. In the upper-right corner, click **Delete**, and confirm your choice at the prompt. ![Edit automation screen for Press release workflow with Delete button highlighted in the top right corner.](https://mintcdn.com/product-docs/h0thtsAEROSh1Dk9/images/box-admin-tools/0e4pooy5qyd9ml9yqh2vtheap3scus31.png?fit=max\&auto=format\&n=h0thtsAEROSh1Dk9\&q=85\&s=5305deb055bad672a8f74cec4578fd7b) # Deprovision Users with the Box API or CLI Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/deprovision-users-with-the-box-api-or-cli ## **Introduction** **Objective** \ The goal of this Guide is to walk you through the API calls needed to deprovision managed users in Box. The specific API calls you will need to make are outlined below. **Caveats** \ This Guide will *not* cover specifics on how to build the business logic within the script or application that will make the API calls. You can find helpful SDKs in several web programming languages on our [Developer portal](https://developer.box.com/guides/tooling/sdks). ## **Box Command Line Tool for Deprovisioning** If your use case is just a one-time deprovisioning of users and would prefer avoiding the setup process of SDK management, [Box's Command Line Tool](https://developer.box.com/guides/tooling/sdks/cli/) has functionality to deprovision users. Developers should feel comfortable working on the command line to use this application. You can get started with Box's CLI tool by visiting the [Getting Started documentation.](https://github.com/box/boxcli#getting-started) If you decide to go with this option for deprovisioning users instead of using our SDKs, feel free to skip the **Prerequisites** section and jump straight into the **Deprovisioning Process** section. ## **Prerequisites** **Create your App** \ Before you begin, please ensure that you have a Box app setup in the Box Developer portal. The [Box Developers Getting Started Guide](https://developer.box.com/guides/getting-started) will help you through this process, or if you want to jump right into it you can go ahead and [create an app](https://app.box.com/developers/console). **Authentication** \ One of the biggest challenges developers can have when first using the Box API is authentication. Box uses OAuth 2.0 to authorize your app to perform actions in Box on behalf of a specific user. In this case, we will want this user to be any Admin (or Co-Admin) in your Box instance. The OAuth process can be challenging to grasp, so please reference our [Authentication with OAuth](https://developer.box.com/guides/authentication/oauth2) guide before getting started. The output of the OAuth authentication process will be an Access Token and a Refresh Token, and the Access Token will be used in *every* API call you make to Box. **As-User Functionality** \ For certain steps below, your application will need the ability to perform API calls on behalf of managed users. This can be enabled in the configuration tab of the Box Developer Console. If you're using JWT auth please ensure you reauthorize your application and obtain a new token pair for the change to take effect. **Service Account** \ If you want to move users' content to another Box user before deletion, this user account will need to be created in Box before running this script. You will also need to know the Box user ID of this user, which can be found programmatically via a call to the [Get Enterprise Users](https://developer.box.com/reference/get-users/) endpoint (or by working with your Box representative). ## **Deprovisioning Process** There are several steps to deprovisioning a user in Box. These steps may be optional depending on how you want to manage the existing content owned by the user. Which steps are required will depend on how you want to handle this content. Below is an outline of all potential steps: * Move User to Inactive Status * This will immediately log the user out of all apps (Box Sync, Mobile, etc) * Collaborators on folders owned by this user will not be able to access collaborated content while the user is inactive * Move remaining content to a generic service account (or another user) * Delete or downgrade the user account (and any content left in their account) You can find a detailed explanation of each step, including all API calls needed, in the sections below. ## **Box Command Line Usage for Deprovisioning Users** | | | | | | - | - | - | - | | | **Action** | **Command Line Entry** | **Notes** | | 1. | List All Users in Box | \$ box users | Add "--csv" flag to format. Add "-s" to save file. | | 2. | Migrate Content owned by a Single User | \$ box users:transfer-content \{USERID} \{NEWUSERID} | | | 3. | Migrate Content for bulk users in one action | \$ box users:transfer-content --bulk-file-path='./example.csv' | Expected Input (Example): 546781,100001 This moves content from user "546781" to "100001" | | 4. | Delete Single User | \$ box users:delete \{USERID} | | | 5. | Delete bulk users in one action | \$ box users:delete --bulk-file-path='./example.csv' | Expected Input (Example): 546781 This deletes user with ID "546781" | ## **Box SDK Usage for Deprovisioning Users** **Get a List of All Users in Box** User deprovisioning requires that you inactivate AND/OR delete a user in Box. In order to know which Box users have been deactivated in Active Directory, you must compare the status of your Box users to the status of your Active Directory users. This step allows you to get a list of all users in Box, including their user ID and email address. You can use their email address to poll Active Directory and see if the user has been deactivated there. If so, you will wan to use the Box User ID in subsequent parts of this guide. All calls should be done from an Admin account!
  **Action** **API URL Endpoint** *(links to documentation)* **Additional Notes**
1\. Find the Box User ID for the user we want to act upon [GET](https://developer.box.com/reference/get-users-id/) [/users](https://developer.box.com/reference/get-users-id/) Request **URL** Parameters (optional)
  • filter\_term=\{email\_address}
  • Returns only the user object that matches the user in question
Response:
  • User object. Contains the login (email address) and user ID of the user in question.
**Move Remaining Content to a Generic Service Account** Any remaining content left in the user's account (or all of it, if you haven't affected any content up to this point) can be moved to a generic service account. This will need to be an existing user in Box and you will need the user ID (see "Prerequisites" above). We also want to create a container folder to store all of the user's content in, to make it easy to find content previously owned by the folder in the future. All calls should be done from an Admin account!
  **Action** **API URL Endpoint** *(links to documentation)* **Additional Notes**
1\. Move all of user's content to Service Account [PUT /users/**\{USER\_ID}**/folders/0](https://developer.box.com/reference/put-users-id/) \*where **\{USER\_ID}** is the Box ID of the user whose content is being moved (from the above step) Request **Body** Parameters:
  • owned\_by: \{ id: \ }
Response:
  • Status code: 200 AND Folder object. Contains the folder ID of the newly created folder.
2\. Rename the folder to include user's email address ***(Optional)*** [PUT](https://developer.box.com/reference/put-folders-id/) [/folders/**\{****FOLDER\_ID****}**](https://developer.box.com/reference/put-folders-id/) Request Header:
  • As-User: *\*
  • This is optional, depending on which user the application is authenticated against.
Request **Body** Parameters:
  • folder\_id: *\*
  • name: *\*
  • Can include previous user's email address or another attribute for tracking purposes
Response:
  • Status code: 200. Indicates that folder's name has been updated correctly. If folder is not updated correctly, this folder should be flagged to be named manually.
**Additional Information about newly created folder after move to Service Account** The new folder created by the Move Folders endpoint will have the following attributes: **Folder Name:** \[User's Name]’s Files and Folders **Folder Description:** This folder contains files previously owned by \[User's Name], and were transferred to you by your enterprise administrator. If you have any questions, please contact \[Enterprise Administrator's Name and Email]. **Delete or Downgrade the User** User deprovisioning requires that you inactivate AND/OR delete a user in Box. Inactivation is an optional first step if you will be deleting users programmatically, however it is the minimum required step if you will not be deleting users programmatically. Inactivating a user will immediately log them out of all apps (Box Sync, Mobile, 3rd party apps, etc). It will also temporarily freeze all of a user's content. Collaborators on folders owned by this user will not be able to access collaborated content while the user is inactive. There, the inactive status should only be used temporarily as a "hold period" when you are deciding where the user's content should be moved to. All calls should be done from an Admin account!
  **Action** **API URL Endpoint** *(links to documentation)* **Additional Notes**
1\. Delete the user [DELETE](https://developer.box.com/reference/delete-users-id/) [/users/**\{USER\_ID}**](https://developer.box.com/reference/delete-users-id/) Request **Body** Parameters:
  • notify: true/false
  • Indicates whether or not to notify user via email about account deletion
  • force: true
  • Indicates whether or not to delete user even if user still owns content
Response:
  • Status code: 204. Indicates that the user has been successfully deleted.
**OR**
  **Action** **API URL Endpoint** *(links to documentation)* **Additional Notes**
1\. Downgrade the user to a 'Lite' (free) account [PUT](https://developer.box.com/reference/put-users-id/) [/users/**\{USER\_ID}**](https://developer.box.com/reference/put-users-id/) Request **Body **Parameters:
    • enterprise: null
      • Moves the user's account outside of your Box Enterprise
Response:
  • Status code: 200. Indicates that the user has been successfully downgraded.
    • Note: If you have any retention policy or legal hold policy, downgrading is not possible.
## **Additional Considerations** * You will need a method to determine which users the script should act upon. * Will the script be triggered by a specific action? Or will it run periodically and check all users for deactivation in Active Directory? * You will need a method to get the login (email address) or Box user ID of the user the script should act upon. # Domain Management, Verification, and Auto Enrollment Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment Many organizations control more than just their primary domain. For Box admins, validating their Box managed users who do not use the organization's primary domain for their Box accounts requires extra work. The Domain Management function in **Admin Console > Enterprise Settings > Custom Setup** allows you to: * Verify Internet domains that you own and control to simplify your user and content management and to help prevent security breaches. * Auto enroll potential users who attempt to create a Box account using an email address in a domain you manage as managed users. ## Domain Management Domain management includes adding, verifying, and deleting domains. ### Adding a Managed Domain Adding those domains in the Domain Management list automates the validation process. This also: * Prevents unscrupulous people from outside the organization attempting to create Box accounts using email addresses in those domains. * Allows you to enable [auto enrollment](#domain-auto-enrollment) for the domain. The validation of a domain requires the existence of a unique code added to a DNS ([domain name system](https://en.wikipedia.org/wiki/Domain_Name_System)) record for the domain. This means you must have access to your domain host. > [!NOTE] > > Only primary admins, not co-admins, can add managed domains. They are typically the part of your users' email address that follows the @, e.g. John@**Example.com**, but can also be lower-level domains such as **student.portal.example-university.edu**. Adding a managed domain consists of three separate tasks: 1. Add the domain and get a unique code (also known as a hash). 2. Create a new DNS record for the domain with the unique code. 3. Validate the domain. **To add the domain:** 1. Go to **Admin Console > Enterprise Settings > Custom Setup**. 2. In the Domain Management section, click **Add Domain**. 3. Enter the domain name. Managed domains are those you can control through your DNS TXT record and do not include hostnames. 4. Click **Next Step**. 5. Click **Copy**. The unique code is copied to your clipboard. You may want to open a blank text document and paste the code there for use in the next task. 6. Click **Submit**. The domain is added to the list with a status of *Incomplete Setup*. **To create a new DNS record for the domain:** > [!NOTE] > > The exact steps differ depending on your hosting provider. 1. Go to the administration console or dashboard of your domain's hosting provider. 2. Go to where the domain is managed. 3. Go to where the DNS records for the domain are kept. 4. Add a TXT record with the following information: * Host: The `@` character, which means this is for the top-level domain. * Value: The code (hash) that was copied previously. 5. Save the record. **To validate the domain:** 1. Go to **Admin Console > Enterprise Settings > Custom Setup**. 2. In the Domain Management section, next to the domain you want to verify, which should show a status of Incomplete Setup, click the 3-dot button, and then click **Refresh Status**. Box pings the domain to verify the existence of the DNS record with the correct code, and if verified, updates the status to *Complete*. ### Verifying an Unverified Domain You may have domains in your Domain Management list that are unverified. This can occur when a domain is added to your organization by Box Customer Support or for domains that you had added before domain verification was available. 1. Go to **Admin Console > Enterprise Settings > Custom Setup**. 2. In the Domain Management section, next to the domain you want to verify, which should show a status of Incomplete Setup, click the 3-dot button, and then click **View Setup**. 3. Copy the code, and then complete the *To create a new DNS record for the domain* and *To validate the domain* procedures above. > [!NOTE] > > You need to [disable auto-enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#disabling-auto-enrollment-for-a-managed-domain) before you can remove domain verification. ### Deleting a Managed Domain > [!NOTE] > > Only primary admins, not co-admins, can delete managed domains. You should delete a domain from the Domain Management list only if you have **no** managed users with accounts containing email addresses with that domain. Deleting such a domain results in the users losing access to shared links. **To delete a managed domain:** 1. Go to **Admin Console > Enterprise Settings > Custom Setup**. 2. In the Domain Management section, find the domain you want to delete. 3. Click the 3-dot button and then **Remove Domain**. If any managed users have email addresses in this domain, you will receive a warning that they will no longer have the access to shared links after you delete the domain. Tick the checkbox to confirm. 4. Click **Remove Domain** to finish. ## Domain Auto Enrollment Auto enrollment is a feature that: * Prevents users from creating free Box accounts using their company email * Ensures that new users with the company email domain who have been invited to collaborate on managed content are automatically enrolled as managed users of the enterprise Enable this option on verified domains to prevent managed content from being accessed from free accounts, especially after employees leave the company. Auto enrollment for a domain means that potential users who attempt to create a Box account using an email address in a domain you manage will be required to enroll as a managed user with that email address. This will result in: * Your paid seat count increasing. * The user will be subject to all of your account security requirements, including SSO. > [!NOTE] > > * If your company has multiple instances of Box, that is, more than one EID (enterprise ID), that you manage and that share the same domain, there are additional steps you must take before enabling domain auto enrollment. Contact Box support or your Box account team for assistance. > * Auto enrollment will be turned on by default for all newly verified domains with a DNS record as of 7 November 2025. This can be [disabled](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#disabling-auto-enrollment-for-a-managed-domain) if required. Pre-existing verified domains will not be automatically enabled with auto-enrollment. > * When the admin verifies their domain, auto-enrollment is enabled by default. If a user creates a new account within this domain, they are automatically converted to a managed user. If a user is already using the same domain name and has an existing unmanaged account, they will not be converted to a managed user. > * If auto enrollment is enabled for a domain, any other enterprise that attempts to add a user whose email belongs to that domain receives an error and is not able to migrate the user. The other enterprise must first claim the domain to proceed. You cannot verify whether another enterprise has auto enrollment enabled on a domain unless that enterprise is also managed by your organization. ### Domain Auto Enrollment Limitations There are several limitations that will prevent you from enabling auto-enrollment on a managed domain: * If the domain is in the Managed Domains list in multiple organizations and one of those organizations enables auto enrollment, no other organization can enable auto enrollment for that domain. This is to ensure that an auto enrolled user gets added to the correct organization. * If the domain does not have a valid txt record. This can occur when a domain was added to an organization by Box Customer Support or for domains added to your organization before domain verification was available. You can add a txt record as described in [Verifying an Unverified Domain](#verifying-an-unverified-domain) above. * If the domain is not verified. This can occur if the domain was added in Domain Management but did not finish verification. You can [verify an unverified domain](#verifying-an-unverified-domain) at any time. * The domain is denylisted. Domains that are denylisted cannot be added to a Box account. Domains are typically denylisted for security reasons. * The domain is restricted. Box restricts domains of email service providers from auto enrollment, domains such as gmail.com, outlook.com, aol.com, yahoo.com, and similar. Box restricts Box-related domains, such as box.com, from auto enrollment in non-Box organizations. And certain domains are restricted for reasons that are beyond the scope of this documentation. For more information, contact your Box support representative. > [!NOTE] > > If a domain is a managed domain in multiple organizations, and one of those organizations enables auto enrollment, no new organization can add that domain as a managed domain. ### Enabling Auto Enrollment for a Managed Domain A managed domain must be fully validated, that is, added using all the steps above, before auto-enrollment can be enabled for the domain. 1. Go to **Admin Console > Enterprise Settings > Custom Setup**. 2. In the Domain Management section, hover over a domain with an Auto Enrollment status of *Disabled*, click the **More Options** button (![more-options-button](/images/box-admin-tools/more-options-button.png)), and then click **Enable Auto Enrollment**. 3. In the Enable Auto Enrollment dialog box, select the **I understand that by enabling Auto Enrollment, new users who sign up with this domain will occupy a paid seat** check box. 4. Click **Enable**. ### Disabling Auto Enrollment for a Managed Domain 1. Go to **Admin Console > Enterprise Settings > Custom Setup**. 2. In the Domain Management section, hover over a domain with an Auto Enrollment status of *Enabled*, click the **More Options** button (![more-options-button](/images/box-admin-tools/more-options-button.png)), then click **Disable Auto Enrollment**. 3. In the Disable Auto Enrollment dialog box, select the check box: "I understand that by disabling Auto Enrollment, new users who sign up with this domain will become unmanaged users. These are not controlled or monitored by your Admin, Co-Admin, or your organization's security policies, meaning that they represent a potential security and compliance risk." 4. Click **Disable**. # Editing an Existing Automation Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/editing-an-existing-automation > [!WARNING] > > Box Automations is a legacy Box feature. Box released a re-architected and significantly enhanced Box Relay in June, 2019, which is more powerful and includes a much larger range of trigger and output events, including files, folders, tasks, metadata, and more, and we recommend all Automations users transition to Box Relay for any workflow needs. ## To edit any of your existing automated processes: 1. From the Admin Console, in the lefthand navigation, click **Content**. 2. Toward the top of the page, click **Automation**. 3. From the list on the left, select the automation you want to edit. 4. Enter your changes. 5. Click **Update Automation**. Your changes go into effect immediately. ![Edit automation screen for Press release: file upload to folder assigns task to Annie Pearl, with Update Automation button.](https://mintcdn.com/product-docs/58cy48joLTunkOvM/images/box-admin-tools/fetmdpfxunfpjsitahsp.png?fit=max\&auto=format\&n=58cy48joLTunkOvM\&q=85\&s=7233ccd026ca68d3983857745fc1d7b3) # Enabling email uploads for your enterprise Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/enabling-email-uploads-for-your-enterprise Box enables you to allow or disallow your account holders to use email to upload content to Box folders. When you enable this functionality for your Box deployment, your account holders can easily upload files to a specific Box folder through email. **To enable email uploads for your enterprise:** 1. From the Admin Console, click **Enterprise Settings**. 2. Click the **Content and Sharing** tab. Scroll down to the **Content Creation** section. 3. Under **Email Uploads**, check **Enable Email Uploads for all folders**. 4. In the top-right corner of the window, click **Save**. ![reactmigration-contentsettingsusermigrationemailuploads-50552-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/reactmigration-contentsettingsusermigrationemailuploads-50552.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=6acfb4cffda80a7b29eadcc31e79da0b) # Enabling folder-level metadata and cascade Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/enabling-folder-level-metadata-and-cascade Box enables you to allow your account holders to add metadata instances to a folder, and automatically cascade them to the folder's contents. Using cascading metadata, your account holders can quickly add metadata to multiple files and sub-folders at one time. Enabling cascading metadata also allows your account holders to resolve metadata instance conflicts by either retaining or overwriting current attribute values. **To enable cascading folder-level metadata for your enterprise:** 1. From your admin console, go to **Enterprise Settings** > **Content and Sharing** tab. 2. Scroll down to the **Cascading Folder Level Metadata** section. 3. Click **Configure** and select the option you want, then click **Save**. See the [Cascading Folder Level Metadata](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) section in [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) for details. 4. Click **Save**. # Important Admin Considerations for Editable Shared Links Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/important-admin-considerations-for-editable-shared-links Editable file sharing links are shared links that grant editing permissions to files stored in Box for people with those links. Your managed users will be able to select the edit option in the sharing modal for a file within Box if you include edit in the maximum permission allowed. For your managed users, if you enable editable shared links and once your enterprise has the capability unlocked, they will have a new *Can Edit* option that they can select when generating a shared link. When someone clicks a file sharing link with edit permissions, then: * If they are logged into Box, they will be able to click on the shared link and edit the document; this allows us to keep track of who's editing what content. * If they are anonymous users, they: * **will be required to log into Box to edit the content** * will be able to view and download the content only without logging into Box File sharing links with edit permissions will work for iWork, Google Workspace, Office Online, Desktop for Office, and other Box Tools supported files. Shared links with edit permissions will not work for integrations or any non-editor web-app integrations (please note that some are developed by a third-party, and others are developed by Box). > [!NOTE] > > This new feature is applicable specifically to file sharing in Box. Shared Box Notes already allow editing. ## Editable Shared Links Availability File sharing links with edit permissions will be a phased launch starting in April and continue through until June. Box has released an update to the Admin console so Admins and Co-Admins are able to view the changes prior to the capability going live. ## Admin Next Steps There are several steps that you as an Admin can take to prepare your organization and your managed users for this new feature. 1. Configure your shared links settings. Instructions are in the [Shared Links Settings for Your Enterprise](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) topic. Shared link settings are in **Admin Console > Enterprise Settings > Content and Sharing**, and you can find more details about these settings in the [Shared Links Section](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#shared-links) of the [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab). > [!NOTE] > > * Your managed users will not be able to use edit permissions until after your enterprise has the capability unlocked and you specifically allow the option in these settings. > * If you set available permissions on files to *View, download, and edit*, permissions available to your users will still be *View and download* until the phased launch for users is complete. > * Until the phased launch for users is complete, the default permission for shared links will still be determined by shared link access level, not the default permission set here. > * If you enable **Can Edit** for Shared Links in Box Notes, Box automatically enables Editable Shared Links in Box Notes. 2. Inform your users that this capability is coming to your enterprise. 3. Point your users to the [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) and [Configuring Individual Shared Link Settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) topics, which will be updated with information on how to make shared links editable when the capability to edit shared links is released. # Large Scale Deployments Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/large-scale-deployments Some Box desktop applications can be installed to a large number of computers by an administrator using an MSI or DMG installer. See the following articles for information on large scale deployments: **Box Drive:** [Large Scale Deployments: Box Drive](/en/box-drive/deploying-and-managing-box-drive/large-scale-deployments-box-drive) **Box Tools:** [Large Scale Deployments: Box Tools](/en/box-tools/using-box-tools/large-scale-deployments-box-tools) **Box Sync:** [Large Scale Deployments: Box Sync](/en/box-admin-tools/how-to-guides-for-admins/large-scale-deployments-box-sync) **Box for Office:** [Large Scale Deployments: Box for Office](https://support.box.com/hc/en-us/articles/360043693154-Large-Scale-Deployments-Box-for-Office) # Large Scale Deployments: Box Sync Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/large-scale-deployments-box-sync > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). This article contains important instructions and considerations for administrators who want to deploy Box Sync to a large number of computers. ## Windows: (See [the Box OS support policy](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support) for details.) You can install Box Sync by downloading and running the appropriate Box Sync MSI. **Box Sync 64bit MSI (Link removed by EOL)** See [http://msdn.microsoft.com/en-us/library/windows/desktop/aa372024(v=vs.85).aspx](http://msdn.microsoft.com/en-us/library/windows/desktop/aa372024%28v=vs.85%29.aspx) for more information about performing silent MSI installs. ## Mac: Administrators can install the Box Sync DMG file (Link removed by EOL) for Mac users within their network. Deployment differs based on the bootstrapper installation. View the /Library/PrivilegedHelperTools/ directory to check if the **com.box.sync.bootstrapper** bootstrapper is installed. If the bootstrapper is **already installed** in the user's system, the user can download and run the Box Sync DMG file at a later time without requiring administrator access. If the bootstrapper is **not installed** in the user's system, follow this process: 1. Copy the application bundle to the desired install location on the user's machine. 2. Copy the bootstrapper from the application bundle to /Library/PrivilegedHelperTools/. 3. Run the following command at the root level: **sudo** \<***path to bundle***>**/Contents/Resources/com.box.sync.bootstrapper --install** ## Long Term Supported (LTS) Installers for Deploying Box Sync These versions of our Box Sync installers are designed for admins who store installers for long-term use. For each new Box Sync release, we will ensure that these Long Term Supported Installers (LTS installers) can properly upgrade to the newest version of Box Sync upon launch. We will release new versions of LTS installers on an as-needed basis. We will notify you ahead of time when a new LTS installer will be released so that you are aware and can make adjustments accordingly. If you plan to store and use the MSI later or if you are preparing a disk image, we recommend that you use the Long Term Supported installers from the following links. **For Windows:** 64-bit: Box Sync LTS Installer for Windows 64bit (v4.0.7966) **For Mac:** Box Sync LTS Installer for Mac (v4.0.7966) # Limit collaboration to allowlisted domains Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/limit-collaboration-to-allowlisted-domains > [!NOTE] > > External collaboration allowlisting is only available as part of the Governance package and must be enabled by request. Please contact your Box Representative or [Billing Support](https://support.box.com/hc/en-us/articles/360043695234) to enable these features. In the **Enterprise Settings** > **Content & Sharing** > **Collaborating on Content** > **External Collaboration** setting, you can allow external collaboration with any external user or limit collaboration to only external users in email domains you define. This topic explains how to limit collaboration to allowlisted email domains. 1. Go to **Enterprise Settings** > **Content & Sharing** 2. In the Collaborating on Content section, go to the *External Collaboration* setting and select **Limit collaboration to allowlisted domains** 3. Click **Manage Allowlist** 4. In the Collaboration Allowlist dialog box, enter one or more email domains and press Enter after entering each one. See [Domain Allowlist Configuration](#domain-allowlist-configuration) for additional details on how to configure allowlisted email domains 5. Click **Add** Your users can collaborate **only** with people from one of the email domains you specify. > [!NOTE] > > The limit on collaboration to allowlisted email domains goes both directions: Your user cannot invite someone who is not from one of the specified email domains, and someone not on the specific email domain cannot invite your user to collaborate. > > Whether a collaboration is allowed depends on the email domain of the user who owns the item being shared, which is not always the same as the email domain of the person sending the invitation. For more details, see [Inviting a user fails with an error although your domain has been added to their collaboration allowed list](https://support.box.com/hc/en-us/articles/32531909886739). Your user can invite someone to collaborate by opening the "Share" window on a folder or a file. In the "Share" window, your user can choose (a) Invite People or (b) Send Shared Link. ![share-screen-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/share-screen.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=756ddd8f8a54c09eaf4974dba77d19e7) If your user invites someone who is not from one of the specified email domains, the system will display an error message: ![send-email-error-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/send-email-error.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=9b117f655607516d15a54710836caafe) > [!WARNING] > > If a folder is accessible to a set of collaborators outside your enterprise, clicking **Limit collaboration to users within Enterprise for** does not block that folder to those external collaborators, though the folder is blocked to new external collaborators. > > If you attempt to invite the user belonging to an external enterprise to a folder owned by your enterprise, but you get the error due to collaboration allowlisting enforced by the external enterprise, then the email domain of the folder owner (rather than the inviter) needs to be added to the domain allowlist of the external enterprise. See [this page](https://support.box.com/hc/en-us/articles/32531909886739-Inviting-a-user-fails-with-an-error-although-your-domain-has-been-added-to-their-collaboration-allowed-list) for more details. > > Box checks an invitee's email domain when you send the invitation. The allowlist does not apply retroactively. If a collaborator later changes their email address to a domain that is not on the allowlist, they remain a collaborator. Box does not re-check later profile changes against the allowlist, and reports do not flag this as an allowlist violation. ## Domain allowlist configuration When you create your allowlist, you can exert finer control and limit collaboration to one direction, inbound or outbound, as defined from the perspective of someone inside your enterprise. * **Inbound collaboration** – Your people are INVITING SOMEONE FROM OUTSIDE IN TO your enterprise to collaborate on content that resides inside your organization - To allow only inbound collaboration, prepend each email domain with a plus sign (**+**) * **Outbound collaboration** – People from outside your enterprise are INVITING SOMEONE FROM INSIDE your enterprise OUT to collaborate on content that resides outside your organization - To allow only outbound collaboration, prepend each email domain with a minus sign (**-**) * To enable collaboration with any email domain, use an asterisk (**\***) - Typically you'll use an asterisk to enable unidirectional collaboration -- for example to allow only your users to be invited to other content and not allow any external users to be invited to your content Here are some examples:
**Domains Allowlisted** **Expected Behavior**
abc.com Box users within your company can invite people **only** from Company ABC and can **only** be invited to folders from Company ABC.**Note** The allowlist is literal, and only works on single email domains. In this example, "x.abc.com" is not allowlisted. You would need to add it separately. Do not use spaces.
+abc.com Your company's users can invite **only** people from Company ABC to their folders. Do not use spaces.
-abc.com Only people in Company ABC can invite Box users from your company to join their folders as well. No one else can invite your company's users to their folders. Do not use spaces.
+\* Your company’s users can invite anyone from any email domain to collaborate on content within your enterprise, but no one outside of your company can invite your company’s users to collaborate externally. Do not use spaces.
-\*+abc.com Anyone from any email domain can invite your people to collaborate on content externally, but your people can invite only users from company abc.com to collaborate on content that resides within your enterprise. Do not use spaces.
Other points: * **Users not subject to allowlist:** You can allow certain users special privileges to collaborate with email domains outside of the allowlisted email domains. To grant this privilege, below **Users not subject to allowlist**, enter the names or email addresses of your tenant's managed users in the box. * **External Collaborator Invitations:** Enables you to restrict external collaborators from inviting other external collaborators into content owned by your enterprise and to prevent them from increasing other external collaborators' permission levels. Collaboration allowlist limits ### Domains Box supports up to 200,000 collaboration domains without degrading the collaboration or admin experience.  Exceeding this soft limit may degrade performance. ### Exempted users Box supports a maximum of 1,000 exempted users, with a noticeable slowing in the Settings save action. Exceeding this hard limit degrades performance. ## Setting collaboration restrictions You can set collaboration restrictions at the enterprise, user, and folder level. Box uses the most restrictive setting at any given time. For example, if an enterprise allows collaboration with 100 email domains and a user within the enterprise further restricts collaborators for a particular folder, that folder will be governed by the user's more restrictive settings. # Manage Notifications for Enterprise Users Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/manage-notifications-for-enterprise-users The **Notifications** tab allows you to manage notifications settings for all newly-created users, enterprise-wide. The users can later on change these settings. ## Access Notifications tab To access the **Notifications** tab: 1. Go to Admin Console > **Enterprise Settings**. 2. Click the **Notifications** tab. ![Manage\_Notifications\_for\_Enterprise\_Users.png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/manage-notifications-for-enterprise-users.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=f5226497fe345ca45cefb1b5ca6ec4fb) 3. You can see several options to manage your notification settings. ## Manage Notifications settings ### Email Notifications A set of general notification settings that you can define for new users. You can decide if the users will receive notifications about the activity in their owned folders and the ones they joined. > [!NOTE] > > If you clear a box, neither managed users nor anyone who collaborates on the users' content will receive that notification, nor will it display in their daily digest. However, direct emails such as tasks and invitations will continue to be sent. ### Email Test This feature allows you to send a test email to verify if the notifications are sent successfully. ### Suppression List Management The suppression list includes all email addresses that bounced, were marked as spam, or are no longer used for subscription purposes. You can remove up to 100 emails per day, one at a time. To remove a user: 1. Start typing the user's email address or username. 2. Click the relevant username/email that is displayed. > [!NOTE] > > The user displaying on screen is not confirmation that they are on the suppression list. 3. If the user is not receiving Box email notifications, click **Remove from list** to remove the user from the suppression list. An admin or co-admin can remove email addresses of users who belong to their enterprise. ### Email Settings Contains controls for whether or not notifications are sent for specific events. For more information on the silent mode, read [this article.](/en/box-admin-tools/how-to-guides-for-admins/using-silent-mode-to-suppress-user-notifications) # Managing email verification (OTP) for shared links Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/managing-email-verification-for-shared-links Understand how one-time passcode (OTP) email verification on public shared links works for your enterprise and how to audit who accessed shared content. Email verification adds an identity check to public (**People with the link**) [shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). When a link creator turns it on, anonymous recipients must verify their email address with a one-time passcode (OTP) before they can access the content. This ties every access to a verified email address and gives your organization a verifiable record of exactly who opened each link. This article explains how email verification behaves at the enterprise level, and how to audit and roll it out. ## Availability and packaging Email verification is available to users on Business plans and above at no additional cost. It's included in the existing SKU. ## How it works A link creator can require email verification in one of two modes: * **Anyone with an email**: Any recipient can access the link after verifying their email address. This mode is useful when content is shared broadly but identity still needs to be recorded. * **Only people added to the link's Access List**: Only recipients whose email address matches the link's Access List of specific addresses or domains can access the link. An Access List can have up to 1,000 entries. ### Key behaviors * **Signed-in users are never challenged**: Box evaluates authenticated Box users automatically, including collaborators on the file and people using the Box mobile apps and Box Drive. In the **Anyone with an email** mode, they can access the link. In the Access List mode, Box grants or denies access based on the Access List. Only anonymous web recipients are shown a passcode challenge. * **Verification is email-based and time-boxed**: After an email address is verified, the verification is valid for a fixed one-hour session and applies to any link that the address is authorized for during that time. A single session can hold up to 5 verified email addresses. * **Mutually exclusive with password protection**: A shared link can use email verification or a password, but not both. Turning on one in **Shared Link Settings** turns off the other. * **Turning off email verification removes the Access List**: When a link creator turns off one-time passcode protection, or turns on a password, Box removes the link's Access List. To restore access later, the entries must be added again. * **Not supported for Box Notes**: Email verification doesn't work on shared links to Box Notes. * **Multi-item and folder downloads don't complete**: On folder links that require email verification, when a recipient downloads several items together or the whole folder, Box displays a success message but doesn't create or download the ZIP file. Recipients can download each file individually. For the full link creator and recipient experience, see [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links) and [Accessing a shared link that requires email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link). ## Enterprise-level behavior Email verification is a standard shared link option, similar to password protection, available to every user who can create a shared link. It's enabled by default; your users can use it without any setup in the Admin Console. Note that there's no enterprise kill switch, so you can't turn off the option for your users. ## Auditing verified access Because access is tied to a verified email address, you get a precise audit trail of who accessed shared content. The [Shared Links report](/en/box-admin-tools/reporting-and-insights/shared-links-report) shows which links use email verification, and the [Shared Links OTP Access List report](/en/box-admin-tools/reporting-and-insights/shared-links-otp-access-list-report) lists the entries on each link's Access List. When an anonymous recipient accesses content through a link that requires email verification, the [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report), the [Access Stats report](/en/box-admin-tools/reporting-and-insights/access-stats-report), and [Content Insights](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-user-activity-on-files) show the email address they verified. ### Enterprise events The [enterprise event stream](https://developer.box.com/guides/events/enterprise-events/for-enterprise) records the following email verification events: * `ITEM_SHARED_UPDATE`: A link creator turns email verification on or off, changes the verification mode, or changes the Access List. The event includes the mode and the Access List entries before and after the change. * `SHARED_LINK_ONE_TIME_PASSCODE_ACCESS`: Someone opens a link that requires email verification. The event records whether Box granted access, denied access, or asked for a passcode, and why. * `SHARED_LINK_ONE_TIME_PASSCODE_CHALLENGE`: A recipient requests a passcode or enters one. The event records the email address the recipient entered and the outcome, such as a sent code, a successful verification, or an incorrect code. > [!NOTE] > > The `PREVIEW` and `DOWNLOAD` events still show anonymous recipients as anonymous users, without an email address. To find out which email addresses accessed a link, use the email verification events. For event fields and example payloads, see [Shared link OTP events](https://developer.box.com/guides/events/event-triggers/shared-link-otp-events) in the Box Developer documentation. Email verification events and reports contain the email addresses of recipients, including people outside your organization. Handle this data according to your organization's privacy and data protection policies. ## Reference: limits and timers The following table lists the email verification limits and timers: | Parameter | Limit or setting | | - | - | | Passcode length | 6 digits | | Passcode validity (time to enter) | 10 minutes | | Resend cooldown | 1 minute between resends | | Resend limit | 15 per hour, per recipient | | Verification attempt limit | 100 per hour, per link | | Verified session length | 1 hour, fixed (not sliding, not configurable) | | Verified email addresses per session | Up to 5 | | Access List size | Up to 1,000 email addresses and domains per link | | Passcode sender | `noreply@box.com` | ## Configuring email verification with the API You can set and manage email verification on shared links programmatically with the `one_time_passcode` shared link field. See [Create or update shared link](https://developer.box.com/guides/shared-links/create-or-update) in the Box Developer documentation. ## Rollout guidance Before your users start relying on email verification, confirm that your email security tools don't block or quarantine `noreply@box.com`, the address that sends passcodes. Box uses the same sender for multi-factor authentication codes, so most organizations already allow it. When you guide users, recommend email verification rather than a password when they need to know who accessed content, because a password can be forwarded along with the link. Also remind link creators who use the Access List mode to keep their lists current. Box denies anyone whose verified email address isn't listed, and link creators can add individual addresses or whole domains, up to 1,000 entries per link. ## Related articles * [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links) * [Accessing a shared link that requires email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link) * [Shared Links Settings for Your Enterprise](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) # Managing platform apps Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/managing-platform-apps Only primary admins and co-admins with the correct permissions can access this area of the Admin Console. > [!WARNING] > > The scopes requested by a custom application may grant highly privileged access, and you should review them carefully.  Refer to [Understanding Requests to Authorize or Allow Applications](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications) for more information on this topic. Box for Developers enables you to build custom applications on Box, seamlessly integrating the full power of Box with your solutions.  You can allow the use of these custom applications in your enterprise by enabling or authorizing them through the Admin Console. ## Authorizing and enabling custom applications Using the Admin Console, you can * authorize and enable custom server authentication apps, such as JSON Web Token (JWT) apps, client credential apps, and limited access apps, * enable custom user authentication applications, such as OAuth 2.0 apps, and * enforce global integration controls. **To authorize or enable a custom server authentication app:** 1. Open your **Admin Console**. 2. In the left sidebar, click **Platform**. 3. At the top of the window, click **Platform Apps**. 4. Click **Server Authentication Apps**. Box displays information about these available apps, including their authorization states and enablement states. 5. Click the name of an app to view authorization and enablement options. 6. Check the authorization or enablement options you want to apply, then click **Apply** or **Enable**. **To enable or disable a custom user authentication app via admin console:** 1. Open your **Admin Console**. 2. In the left sidebar, click **Platform**. 3. At the top of the window, click **Platform Apps**. 4. In the top-right corner of the window, click **Add +**, and then enter the user authentication application client ID. 5. Click **User Authentication Apps**. Box displays information about these available apps, including their enablement states. 6. Click an application, then select the state you want to apply. 7. Click **Apply**. **To enable or disable a custom user authentication app via an emailed request:** 1. Open the email requesting enablement. 2. In the email, click **Review App Details**. Box displays information about the application. 3. Check the enablement options you want to apply, then click **Apply**. # Receiving Box Announcements via the What's New Center Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/receiving-box-announcements-via-the-whats-new-center With Box’s numerous enhancements, and multiple communication channels by which to receive information, it can be difficult to stay informed and take advantage of important Box updates and enhancements.  That's why we have created the What’s New message center. This feature is available only to Box Admins and Co-Admins. The Box What’s New message center provides a centralized destination for receiving and referencing timely information about Box. You never have to leave the application; a persistent megaphone icon in the top right of your Box interface (in both the web app and the Admin Console) tells you at a glance whether there’s new information for you to review. For example, two new announcements: ![twoannouncements-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/twoannouncements.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=d4d5697816808277b97b9173c6b3ab41) Messages are brief – one paragraph, often less.  They’re delivered monthly, and display in chronological order.  Together, they enable you to: * See critical information, such as end-of-life announcements, relevant product releases, privacy policy updates, and other service notifications. * Receive bulletins for troubleshooting and supporting your users, including on-boarding and general questions. * Keep abreast of new products and features, such as Collections, Shield, Relay, File Request, shared link enhancements, and so on. * Learn about upcoming webinars, certifications, training, and other local and corporate events. * Quickly scan the latest updates by area of interest. ![whatsnewrevised-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/whatsnewrevised.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=cd34eb4b230d6a3c7b9afb5bd9875648) What’s New notices include the following: * Product announcements, such as impending releases, new integrations, and service notifications * Upcoming events, such as virtual summits, BoxWorks, local Box events, and webinars * Box Education resources, such as classes, Box Certified Professional training, and new items on the Box Community site. You can filter to see just one category of messages, or all of them. Messages remain available for 3 months from date of publication. For now, items in the What's New message center will be available only in English. Currently What's New is automatically rolled out to all admins/co-admins who have their language preference set to English. There are no actions needed on your part. # Restricting Applications from the Admin Console Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/restricting-applications-from-the-admin-console Business and Enterprise Admins can choose to enable or disable access to certain applications and integrations. To do this: 1. From the Admin Console, in the left sidebar click **Integrations**. 2. Scroll down to the **Individual Integration Controls** table. # Searching the Admin Console Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/searching-the-admin-console If you're a Box admin, the admin console enables you to quickly and easily search for keywords in the following categories: * **Managed Users** section of the admin console, including searching for Name, Email, and User ID * **External Users** section of the admin console, including searching for Name, Email, and User ID * **Groups** section of the admin console * **Enterprise Settings** section of the admin console * **Help topics** publicly available at [https://support.box.com/hc/en-us](https://support.box.com/hc/en-us) You can search all categories, or select a single category to search. Box returns results that conform to the searcher’s administrative permissions. Searches do not access or return results from within a user's file’s contents. ![adminconsole-enterprisesettingssearch-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/adminconsole-enterprisesettingssearch.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=0f255c36bef9a7435972e57936627a30) **To search for keywords in all categories:** 1. In the top of the admin console’s window, click in the search field.  Box displays the search drop-down window. 2. In the search field, type the keyword you want to find.  For English, type at least three characters; for Japanese, type at least two.  As you type, Box displays highlighted results, sorted by category. 3. To display a specific result, click the result. **To search for keywords in a single category:** 1. In the top of the admin console’s window, click in the search field.  Box displays the search drop-down window. 2. In the search drop-down window, under **SEARCH IN**, click the category whose contents you want to search.  When you select a category to search, Box displays its label in the search field.  To remove a category from your search, in the category's label click **X**. 3. In the search field, type the keyword you want to find.  For English, type at least three characters; for Japanese, type at least two.  As you type, Box displays highlighted results. 4. To display a specific result, click the result. **To repeat a recent search:** 1. In the top of the admin console's window, click in the search field.  Box displays the search drop-down window. 2. In the search drop-down window, under **RECENT SEARCHES**, click a keyword or string. # Shared Links Settings for Your Enterprise Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise Shared links enable your managed users to: * Quickly create hyperlinks to content stored in Box * Copy and share those hyperlinks with coworkers and collaborators both inside and outside the company Account administrators and co-admins can define shared link preferences for all content owned by their managed users. If an option is disabled at the administrator level, it will not appear for: * All managed users * Collaborators in folders owned by managed users. Change the settings at the admin level only if you want to restrict sharing access for every file and folder in your account. ## Access shared link settings 1. From the **Admin Console**, go to the **Enterprise Settings** > **Content and Sharing** tab. 2. Scroll down to the **Shared Links** section. 3. Configure how shared links are allowed and used. See the [Shared Links](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#shared-links) section in [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) for details. 4. Click **Save**. > [!NOTE] > > * Shared links do not support multi-factor/2-factor authentication (MFA/2FA). If your organization [requires 2FA for managed users and collaborators](/en/box-admin-tools/box-security/configuring-multi-factor-authentication), recipients of shared links outside of your organization will not be required to enable 2FA to access the content of charged links. > * If an auto-expiration policy has been set with a different number of days than in the shared link settings for your enterprise, the more restrictive option will be applied. > * If there are contradicting expiry dates between the shared link auto-expiration policy and the enterprise setting, both will be applied. For example, if the enterprise setting is to notify the user 10 days before and the shared link auto-expiration policy is to notify the user 5 days before, these notifications will be sent 10 and 5 days prior to expiration respectively. # Understanding Requests to Authorize or Allow Applications Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications This article guides Box Administrators on how to safely allow access to their Box enterprise and user content from custom built applications using Box's API.  Some applications have the potential to be harmful if used incorrectly, so when enabling or authorizing applications it's important to be mindful of the information presented in this article. Some common scenarios this article addresses are: * Admins receiving requests from users to authorize or enable a custom-built application (using a "Client ID" or "API Key") from a user or a developer. * Admins beginning to lead their own projects, building on Box's API, and seeking a better understanding of how to evaluate application scopes. ## Enabling an application If an administrator receives a request to enable an app, the following prerequisite is assumed: * The administrator has enabled **Disable integrations by default** per [Restricting Applications from the Admin Console](/en/box-admin-tools/how-to-guides-for-admins/restricting-applications-from-the-admin-console). The administrator should: * Do one of the following: * log into admin console, click **Add Platform App**, and enter the Client ID (API Key) to view app details such as scopes, or * in the emailed request, click **Review App Details** and review information about the application. * If comfortable making this app active, the admin can enable the app. ![understanding-requests-to-authorize-login-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/understanding-requests-to-authorize-login.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=987453493f987b66d7d9307f3ee93ad5) ## Authorizing an application If an administrator receives a request to authorize an application, the administrator should: * Follow the steps in [Managing platform apps](/en/box-admin-tools/how-to-guides-for-admins/managing-platform-apps). * Before enabling or authorizing an application, review the scopes (see below) and decide whether to allow the application based on the scopes. ## Example scenarios
Given Result
  • An application has access to "Read and Write" files.
  • The user permission is "Viewer".
 If the user tries to delete a file under the folder through the application, the call fails with a [permissions error](https://support.box.com/hc/en-us/articles/360043693434).
  • An application has access to only "Read and Write" files.
  • The user is the primary admin.
 If the user tries to run reports through the application, the call fails with a [permissions error](https://support.box.com/hc/en-us/articles/360043693434).
  • An application has access to "Manage Users".
  • The user is a co-admin with "Manage Users" permission.
 If the user attempts to rename a user, the call succeeds.
## Reviewing Scopes Most scopes are self-explanatory (for example, Manage Users, Read and Write files and folders). All API calls will respect the access control of both the user(for example [collaborations and co-admin permissions](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels)) and the application scopes. > [!NOTE] > > Be sure to understand how the application's scopes (essentially application permissions) interact with user permissions. ## Examples of scopes ### Example 1 ![authorize-custom-app-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/authorize-custom-app.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=1483a4537140a939530998afd1086c7e) The scopes above should raise serious concerns: * The setting **Read and write all files and folders stored in Box** alone doesn't automatically mean the application can read and write all files and folders. * The setting **For the following users** does include "All users", but if **For the following users** is set to "Application Only", then this application can access content only under its app users (and not managed users in the rest of the enterprise). * Additionally, this application can generate tokens for any user, including the admin. ### Example 2 ![understanding-requests-scopeexample2-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/understanding-requests-scopeexample2.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=cbe17447e311566695d251e602a15ae8) The scopes above should also raise serious concerns: * This application not only reads and writes files and folders, but also manages nearly everything in the enterprise: deletion and creation of user accounts, deletion and creation of retention policies, legal hold policies, and impersonation of users. If you want to learn more about scopes, please visit our developer documentation by clicking [here](https://developer.box.com/guides/security/index#scopes). *If the administrator has any questions, the responsibility of justifying the requested scopes falls to the developer of the application.  While Box can clarify what a particular scope means, Box has no knowledge of the use case or code behind an application.* # Using Custom Terms Of Service Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/using-custom-terms-of-service The **Custom Terms of Service** feature can be enabled in your Box account for Business Plus and higher plans. This functionality enables you to require that all collaborators view and agree to a Terms of Service document before accessing your company’s Box content. The Custom Terms of Service feature is available with both the UI and API. If you would like this setting to be enabled for your account, contact your Customer Success Manager. > [!NOTE] > > If you have a Box Shield contract, Box enables this feature for your enterprise by default. > [!WARNING] > > Updating Terms of Service requires users to accept the new Terms of Service before continuing to edit content. If users are editing content in Box, they must refresh the page or re-authenticate before proceeding. If a user fails to accept the new Terms of Service, edits created after updating the Terms of Service may be lost. ## Configuration Once enabled for your organization, configure the Custom Terms of Service feature in the Admin Console (**Admin Console** >**Enterprise Settings** > **Custom Setup** tab.) 1. Select the types of users who require Terms of Service (ToS). Choose from the following: * No one * External users only * Managed users only * Managed and external users ![Custom Setup - Terms of Service.png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/custom-setup-terms-of-service.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=96a0687fe7d4914a46c51a2cbbb0d2d5) 2. Enter the custom Terms of Service you want users to view and comply with. In the top of the page, click **Save**. > [!NOTE] > > Admins cannot use the instant login feature to accept the Terms of Service on behalf of an account holder. The account holder must log into box.com to do this. However, if you need that functionality, Box provides an [API endpoint](https://developer.box.com/guides/security/terms-of-service/). ## HTML Support Custom Terms of Service feature supports only the tags listed below: * links \ and \, * bold \, * line breaks \
, * emphasis \, * italic \, * strong \, * span \, * underline \. ## Known Limitations > [!NOTE] > > The following limitation applies only to users who are logged in to the application when Terms of Service is set up or updated:\ > If a user logs in after the custom Terms of Service is set up or updated, the user can accept them in the app. The Box Mobile application does not allow account holders to accept custom Terms of Service.\ However, as an account holder you can accept the custom Terms of Service by doing the following: 1. Open a web browser and log into your Box account. 2. Access the folder with the custom Terms of Service. 3. Accept the custom Terms of Service. After accepting the Terms of Service on either the desktop or mobile web browser, account holders can access their content through the Box Mobile application. ## The User Experience ### Managed Users Once you’ve created your Terms of Service, the next time a managed user logs in to Box, the managed user must accept the Terms of Service to proceed to their account. * Users are asked to re-accept the Terms of Service if you turn off the feature, save, and turn it back on again. * Users will also be asked to re-accept the Terms of Service if you change only the text. ### External Users After you’ve created your Terms of Service, Box changes the collaborations of existing external users to **Pending** and these users temporarily lose collaboration access to the content. The next time an external user logs in to Box, the external user must **Accept** the Terms of Service to regain collaboration access to the content. * After accepting the Terms of Service, Box restores the collaboration levels of external users. * If you turn off the feature, save, and turn it back on again, users must re-accept the Terms of Service. Box blocks users from collaborating until they have re-accepted the Terms of Service. * If you only change the Terms of Service text, Box does not require users to re-accept the Terms of Service. > [!NOTE] > > * When Terms of Service are enabled for external users, Box scans external collaborations and asynchronously sets them to **Pending**. Depending on the number of external collaborations, it can take time for Box to prompt external users to accept the custom Terms of Service. > * User Activity Report shows when an external user is removed from collaborations because that user did not accept or rejected the ToS. The **Removed collaborator** action indicates the user was removed by a backend service. The report also shows from what content the user was removed, which can help to reinstate the collaborations. # Using Notification of SSO Certificate Expiration Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/using-notification-of-sso-certificate-expiration Box enables you to specify who receives emailed notifications when an SSO certificate is about to expire.  These notifications keep you and others informed, and help ensure your enterprise's Box account holders enjoy uninterrupted access to the content they need. Box sends an email notification to the people you specify 90 days, 60 days, 30 days, 15 days, 7 days, 4 days, and 1 day prior to the certificate's expiration. **To specify who receives notifications of approaching certificate expiration:** 1. In the Admin Console's left side bar, click **Enterprise Settings**. 2. At the top of the window, click **User Settings**. 3. Scroll to the **Configure Single Sign On (SSO) for All Users** section. 4. Under **Certificate Expiration Notification**, in **Email Addresses** type a comma-separated list of up to ten email addresses or distribution lists of the people to notify.  The primary admin and co-admins always receive these notifications. 5. In the top-right corner of the window, click **Save**. # Using Self Service SSO Certificate Management Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/using-self-service-sso-certificate-management If you're a Box admin or co-admin, the SSO certificate settings in the Box Admin Console enable you to manage up to two signing certificates for your Box Enterprise's SSO connection. The ability to upload a secondary certificate provides seamless rotation between a current expiring certificate and the new secondary certificate, as Box will use both to validate user login. After the connection migrates to the new certificate on the IDP side, you'll need to use the certificate settings in the admin console to remove the matching certificate. This ensures you're ready for your next certificate rotation. ## Adding a certificate **To upload the certificate from your computer:** 1. In your admin console's left sidebar, click **Enterprise Settings**. 2. At the top of the window, click **User Settings**. 3. Scroll to the **Configure Single Sign On (SSO) for All Users** section. 4. Click **Select File**. * If the certificate is valid, you'll see the certificate details in a prompt option to **Cancel** or **Add and Activate** the certificate. * If the certificate is invalid, Box displays an error and does not add the certificate for the connection. 5. If the certificate is valid, click **Add and Activate**. ![CertificateDetails.png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/certificatedetails.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=239cb993ed40d937eee47b0f4449175b) > [!NOTE] > > * Accepted certificate file types are .pem, .cer, .crt, or .der. > * You can configure a maximum of two certificates per SSO connection per Box Enterprise. ## Removing a certificate **To remove a certificate:** 1. In your admin console's left sidebar, click **Enterprise Settings**. 2. At the top of the window, click **User Settings**. 3. Scroll to the **Configure Single Sign On (SSO) for All Users** section. 4. On the certificate you want to remove, click **Remove**. Box displays the **Remove SSO Certificate** prompt. 5. In the **Remove SSO Certificate** prompt, click **Remove**. ![RemoveSSOCertificate.png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/removessocertificate.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=b5e4687bb4f3cbba9bdddc9f32c87d09) > [!WARNING] > > You must have at least one SSO certificate configured. Any attempt to remove a certificate without a second configured certificate causes an error. ![Error.png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/error.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=04e9ddb4434022378c9da70823ff9502) ## Expired certificates Certificate settings indicate when a certificate is expired. You'll need to remove expired certificates from the console as soon as possible. ## Enterprise locked out due to expired certificate If your SSO signing certificate expired before being updated and SSO is enabled, but not required, for your Box Enterprise, the Box admin or co-admin can log into the admin console through the domain account.box.com instead of \.box.com. * This login bypasses the SSO login flow for your enterprise and allows you to login using box.com credentials. * This requires the admin to login with Box credentials instead of going through the configured SSO provider. * After login, update the IdP certificate in **Admin Console** > **Enterprise Settings** (admins and co-admins with the 'Edit settings and apps' permission can do this). * Use the reset password button if you do not know your box.com password. If the enterprise is locked out of Box due to an expired signing certificate and SSO is required for login, please contact [Box Support](https://support.box.com/hc/en-us/requests/new) to assist with updating your certificate. ## Limitations * If multiple Identity Providers (IdP) are connected to a single Box Enterprise, you cannot use the certificate settings. In this case, contact [Box Product Support](https://support.box.com/hc/en-us/requests/new) for help updating your certificate. * This limitation does not apply when a single IdP is connected to multiple Box Enterprise accounts. In this configuration, you can update the certificate by following the steps above. The SSO settings are shared between enterprises so updating the certificate in one account automatically updates it in the other. * If your IdP isn’t supported by Self-Service SSO, an error will appear in the **Configure Single Sign-On (SSO) for All Users** section. If you need to update your SSO configuration in this case, please contact [Box Product Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=). # Using Silent Mode to Suppress User Notifications Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/using-silent-mode-to-suppress-user-notifications Silent Mode temporarily suppresses notifications that would be sent to users as a result of actions taken by the **Primary Admin** of the Box account. It also suppresses notifications for actions taken by a service account (Automation User), such as file uploads through the API. The Primary Admin of the account can enable Silent Mode via the Admin Console. **To enable Silent Mode:** 1. From your Admin Console, in the lefthand navigation, click **Enterprise Settings**. 2. Toward the top of the page, click **Notifications**. 3. In the **Email Settings** section, click **Silent Mode** slider button. > [!NOTE] > > Co-admins will not see the Silent Mode option in their Admin Console. ![using-silent-mode-to-suppress-user-notifications-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/using-silent-mode-to-suppress-user-notifications.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=8ecef9209a1ded36d7278ae721fb8f53) When you have enabled Silent Mode, the Primary Admin sees a banner notification display along the top of their Box account. Primary Admins can use Silent Mode to provision new accounts, create Groups, and change Group access settings. Silent Mode acts like a holding pen only for email confirmation notifications. When Silent Mode is turned on, no email confirmation notifications are sent, but when Silent Mode is turned off, all pending email confirmations are immediately sent. Silent Mode suppresses several other notifications related to collaboration on files and folders, but those notifications are not sent when Silent Mode is turned off. Silent Mode is available only to the Primary Admin of a Box account. It suppresses notifications for actions taken by the Primary Admin in the Admin Console, and for actions taken by a service account (Automation User). Silent Mode does not apply to actions taken by co-admins, or to actions taken through the **My Account** tab, such as folder-specific collaboration invites. > [!NOTE] > > When Silent Mode is enabled, notifications for service account actions, such as file uploads, are suppressed. To have those notifications sent, make the API call with the `as-user` header so the call acts as a managed user instead of the service account. For details, see [as-user header](https://developer.box.com/guides/authentication/jwt/as-user/) in the Box Developer documentation. # Viewing Organization Storage and Bandwidth Usage Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/viewing-organization-storage-and-bandwidth-usage Tools in the Admin Console can help you understand how much storage your organization uses and how much bandwidth your organization consumes, which helps you comply with the [Box Fair Use Policy](https://www.box.com/en-gb/legal/fairusepolicy). * For high-level information, go to **Admin Console > Account and Billing**. In the Usage section, you will see: * The total amount of storage your organization uses currently, and, if your organization has a limit on the total amount of storage it is allowed to use, that amount also. (This allows you to see if you are approaching your limit; you can reach out to your support representative if you require a higher limit.) * The amount of upload bandwidth, download bandwidth, and total bandwidth consumed by your organization during the current calendar month. * For details about the storage your organization uses, go to **Admin Console > Insights** and view the [Storage](/en/box-admin-tools/reporting-and-insights/admin-insights-data-tiles#storage) tile. * For details about the bandwidth your organization consumes, go to **Admin Console > Reports** and run a [Bandwidth Usage by User](/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-user-report) or a [Bandwidth Usage by Files and Folders](/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-files-and-folders-report) report. # About Box Admin Tools Source: https://docs.box.com/en/box-admin-tools/index The Admin Console is the administrative layer for your organization, where you carry out organization-wide tasks: managing users and their settings, creating groups and folder membership at scale, as well as accessing, sharing, locking, and inspecting files in users’ accounts. You can review usage, storage, and deployment in **Insights**, run organization-wide **Reports**, and set **Enterprise Settings** so global rules apply to every user. You can also control which applications managed users may use, manage enterprise development sandboxes, and control access to additional Box features. Follow this guide to learn the basics of Box admin tools and understand how you can control your organization's settings. ## Accessing the Admin Console The Admin Console is available on Business Starter plans and above. (Free developer accounts include a limited subset of Admin Console features.) 1. Go to [app.box.com/login](https://app.box.com/login). 2. Enter your email or username and password or use [Single Sign-On (SSO)](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) if enabled for your account. 3. After you sign in, in the Box navigation bar, select **Admin Console**. What you can open in the Admin Console depends on your plan, optional products (such as Shield or Governance), and which [co-admin permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions) you have been granted. See the [Box Pricing page](https://www.box.com/pricing) for features by plan. > [!TIP] > > Organization-wide SSO is configured under **Enterprise Settings**; see [Setting Up Single Sign-On (SSO) for Your Organization](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization). End users and admins still authenticate through Box login or your company IdP according to how SSO is implemented. ## Navigating the Admin Console The Admin Console’s main navigation lists the areas you can configure. Which options you see depends on your plan, add-ons, and co-admin permissions. In most cases, choosing an item opens a page with tabs across the top where related settings are grouped. To learn what settings you can access in each area, review the following table. | Destination | Usage | Common tasks | | - | - | - | | **Insights** | Review organization-wide Box usage, storage, and deployment statistics. | [View storage and bandwidth](/en/box-admin-tools/how-to-guides-for-admins/viewing-organization-storage-and-bandwidth-usage) | | **Users and Groups** | Add or remove users, manage their settings, convert unmanaged users to managed users, and create groups and manage membership (including folder membership for departments or teams). |
  • [Add users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users)
  • [Configure users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users)
  • [Create groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups)
| | **Content** | Access, share, lock, and get details about files in each user’s Box account. |
  • [Search files](/en/box-admin-tools/managing-content/content-manager/searching-for-files-and-folders)
  • [Manage file requests](/en/box-admin-tools/managing-content/file-requests/managing-file-requests)
  • [Recover content](/en/box-admin-tools/managing-content/content-recovery/recovering-content)
| | **Metadata** | Create and manage metadata templates and taxonomies that your managed users apply to files. |
  • [Create templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates)
  • [Create taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies)
| | **Reports** | Run account-wide reports such as usage logs, file and user statistics, and security audits. | [Run user details report](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-user-details-report) | | **Box AI** | Enable Box AI for users and groups, manage AI agents, and monitor AI usage. |
  • [Configure Box AI](/en/box-ai/admins/configuring-box-ai)
  • [Manage agents](/en/box-ai/admins/enabling-box-ai-studio-and-managing-agents)
  • [View AI usage](/en/box-ai/admins/viewing-box-ai-usage)
| | **Classification** | Create, modify, and delete security classification labels for your organization’s deployment. |
  • [Define labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels)
  • [Automate classification](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification)
  • [Adjust settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings)
| | **Shield** | Create detection rules and access policies based on classification labels. |
  • [Explore Shield](/en/box-shield/using-box-shield/introducing-box-shield)
  • [Manage detection rules](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule)
  • [Configure Smart Access](/en/box-shield/shield-smart-access-policies/about-smart-access)
| | **Governance** | Create and configure policies, holds, and related controls to keep organizational content secure. |
  • [Set retention](/en/box-governance/retention/about-retention-and-retention-policies)
  • [Set legal holds](/en/box-governance/legal-holds/about-legal-hold-policies)
  • [Manage governance](/en/box-admin-tools/box-admin-reference/governance-settings)
| | **Automate** | Monitor the status of workflow automations across your enterprise. |
  • [Explore Automate](/en/box-automate/about-box-automate)
  • [Enable Automate](/en/box-automate/enabling-box-automate)
  • [Migrate from Relay](/en/box-automate/migrating-from-box-relay-to-box-automate)
| | **GxP** | Monitor validation of Box functionality for use with regulated content. |
  • [Review validation](/en/box-compliance/gxp/gxp-validation)
  • [Control releases](/en/box-compliance/gxp/gxp-sandbox-and-controlled-feature-releases)
| | **Platform** | Manage your enterprise’s development sandboxes. |
  • [Manage sandboxes](/en/box-platform/managing-developer-sandboxes-for-box-admins)
  • [Authorize apps](/en/box-platform/authorizing-platform-applications-in-sandbox-and-production-environments)
| | **Integrations** | Control which applications managed users are permitted to use. |
  • [Set app policies](/en/box-admin-tools/how-to-guides-for-admins/application-settings-for-your-enterprise)
  • [Restrict apps](/en/box-admin-tools/how-to-guides-for-admins/restricting-applications-from-the-admin-console)
  • [Handle app requests](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications)
| | **Account & Billing** | Modify your Box account and reach the Box sales team. |
  • [Manage billing](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings)
  • [Reduce seats](https://support.box.com/hc/en-us/articles/360044193073)
| | **Enterprise Settings** | Manage global settings; rules here apply to each user in the enterprise (including security, sign-in, content and sharing, notifications, mobile, Sign, Box clients, and more). |
  • [Set up SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization)
  • [Configure MFA](/en/box-admin-tools/box-security/configuring-multi-factor-authentication)
| For a full walkthrough of the console, see the [Admin Console Guide](/en/box-admin-tools/how-to-guides-for-admins/admin-console-guide). ## Searching the Admin Console Use the Admin Console search to open users, groups, enterprise settings, and help topics. It does not search inside users’ file contents. 1. At the top of the Admin Console, select the **search** field to open the search panel. 2. Type your keyword (at least three characters in English, or two in Japanese). Results appear by category as you type. 3. Select a result to go to that user, group, setting, or topic. To limit the search to one area, use **SEARCH IN** in the panel to pick a category first. For scope, permissions, and recent searches, see [Searching the Admin Console](/en/box-admin-tools/how-to-guides-for-admins/searching-the-admin-console). ## Searching content across users Content Manager search finds files and folders owned by or accessible to your **managed users** (Business Plus and above for Content Manager). This is separate from the Admin Console search bar above, which does not return file body content. 1. Go to **Admin Console** > **Content**. 2. Open the **Content Manager** tab. 3. Enter keywords in the Content Manager search bar and run the search. Optionally select **Filters** to narrow results. For syntax (for example `name:` and `contents:`), shared links, and file IDs, see [Searching for files and folders](/en/box-admin-tools/managing-content/content-manager/searching-for-files-and-folders). For what Content Manager can do, see [About Content Manager](/en/box-admin-tools/managing-content/content-manager/about-content-manager). ## Adding managed users Managed users are Box accounts your company creates and controls through the Admin Console (unlike external collaborators or personal sign-ups you later claim). When you add someone this way, you are provisioning them into the enterprise: Box sends the invitation or creates the account, their usage counts against your plan and storage, and you can enforce login rules, apps, and other defaults on that person. You must be an admin, a co-admin with **Manage users** permissions, or a group admin. See [Adding managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users) for CSV import and advanced options. 1. Go to **Admin Console** > **Users and Groups**. 2. Open the **Managed Users** tab. 3. Select **Add Users**, then **Add Users Manually**. 4. Enter each person’s name and email. Optionally assign groups or folders. 5. Select **Save**. After users exist, you can [configure their accounts](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users) in more detail. ## Running an organization report Generate exports and logs about your whole Box deployment: who did what, how storage and bandwidth are used, collaborations, security events, and similar. When you run a report, Box compiles that data for a chosen report type, time range, and other filters, and then delivers a file into your **Reports** folder for download, sharing, or audit. Reports require a Business plan or above. Co-admins need [report permissions](/en/box-admin-tools/reporting-and-insights/co-admin-permissions-required-to-run-reports). 1. Go to **Admin Console** > **Reports**. 2. Select **Create Report**. 3. Select a report type, then select **Next**. 4. Set options and the date range (if the report offers them). 5. Select **Run**. Completed reports are saved in your Box **Reports** folder. For scheduling, saving layouts, and subscribers, see [Running reports](/en/box-admin-tools/reporting-and-insights/running-reports). ## Next steps When you are comfortable with these basics, go deeper with the following topics: > **[Large Scale Deployments](/en/box-admin-tools/how-to-guides-for-admins/large-scale-deployments)** > **[Governance Settings](/en/box-admin-tools/box-admin-reference/governance-settings)** > **[Adding Managed Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users)** > **[Configuring and Editing Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users)** > **[Searching for Files and Folders](/en/box-admin-tools/managing-content/content-manager/searching-for-files-and-folders)** > **[Managing File Requests](/en/box-admin-tools/managing-content/file-requests/managing-file-requests)** > **[Recovering Content](/en/box-admin-tools/managing-content/content-recovery/recovering-content)** > **[Creating and Managing Groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups)** > **[Setting Up Single Sign-On (SSO) for Your Organization](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization)** > **[Configuring Multi-Factor Authentication](/en/box-admin-tools/box-security/configuring-multi-factor-authentication)** > **[Running the User Details Report](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-user-details-report)** > **[Governance Settings](/en/box-admin-tools/box-admin-reference/governance-settings)** *** ## Related Information [IT & Admin Console](https://www.box.com/en-gb/security/it-admin-controls) [Troubleshooting & FAQs](https://support.box.com/hc/en-us/sections/21356685098899-Box-Admin-Tools) # About External Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/external-users/about-external-users External users are collaborators from outside your organization, Box users with accounts that were not created directly from within your own Box Admin Console and do not use email addresses that are associated with your [email domain(s)](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment). From an administrative perspective, these are people who have been invited to collaborate on your company's content.  External users can be granted the same collaborator access and sharing rights as managed users, but your management capabilities over external user accounts over the content they own and their security settings are limited to the folders to which you they have been invited to collaborate. An Admin or Co-Admin can [invite an external user to join your Box organization](/en/box-admin-tools/managing-box-users-and-admins/external-users/inviting-external-users-to-become-managed-users) and become a managed user controlled by your organization. External users do not require you to purchase Box Service account licenses. However, for account plans that do not have unlimited collaborators, such as Starter and Business plans, external user accounts in excess of your permitted number of collaborators will contribute to your purchased user seat count. ## Upload limits for external users Upload size limits follow the **folder owner**, not the person uploading. When an external user uploads to a folder you own, the [maximum file size](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/understand-the-maximum-file-size-you-can-upload-to-box) is your plan's limit. When a managed user uploads to a folder owned by an external user, the external user's plan limit applies. ## Admin actions As an Admin, you can do the following with external users: * [View details of an external user](/en/box-admin-tools/managing-box-users-and-admins/external-users/view-details-of-an-external-user) * [Manage folders that have been shared with an external user](/en/box-admin-tools/managing-box-users-and-admins/external-users/managing-folders-that-have-been-shared-with-an-external-user) * [Invite external users to become managed users](/en/box-admin-tools/managing-box-users-and-admins/external-users/inviting-external-users-to-become-managed-users) * [Delete an external user](/en/box-admin-tools/managing-box-users-and-admins/external-users/deleting-an-external-user) * [Run](/en/box-admin-tools/reporting-and-insights/running-reports) a [User Details report](/en/box-admin-tools/reporting-and-insights/user-details-report) on external users # Best Practice - Managing External Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/external-users/best-practice-managing-external-users External users are collaborators from outside your organization. From an administrative perspective, these are people who have been invited to collaborate on your company's content.  External users can be granted the same collaborator access and sharing rights as managed users, but your control over the content they own and their security settings are limited.  The differences between external users and managed users are detailed below. > [!NOTE] > > Your organization may also have unmanaged users.  These are people who are part of your organization but are using unlicensed Box accounts, possibly because they signed up for an account on their own, or already had one, outside of your organization.  Unmanaged users may or may not also be external users, but they also represent a potential security risk, as they are not subject to your organization's Box security and compliance policies.  [Run a User Details report](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-user-details-report) to identify your unmanaged users. ## Differences Between External and Managed Users With Box, you can invite collaborators from outside your company into folders you own. These users, known as External Users, can be given the same permission levels and have access to the same Box features as your Managed Users. Here is a quick overview on the differences between managed and external user abilities: | | | | | - | - | - | | | **Managed Users** | **External Users** | | **Enterprise collaborator roles and access levels** | X | X | | **Social workflow tools** | X | X | | **Ability to sync to desktop** | X | X | | **Access to Box app store** | X | X | | **Access to Box for mobile** | X | X | If you invite a consultant or temporary contractor into one of your Box folders, they will have the same types of permissions and features you normally grant your Managed Users. However, the following differences between Managed and External Users apply for administrative control: | | | | | - | - | - | | | **Managed Users** | **External Users** | | **Admin can create the user** | Yes | No | | **Users can be placed in user groups** | Yes | No | | **Users can be deleted and their content automatically transferred** | Yes | No | | **Admin can instant log-in to user account** | Yes | No | | **Admin can enforce device pinning policies** | Yes | No | | **Activity appears in Admin Console usage reports** | Yes | Yes | | **Subject to the exact configuration of password requirements (numbers, letters, etc.)** | Yes | No | | **Subject to strong password requirements** | Yes | Yes | | **Subject to SSO requirements** | Yes | No | You can grant or revoke external users’ access to your content at any time. Their actions will show up in any reports you run. However, because they are not part of your company’s Box account, you don’t have direct control over the content they own or their Box account settings. When you open an external user’s profile, you will see the following: ![external-user-folder-collaborations-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/external-user-folder-collaborations.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=4c67569d648f7d07cb093266e3dac91e) As an administrator, you can bring in External Users as collaborators, give them various levels of access to your content, and track their usage with reporting tools. However, you do not have the granular level of control over their Box accounts you get with managed users. > [!TIP] > > Employees and close partners should be managed users, as they require a greater amount of control and oversight. When a user from another company invites one of your managed users into a folder they own, you cannot see the external user’s content if you log in to your managed user’s account. The same holds true for your content: If you invite someone from another company into one of your folders as an external user, that person’s admin will not have access to your content. # Deleting an External User Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/external-users/deleting-an-external-user Deleting an external user removes all collaborations to which the user has been invited. 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **External Users**. 4. Hover over the name of the external user and select the **More Options** (![more-options-button](/images/box-admin-tools/more-options-button-2.png)) button. 5. Select **Delete User**. 6. In the confirmation dialog box, select **Delete**. # Inviting External Users to Become Managed Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/external-users/inviting-external-users-to-become-managed-users You can invite a single external user to become a managed user within your organization or invite multiple external users to become managed users. > [!NOTE] > > * An external user who is currently part of another Business or Enterprise account cannot be made a managed user in your organization and the option to make that user a managed user will not be available when converting a single external user. When converting unmanaged users, a message will indicate which external users cannot be converted. > * Restrictions set by external folder owners, for example in the [domain allowlist](/en/box-admin-tools/how-to-guides-for-admins/limit-collaboration-to-allowlisted-domains), can trigger the removal of collaborations when a user is converted to a managed account. **To invite a single external user to become a managed user** 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **External Users**. 4. Hover over the name of the external user and select the **More Options** (![More Options button](/images/shared/button-3-dots2.png)) button. 5. Select **Make Managed User**. 6. In the confirmation dialog box, select **Confirm**. An invitation to join your Box organization is sent to the email address of the external user. Once the invitation is accepted, you will see the user in your managed user list. **To invite multiple external users to become managed users** 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **External Users**. 4. Hover over the name of each external user you want to convert to a managed user and select their check box. 5. Select **Make Managed User**. 6. In the confirmation dialog box, select **Confirm**. Invitations to join your Box organization will be sent to the email addresses of the external users. Once an invitation is accepted, you will see that user in your managed user list. > [!NOTE] > > Invitations to convert an external user to a managed user expire in the time period set in [Admin Console > Enterprise Settings > User Settings > Expire Join Invites](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab#expire-join-invites). # Managing Folders That Have Been Shared With an External User Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/external-users/managing-folders-that-have-been-shared-with-an-external-user 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **External Users**. 4. Double-click an external user name. 5. Select the down arrow in the header of the Folder Collaborations section. 6. Select **Edit**. 7. You can: * Change the collaborator access level for any folder the external user is collaborated into: In the Access Level column, select an access level from the drop-down list of a folder. * Add existing folders to collaborate the external user into: Select **Select Folders**, then select one or more folders and select **Save**. * Create a new folder to collaborate the external user into: Select **New Folder**, then enter a folder name, select a [collaborator permission](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels), and select **Save**. * Remove collaboration access from folders: Select the check box for one or more folders, select **Remove Access**, and then select **Delete** in the confirmation dialog box. 8. Select **Save**. > [!NOTE] > > If you are a Co-Admin, you only have access to folders you own or collaborate on, and you might not see all of the managed/external user folders under Folder Collaborations in the Admin Console. Contact your admin for more information. # View Details of an External User Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/external-users/view-details-of-an-external-user 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **External Users**. 4. Double-click an external user name. # Adding Folders to Groups Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/groups/adding-folders-to-groups Folders in groups allow you to share folders and assign permissions for those folders with all members of a group. > [!NOTE] > > **Prerequisite** > > You must be: > > * An Admin > * A Co-admin with the *Manage groups* permission enabled > > to add folders to groups and assign permissions to folders in groups. 1. Go to **Admin Console > Users & Groups**. 2. Click the **Groups** tab. 3. Click the name of a group. 4. In the Shared Folders section, click **Edit**. 5. Click **Share Folders**. 6. Search for folders you want to include or navigate to the folders or subfolders to the folders you want to include. 7. For each folder in the list you want to add to the group, click **Select**. You can select multiple folders at the same folder level, but if you click into a new folder, any previous selections will be removed. To select folders at different levels to be included in the group, click **Done** when you have selected all the folders you want at one level, then click **Share Folders** again to navigate to or find more folders to add. 8. Click **Done**. 9. For each folder, select the [collaborator permissions](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) that all group members will have on the folder. 10. Click **Save**. > [!NOTE] > > The permission level you assign to a folder cannot exceed the permission level that the group already has on that folder as a direct collaborator. > > For example, if a group is already a *Viewer* on a folder, you cannot use group settings to upgrade its permission to *Editor*. To raise the group's permission level, go directly to that folder's [Manage Collaborators](/en/box-admin-tools/managing-content/content-manager/managing-collaborators-of-a-users-files-and-folders) page and change it there. # Adding Users to Groups Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/groups/adding-users-to-groups ## **Permissions** To add Managed Users to groups, you must be: * An Admin * A Co-Admin with the *Manage groups* permission enabled * A Group Admin Only an Admin or Co-Admin can add App Users to groups. Only an Admin can add Service Accounts to groups. ## **Adding users to groups** 1. Go to **Admin Console > Users & Groups**. 2. Click the **Groups** tab. 3. Click the name of a group. 4. In the Members section, click **Edit**. 5. Click **Add Members**. 6. Enter the names of one or more managed users in your organization. 7. (Optional) Select **Set as Group Admin** if you want all of the added users to also be group admins. 8. Click **Add**. 9. Click **Save**. # Creating and Managing Groups Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups With Groups, Enterprise admins have the ability to add multiple users to folders and assign access permissions quickly and easily. When implemented effectively, groups streamline deployment and make long-term user management much simpler. > [!NOTE] > > Only users within your organization (managed users) can be added to Groups. You cannot add external users to your managed Groups. **To create a group:** 1. Go to **Admin Console > Users & Groups**. 2. Click the **Groups** tab. 3. Click **Create**. 4. Enter a unique Name and an optional description. (While the Description field is optional, it is a good practice to enter a useful description, such as the purpose of the group and a summary of its membership and what content it shares.) 5. Select the Permission Setting for the group, which defines who can invite this group to folders and view the members of the group, from: 1. Company - anyone in your company 2. Group Members - group members only 3. Admins Only - Admins can only add or remove users within the Admin Console for this group. This choice does not allow members of the group to view the other members of the group, invite the entire group to folders, or to assign a task to other members. 6. Click **Next**. 7. Optionally [add managed users to the group](/en/box-admin-tools/managing-box-users-and-admins/groups/adding-users-to-groups). 8. If you added users, optionally change the Permissions of the users you added. (If you did not define the users you added as group admins in the Add Members dialog box, you can do that now for any of the group members, or if a user was made a group admin and you do not want them in that role, you can make them just a group member.) 9. Click **Next**. 10. Optionally [add shared folders to the group](/en/box-admin-tools/managing-box-users-and-admins/groups/adding-folders-to-groups). 11. Click **Done**. **To edit or delete an existing Group** 1. Click **Done**. 2. Navigate to the **Groups** tab (see above for instructions) 3. Click on an existing group's name. 4. On this page, you will see an overview of the group's details. You can edit the group by clicking any of the **Edit** buttons located on the page. You can also delete the group by clicking **Delete Group** in the upper right corner. ## Best practices for Group management Before creating your groups, it’s a good idea to consider both your company’s structure and the structure of your folders in Box. ### Groups should fit your company Because your organization is probably broken down into departments, project teams or other sub-units, you might need to grant different teams different levels of access – to different content. Groups make this division of labor easy to replicate in Box, and also give you the opportunity to create new teams along new lines. ### Groups should fit your folder structure Because you’ll be assigning folders to groups – and by extension, to multiple users – it helps to have a folder structure that makes sense. If you’ve set up your folders by department or project, then do the same with groups. This will make it easier to manage them, saving you time in the long run. ### File access from multiple groups It's not uncommon for two or more groups to have access to the same folder, with each group assigned a different permission level. In this case, anyone who belongs to both groups can access that folder at the higher permission level. For example: * There's a "Projects" group whose members have editor access to the project invoices folder * There's a "Project Admin" group whose members have co-owner access to the project invoices folder * Juan is a member of both groups. As a result, Juan has co-owner access to the project invoices folder. # Designating Group Admins Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/groups/designating-group-admins The Groups tool enables you to scale your account by granting blanket permission to a sub-set of your users. You can decide to designate key people to be **group admins** to help you manage and monitor these clusters of users. A good group admin candidate is someone who needs oversight into a subset of users without needing to make changes to the account as a whole. Potential group admins are: * Department Heads * Team Leads/Project Managers * HR Personnel * Regional Leads For example, if you have a group called “Marketing,” the head of the department would be a good choice for a group admin so they could manage the group’s folder access and monitor their activity. > [!NOTE] > > A user cannot be both a group admin *and* the main admin or co-admin of your Box account. If a group admin is elevated to the main admin/co-admin, they will lose the status of group admin. Designate a user as a group admin if they need to manage only a subset of your users. ## Group admin permissions By default, group admins have all of the below permissions enabled. Each of these can be individually toggled by selecting **Set Permissions**, as detailed in Customizing group admin permissions.
**Permission Type** **Permissions Given**
General group admin permissions
  • Access only the **Groups** page within the **Users & Groups** tab.
  • Add and remove folders for the group.
  • Change folder permissions for the group.
Create new user accounts
  • Access only the **Managed Users** page in the **Users & Groups** tab.
  • In the **Managed Users** tab, see only managed users who are members of the group.
  • Add new managed users to the enterprise.
  • Cannot edit user details for managed users.
  • Cannot enable co-admin permissions.
  • Cannot delete users.
Manage group member accounts
  • Edit non-admin user accounts in the **Managed Users** tab, including user name, email, storage, and settings.
  • Cannot edit admin or co-admin permissions.
  • Cannot enable co-admin permissions.
  • Cannot delete users.
Run reports on group activity
  • Access the **Reports** tab.
  • Access User Activity, User Statistics, Folders and Files, Collaborations, Outbound Collaboration, User Details, Disposition.
  • Generate reports on activity for the group.
  • Generate reports on activity for individual members of the group.
  • Cannot access the Security Report.
Instant login to group member accounts
  • Instant-login to the accounts of non-admin group members.
## Appointing group admins 1. Go to **Admin Console > Users and Groups**. 2. Select the **Managed Users** tab. 3. Select the user name of the user you want to designate as a group admin. 4. In the Groups section, select **Edit**. 5. In the Access Level column, click the down arrow and select **Group Admin**. 6. Select **Save**. A group admin has a miniature version of the Admin Console that only affects the users inside their group. Log in as the primary admin to view and manage all the users in your enterprise. ## Customizing group admin permissions > [!NOTE] > > This feature is available only to Business Plus customers or above. 1. Go to **Admin Console > Users and Groups**. 2. Select the **Managed Users** tab. 3. Select the user name of the user you want to designate as a group admin. 4. In the Groups section, select **Edit**. 5. Click **Select Groups**. 6. Click the checkbox for the chosen group, then set the **Access Level** as **Member** (default) or **Group Admin**. * If **Group Admin** is selected, you can click **Set Permissions** to toggle each of the listed Group admin permissions on or off. By default, these are toggled on for group admins. 7. Select **Save**. # Inviting Groups To Folders Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/groups/inviting-groups-to-folders When the Invite Groups to folder feature is enabled, end users can invite a [group](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) (within an enterprise) to collaborate on a folder owned by the same enterprise, instead of inviting each member individually. The folder and the group **must** be part of the same enterprise. When you invite a group to collaborate, Box grants the group collaboration access. Group members do not receive emailed invitations to collaborate, nor notifications in the Box Notification Center. This feature is available only for Enterprise and Business accounts. The Invite Groups to folder setting does not supersede other [folder collaborations restrictions](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#collaborating-on-content). ## Prerequisites Before end users can invite groups, an admin must configure the following. The first two settings are enabled by default. 1. **Enable group invites for the enterprise.** In the Admin Console, go to **Enterprise Settings** > **Content & Sharing** > **Collaborating on Content** and select **Allow users to invite group collaborators to items**. This allows end users to invite groups from non-admin pages. ![Collaborating on Content settings in the Box Admin Console with the Enable Group Invites checkbox highlighted.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-admin-tools/enable-group-invites-enterprise-admin.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=fd513d732d24041108842926ac4e27c0) 2. **Allow the specific group to be invited.** Admins have granular control over who can invite individual groups into shared folders. To allow end users to invite a particular group, go to **Users and Groups > Groups >** Select the group, click **Edit** in the **Group Details** section, and make sure **Company** is selected under **Permission Setting**. 3. **Enable Shared Contacts for the inviting user.** Go to **Users and Groups > Managed Users > Select a user > Role and Access permissions** section, and select the **View managed users when inviting collaborators** check box. This setting is enabled by default when a new user is created, but can be enabled or disabled per user. ![role\_and\_access\_permissions.png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/role-and-access-permissions.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=1cbc2b0ad28d9edb015cc1c8fb2b197a) ## Invite groups to a folder You must be an owner, co-owner, or editor of the folder to invite collaborators. 1. Hover on the folder you want to share, click **Share**. You can also right-click and select **Share**. 2. In the **Invite People** field, type the group name and see the auto-complete group list. 3. Select the group. 4. Click **Send**. > [!NOTE] > > * Auto-complete is designed for short search queries, so the group name search is limited to 100 characters. Entering more than 100 characters returns no results in the auto-complete list. To find a longer-named group, type only the first part of the name and select the group from the suggestions. > * To change a group's access level or remove a group after inviting it, see [Managing Collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators). > * If you transfer a group-collaborated folder outside the Enterprise, all group collaborations are removed. ## Other References * [Sharing and Collaboration - FAQ](https://support.box.com/hc/en-us/articles/360044196073) * [Admin Settings: Content & Sharing (Collaboration)](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) # Removing Folders From Groups Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/groups/removing-folders-from-groups **Prerequisite** > [!NOTE] > > You must be: > > * An Admin > * A Co-admin with the *Manage groups* permission enabled > > to remove folders from groups. 1. Go to **Admin Console > Users & Groups**. 2. Click the **Groups** tab. 3. Click the name of a group. 4. In the Shared Folders section, click **Edit**. 5. Hover the mouse pointer over a folder and click Remove (![remove-button-png](/images/box-admin-tools/remove-button.png)). 6. Click **Save**. # Removing Users From Groups Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/groups/removing-users-from-groups **Prerequisite** > [!NOTE] > > You must be: > > * An Admin > * A Co-admin with the *Manage groups* permission enabled > > to remove managed users from groups. 1. Go to **Admin Console > Users & Groups**. 2. Click the **Groups** tab. 3. Click the name of a group. 4. In the Members section, click **Edit**. 5. Hover the mouse pointer over a user and click Remove (![remove-button-png](/images/box-admin-tools/remove-button.png)). 6. Click **Save**. # About Managed Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users Managed users are Box accounts that you directly control through your Admin Console. As an Admin or Co-admin, you can edit, delete, enforce security settings, and run activity reports on these users. Any files these users upload into folders they own will count against your total storage allocation. More information on creating and editing Managed Users: * [How do I add new managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users)? * [How do I edit existing managed users?](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users) With managed users, an Admin or Co-admin can: * Specify their storage allocation * Place them in a group to manage their access permissions * Log in to their account to oversee activity (Business Plus and Enterprise accounts only) * Control which apps they can work with * Be notified if the user attempts to reset their password or accesses Box through an unauthorized browser (Enterprise accounts, or through SSO integration) * Temporarily suspend or completely revoke a user’s access if they ever leave the company, while preserving their content # Adding Managed Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users A "managed user" is a Box account that you directly control through your Admin Console. As an admin, you can add managed users; edit, delete, and enforce their security settings; and run activity reports on these users. Any files these users upload into folders they own will count against your total storage allocation. When you add a managed user, you also configure their access to Box. You can add a single managed user or multiple managed users, up to 1,000 at once. > [!NOTE] > > **Prerequisite** > > To add managed users, you must be: > > * An Admin > * A Co-Admin with the *Manage users* permission enabled > * A Group Admin **To add one or more managed users manually:** 1. Go to **Admin Console > Users and Groups**. 2. Click the **Managed Users** tab. 3. Click **Add Users** (![add-users-button](/images/box-admin-tools/add-users-button.png)) and then click **Add Users Manually.** 4. Enter the managed user's name and email address. The email address must use a top-level domain (TLD) registered with the Internet Assigned Numbers Authority (IANA), such as `.com` or `.org`. For the list of valid TLDs, see the [IANA Root Zone Database](https://www.iana.org/domains/root/db). 5. Optionally select Groups for the user to be a member of and Folders for the user to have access to. 6. Optionally hover over a user row and click the gear icon (![gear-icon-png](/images/box-admin-tools/gear-icon.png)) to configure other user settings for that new user or click ![3-dots-button](/images/box-admin-tools/3-dots-button.png) and then click **Select User Settings for All Rows** to configure other user settings for all new users. See the [Managed Users Tab](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#managed-users-tab) section of [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for details. 7. Optionally click **Add User** to add a row to the table. Then repeat steps 4 through 6 for each user. 8. Click **Save**. Once you create the user, you can additionally [configure the user account](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users). **To add multiple managed users:** 1. Go to **Admin Console > Users and Groups**. 2. Click the **Managed Users** tab. 3. Click **Add Users** (![add-users-button](/images/box-admin-tools/add-users-button.png)) and then click**Add Users with CSV.** 4. Click the Box CSV Template link to download a sample CSV (comma-separated values) file. 5. Open the downloaded file in your application of choice. (A spreadsheet program works best.) 6. Enter the names, email addresses, and other information of the users you want to add. See [Valid .CSV Values](#valid-csv-values) for details. 7. Save the file as a CSV file. (You may want to save it with a new filename.) 8. Drag the file to the shaded area in the dialog box or click the link to upload the file. 9. Optionally select Groups for the users to be a member of and Folders for the users to have access to. 10. Optionally hover over a user row and click the gear icon (![gear-icon-png](/images/box-admin-tools/gear-icon.png)) to configure other user settings for that new user or click ![3-dots-button](/images/box-admin-tools/3-dots-button.png) and then click **Select User Settings for All Rows** to configure other user settings for all new users. See the [Managed Users Tab](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#managed-users-tab) section of [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for details. 11. Click **Save**. Once you create the users, you can additionally [configure the user accounts](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users). ## Valid .CSV Values The .CSV file that you upload to add multiple managed users contains the following user data: * Name * Email * Storage * Shared Contacts * Sync * Restrict external collaboration * Device pinning * Language * Groups This section describes the valid values for each of these data types. **Name** Populates the Name field of the managed user. Limited to 100 ASCII characters or 50 double-byte characters. **Email** Populates the Email field of the managed user. Format must be \[login]@\[domain].\[tld] The \[tld] must be a top-level domain registered with the Internet Assigned Numbers Authority (IANA). For the list of valid top-level domains, see the [IANA Root Zone Database](https://www.iana.org/domains/root/db). **Storage** Populates the Storage Allocated field of the managed user. Values must be: * Any numerical value 0 or greater. Fractional values will be rounded up. Represents the amount of storage in GB (gigabytes) that the managed user is allocated. * The literal text `unlimited`, which selects the Unlimited check box in the Storage Allocated field. **Shared Contacts** Selects the value for the Shared Contacts toggle in the Role and Access Permissions section of a managed user. Valid values are: * no * yes > [!NOTE] > > The default value for new managed users is `yes`. **Sync** Selects the value for the Box Sync toggle in the Role and Access Permissions section of a managed user. Valid values are: * no * yes > [!NOTE] > > The default value for new managed users is `no`. **Restrict external collaboration** Selects the value for the Restrict External Collaboration toggle in the Role and Access Permissions section of a managed user. Valid values are: * no * yes > [!NOTE] > > The default value for new managed users is `no`. **Device pinning** Selects the value for the Device Pinning toggle in the Role and Access Permissions section of a managed user. Valid values are: * no * yes > [!NOTE] > > The default value for new managed users is `no`. **Language** Populates the Language field of the managed user. Valid values (with their meaning) are: * `bn-IN` (Bengali/বাংলা) * `da-DK` (Danish) * `de-DE` (German) * `en-AU` (English - Australia) * `en-CA` (English - Canada) * `en-GB` (English - Great Britain) * `en-US` (English - United States) * `es-419` (Spanish/Español - Latin America/Latinoamérica) * `es-ES` (Spanish/Español) * `fi-FI` (Finnish/Suomi) * `fr-CA` (French/Français - Canada) * `hi-IN` (Hindi/हिन्दी) * `it-IT` (Italian/Italiano) * `ja-JP` (Japanese/日本語) * `ko-KR` (Korean/한국어) * `nb-NO` (Norwegian/Norsk (Bokmål)) * `nl-NL` (Netherlands/Nederlands) * `pl-PL` (Polish/Polski) * `pt-BR` (Portuguese/Português) * `ru-RU` (Russian/Русский) * `sv-SE` (Swedish/Svenska) * `tr-TR` (Turkish/Türkçe) * `zh-CN` (Chinese-PRC/简体中文) * `zh-TW` (Chinese-Taiwan/繁體中文) **Groups** Populates the Groups section of the managed user. Enter one or more Group names separated by semicolons. > [!NOTE] > > Group names to be added in this method cannot contain a semicolon character. For any Group names that might contain a semicolon, add them manually after import by [editing the managed user account](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users). ## Troubleshooting Adding Multiple Managed Users If Box cannot process all of the rows of an uploaded .CSV file, you will see an error message in the Add Users dialog box along with indicators to identify which records had issues. Click **Download Report** to download a .CSV file that you can review and clean up and attempt to upload again. # Admin Transfer Protocol for Departed Admins Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/admin-transfer-protocol-for-departed-admins Organizations oftentimes have admins who set up their Box instance who later depart preventing an individual having admin control of the account. If your organization is setting up a ***new*** Box account, we recommend the following workflow to ease the transition of primary admin controls in the future: 1. Create an internal email such as \*\*\*@example.com 2. Assign admin ownership to this particular email 3. If controlling admins leave the organization, request a password reset link to this particular address (\*\*\*@example.com) and set a new password for the new controlling admin. If your admin has already departed, please follow one of the processes below: 1. Reach out to the previous Admin and ask if they can transfer Administrator permissions to another Box account following the [steps listed here](/en/box-admin-tools/managing-box-users-and-admins/managed-users/transferring-admin-privileges-to-another-user), or 2. [Open a ticket](https://support.box.com/hc/en-us/requests/new) with our Product Support team asking for an admin password reset link, being sure to include the following information in the request: 1. Email of the current admin, 2. Email of who the new admin will be, and 3. Answers to the following security questions: **For accounts paid by credit card:** 1. Full name of cardholder 2. Last four digits of card 3. Credit card type (Visa, Mastercard, American Express, etc.) 4. Credit card expiration date 5. Date and amount of last payment **For accounts paid by check or wire transfer:** 1. Invoice number of last payment 2. Date and amount of last payment 3. Check number, if paid by check Upon verification of this information, our Product Support team will be able to assist with the request. # Best Practice - Creating Your Admin Team Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/best-practice-creating-your-admin-team When it comes to administering Box, you don’t have to do it alone. Box offers a suite of administrator roles to help you monitor and manage your account. This guide will walk you through the various admin roles so you can make the choice that is right for your organization and ensure the long-term (and secure) success of your Box account. Before You Start Before you even start tapping people to be part of the admin team, you’ll want to take stock of your current solution and long range goals for Box. These factors will let you know the types of roles you’ll need to involve. Use the following questions as a guideline for your inventory: #### 1. What are we using Box for? Having a clear picture of your use case will let you know about the type of restrictions and boundaries you will need to put in place. This, in turn, will identify the roles you’ll need to support those processes. For example, if you plan on restricting the ability to create folders at the root level, you may want an admin to support the creation of new folders on behalf of users. Or, if you plan on creating accounts for your users rather than letting them sign up on their own, you will want some Co-Admins to help provision accounts. #### 2. Who administrated our previous solution? Think about your previous solution and the administrators. Would you like the same people to be administrators in your new solution? Also, think about what administrating that previous solution entailed. Do those same needs apply to Box, or will you need to reset expectations? This knowledge can also help you draw parallels in your new instance. #### 3. How involved do I want to be? Do you want to monitor everything, or would you just like to be kept informed? This question will help you define your admin role, and let you know which parts of the administration you would like to delegate. #### 4. Who are my key stakeholders? What is their security clearance? These questions will help you identify potential Co-Admins and Group Admins. ## Choosing Your Primary Admin Now that you have a clearer picture of your Box landscape and who might need to be involved, you can start assigning admin roles. First, you will need to identify the primary admin for your account. The responsibilities for the primary admin include: * Leading the admin team as a whole * Configuring the Box account and adjusting account settings as needs change * Logging into user accounts for auditing purposes * Creating users and assigning permissions to folders * Creating Groups * Running Reports as part of regular check-ins * Having the time and proper security clearance for managing the general user base The primary admin might be you, but it could also be a key stakeholder or IT manager who needs full control over the Box account and its administration. ## Choosing Your Co-Admins If you plan on having a large number of users in your account, or if you have other team members who need greater Box control and insight, you can assign Co-Admin roles. Not all Co-Admins are created equal. As the primary admin, you can assign admin privileges a la carte to match the role the person will have in the administration of your account. See [Co-admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) for information about all of the permissions you can assign to Co-admins. ### Co-admin Personas To get you started, here are a few different co-admin types and their accompanying settings: * **Helpdesk Personnel** – This person needs to see account-wide settings, run reports on activities for investigative purposes, and have visibility into the user view. - View Enterprise Settings, Run and View Reports, and Instant Log-In * **Helpdesk Personnel + User Provisioning** - This co-admin would be able to create new accounts for you as well. - All of the above settings... and - Manage Users and Manage Groups * **Legal Team** – This person would need to have visibility into all activities and audit the account and users. - View Enterprise Settings, Run and View Reports, and Instant Log-In * **Business Analyst** – This person only needs visibility into account activity, but doesn’t need to make changes as a whole. - Run and View Reports Remember that you can adjust these access levels at any time. ## Choosing Your Group Admins The Groups tool allows you to scale your account by granting blanket permission to a sub-set of your users. You can decide to designate key people to be Group Admins to help you manage and monitor these clusters of users. To learn more about Groups, check out the Managing Groups Best Practice document at success.box.com. > [!NOTE] > > A Group Admin has a miniature version of the Admin Console that only affects the users inside their group.  Log in as the primary admin to view and manage all the users in your enterprise. Responsibilities of a Group Admin include: * Logging into group member accounts for auditing * Creating new user accounts in the group * Adding existing users to the group * Managing group member accounts * Creating folder access for the group * Reporting on group activity A good Group Admin candidate is someone who needs oversight into a subset of users without needing to make changes to the account as a whole. Potential Group Admins are: * Department Heads * Team Leads/Project Managers * HR Personnel * Regional Leads Depending on your use case for Box and account size, you may not need to use all of these admin roles - you may also find that you need to add new administrators as your account grows. The most important thing to ask yourself is “Will making this person an administrator help us accomplish our business objectives?” – the answer will let you know if they should be part of your admin team. # Changing Co-Admin Permissions Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/changing-co-admin-permissions Co-admins are allowed only the specific admin-level permissions defined by your organization administrator. 1. Go to **Admin Console > Users & Groups**. 2. Click the **Managed Users** tab. 3. Click the name of a managed user with the role of Co-admin. 4. Open the **Role and Access Permissions** section. 5. Click **Edit**. 6. Make any desired changes in the Co-admin Permission section. See [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for details about each permission. 7. Click **Save**. # Configuring and Editing Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users When you initially create a managed user account or when a user's access needs changes, administrators make those changes in the Admin Console. You can make changes to a single managed user or multiple managed users at once. > [!NOTE] > > **Prerequisite** > > You must be: > > * An Admin > * A Co-admin with the *Manage users* permission enabled > > to edit managed users. **To edit a managed user:** 1. Go to **Admin Console > Users and Groups**. 2. Click the **Managed Users** tab. 3. Click the user name. 4. Make any desired changes. See the [Managed Users Tab](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#managed-users-tab) section of [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for details. Click Edit (![button-edit-png](/images/box-admin-tools/button-edit.png)) in each section to make changes to the user account. (If the section is collapsed, hover over the section header or click ![arrowhead-down-png](/images/box-admin-tools/arrowhead-down.png) to expand the section and see the Edit button.) 5. Click **Save**. > [!NOTE] > > As a co-admin, you only have access to folders you own or collaborate on, and you might not see all of the managed/external user folders under Folder Collaborations in the Admin console. Contact your admin for more information. The Admin Console's Bulk Edit feature enables you to make changes to multiple managed user accounts at once by downloading a spreadsheet containing all users in your account, making changes to the data in the spreadsheet, and then uploading the spreadsheet with the changes. > [!NOTE] > > The only information about managed users that you can edit with this method is: > > * Name > * Group membership > * Storage amount > * External collaboration restricted **To edit multiple managed users:** 1. Go to **Admin Console > Users and Groups**. 2. Click the **Managed Users** tab. 3. Click **Bulk Edit** (![bulk-edit-button-png](/images/box-admin-tools/bulk-edit-button.png)) and then click **Download Current Users**. 4. Open the spreadsheet file that was downloaded and make any desired changes to the account data in the file. * To give a user unlimited storage, set the value in the **Storage** column to **unlimited** or **-1**. * Only the attributes on the spreadsheet can be edited in bulk via this method. * Do not change the data in the Email column. Changing an email address results in the creation of a new user account with that email address. * See the [Managed Users Tab](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#managed-users-tab) section of [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for more information about user account settings. 5. Save your changes to the spreadsheet. 6. Click **Bulk Edit** (![bulk-edit-button-png](/images/box-admin-tools/bulk-edit-button.png)) and then click **Upload Updated Users**. 7. Select and upload the file from your computer. Any changes you made to users in the spreadsheet will now be applied to the users in Box. # Configuring User Tracking Codes Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-user-tracking-codes Tracking codes allow Admins to define up to 5 custom fields to managed user accounts. In these fields, Admins can add free-form values, often called tracking codes. To use tracking codes, [open a ticket with our Support team](https://support.box.com/hc/en-us/requests/new) to request that this feature is enabled. You can add, edit, and delete tracking code fields in the Admin Console. Co-Admins must have the *View settings and apps for your company* permission enabled to access tracking codes for other managed users. Tracking codes can be enabled by requesting the feature via a [support ticket](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=https://support.box.com/hc/en-us/articles/360043693474-Box-Product-Support). ## Adding a Tracking Code Field You can add up to 5 tracking codes. 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **User Settings** tab. 3. In the **User Tracking Codes** section, enter values in one or more *Tracking code #* fields. 4. Click **Save**. ## Editing a Tracking Code Field Editing a tracking code does not affect any values entered in that field for any users. 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **User Settings** tab. 3. In the **User Tracking Codes** section, edit the value in a *Tracking code #* field. 4. Click **Save**. ## Deleting a Tracking Code Field 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **User Settings** tab. 3. In the **User Tracking Codes** section, select the value in a *Tracking code #* field and press **Delete**. 4. Click **Save**. Once tracking code fields are established in the Admin console, you can add, edit, and delete tracking code values in managed user accounts. ## Adding a Tracking Code Value to a Managed User Account 1. Go to **Admin Console > Users & Groups**. 2. Click the **Managed Users** tab. 3. Click the name of a managed user. 4. In the User Details section, click **Edit**. 5. Enter a value in a tracking code field. The tracking code fields are the last fields in the User Details section. 6. Click **Save**. ## Editing a Tracking Code Value in a Managed User Account 1. Go to **Admin Console > Users & Groups**. 2. Click the **Managed Users** tab. 3. Click the name of a managed user. 4. In the User Details section, click **Edit**. 5. In a tracking code field (the tracking code fields are the last fields in the User Details section), make any desired changes to the field value. 6. Click **Save**. ## Deleting a Tracking Code Value in a Managed User Account 1. Go to **Admin Console > Users & Groups**. 2. Click the **Managed Users** tab. 3. Click the name of a managed user. 4. In the User Details section, click **Edit**. 5. In a tracking code field (the tracking code fields are the last fields in the User Details section), delete the value in the field. 6. Click **Save**. ## Reporting on Tracking Codes Reporting on tracking codes is available: * In the [User Details report](/en/box-admin-tools/reporting-and-insights/user-details-report) * Via API (application programming interface) and CLI (command line interface) as follows: * Using API: `Get user` with `fields=tracking_codes` * Using Box CLI: `> box users:get <user_id> --fields=tracking_codes` # Deleting managed users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/deleting-managed-users As the admin or co-admin, you may need to delete a managed user, specifically, the managed user account, in Box if they have left the company or no longer need access to your content. For more information about terminating employees, see [Best Practices for Terminating Employees](/en/box-admin-tools/how-to-guides-for-admins/best-practice-terminating-employees). > [!TIP] > > A less permanent action you can take is to lock a user out of Box and freeze their content by setting their **Status** to **Inactive** in their user profile or during the deletion process. However, if you have already made a user inactive, you will see the same view as the user, which will indicate that the account is inactive. At that point, to access the user's content, use the Content Manager. If the managed user you delete owns content or workflows, you either transfer or delete their content and workflows when you delete the user. However, if your organization has Box Governance enabled with an active or retired retention policy, or a legal hold that has not been fully released, the option to delete their content is not available and you **must** transfer their content. The policy or hold does not need to apply to that user's content. > [!NOTE] > > [Retiring a retention policy](/en/box-governance/retention/retiring-a-retention-policy) does not remove that policy from content it already applied to. Existing retained content continues to follow the policy. Only new content stops being brought under it. > > If you delete users with the Box API, the same restriction applies. For the error message and resolution, see [User cannot be deleted due to retention policies](https://support.box.com/hc/en-us/articles/33282413279635-API-Content-User-cannot-be-deleted-due-to-retention-policies-Please-transfer-user-content-first). > [!NOTE] > > **Co-admin prerequisites** > > * To delete a managed user, a co-admin must have the [*Manage users* permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) enabled. > * To delete another co-admin, a co-admin must first change that user's role to **Member**. > * If content or workflows owned by the managed user are not deleted, they must be transferred to the co-admin unless the co-admin has the [*Edit users' content* permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) enabled, which would allow the co-admin to transfer the deleted managed user's content to any managed user. **To delete a managed user:** 1. Go to **Admin Console > Users and Groups** 2. Select the **Managed Users** tab 3. Click the user name 4. Click **Delete User** 5. If the user owns content in Box: 1. Select from: * **Make user inactive**. This is selected as the default option, and restricts user access and preserves their content. Use this option when a legal hold is in place, or anticipated to be applied to the user. By default, the inactive user's content is blocked from collaborators, but you can select **Keep this user's content available to existing collaborators** so that shared workflows continue. This affects content availability only and does not change any collaborator's existing permission level. See [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#status) for details. * **Transfer content and workflows to another user**, and then enter the name or email address of another managed user in your organization that the deleted user's content will be transferred to. Content left in the user's trash will also be transferred. * **Delete user and their content** to delete the managed user's content and workflows. (This option is not available if your organization has Box Governance enabled with an active or retired retention policy, or a legal hold that has not been fully released, or if the user owns only workflows.) 2. Click **Continue** 6. Decide whether you want to notify the involved users. (You can choose to notify the deleted user at the email address in their managed user account, and also the user that content and workflows are being transferred to.) * The date the user was last active and the total number of collaborations they have been involved with, will display. 7. Click **Delete User** 8. If you use Box zones and you are transferring content that will be moved to a different zone, click **Continue** in the Confirm Data Residency Migration dialog box #### Account results * Deleting a user's account does not change the number of paid seat licenses in your organization. For more information on adjusting the number of purchased licenses, see [Decreasing Seats From Your Subscription](https://support.box.com/hc/en-us/articles/360044193073). * Once deleted from Box, the person's name is removed and replaced with **Prior Collaborator** or **Anonymous User** across the user interface. This includes: * Uploader in File Properties * Comments for File Activity * Access Stats under File Details * Tasks created by the deleted user are no longer displayed in the File Activity pane. * User Activity for deleted user accounts remains reportable via the Admin Console report, under Reports #### Content transfer results If you transferred content: * When the transfer completes, the deleted user's content displays in the recipient's root level under a folder titled \[Deleted User's Email] - \[Deleted User's Name]'s Files and Folders. * If you delete a user that only has workflows, then the workflows are transferred to you. * Files owned by the user are inaccessible while they are being transferred. This also means that during the move, any shared content owned by the user is inaccessible to all collaborators. * Existing collaborations at the individual file-level are not transferred during the process. All existing collaborations at the folder-level are not affected. * The process of transferring content can take some time to complete, depending on the amount of content your user owns. The more content they own, the longer it takes to complete. If after you start the process there is no error, but some of the content does not immediately display in the new location, please wait up to a day before you contact support. If the process does not complete, we suggest first trying to transfer some of the largest folders individually. To do this, [follow these steps](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators#transferring-folder-ownership). If you continue to get an error, [file a support request.](https://support.box.com/hc/en-us/requests/new) * Box does not perform transfers as one single action. Instead, Box chunks a transfer into smaller pieces and then schedules each piece of work separately. As a result, portions of the folder tree display gradually at the destination, until the entire transfer completes. If a deleted user has a large amount of content to transfer, we recommend performing the transfer after business hours. If you have any questions, [submit a support case to our Product Support team.](https://support.box.com/hc/en-us/requests/new) # Granting And Modifying Co-Admin Permissions Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions Although a Business or Enterprise account can have only one Primary Admin, you may delegate many administrative duties by assigning Co-Admin privileges to additional users. Co-Admins can access the Admin Console and perform most of the same tasks available to the Primary Admin. For details on available Co-Admin capabilities, please refer to our [Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) community article. FAQs about administrator types and permission scopes can be found in [Understanding Administrator and Co-Administrator Permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/understanding-administrator-and-co-administrator-permissions). > [!NOTE] > > Business Plus and Enterprise plans allow you to assign specific Co-Admin permissions on a per-user basis. Standard Business plans can only designate users as Co-Admins without granular permission selection. **Co-Admin Requirements** * To grant Co-Admin privileges, the user’s account must use an email address on a domain that has been verified by your enterprise. * If you need to grant Co-Admin access to a user whose domain cannot be verified, contact our Product Support team for assistance. #### To grant a user Co-Admin permissions: 1. Go to **Admin Console** > **Users & Groups**. 2. Click the **Managed Users** tab. 3. Click the name of a managed user with a Role of **Member**. 4. Hover over the **Role and Access Permissions** section and click **Edit** (![Edit button](/images/box-admin-tools/edit-button.png)). 5. In the **Role** drop-down list, select **Co-Admin**. 6. Select which Co-Admin permissions you want the user to have. For example: ![admin-console-permissions.png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/admin-console-permissions.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=0cec6ee366e7ae24bb9c0dd897595e2e) To determine if your admin needs other permissions, review the complete [Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) list. 7. Click **Save**. > [!NOTE] > > A user cannot be both a Co-Admin and a Group Admin. When you make a user a Co-Admin, they become just members of any group that they are in where they were group admin. #### To modify Co-Admin permissions: 1. Go to **Admin Console > Users & Groups**. 2. Click the **Managed Users** tab. 3. Click the name of a managed user with a Role of *Co-Admin*. 4. Hover over the Role and Access Permissions section and click **Edit** (![Edit button](/images/box-admin-tools/edit-button.png)). 5. Select which permissions you want the Co-Admin to have and clear the permissions you do not want the Co-Admin to have. See [Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) for details about each permission. 6. Click **Save**. > [!NOTE] > > As a Co-Admin, you only have access to folders you own or collaborate on, and you might not see all of the managed/external user folders under **Folder Collaborations** in the Admin Console. Contact your admin for more information. # Managed User Roles Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/managed-user-roles User roles define what managed users can do in Box. Any of the following roles can be assigned to a managed user: * Admin * Co-admin * Group admin * Member ### Admin Role The Admin role has the highest level of authority and access within your enterprise. Only one managed user can be assigned the Admin role, although one or more managed users can be assigned co-admin roles. Admins can: * Access the entire Box Admin Console (Business Plans and above) * Assign Co-admins, group admins and define Co-admin access permissions * Log in to any user’s account (Business Plus and above plans only) * Configure account-wide settings for sharing, apps, notifications, security and more * Run reports to monitor account activity * Run reports to audit changes in security settings (Enterprise only) As the Box Admin, you can [change the Admin role to another managed user account](/en/box-admin-tools/managing-box-users-and-admins/managed-users/transferring-admin-privileges-to-another-user). ### Co-admin Role If your Box organization is large, you may want to share administrator duties with one or more co-admins. Co-admins have the same access as the Admin, except they * Cannot make changes to the Admin’s own permissions * Do not have access to billing information * Cannot log in to the Admin’s (or another co-admin’s) account * Do not have access to the **Silent Mode** tool * Cannot edit the primary admin's settings or reset the primary admin's password * Cannot invite collaborators into folders (if **Restrict Invites** is selected with the Enterprise Settings) You can otherwise customize access for Co-admins. See the [Co-admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) section in [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for details about each permission you can assign. ### Group Admin Role This is a good role to assign if there’s someone on your team who needs to manage only a subset of your users. Group Admins can: * Pull reports on usage, file and user statistics on their specific group * Add managed users into the account under their specific group * Manage the members and folder permissions in their specific group ### Member Role These users don’t get any of the permissions above, but they do have the ability to take actions that you specifically allow, depending on your account-wide settings. By default, regular users can also invite collaborators and groups to folders, although account permissions can be configured such that only folder owners and admins can send invitations to shared folders. Permissions for individual groups can be modified under the groups tab in the Admin Console as well. # Managing Notification Emails for Managed Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/managing-notification-emails-for-managed-users Box notifications enable managed users to efficiently stay up-to-date on the work they're involved in and on the work-related activity around them. By default, Box sends all notification emails to an account holder's primary Box email address. You can also enter a notification email address for a managed user account. ## Alternate Notification Email Alternate notification emails enable managed users to receive email notifications at a verified notification email address different from their primary Box email address. The notification email can be configured by: * Box admins, using the Admin Console. * Admin developers, using an API. * Individual Box account holders, using the Box Web app (if the admin has set up the enterprise setting to enable individuals to change their own emails). This feature is available for Starter plans and above. A notification email for an account allows you to: * Keep external managed users and admins of service accounts (such as [IT@company.com](mailto:IT@company.com)) informed. * Manage your external users in cases where you may have assigned a non-routable email address to every managed external user, which prevented those users from receiving Box notifications. You or the Box account holders in your organization can add a notification email that is regularly monitored for Box notifications. * Have service accounts that own content in your enterprise and still be informed about activity in those folders by adding the admin's or IT team's notification email to receive Box notifications. When a verified notification email is defined for a user account and **Allow all users to receive Box notifications at an alternate notification email address** is enabled: * All comments, collaborations, and account emails, including password reset emails, go to the notification email. * Notifications are no longer sent to the account's primary email address. * The notification email cannot be used to log in to Box. * The notification email does not have to be associated with any type of Box account holder (free or managed) or a domain managed by your organization. * The same notification email can be used in more than one managed user account. * Until the notification email is verified for a managed user account, notifications go to the primary email address of the account. * Notification preferences configured in an account's settings apply to both primary and notification email. * If the primary account email has one or more linked secondary email aliases (linked email addresses), the notifications for all secondary email aliases also go to the notification email address. **Configuration** * Admins can use the Admin Console to configure the notification email. * Admin/developers can use the API to configure the notification email. * Individual Box account holders can use the Box Web app to configure the notification email, as long as the admin has configured the enterprise to allow end users to change their own emails. ### Enterprise Admin Configuration In the Admin Console, navigate to **Enterprise Settings** > **Notifications** > **Email Notifications**. There are 2 relevant enterprise settings. Changes to these settings are logged in the [Security Logs report](/en/box-admin-tools/reporting-and-insights/security-logs-report). The setting **Allow all users to receive Box notifications at an alternate notification email address**: * Enables the alternate notification email feature for your enterprise. * If this setting is enabled, Box sends all notification emails to any verified alternate notification email address. * If this setting is disabled, Box sends all notification emails to the primary Box email address for managed users, even when a verified alternate notification email address is saved on the account. Saved alternate notification email addresses are not deleted. If you enable the setting, Box resumes sending notifications to those addresses. > [!WARNING] > > If this setting is disabled, users who do not monitor their primary Box email address do not receive Box notifications. Enable the setting if those users should continue to receive notifications at a verified alternate address. > [!TIP] > > Set up notification emails for your end users before turning this setting on. If the sub-setting **Allow all users to change their notification email** is turned on, the system displays a **Change Email** option for the notification email in people's **Account Settings** page in the Web app. ![test-png](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/test.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=b1714272181568d5c8042377ab364c63) **Recommended configurations** 1. To enable the alternate notification email feature for your enterprise, without allowing your end users to specify their own notification email address, select **Allow all users to receive Box notifications at an alternate notification email address**. Do this only if you prefer to configure this on behalf of your end users. This configuration is available under the **Users & Groups** tab. 2. To enable your end users to receive email notifications at an alternate email address, **and** you also want them to be able to specify their own notification email address, select **Allow all users to receive Box notifications at an alternate notification email address** and **Allow all users to change their notification email**. You can still configure this on behalf of your end users. This configuration is available under the **Users & Groups** tab. **To add a notification email for an existing managed user:** 1. From your Admin Console, navigate to **Users & Groups** 2. Find the managed user for whom you want to add a notification email. 3. Add an email address to the **Notification Email** field 4. Click **Save**. The system sends a verification email to the notification email, which the managed user must then confirm. When the user verifies the notification email, Box sends notifications to the notification email address if you have enabled the enterprise setting **Allow all users to receive Box notifications at an alternate notification email address**. **To remove a notification email for an existing managed user:** 1. From your Admin Console, navigate to **Users & Groups** and search for the managed user for whom you want to remove a notification email. 2. In the **Notification Email** text box, remove the email address and then click **Save**. **To configure a notification email for a brand new managed user or a managed user whose primary Box account** is not verified: You MUST verify the primary Box account before the notification email can receive Box notifications. The admin has the following options: 1. If the primary email address can receive emails, first have the end user verify their primary Box account by accepting the email invitation and setting up a password. After that, you can follow the same steps outlined above to set up the notification email. 2. If the primary email address for this user cannot receive emails, the admin can auto-verify the user's account. You **must** contact your Box Customer Success Manager (CSM) or [file a support ticket](http://support.box.com) to enable in your enterprise the ability for an admin to auto-verify a managed user's account. It is not enabled by default. After you verify the primary account, you can follow the same steps outlined above to set up the notification email. ### End User Configuration See [Changing Your Notification Email Address](/en/box-fundamentals/for-users/user-login-and-settings/changing-your-notification-email-address) and [Removing Your Notification Email Address](/en/box-fundamentals/for-users/user-login-and-settings/removing-your-notification-email-address). ### API Configuration Admins/co-admins can use the developer APIs to update someone's notification email regardless of the configuration in the **Enterprise Settings** tab. ## Reporting Two reports contain event data from notification email activity: * The [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report) audits the actions of users and admins with regard to editing a notification email. * The [Security Logs report](/en/box-admin-tools/reporting-and-insights/security-logs-report) audits the changes made to the alternate notification email enterprise settings. The User Activity report logs the following events, which are in the Users section of the report action types: * *Confirmed notification email* - logged after a user adds a notification email **and** verifies their notification email. (This event is not logged if a user or admin adds a notification email to an account but does not actually verify the notification email address.) * *Removed notification email* - logged when a user or admin removes a notification email from the account. The Security Logs report logs the following events, which are in the Notifications section of the report action types: * Enable Notification Email - logs all changes to the *Allow all users to receive Box notifications at an alternate notification email address* setting in **Admin Console > Enterprise Settings > Notifications > Email Notifications**. * Enable User Update Notification Email - logs all changes to the *Allow all users to change their notification email* setting in **Admin Console > Enterprise Settings > Notifications > Email Notifications**. # Recovering Deleted Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/recovering-deleted-users If you need to recover someone who has been deleted, for example, someone deleted from your enterprise by accident, use [Restore Recently Deleted Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/restoring-recently-deleted-users). If you cannot restore the user that way, [open a ticket with Box Product Support](https://support.box.com/hc/en-us/requests/new). Include the following information from the main admin account, or from the account of the co-admin *who performed* the deletion: 1. Name of the user 2. Email of the user 3. Date they were deleted When we receive this information, we can recover the account in question. > [!NOTE] > > * Whether collaborations are restored depends on how long ago the user was deleted. See [Restore Recently Deleted Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/restoring-recently-deleted-users). If you restore a user 15 to 30 days after deletion, collaboration permissions are not restored. This includes collaborations that other users had on items the user owned, and collaborations where the user was invited to items owned by others. Add the user back to folders they need access to, and add other people back to folders the restored user owned. Admins with reporting capabilities can run a report to see which folders the deleted person must be added back to, and what that person's previous permission level was. To do this, run a report for "remove collaborator" and then export the report. > * If someone is deleted with owned content, and the content was *not* transferred, collaborations on that folder are removed after 15 days. If you restore the user after those collaborations are removed, add people back to the folder. Owned content deleted 14 days ago or less can be restored with the account from the Admin Console. After that period ends, we cannot guarantee that the files or folders are recoverable. To preserve collaborations on owned content, transfer the folder before you delete the user. # Restore Recently Deleted Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/restoring-recently-deleted-users Admins and co-admins with the *Manage users* permission can restore users deleted within the last 30 days from the Admin Console. Restoring a user always reactivates the user account. Whether the user's content comes back depends on what happened to that content when the user was deleted, and how long ago the deletion occurred. There are two parts to a restore: * **Account restoration (always available within 30 days)**: The user account is reactivated for any user deleted within the last 30 days. After 30 days the user is permanently removed and can no longer be restored. * **Content restoration (depends on content availability)**: The **Deleted Users** list shows a **Content Availability** status for each user that determines whether the user's owned content can be recovered. The **Content Availability** status is one of the following: * **Content Available**: The user's owned content can be recovered. This applies when the content was deleted no more than 14 days ago and can be restored with the account, or when the content is still in the user's Trash. Content that is in Trash is not restored by this action, but after the account is restored the user can recover it themselves from Trash, subject to your enterprise's [Trash settings](/en/box-admin-tools/how-to-guides-for-admins/customize-trash-settings-for-your-enterprise). * **Content Unavailable**: The user's content cannot be recovered through this action. This applies when the user had no content, when collaborations and content have already been removed, or when the content was (or is being) transferred to another user during deletion. In these cases only the account is restored. ## Who can use this feature This feature is available to: * Admins and co-admins with the [*Manage users* permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) * Organizations on Business+ plans and above > [!NOTE] > > Only managed users can be restored. Restoration is not available for external users. Group admins cannot access restore functionality. ## Before you start Before restoring a user, go to **Admin Console > Users & Groups > Deleted Users**. Confirm the user was deleted within the last 30 days, then check the **Content Availability** column to understand what can be recovered: * **Content Available**: The account will be restored and the user's content can be recovered — either restored with the account, or recoverable by the user from Trash after restoration. * **Content Unavailable**: Only the account will be restored. This includes users whose content was transferred to another user during deletion, or whose content and collaborations have already been removed. ## Restore deleted users To restore users from the **Deleted Users** tab: 1. Go to the **Admin Console > Users & Groups > Deleted Users**. 2. Select the user(s) and click **Restore**. 3. In the confirmation window, review the restore details, including what data will be recovered. 4. (Optional) Keep **Notify user that their account access is restored** selected, or clear it if you do not want the user notified. 5. Click **Restore** to confirm. Once restored, users appear in the **Managed Users** tab. ## After restoration Restored users appear in the **Managed Users** tab. Unless your organization uses [single sign-on (SSO)](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization), restored users are required to reset their password the next time they sign in. ## What is restored ### Deleted 14 days ago or less (content was deleted) * The user account is reactivated. * Owned files and folders are restored. * Collaborations are restored, including: * Collaborations that other users have on items the restored user owned * Collaborations where the restored user was invited to items owned by others * Shared links are reinstated, where applicable. * Group memberships are restored. ### Deleted 15–30 days ago * The user account is reactivated. * Owned content is not restored by this action. However, if the content is still in the user's Trash, the restored user may be able to recover it from Trash, depending on your enterprise's Trash policy. * Collaborations are not restored. This includes collaborations that other users had on items the user owned, and collaborations where the user was invited to items owned by others. ### Content was transferred during deletion (within 30 days) * The user account is reactivated. * Transferred content remains with the designated recipient. * Content and collaborations are not restored. * If a transfer is still in progress, it cannot be stopped; only the account is restored. ## Common restore errors In some cases, a restore may fail due to conflicts with the user's account status. Common causes include: * The user's email address is already in use. * The user is already associated with another enterprise. If a restore fails, resolve the conflict and try again. # Transferring Admin Privileges to Another User Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/transferring-admin-privileges-to-another-user As the current Box admin of a Business or Enterprise account, you can change the Admin role to another managed user account. > [!NOTE] > > **Requirements** > > * This task can be performed only by the current Box Admin for your organization, logged in as the Box Admin. > * The current administrator's email domain, and the email domain of the managed user who will be assigned the Admin role, both need to be [verified domains](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment). > * If there are no verified domains, an error will display when trying to transfer admin privileges to another user. 1. While logged in as your organization's Box account Admin, go to **Admin Console > Users and Groups**. 2. Click the **Managed Users** tab. 3. Click your Admin account in the list of users (it will have the value *Admin* in the Role column). 4. In the Role and Access Permissions section, click **Edit**. 5. In the Role field, click the **Change Account Admin** link. 6. In the **Select Your Role** field, select a new role. You can either set yourself to be a Co-Admin, which will allow you to retain some administrative control of the account, or as a general user on the account, which will remove your access to the Admin Console. 7. In the **New Admin** field, enter the name of the managed user that will be the new Box account administrator. 8. Click **Save Changes**. 9. The existing administrator will receive an email notification to verify the change. The admin transfer will not occur until verified by the existing admin. > [!NOTE] > > * If your previous admin has left your organization and you do not have access to their Box account, you will need to submit a support ticket to first authorize your request. > * Please refer to [Admin Transfer Protocol for Departed Admins](/en/box-admin-tools/managing-box-users-and-admins/managed-users/admin-transfer-protocol-for-departed-admins) for more information. # Understanding administrator and co-administrator permissions Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/understanding-administrator-and-co-administrator-permissions ## Overview When you set up your new users from the Box Admin Console, you can easily define the permissions they receive by editing their user access permissions. You can also grant a user co-admin access, while restricting some of the associated permissions. For example, if you’d like to give one of your co-admins all the permissions associated with users’ files and folders, but restrict the ability to create new users or groups, you can simply remove those permissions from the specific co-admin’s profile. ## What are the different types of administrators? The three admin types are: * **Admin:** Admins can manage users and groups, view and edit all of their organization’s files and folders, log in to any user’s account within their organization, edit settings for their organization, and run or access reports. The Box admin is the principal account administrator. * **Co-admin:** Co-admins can perform most of the same duties as the organization’s admin, depending on the permissions enabled for the co-admin. However, a co-admin cannot make changes to the admin’s permissions. The default access levels for co-admins, which are set initially to include only the ability to manage users and groups, can be modified on a per-user basis. * **Group admin:** Group admins can add existing users to their groups, create new users that will be assigned to their groups, and assign folder access to their groups. They can also run reports for their groups. ## Can I modify administrator permissions? You can only modify co-admin permissions. See [Granting and Modifying Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions) for more information. ## Who can manage co-admins? Only an admin, or a co-admin with the required permissions (Users and Groups, Files and Folder, Reports and Settings), can grant co-admin permissions to another user or remove them. Co-admins with these permissions can edit permissions for other co-admins, but they cannot edit permissions for the admin. Co-admins cannot delete another co-admin's account directly. To delete a co-admin account as a co-admin, first change that user's role to **Member**, and then [delete the user](/en/box-admin-tools/managing-box-users-and-admins/managed-users/deleting-managed-users). ## Will existing co-admins lose any permissions if I don't change them? No. To modify a co-admin’s access, you will need to do so for each co-admin from that user’s settings in the Admin Console. See [Granting and Modifying Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions) for more information. ## What are the permissions for co-admins? The default permissions granted to new co-admins are the ability to manage users and groups. In addition, co-admins: * Can view details for other co-admins * Cannot view or edit main admin details To modify co-admin permissions, follow the steps listed in [Granting and Modifying Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions). [Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions "Follow link") has specific information about available permissions. ## How can I make someone a group admin? Any user within your organization can be a group admin for a group. Simply add the user to the group in the Admin Console and set the user’s Access Level for that group to Group Admin. # Using Instant Login for a Managed User's Account Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/managed-users/using-instant-login-for-a-managed-users-account If you're an admin of Business Plus or above accounts, you have the ability to log in as one of your managed users from the admin console. **To log in as one of your managed users:** 1. Log into Box, and in the left pane click **Admin Console**. 2. Click **Users & Groups**. 3. Click the user's name, then select **Log in to this account**. Instant Login is one of the most powerful tools at your disposal as an admin, enabling you to perform actions such as: * Restoring data that appears in a managed user's trash. * Changing the owner of one of your managed user's folders. * Checking the settings of a user -- for example, if they are not receiving email notifications. > [!NOTE] > > * All actions you make while logged in as a managed user are attributed to you in administrative reports. > * For security purposes, if a managed user is collaborating on content owned by an external user, an admin cannot use Instant Login or Content Manager to access this content. > * Relay Workflows owned by a user are not visible when you access the account with Instant Login. > * Co-admins cannot use Instant Login to log into the account of the primary admin or the accounts of other co-admins. # Assigning Zones through the Admin Console Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/assigning-zones-through-the-admin-console You can assign the people in your organization to any Zone your company has purchased. When you assign people to a Zone, their existing files migrate over, and any new files and folders they create within their own root folder are mapped to the assigned Zone. If they create a file within someone else's root folder, that file is mapped to the storage policy of the owner of the file. **To assign a Zone to a managed user:** 1. Edit a managed user, as in [Configuring and Editing Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users). 2. In the User Details section, select a zone in **Box Zone**. See [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for details. 3. Click **Save**. If you do not manually assign someone to a Zone, Box automatically assigns that person to your organization's default Zone. # Editing New User Default Settings Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/editing-new-user-default-settings Whenever there's a new Box account, Box automatically applies default usage settings to that account. You can edit those default settings to suit your organization. Changes to these settings do **not** apply to existing Box accounts. Any changes you make apply **only** to new accounts that are created subsequently. **To edit new user default settings:** 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **User Settings** tab. 3. In the **New User Defaults** section, edit the default settings. See [Enterprise Settings: User Settings Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab) for details about each setting. 4. Click **Save**. # Enabling and Disabling Access for Box Support Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/enabling-and-disabling-access-for-box-support To help you maintain your enterprise's security posture, Box enables you to control whether your account holders can grant access to Box Support for troubleshooting.  This feature is available for Business plan and above. By default, your account holders are allowed to grant access to Box Support for troubleshooting activities, as described [here](https://support.box.com/hc/en-us/articles/360043693474-Box-Product-Support).  So, if you wish to continue to allow access, you needn’t make any changes in your admin console.  When an account holder grants access, Box Support has access to the account for five days.  The account holder can revoke access at any time. When you prevent access, Box Support is unable to send requests to your account holders to access their accounts during troubleshooting activities. **To prevent account holders from granting access to Box Support for troubleshooting:** 1. In your admin console's left menu bar, click **Enterprise Settings**. 2. At the top of the Enterprise Settings page, click **User Settings**. 3. Scroll down to the **Diagnostic Settings** section. 4. Under **Box Support Access**, clear **Allow users to grant (limited) access for Box Support for Troubleshooting**.  When you later want to restore access, check this option. 5. At the top of window, click **Save**. # About User Management Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/index Box helps you manage and share your enterprise content as simply and effectively as possible while keeping that content secure. User management is your administrative tool to add, edit, and delete both internal (managed) users and external users in your account and is where you define when, where, and how users access your enterprise content. In Box, there are three types of users, also known as user accounts: * [Managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users) * [Unmanaged users](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/about-unmanaged-users) * [External users](/en/box-admin-tools/managing-box-users-and-admins/external-users/about-external-users) User management also includes user groups. Groups are collections of users and allow you to share folders and assign folder permissions to all members of a group at once. For more information about groups, see [Creating and Managing Groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). > [!NOTE] > > User accounts may be defined using different terminology in your service agreement with Box but the principles outlined in this article apply to all Box customers. The table below is an example of user categorization that has worked well for other Box Admins: | | | | - | - | | **Managed Users** | **External Users** | | Team members | Vendors | | Long-term contractors | Customers and clients | | Co-workers | SMEs or consultants | | Users that need to abide by your Box account’s security policies | Short-term partners | | Long-term partners | Bidders | # Restricting External Collaboration in Your Organization Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/restricting-external-collaboration-in-your-organization Administrators can restrict users in your organization from sharing folders externally, or outside of your organization. This control gives IT and admins powerful, granular control over what content is shared externally or kept within the company, providing additional security. When enabled for a user, the restriction is placed on all content owned by that user. However, it does not prohibit the user from inviting external collaborators to non-restricted folders owned by other users. As an admin, you can: * Restrict external collaboration for an individual managed user * Restrict external collaboration for multiple managed users * Restrict external collaboration for all newly created managed users **To restrict external collaboration for an individual managed user:** 1. Edit a managed user, as in [Configuring and Editing Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users). 2. In the Role and Access Permissions section, enable the **Restrict External Collaboration** setting. 3. Click **Save**. **To restrict external collaboration for multiple managed users:** 1. Edit multiple managed users, as in [Configuring and Editing Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users). 2. In the downloaded file, enter the value `enabled` in the row of each user for which you want external collaboration restricted. You can also enter `yes` to enable external collaboration restrictions (`disabled` and `no` disable external collaboration restrictions), the value is case-insensitive, but the field must not be left blank. **To restrict external collaboration for all newly created managed users:** 1. Edit new user default settings, as in [Editing New User Default Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/editing-new-user-default-settings). 2. In the New User Defaults Settings section, enable the **Restrict external collaboration** setting. 3. Click **Save**. ## What does the user see when an admin enables this setting? * When the restriction is enabled for a user, the folder properties for any folders they own have the **Restrict collaboration to within *\*** check box enabled, with no way for them to disable it. ![invitation-restrictions-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/invitation-restrictions.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=976d60ba106d26d2b4789cc2f35953e0) * If the user tries to add an external collaborator to a folder they own, an error message appears after they click Send with details about the external collaborator(s) that are restricted from being invited. ![invitation-restriction-error-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/invitation-restriction-error.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=12cd5898069bfe2d542885372c42bf13) ## External Collaboration Restriction Exceptions * Box Shield Smart Access policies allow administrators to define business justifications for exceptions to Smart Access policy collaboration restrictions. See [About Smart Access](/en/box-shield/shield-smart-access-policies/about-smart-access) for details. * When external collaboration restrictions are added to users, existing collaborations are not removed automatically. To remove existing external collaborators from restricted folders, go to **Admin Console > Enterprise Settings > Users & Groups > External Users**, and then edit the Folder Collaborations. See [Managing External Users](/en/box-admin-tools/managing-box-users-and-admins/external-users/best-practice-managing-external-users) for details. * While when external collaboration restrictions are enabled on users they can't use **Send Shared Link** to send these links to external users, a user with the restriction enabled will still be able to share content externally with open shared links. # Running the User Details Report Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-user-details-report Run a User Details report to view a range of data about every user in your organization (name, emails, groups, collaboration permissions, and so on).  This includes identifying whether and how many of the users in your organization are unmanaged. For information including all report data columns, see our [User Details Report](/en/box-admin-tools/reporting-and-insights/user-details-report) page. > [!NOTE] > > Only Admins and Co-admins can run a User Details report.  Group Admins cannot run this report. **To run the User Details report:** 1. Go to **Admin Console >** **Reports**. 2. Click **Create Report**. 3. Select the User Details report. 4. Click **Next**. See [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) for next steps. See the [User Details Report Filters](/en/box-admin-tools/reporting-and-insights/user-details-report#user-details-report-filters) section in [User Details Report](/en/box-admin-tools/reporting-and-insights/user-details-report) for more information.\ If the **User Type** box is displayed, in the **User Type** box click the down arrow and then click the group of users you wish to see.  (If the **User Type** box is not displayed, please contact Product Support.)  In the **User Type** box, choose from: * Managed (the default).  Admins and co-admins are labeled separately, but both are also managed users. * Unmanaged * All 5. Click **Run**. Box downloads the list you want in a .csv format, in your default **Reports** folder. * Unless you have designated a different folder, you can find the Box default **Reports** folder by navigating to **Files** > **Box Reports**. After you identify your unmanaged users, you can [convert them to managed users](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/converting-unmanaged-users-to-managed-users). > [!NOTE] > > You can also get a user report by navigating to **Users & Groups** > **Managed Users** tab and clicking **Export Users**.  However, we recommend generating this and all other reports from the Reports page (**Admin Console** > **Reports** > **Create Report**) as you can customize the report output there. # Running the User Engagement Report Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-user-engagement-report Run a User Engagement report to see an overview of your users’ storage consumption, file and folder count, and collaborations. It provides enterprise administrators with key metrics across several dimensions, including: * Content storage * User activity * File and user collaboration counts * Detected threats More information about included data points, filters, and how to schedule and subscribe users to the report is available in [User Engagement Report](/en/box-admin-tools/reporting-and-insights/user-engagement-report). **To run the User Engagement report:** 1. Go to **Admin Console > Reports**. 2. Click **Create Report**. 3. Select the **User Engagement** report. 4. Click **Next**. See [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) for more information. 5. Select the columns you want to appear in the report 6. Click **Run**. Box downloads the information in a .csv format, in your default **Reports** folder. You can also generate the User Engagement report by navigating to the **Users & Groups** > **Managed Users** tab, selecting **Download Report**, then **User Engagement**. We recommend generating the report from the **Reports** page, though, as you can customize the report output there. > [!NOTE] > > Only admins and co-admins can run a User Engagement report. Group admins cannot run this report. # Users & Groups Settings Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings 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**. ## 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](/en/box-admin-tools/managing-box-users-and-admins/managed-users/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](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-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 Inactive* - Opens the **Make User Inactive** dialog, which presents two checkboxes: **Keep this user's content available to existing collaborators**, and **Notify deactivated user**. The user will no longer be able to sign in. If you do not select **Keep this user's content available to existing collaborators**, any content they own becomes unavailable for collaboration until the account is reactivated. If you select it, collaborators retain their current permission levels (for example, viewer, editor, or co-owner). Select **Notify deactivated user** to notify the user at the email address in their managed user account, then click **Make Inactive**. * *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](/en/box-admin-tools/managing-box-users-and-admins/managed-users/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](#user-details) * [Role and Access Permissions](#role-and-access-permissions) * [Folder Collaborations](#folder-collaborations) * [Groups](#groups) * [Managed Devices](#managed-devices) ### User Details This section lists the settings in the User Details section of a managed user and describes each setting. (This section is named *User Account Details* in the legacy design.) #### Name Required. Typically the name of the person to whom the user account is assigned. The value in this field is used in reports and logging. Limited to 50 ASCII or double-byte characters. #### Email Required. The email address of the user. This email address is where notifications, password resets, and other Box communication will be sent, and should be within your organization's domain. #### Notification Email An additional email address where notifications for this account can also be sent. In **Admin Console > Enterprise Settings > Notifications > Email Notifications**, the *Allow all users to receive Box notifications at an alternate notification email address* setting determines whether Box sends notifications to this address. If the setting is disabled, Box sends all notification emails to the user's primary Box email address, even when a verified address is saved here. If the setting is enabled, the *Allow all users to change their notification email* setting determines whether users can change this email address in their own account settings. #### User Title The value that the user entered in the *Your Title* field of the Profile tab on their Account Settings page. The value is not editable by admins on the User Details page in the Admin Console. #### Password Does not reveal the value of the user account password. In this field, you can: * Click **Forgot password** to send a notification email to the user with a link to reset the account password. * Select the **Require a change of password on next login** check box to force the user to change their password the next time they attempt to log in to Box. * If [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) has been enabled in your organization in the Admin Console, the value here is *SSO enabled* and there is no password action you can take here. #### Time Zone Defines the time zone of where the user is located. Used to determine the correct date and time for user activities. The user can also change the value of this setting on their own Account Settings page. #### Language Defines the language the user will see in the Box user interface when signed in. #### Box Zone Available when [Box Multizones](/en/box-zones/complying-with-international-data-privacy-rules-multizones) are being used, defines the zone in which the user's content is stored. If you do not manually assign someone to a zone, Box automatically assigns that person to your enterprise's default zone. When you assign an existing user to a new zone, their existing files migrate to that zone and any new files and folders they create within their own root folder are mapped to the assigned zone. If they create a file within someone else's root folder, that file is mapped to the storage policy of the owner of the file. Make sure you [choose the correct SFTP endpoint for your region](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/choose-the-correct-sftp-endpoint-for-your-region). #### Storage Used/Allocated Indicates the amount of storage used (not available in the legacy design) and defines the total amount of storage, in gigabytes (GB), the user is allocated in your Box organization. Enter a number or select the Unlimited check box. "Unlimited" is defined as up to the amount your enterprise subscription level contains. #### Status Defines whether the user can currently work in your Box enterprise, and how. Click the **Status** value to open the drop-down and select from: * **Active**: User can log in to Box and use their account normally. * **Inactive**: User is prevented from logging in, and, by default, folders owned by this user are hidden from all collaborators. Inactive users still display as collaborators in other users' content (e.g. if the inactive user viewed another user's folder prior to being inactive, they are still displayed in the list of collaborators). * **Active View/Upload Only**: User can log in to Box but cannot edit or delete content. * **Active View Only**: User can log in to Box but cannot share, edit, or delete content. When a user's status is **Inactive**, the User Details page also displays a **Content available to collaborators** field that reads **Yes** or **No**, indicating whether the inactive user's content remains available to collaborators: * To change it, click **Edit**, then select or clear the **Keep this user's content available to existing collaborators** checkbox. This checkbox is available only while the user's status is **Inactive**. You can also set this option when you first make the user inactive, either by selecting the *Make Inactive* action, or during the [user deletion flow](/en/box-admin-tools/managing-box-users-and-admins/managed-users/deleting-managed-users). * When the checkbox is selected (**Content available to collaborators** reads **Yes**), collaborators retain their current permission levels (for example, viewer, editor, or co-owner). This affects content availability only; it does not change, grant, or revoke any collaborator's permissions. * The default for any newly inactive user is that content is blocked from collaborators (**Content available to collaborators** reads **No**). When you reactivate a user, this setting is reset; if you later make the user inactive again, you must select the checkbox again to keep their content available. #### Account Created Shows the date the user account was created. This value is system-generated and cannot be changed. #### Last Modified Shows the date that the last change was made to the user account. This value is system-generated and cannot be changed. ### Role and Access Permissions #### Role Defines the user account role. Select from: * *Member* - Allows access to Box with no administrative privileges. The member privileges include shared contacts, Box Sync, external collaboration, and device pinning. * *Co-admin* - Available only with Business Plus and any Enterprise-level tariffs, allows access to Box with both member and co-administrative privileges. Selecting this option adds a section where you select the [Co-admin permissions](#co-admin-permissions) for this user, including access to users and groups, reports and settings, policies, metadata, and more. * **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](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#verifying-an-unverified-domain) for information about how to verify a domain that you manage. #### Shared Contacts Allows this user to access all other managed users in their contacts list when inviting collaborators. External users will not be accessible unless already collaborating. If you clear this setting, the user will access only the people they are actively collaborating with and will need to manually fill the contacts list. #### Box Sync Enables the user to synchronize files between Box and their computer hard drive via [Box Sync](/en/box-sync/using-box-sync/about-box-sync). #### Restrict External Collaboration Restricts the user from creating external collaborations for folders they own. #### Device Pinning Enables the user to be exempt from the maximum number of devices synchronized with their Box account value set for your enterprise in Enterprise Settings > Device Pinning. #### Relay Access Enables the user to access the Relay page and create workflows on files or folders they own or co-own. #### 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](https://www.box.com/pricing). Additionally, the following restriction applies: * Cannot view or edit admin details ##### Users and Groups These options allow a co-admin to adjust user and group access to content as well as changing a user’s settings. The settings include: * **Manage users**: Add new users or edit existing user information and access levels. Selected by default. * **Manage groups**: Create new groups, assign group admins, or edit existing groups. Selected by default. ##### Content These options allow a co-admin to log into users’ accounts for auditing purposes. The settings include: * **Log in to users' accounts**: Log in to any managed user’s account. * **View Archives and users' content**: Access any managed user's files and folders, as well as Box Archive. * **Edit Archives and users' content**: Modify any managed user's files and folders, as well as Box Archive. * **Manage File Requests:** Allows access for the File Request Dashboard and to share, delete or deactivate the File Request from the dashboard. Box Archive is available only to Enterprise Advanced accounts and currently supports only Folder-based Legal Holds. > [!NOTE] > > Co-admin's content access permissions override the [platform apps](https://developer.box.com/guides/applications/) permissions, including the [Global Content Manager (GCM) scope](https://developer.box.com/guides/api-calls/permissions-and-errors/scopes/#global-content-manager-gcm). ##### Hubs These options allow a co-admin to take actions on Hubs for your company. The settings include: * **View Hubs for your company**: Read-only access to your organization’s Hubs. * **Manage, share, and delete Hubs for your company**: Modify your organization’s Hubs. Enabling this will automatically enable the **View Hubs for your company** setting. ##### Reports and Settings These options allow a co-admin to run reports and adjust the account as a whole. The settings include: * **View settings and integrations for your company**: Read-only access to your organization’s settings and applications. * **Edit settings and integrations for your company**: Modify your organization’s settings and applications. * **Run new reports and access existing reports**: Access existing reports and create new reports for your organization. This permission is required for a co-admin to: * View the [Reports](/en/box-admin-tools/reporting-and-insights/using-reports) page and configure and run reports from there. * View the [Insights](/en/box-admin-tools/reporting-and-insights/about-reporting-and-insights) page and configure any of the data tiles or run reports from any data tiles. * Run the Collaboration report that is required to [enable an information barrier](/en/box-shield/shield-information-barrier/enabling-an-information-barrier). ##### Policies These options allow a co-admin to see and interact with policies for your company. The settings include: * **View policies set up for your company**: Read-only access to existing policies for your organization. Select either **Legal Holds and Retention** or **Legal Holds only.** * **Create, edit, and delete policies for your company**: Create, modify, or delete your organization policies. Select either **Legal Holds and Retention** or **Legal Holds only.** ##### Automations/Relay These options allow a co-admin to work with automations for your company. The settings include: * **View automations/Relay workflows set up for your company**: Read-only access to existing automation processes for your organization. * **Create, edit, and delete automations/Relay workflows for your company**: Create, modify, or delete your organization's automation processes. ##### Metadata These options allow co-admins to create and edit metadata templates. The settings include: * **Create, edit, and delete metadata templates for your company**: Create and modify metadata templates used throughout your organization. ##### Shield These options allow co-admins to create and edit Shield security policies. The settings include: * **View Shield lists and alerts for your company**: Read-only access to Shield lists and alerts in your organization. * **Create, edit, and delete Shield configuration for your company**: Create, edit, and delete Shield detection rules, access policies, and information barriers in your organization. ##### GxP These options allow co-admins access to the GxP Dashboard. These options include: * **View GxP Dashboard**: View the GxP Dashboard, test results, and release notes. ##### Sign These options allow co-admins to edit Sign settings. These settings include: * **View and edit Sign permissions**: View and modify Sign permission settings used for your organization. * **View and edit Sign legal settings**: View and modify Sign legal settings used for your organization. ##### Shuttle This option allows co-admins to access Shuttle. * **Manage Shuttle**: Use Box Shuttle to analyze and migrate data. Co-admins with this option enabled can only access Box user accounts to list existing content and add new content using Box Shuttle. They cannot manage Box user accounts in any way. ##### AI Studio This option allows co-admins to access AI Studio. Only available for Enterprise Advanced accounts. * **Create, edit, and delete AI agents for your company**: Manage custom AI agents. Each agent can be configured with specific capabilities, access controls, and custom instructions. Learn more at [AI Studio agents](https://developer.box.com/guides/ai-studio/ai-studio-agents). ##### Developer Platform These options allow a co-admin to create and manage Sandboxes and browse Automation Templates. The settings include: * **Manage Sandboxes**: Gives access to the Sandboxes tab to create, edit, and delete Sandboxes. Selected by default. * **View Automation Templates**: Gives access to the Automation Templates tab to browse scripts that can be used in CLI. Selected by default. ### Folder Collaborations Lists the folders that the user has been invited to collaborate on. 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. ### 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](/en/box-admin-tools/managing-box-users-and-admins/groups/designating-group-admins) for more information on configuring group admins. > [!NOTE] > > If a user is made a Box admin or co-admin, they will lose group admin status of any groups that they are a member of. ### Managed Devices Lists which Box applications available within your company can be used by the user. This section was titled *Installed Applications* in the legacy design. ## External Users tab The External Users tab lists all unmanaged and external user accounts. [Unmanaged users](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/about-unmanaged-users) are collaborators that have accounts that use a managed domain but are not managed users. [External users](/en/box-admin-tools/managing-box-users-and-admins/external-users/about-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 you to view either all of your unmanaged users or all of your external users. In either list, you can: * View details of an [unmanaged](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/view-details-of-an-unmanaged-user) or [external](/en/box-admin-tools/managing-box-users-and-admins/external-users/view-details-of-an-external-user) user. * Delete an [unmanaged](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/deleting-an-unmanaged-user) or [external](/en/box-admin-tools/managing-box-users-and-admins/external-users/deleting-an-external-user) 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 user's avatar, name, email, and user ID. An unmanaged or external user details page has the following sections: * [User Details](#user-details-1) * [Folder Collaboration](#folder-collaborations-1) ### User Details The information in the User Details section of an unmanaged or external user is not editable and contains the following information: #### Name Typically the name of the person to whom the user account is assigned. The value in this field is used in reports and logging. The field may not have a value. #### Email The email address of the unmanaged or external user. This email address is where notifications and other Box communication will be sent. #### Organization For external users, if a member of another Box organization, displays that organization's name. ### Folder Collaborations Lists the folders that the unmanaged or external user has been invited to collaborate on. You can adjust the widths of the columns in this section to view any truncated content. ## Deleted Users tab The Deleted Users tab lists all managed user accounts that were deleted within the last 30 days. Admins and co-admins with the *Manage users* permission can restore users from this tab. For more information, see [Restore Recently Deleted Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/restoring-recently-deleted-users). The columns in the list include the following: * **Name** – The name of the deleted user. * **Email** – The email address of the deleted user. * **Deleted On** – The date the user was deleted. * **Deleted By** – The name of the admin or co-admin who deleted the user. * **Content Availability** – Whether the user's content can be recovered: * *Content Available* – The user's content can be recovered. * *Content Unavailable* – Only the user account can be restored. * **Actions** – Restore an eligible user, or permanently delete the user. Hover over a row to restore a user (where eligible) or to permanently delete the user by selecting the ***...*** icon. ## 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. ### 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. ### 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. ### Role and Access Permissions Displays the role and access permissions assigned to the App User. ### 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. ### 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. ### 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. ### Reporting App User data is included under managed users in the User Details Report. ## 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](#group-details) * [Members](#members) * [Folders](#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. ### Group Details This section lists the settings in the Group Details section of a group and describes each setting. #### Name Required. The name of the group. It must be unique. The value in this field is used in reports and logging. #### Description Optional additional information about the group. Use the Description field to summarize the purpose of the group, what users are in the group, and what the group has access to. #### Permission Setting Defines which users in your account can invite this group to share content and view the members of this group. Select from: * *Company* (default) - Anyone in your company can provide this group access to folders, view members in this group, and assign a task to members in this group. * *Group Members* - Only group members can provide this group access to folders, view other members, and assign a task to members in this group. * *Admins Only* - Only admins can invite this group to folders, view members in this group in the Admin Console, and assign a task to members in this group. ### 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](/en/box-admin-tools/managing-box-users-and-admins/groups/designating-group-admins) for more information on configuring group admins. ### 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](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) for details about each choice. # Viewing and Filtering User Lists Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/viewing-and-filtering-user-lists The Users & Groups section of the Admin Console contains Managed Users and External Users tabs where your users are listed. You can filter each list by several criteria. **To view and filter the Managed Users list:** 1. Go to **Admin Console > Users & Groups**. 2. Click the **Managed Users** tab. The default filter is All Users. 3. Click on the Name or Email column header to sort by either of those values. 4. Click **Filter Applied** (![Filter Applied button](/images/box-admin-tools/button_Filter_Applied.png)), and then select from: * All Users (default) - To see all of your managed users, including Admins and Co-admins. * Admins - To see all of your Admins and Co-admins. * Co-admins - To see only your Co-admins. * App Users - To see only your users who access Box through the API (application programming interface), such as from apps integrated with Box, and who are not managed users and do not have login credentials. * Exempt from Device Limits - To see only managed users who do not have the Device pinning setting enabled. **To view and filter the External Users list:** 1. Go to **Admin Console > Users & Groups**. 2. Click the **External Users** tab. * If you are an admin with the permission to manage users and want to see [**Unmanaged Users**](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/about-unmanaged-users), you can select the term from the **External Users** dropdown box. Note that unmanaged users who haven't collaborated on content are visible only on Enterprise and above plans, and only if you verified your domains using a DNS check or Box Product Support added them. 3. Click on the **Name** or **Email** column header to sort by either of those values. # About Unmanaged Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/about-unmanaged-users Unmanaged users are Box users who: * Have unlicensed and unpaid personal Box service accounts that are acquired independently of an Admin or Co-admin and that do not belong to your Box organization. * Possess email addresses from your domain or [verified domains](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#verifying-an-unverified-domain) (domains owned or controlled by your organization). As an Admin, you can: * [View details of an unmanaged user](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/view-details-of-an-unmanaged-user) * [Manage folders that have been shared with an unmanaged user](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/managing-folders-that-have-been-shared-with-an-unmanaged-user) * [Convert unmanaged users to managed users](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/converting-unmanaged-users-to-managed-users) * [Delete an unmanaged user](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/deleting-an-unmanaged-user) Box encourages you to convert unmanaged users to managed users and [enable auto enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#enabling-auto-enrollment-for-a-managed-domain) to gain visibility into their activity and avoid security and compliance risks. ## Identify unmanaged users The ability to identify unmanaged users is restricted to admin roles with the [permission to manage users](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions): 1. Navigate to the **Admin Console**. 2. Select **Users & Groups**. 3. Select the **External Users** tab. 4. Select **Unmanaged Users** from the first dropdown menu above the list of named external users. These users can be converted to managed users by following the process listed in [Converting Unmanaged Users to Managed Users](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/converting-unmanaged-users-to-managed-users). > [!NOTE] > > Uncollaborated unmanaged users (users who do not have access to your organization's content) are available only on Enterprise and above plans. You can see them only if you verified your domains using a DNS check, or if Box Product Support added them. Details of unmanaged users will display in the [external users tab](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#external-users-tab), including their name, email address, and invite status (if an invite has been sent by the admin). > [!NOTE] > > Unmanaged users are not controlled or monitored by your Admin, Co-Admin, or your organization's security policies, meaning that they represent a potential security and compliance risk. Box advises you to convert them to managed users as soon as you can. # Converting Unmanaged Users to Managed Users Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/converting-unmanaged-users-to-managed-users Unmanaged users have access to your organization's content, but they are not controlled or monitored by your Admin, Co-Admin, or your organization's security policies. As a result, they might pose a potential security and compliance risk. Box advises you to convert them to managed users as soon as you can. When you convert an unmanaged user to a managed user, they receive a notification about joining your organization 14 days before the conversion. If the user does not want to join your organization, they can change the primary email address for that account to a private one. If they do not perform any action, their account is automatically converted. Alternatively, if the unmanaged users that you want to convert to managed users have active email inboxes associated with their Box accounts, you can expedite their migration by sending them invitations to join your enterprise. This method provides immediate access to Box. When viewing the Unmanaged Users list, the Collaborations column indicates any access to your organization's content. > [!WARNING] > > When unmanaged users are converted to managed users, there is no interruption or change to their work, content, or Box experience. We recommend you send a note to your unmanaged users in advance, alerting them to expect the conversion notification. > [!NOTE] > > The Unmanaged Users list may not show all unmanaged users associated with your domain. Unmanaged users who do not have access to your organization's content are listed only on Enterprise and above plans, and only if your domain was verified using a DNS check or was added by Box Product Support. If your domain was registered through initial setup or is a legacy domain, these users are not displayed. > > Because the Admin Console does not indicate which verification method was used for your domain, you may not see expected users without a clear reason. If you believe unmanaged users are missing from the list, contact [Box Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=) to confirm your domain's verification method. If your domain is not yet verified through a DNS check, see [Domain Management, Verification, and Auto Enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment) for instructions on verifying your domain. ### Convert unmanaged users to managed users 1. Go to **Admin Console > Users & Groups**. 2. Select the **External Users** tab. 3. In the drop-down list, select **Unmanaged Users**. 4. Select the users to convert: * To convert a single user, hover over the name of that user and select **Make Managed User** (![Make Managed User](/images/box-admin-tools/make-managed-user.png)) at the end of the row. * To convert multiple users, select the rows for the users that you want to convert and select **Make Managed User** at the top of the list. 5. In the confirmation dialog box, select **Confirm**. 6. In the **Make Managed User** dialog box, select **Send**. A notification about joining your Box organization is sent to the email addresses of the unmanaged users. After 14 days, if a user does not change their email address to a private one, you will see that user in your managed user list. ### Invite unmanaged users using the email address associated with their Box account > [!WARNING] > > Use this method only if the user that you want to invite has access to their email inbox so they can accept the invitation. 1. [Add a managed user](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users) with the current email address of the unmanaged user that you want to invite. 2. When [an error message appears](https://support.box.com/hc/en-us/articles/360044195233) stating that the user failed to be added, ignore the error, and click **Save** again to send the invitation. When the user accepts the invitation, they become a managed user in your enterprise. # Deleting an Unmanaged User Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/deleting-an-unmanaged-user Deleting an unmanaged user removes all collaborations to which the user has been invited. 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **Unmanaged Users**. 4. Select the users to delete: * To delete a single user, hover over the name of the user and select **Delete User** (![delete-user](/images/box-admin-tools/delete-user.png)) at the end of the row. * To delete multiple users, select the rows for the users that you want to delete and select **Delete Users** (![delete-users](/images/box-admin-tools/delete-users.png)) at the top of the list. 5. In the confirmation dialog box, select **Delete**. # Managing Folders That Have Been Shared With an Unmanaged User Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/managing-folders-that-have-been-shared-with-an-unmanaged-user 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **Unmanaged Users**. 4. Double-click an unmanaged user name. 5. Select the down arrow in the header of the Folder Collaborations section. 6. Select **Edit**. 7. You can: * Change the collaborator access level for any folder the unmanaged user is collaborated into: In the Access Level column, select an access level from the drop-down list of a folder. * Add existing folders to collaborate the unmanaged user into: Select **Select Folders**, then select one or more folders and select **Save**. * Create a new folder to collaborate the unmanaged user into: Select **New Folder**, then enter a folder name, select a [collaborator permission](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels), and select **Save**. * Remove collaboration access from folders: Select the check box for one or more folders, select **Remove Access**, and then select **Delete** in the confirmation dialog box. 8. Select **Save**. > [!NOTE] > > If you are a Co-Admin, you only have access to folders you own or collaborate on, and you might not see all of the managed/unmanaged user folders under Folder Collaborations in the Admin Console. Contact your admin for more information. # View Details of an Unmanaged User Source: https://docs.box.com/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/view-details-of-an-unmanaged-user 1. Go to **Admin Console > Users & Groups**. 2. Select the **External User** tab. 3. In the drop-down list, select **Unmanaged Users**. 4. Double-click an unmanaged user name. # About Content Manager Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/about-content-manager Content Manager enables admins to find, view, access, and perform certain actions on content owned by your organization's [managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users). Content Manager is available in the Admin Console with Business Plus or higher plans. In Content Manager, you can: * View managed users and service accounts in the organization. * Browse a user's active content. * Preview a user’s active and trashed content. * [Search for files and folders](/en/box-admin-tools/managing-content/content-manager/searching-for-files-and-folders), including filtered search and searching by file ID or shared link. * Download single or multiple files and folders. * [Manage a user's files](/en/box-admin-tools/managing-content/content-manager/managing-a-users-files-and-folders), including restoring, trashing, downloading, sharing and managing collaborators. * [Manage files in a user's Trash](/en/box-admin-tools/managing-content/content-manager/managing-a-users-trashed-files), including downloading, and restoring files and folders. * [Manage file and folder collaboration](/en/box-admin-tools/managing-content/content-manager/managing-collaborators-of-a-users-files-and-folders) * [Create or remove shared links and change shared link settings](/en/box-admin-tools/managing-content/content-manager/managing-shared-links-of-a-users-files-and-folders) * [Archive files and folders](/en/box-archive/getting-started/introducing-box-archive), view and search Archives, and restore Archived content.  The Box Archive feature is available only to Enterprise Advanced accounts. > [!NOTE] > > * Download and Restore are not available for all files in a user's Trash. If either function is not available for a file, that icon will not appear when you hover on the file. > * If you try to restore a file to a location that no longer exists, such as when the original folder has been deleted, you will be asked to select a restoration folder location. > * For security purposes, if a managed user is collaborating on content owned by an external user, an admin cannot use [Instant Login](/en/box-admin-tools/managing-box-users-and-admins/managed-users/using-instant-login-for-a-managed-users-account) or Content Manager to access this content. # Managing a User's Files and Folders Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/managing-a-users-files-and-folders Content Manager enables Admins to access content owned by the organization's managed users, where Admins can preview, download, manage the collaboration of, and share a user's files. Admins can enforce file and folder restrictions through the use of [classification management](/en/box-admin-tools/managing-content/content-manager/classification-management). Admins and co-admins can add, edit, and remove classifications for files and folders. ## View a user's files and folders 1. Go to **Admin Console > Content**. 2. Select the **Content Manager** tab. 3. In the text field above the list of users, type the name or email address of the user. 4. Select the Expand control (![Expand](/images/box-admin-tools/expand.png)) next to a user's name. Admins can navigate the structure of the folders that the user owns or has access to under the user's name, or navigate the folders and view the files in the folders in the file list on the right. For files and folders in the list, Admins can: * Preview a file by selecting it. * View and edit [folder settings](#view-and-edit-folder-settings) by selecting the **...** icon then **Folder Settings**. * [View and manage permissions of file and folder collaborators](/en/box-admin-tools/managing-content/content-manager/managing-collaborators-of-a-users-files-and-folders) by hovering on the file or folder and selecting **Manage Collaborators** (![Manage Collaborators](/images/box-admin-tools/manage-collaborators.png)) or selecting the item on the list and selecting **Manage Collaborators** from the top action bar. * **Manage collaborators** action appears only for files and folders that have been shared. * Download a file or folder by hovering over the row and selecting **Download** (![Download](/images/box-admin-tools/download-2.png)). The limit for folders is 50 GB or 10,000 files, whichever is first. * Invite new collaborators, [send a shared link, create or remove a shared link for](/en/box-admin-tools/managing-content/content-manager/managing-shared-links-of-a-users-files-and-folders), and change shared links settings for files and folders by hovering on the file or folder and selecting **Share** (![Share](/images/box-admin-tools/share.png)), or by selecting the item on the list and selecting **Share** from the top action bar. * Trash a single file by hovering on the file and selecting Trash (under **More Options …**), or by selecting the item on the list and selecting **Trash** from the top action bar (under **More Options …**). * To trash files and folders in bulk, select the content then the **More Options...** button at the top of the page, then **Trash**. > [!NOTE] > > For security purposes, if a managed user is collaborating on content owned by an external user, an admin cannot use [Instant Login](/en/box-admin-tools/managing-box-users-and-admins/managed-users/using-instant-login-for-a-managed-users-account) or Content Manager to access this content. ## View and edit folder settings 1. Go to **Admin Console > Content**. 2. Select the **Content Manager** tab. 3. In the text field above the list of users, type the name or email address of the user. 4. Select the user and your desired folder, then select the **...** icon and **Folder Settings**. 5. The sections which can be edited are: * [General](#general) * [Collaboration](#collaboration) * [Email Options](#email-options) 6. Select **Save** once complete and the folder settings will update. ## General Additional information is also displayed, including the owner, size, and date created. ## Collaboration #### Invitation Restrictions * **Only Owners and Co-owners can send collaborator invites:** Set restrictions on who can send invitations. * **Restrict collaboration to within Box Corporate:** This setting is inherited from [enterprise settings](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab) so it may appear greyed out. * **Allow anyone who can access this folder from a shared link to join as a collaborator**: If enabled, any user who accesses this folder using a shared link will be able to join as a collaborator. Any permissions and restrictions placed on the shared link will still apply. Users can join with editor or viewer permissions. #### Commenting * **Disable commenting for this folder**: This also hides any comments that are currently in the folder. #### Shared Link Access * **Only collaborators can access this folder via shared links**: Set whether collaborators can access files and folders, only folders, or only files via shared links. #### Collaborators * **Hide collaborators and their activity from non-owners:** When enabled, only the folder owner and co-owners see who collaborators are and the actions they have taken. This removes the ability for non-owners to invite collaborators. ## Email Options #### Uploading * **Allow uploads to this folder via email**: Allows anyone with the relevant email address to upload to this folder. Note that not all email providers support encrypted transmissions, which can pose a security risk when uploading sensitive content. When enabled, you can restrict email uploads to collaborators only. * **Overwrite files with the same name when uploading by email or widget** #### Email and Notifications Select either: * **Use my default notification settings**, or * **Override default settings for this folder and all subfolders:** Notifications can be sent when someone previews, downloads, uploads, deletes, or adds a comment to content. When enabled, all email notifications for collaborators can be disabled. ## Log in as a user Admins and co-admins with [requisite permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) can log in as a user by: 1. Navigating to the **Admin Console**. 2. Selecting **Content**. 3. Selecting **Log in as User** from the top of the page. This enables you to view the account of the selected user, including all of their files and folders. ## Generate a Files and Folders Report for a user 1. Navigate to the **Admin Console**. 2. Select **Content**. 3. Select the user from the **Content** page. 4. Click **Create Report** at the top of the page. 5. A pop-up will display, confirming you want to generate a report with information about all of the selected user’s folders and files. Click **Create**. 6. Once complete, the report will be available in your **Reports** folder. ## Generate a Files and Folders Report for an active folder 1. Navigate to the **Admin Console**. 2. Select **Content**. 3. Select the user whose folder you want to create the report for. 4. Either: * Select the ... button when hovering over the relevant folder and click **Create Folder Report**, or * Select the ... button at the top of the page, then click **Create Folder Report** 5. A pop-up will display, confirming you want to generate a report with information about all of the folders and files in the selected folder. Click **Create**. 6. Once complete, the report will be available in your **Reports** folder. # Searching for Files and Folders Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/searching-for-files-and-folders Content Manager enables Admins to search for files and folders across their organization that are owned by the organization's managed users. Admins can narrow search results by using filters, and can also search by file ID and by shared link. ## Keyword search ### Supported Search Syntax #### **Boolean Terms** > [!WARNING] > > * All Boolean operators must be written in uppercase. > * Box does not support lower case (that is, "and", "or", and "not") or mixed case (that is, "And", "Or", and "Not") operators. > Boolean operators written in lower case for example, ‘or‘, or mixed upper/lower case for example, ‘aNd‘ will be treated as standard keyword. **OR**: “OR”; search for either part of the query, OR is a default operator and takes precedence over AND, for example, query= ‘a b’ → ‘a OR b’ ; query=’a AND b c’→ ‘a AND (b OR c)’. **AND**: “AND”, search for documents containing both keywords using AND operator. **NOT**: “NOT”, NOT takes precedence over OR and AND and excludes files containing specific keyword(s), for example, ‘apple AND NOT orange’, ‘apple NOT orange → ‘apple OR (NOT orange)‘‘; queries starting from NOT are not supported. #### **String Queries** **EXACT SEARCH**: “ ”, search for exactly specified sentence placing it between quotations for example, “apple juice“. **FIELD\_NAME**: “name:”, search specifically for file/folder names only using “name:” attribute for example, “name:apple“. **FIELD\_CONTENTS**: “contents:”, search specifically in files content only field using “contents:” attribute for example, “contents:apple“. #### **Nested Queries** **OPEN\_PAREN**: “(“ and CLOSE\_PAREN: “)”: build a nested query by including lower level conditions between “()“special characters for example, a OR (b AND c). **Punctuation and Special Characters** The Box search engine ignores the following punctuation and special characters: **!"#\$%&'()\*+,\\-./:;\<=>?@\[\\\\\\]^\_\`\{|}\~**. If punctuation characters are within a word, the search function divides the word around the punctuation characters and returns occurrences of the multiple resultant strings, along with a concatenated version of the word. Space will result in splitting keyword into two new ones for example, ‘app le’→ ‘app OR le‘. #### **Ignored characters** The following characters will be ignored: **'('** - opening parenthesis alone **')'** - closing parenthesis alone **'()'** - empty parentheses **'""'** - empty quotation **'keyword '** - whitespace at the end **' keyword'** - whitespace at the beginning **'field:'** - search for 'field' (other by name:, contents:) Examples of using ignored characters: ')(ala AND ma) kota(' - outermost parenthesis will be ignored. ')(ala AND ma)' - first parenthesis will be ignored. ### Known Search Limitations * Indexed text is limited to 10,000 bytes (approximately 10,000 characters in English) per document. The exact amount varies by language, document type, and Box's indexing method. For details, see [Search for Files, Folders, and Content](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/search-for-files-folders-and-content#search-indexing). * Maximum number of returned results: 10,000 items * Maximum search query length: 512 characters for ASCII and non-ASCII, including operators. The only exceptions are for Chinese, Korean, and Japanese, where the maximum query length is 32 characters. ## Searching File or Folder ID This feature enables Admins to find a file or a folder by copying and pasting its ID. **To find a file or folder based on its ID:** 1. For a file, preview the file. For a folder, open the folder. 2. Copy the item’s ID. The ID is the string of numbers that follows the last “/” character in the URL. 3. In the search field at the top of the Box window, paste the ID. Box displays a suggestion to **Search by File & Folder ID**. 4. Either select **Search by File & Folder ID**, or press the **Enter** key. When Admins search by file and folder ID: * If Admins click **Search by File & Folder ID**, Box returns exactly one result, if it exists. * If Admins press the **Enter** key instead of clicking **Search by File & Folder ID**, Box returns an item related to the ID and any file that includes this shared link in its content; for example, a report. * Box displays the Matching ID indicator in the last column on the search results. > [!NOTE] > > * A search by file ID is an exact match. Entering a partial ID will not find a file that contains the string. For example, if a file's ID is 1309672096744 and Admins enter 13096720967, the file with that ID will not be included in the search results. > * Admins can search for multiple IDs at once but the search query length limitation still applies. At the moment it should allow to search for about 40 IDs separated by spaces. If the query exceeds the limit, an error is displayed indicating that the query is too long. ## Searching Shared Links This feature enables Admins to quickly find requested content by pasting the shared link into the search field. > [!NOTE] > > Searching shared links currently supports only active shared links. Admins cannot search for manually removed or expired shared links. **To search by shared link:** 1. Paste the shared link’s URL into the search field at the top of the Box window. Box displays a suggestion to search by shared link. 2. Either select **Search by Shared Link**, or press the **Enter** key. When Admins search by shared link: * If Admins click **Search by Shared Link**, Box returns exactly one result, if it exists. * If Admins press the **Enter** key instead of clicking **Search by Shared Link**, Box returns an item related to the shared link and any file that includes this shared link in its content; for example, a report. * Box displays the Matching Link indicator in the last column on the search results. > [!NOTE] > > Admins can search for multiple shared links at once but the search query length limitation still applies. At the moment it should allow to search for about eight shared links separated by spaces. If the query exceeds the limit, an error is displayed indicating that the query is too long. ## Search Filters This section describes the Advanced Filters, keyword requirements, and supported search syntax Admins can use in Content Manager search. ### Advanced Filters Advanced filters allow users to narrow the scope of search by specifying multiple search criteria. **Filtering Search Results** 1. In the search bar, select **Filters** (![filters](/images/box-admin-tools/filters.png)). 2. In the Filters sidebar, select one or more filters. 3. Select **Search**. **To clear all search filters:** 1. In the search bar, select **Filters** (![filters](/images/box-admin-tools/filters.png)). 2. Select **Clear All**. **Users** Returns content that selected user(s) owns or has access to. Enter one or more names (max 50) to filter by content owned only by the user(s) in the filter. As the string is typed, a drop-down will display all users with names beginning with the characters typed. **Type** Returns content of selected types, default is All. This filter allows Admins to filter the search by selecting folders and by selecting one or more file types. File types include: * Audio * Box Note * Document * Drawing * Image * PDF * Presentation * Spreadsheet * Video * 3D **Date Range** Returns content created in Box within specific date range (when the first version of the file was uploaded to Box). This filter allows Admins to limit the search results to a date range. The dates are file creation dates. Admins can enter only a Start Date to filter by files created on that date or later, only an End Date to filter by files created up to and including that date, or both a Start Date and an End Date to filter by files created between those dates, inclusive. **Locations** This filter allows Admins to select location type or a specific folder. For location type, Admins can select *Active files and folders* and *Archive*. For a specific folder, select **Select Folder**, and then search for and select a folder. * **In specific folder** returns only active content from specific folder meeting other criteria. * Archive is available for only E-Advanced accounts. * Depending on use case, you can check or uncheck any combination of checkboxes. By default, search returns results from all locations, and you can distinguish content from archive and trash by the visual badge on the file's icon. The breadcrumb for trashed items indicates the trashed item's original location. ![Advanced filters panel with Locations expanded and Trash checked, showing Clear All and Search buttons.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-admin-tools/advanced-filters-panel-locations-expanded.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=aee17c484f7a0edfd72ff2c3f4d27044) **Metadata** Returns content with selected metadata template / template values. This filter allows Admins to limit the search results to files that have the selected metadata template applied. **File Name** Returns content containing specified keyword in name. This filter allows Admins to limit the search results to filenames that contain the text that was entered in the field. **Classification** Select a value from existing classification labels. Content with that classification will display in the search results. Items in the search results can be selected and classified in bulk. ### Keyword Requirements The only filters that work without a keyword are Name and Metadata. In all other cases it is required to provide a Keyword together with additional filter. This is in order to limit very broad searches. At the moment it is not possible to search with the following: * Keyword and all filters set to default values * File type filter only (without a keyword, name or Metadata) * Date range filter only (without a keyword, name or Metadata) * Date range+ file type filters only (without a keyword, name or Metadata) * Custodian filter only (without a keyword, name or Metadata) * Custodian+ file type filters only (without a keyword, name or Metadata) * Folder location filter only (without a keyword, name or Metadata) * Folder location + file type filters only (without a keyword, name or Metadata) * Folder location + date range filters only (without a keyword, name or Metadata) * Folder location + custodian filters only (without a keyword, name or Metadata) # Collaboration Invites Create An Account Source: https://docs.box.com/en/box-fundamentals/for-admins/collaborating/collaborating-by-inviting-others/collaboration-invites-create-an-account When someone with your enterprise’s domain receives an invitation to collaborate in a folder and they don’t yet have a Box account, an account will be provisioned and that user will automatically become a managed user under your enterprise instance. For example, [john.doe@companydomain.com](mailto:john.doe@companydomain.com), who is already a managed user, invites colleague [jane.doe@companydomain.com](mailto:jane.doe@companydomain.com), who doesn’t have an existing Box account, to a folder. Jane Doe’s Box account will automatically be created as a managed user under your Box instance. This applies to all email domains that are attributed to your Box instance. When someone with your enterprise’s domain receives an invitation to collaborate in a file: * If they are currently an unmanaged user, they will remain so. * If they are not currently an unmanaged user, an account will be provisioned and that user will automatically become a managed user under your enterprise instance. ### Why is this important? For greater security, this ensures that all domain users are managed under your Box instance so that you have complete oversight and control over their content storage and collaboration in Box. ### How to Identify these Users You can easily identify the accounts created this way through the Admin Console reporting section. 1. To the right of **User Activity Report,** click **Create.** 2. In the list of **Action Types**, select the following: * Users > Created new user * Collaboration > Invited Collaborator 3. The report will show: * John Doe invited Jane Doe to the folder * Jane Doe or ('---') created Jane Doe’s Box account. > [!NOTE] > > * You can set up your Box instance to receive daily summaries of Box accounts created via: > * Admin Console > Enterprise/Business Settings > Security tab > [Account Creation Notification](/en/box-admin-tools/box-security/best-practice-choosing-security-settings) > * The daily summaries can help you identify if you need to run a report to see if a new user was created via 'Collaboration Invite'. ### How to Manage Newly Created Users * You can utilize the methods in "**How to identify these Users**" and continue to manage these occurrences on a case by case basis, removing duplicate users as necessary. * Integrating SSO with your Box instance will allow you additional features to manage accounts created. Please review [this page](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) for more information. # Administering Box File Request Source: https://docs.box.com/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request Box File Request gives people in your organization a fast and secure way to request and obtain files, plus associated metadata, from anyone.  Using an easy, drag-and-drop graphic interface, they create a web form that Box hosts.  Then they get a shared link to the form they can send out to: * Securely request files from anyone, no matter whether they have a Box account, without adding collaborators on a folder * Solicit additional information with metadata form fields, which they can set as required/optional * Enable extra security and tracking with link settings, as they would with any Box shared link * Kick off automated workflows using Box Relay People get started by identifying the Box folder they want to host the content they request.  Box stores all requested content in that folder.  Your organization’s Box policies determine the maximum file size someone can upload. By default, file uploads are anonymous. However, you can require that uploaders log in to Box. This enables you to capture a valid email address with each upload. Whoever creates a File Request form can also specify the metadata they wish to accompany the uploaded content.  To do this, they identify an existing metadata template (one template per file request, and one file request per folder).  Then they specify the specific attributes they wish to capture.  The requested metadata attaches to each file upload.  If the metadata template they use is subsequently changed or deleted, it does not automatically update the file request.  You must remove the impacted metadata fields and add new fields. **By default, Box File Request is turned on for all managed users in your organization, and is available to folder owners, co-owners, and editors in your organization**.  People **must** have edit or above access to a folder to use File Request.  You can configure which users have access to the feature, and you can configure whether to include editors, or limit access only to folder owners and co-owners.  You can also disable the feature enterprise-wide. File Request is available to anyone with a Box Business Plan account.  However, no one needs a Box account to access the finished form and upload content. ## Setting permissions **To adjust permissions for File Request throughout your organization:** 1. From your Admin Console, navigate to **Enterprise Settings** > **Content & Sharing**. 2. Scroll down to the **File Request** section. 3. By default, the new File Request experience is enabled for all managed users who are editors, owners, or co-owners of a folder. ![adin-console-fr-section-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/adin-console-fr-section.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=fef46737de3b8b48f0f91394c6ecc291) 4. Specify the breadth of access to File Request. You can grant access to all your managed users or groups, only a subset of users or groups, or disable the feature entirely. To do this, click **Configure Users**, click the option you want, and then click **Save**. > [!NOTE] > > * You can allow or deny up to 100 managed users and 100 groups. > * You can only select groups that have **Permission Setting** set to **Admins Only**. For details, see [Creating and managing groups.](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) ![configurefilerequestgroups-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/configurefilerequestgroups.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=46f26f09eaa87f9bbc2c9676905fb659) 5. Specify whether to limit File Request access to folder owners and co-owners (that is, to exclude editors), based on folder permissions.  To do this, click **Configure Permissions**, click the option you want, and then click **Save**. ![configure-permissions-revised-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/configure-permissions-revised.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=863567bafaad507119be8c779080b08d) 6. Specify whether to require that the content uploader log in to their Box account before submitting their files. To do this, check **Require uploaders to log in with a Box account**. This setting: * applies enterprise-wide; individual Box accountholders cannot change it. * applies retroactively to all currently active File Requests, in addition to all future File Requests * disables the option to add an email field to the File Request, as that option becomes redundant when you require a Box login before uploading. * provides an option for people without a Box account to create one before they can submit. ## Applying default custom branding To learn how to apply default custom branding to new File Requests:  see [this article](/en/box-fundamentals/for-admins/getting-started/customize-your-accounts-branding). > [!NOTE] > > * File Request does not enable access to data in your Box account. It **only collects files** from other contributors. > * If you disable File Request for all managed users, you restrict the ability for anyone to create or edit a File Request.  Any existing File Request links are still live, unless you disable or delete the individual file requests before you disable the feature. Box File Request is fully-integrated with Box Tasks, Relay, and Notifications.  For example, files uploaded via a File Request can be used to kick off an automated workflow in Relay. People can also use Box File Request with your intranet, and as an upload embed widget. You can also generate a user activity report to identify who has created, updated, or deleted a file request in your enterprise.  To do this, from your Admin Console, navigate to **Reports** > **Create Report** > **User Activity**, and in the **Action Types** section scroll down to the **File Request**. However, you can only report on File Request activity dating back to June 4, 2020.  Also, you can report only on requests using the revised version of File Request. Finally, using Box APIs, you can programmatically copy an existing File Request and apply it to multiple folders, change File Request settings, or deactivate or delete File requests.  For details, consult the Box [File Request user guide and use cases](https://developer.box.com/guides/file-requests/), as well as the [Box developer API Reference](https://developer.box.com/reference/resources/file-request/). **Related Links** [About Box File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request) [Using File Request to get Content from Anyone](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) [How Content Submitters View and Use File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/how-content-submitters-view-and-use-file-request) [Box File Request FAQ](https://support.box.com/hc/en-us/articles/360044783734-Box-File-Request-Beta-FAQ) [About Box Relay](/en/box-relay/about-relay/introducing-box-relay) [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) # Add Users Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/add-users As part of your organization setup, you will add managed users and define groups of those users. ## Managed Users A managed user is a Box account that you directly control through your Admin Console; think of a managed user as one of your employees for whom you can control and curate nearly every part of their Box experience. As an Admin, you can edit, delete, enforce security settings, and run activity reports on these users. Any content that these users upload into folders they own (or, in other words, have created) will count against their individual storage allocation. See [Adding Managed Users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users) for details. Other types of users are external users and unmanaged users. ## External Users Adding business partners, customers, or consultants to your Box account does not require taking action in the Admin Console. You can simply add them as collaborators to a folder. Box recognizes that these individuals are not among your managed users, and adds them to the external user list for you to track in the Admin Console. Additionally, Box displays a small globe icon next to the name of each external user. ## Unmanaged Users Unmanaged users are people who are part of your organization but are using unlicensed Box accounts, possibly because they signed up for an account on their own, or already had one, outside of your organization.  Unmanaged users may or may not also be external users, but they also represent a potential security risk, as they are not subject to your organization's Box security and compliance policies.  [Run a User Details report](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-user-details-report) to identify your unmanaged users. ## Groups In Business Plus and all Enterprise plans, Groups enable you to add multiple users to your folders and decide what permissions they’ll have in those folders. See [Creating and Managing Groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) for details. # Getting Started: Box Admin Basics Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/box-admin-basics Welcome to Box! Want to get your Box enterprise up and running fast? Follow the steps below to get Box deployed at your organization: 1. [Log in to Box and access the Admin Console](#log-in-to-box-and-access-the-admin-console) 2. [Design your folder structure](#design-your-folder-structure) 3. [Configure 2-factor authentication and/or single sign-on](#configure-2-factor-authentication-andor-single-sign-on) 4. [Define your organization settings](#define-your-organization-settings) 5. [Integrate Box with the rest of your toolkit](#integrate-box-with-the-rest-of-your-toolkit) 6. [Provision Box to your end users](#provision-box-to-your-end-users) 7. [Enable your end users](#enable-your-end-users) Already have Box deployed, and want to learn how to manage Box as a new Admin or Co-Admin? View more courses [here](https://training.box.com/collections/3dea3016-5410-11ea-9271-063e41907789). ## Log in to Box and access the Admin Console 1\. Go to **app.box.com/login** 2\. Enter your email/username 3\. Enter your password 4\. Click **Log In** If your company has enabled or required SSO for your organization, you can use your company credentials to log in to Box. ### Accessing the Admin Console The **Admin Console** is available in all Box plans Business Starter and above. Admins and Co-admins in organizations will have an Admin Console link at the bottom left of the Box navigation bar. Select **Admin Console** in the bottom-left to get access to your organization's administrative functions. The functions you see depend on several factors: * Some functions, such as Shield, Governance, and GxP require either a specific plan/tariff or additional paid add-ons. * [Co-Admin permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions) can determine which functions Co-admins have access to. * Access your settings and other functions via links in the lefthand navigation of the Admin Console. In most cases, clicking one of these links displays a page with many settings and options arranged logically under a series of tabs that display across the top of the Admin Console screen. ## Design your folder structure The needs of your organization will likely affect the way you manage your Box account and how you set up the folder taxonomy that is deployed to your team. Box folders are the foundation from which your users work. Defining a folder taxonomy that is intuitive and easy to navigate will greatly increase user adoption and maximize productivity. As you transition into Box, it is important to ensure that poor practices and inefficient workflows from previous content management systems are not repeated. #### Questions to consider before designing your Box folder structure: * Who moves, owns, and maintains the content? * What root level folders make sense for your org? This is typically based on the departments, regions, or groups using Box. * Does your organization prefer to give users the ability to create and manage their own top-level folders? Or does your organization prefer to own (and control) all root level folders? * Do your Admins and Co-Admins need full access to users' content? * Are different levels of access needed for users, or are groups appropriate? * Are there any particular security needs around any of your content? #### Open vs Closed Folder Taxonomy There are two basic Box folder structures to choose from: open folder taxonomy and closed folder taxonomy. The taxonomy you choose is largely based on your internal security protocols and workflows. | | Open Folder Taxonomy | Closed Folder Taxonomy | | - | - | - | | **What is it?** | Users can create their own root level folders on the **Files** page. The open folder structure is enabled by default unless you've restricted the option in your Admin Console. | Admins will create and own all root level folders on the **Files** page. Admins will also restrict users from being able to create root level folders or private folders, and users will need to be invited into folders by Admins. To create a Closed Folder Taxonomy, you need to navigate to Admin Console > Enterprise Settings > Content & Sharing tab, and then scroll down to the Content Creation section and check Restrict Content Creation. | | **Does this option make sense for my organization?** | This option requires less involvement from your administrators. Ideal for users who need to create and manage individual work spaces on demand. Users have the option to create a private folder for their own use. Often deployed by organizations that don’t require strict IT oversight or handle highly-sensitive information. | This option requires more planning and involvement from the administrative team, but also greatly reduces folder sprawl and adds structure to your content. Choosing a closed folder structure indicates that the administrative team needs more control of the users and their content. This specific use case will make the administrative team responsible for building out the folder structure, new user creation, and assignment of groups and/or users to folders. This is a common folder structure for larger, enterprise accounts, or where Box is replacing another content management system. | #### Folder Structure Best Practices Understanding Box’s folder permissions and collaboration features will help you configure your folder structure so your team can get the most out of Box. See the [Folder and Subfolder Permissions article](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions) to learn more about Box's waterfall permissions. **1. More restricted content should live at a higher folder level.** You will invite other collaborators and external users further down the folder structure. Because of waterfall permissions, a user's access only flows down to subfolders. Thus, your sensitive, confidential content should be in a folder towards the top of your structure that will remain more private. **2. Ensure naming conventions of folder and files are extremely clear.** Users will be invited in at different folder levels, and that level will appear as their "root folder." Clear, consistent naming conventions will help the user stay oriented in the folder structure and will help with searching for content. For example, being invited to a folder titled "Sales - Corporate Team" is more explanative than the title "Corporate". **3. Keep the structure as flat as possible.** A quick rule of thumb is to not design more than six levels of folders within your structure. A flat folder structure will be more efficient for organizing your content, and less frustrating for your users to navigate through. **4. Every user's** ***Files*** **page will look different depending on the folders they've created and/or the folders they've been invited into.** Reduce the number of folders on the **Files** page by inviting users into department or team folders. Or, make your users aware of Collections so your users can organize the folders they most often work within in collections to easily navigate to those folders. **5. Create separate folders for external collaboration.** These can be subfolders under a client folder, or they can be separate root level folders depending on the needs of your organization. Be sure to label all public/external folders appropriately so your users understand that content in those folders will be viewed by third parties. [Video player](https://players.brightcove.net/6291496955001/experience_6508b39a30d8e64c45f36a07/index.html) ## Configure 2-factor authentication and/or single sign-on Box 2-step login verification, also known as two-factor authentication (2FA), enables you to increase your content security and better protect your enterprise's content from unauthorized external access. You can **enable** or **disable** 2-step login verification for: * All of your organization's managed users. * All of your organization's external collaborators, or just for specific external collaborators based on their domains or their email addresses. To configure 2-factor login verification for your managed users: 1\. Go to **Admin Console** > **Enterprise Settings** > **Security**. 2\. In the 2-Step Login Verification section, check **Require all managed users to have additional verification for unrecognized logins**. 3\. At the top of the page, click **Save**. To configure 2-step login verification for external users or learn more, click [here](/en/box-admin-tools/box-security/configuring-multi-factor-authentication). [Video player](https://players.brightcove.net/6291496955001/experience_6508b3deae9532e05a6c4df9/index.html) #### Single Sign-On Single sign-on (SSO) is a method for authenticating users where a single set of credentials can be used to log into several different applications. With SSO, you use one password to access all of your applications, which reduces password fatigue and tickets to your help desk. This is especially useful in a corporate setting, when you want your employees to be able to access a variety of applications using their company credentials. Administrators and co-admins also have the option of setting up single sign-on on their own. Box can also assist in setting up SSO. For more information, click [here](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization). [Video player](https://players.brightcove.net/6291496955001/experience_6508b5096b9b46588d54f586/index.html) ## Define your organization settings Content & Sharing settings allow you to enable or disable various permission types that are available to managed users when collaborating and sharing files. To enable or disable these settings, visit the Enterprise Settings tab in the Admin Console. Below is a list of key Enterprise Settings that can have a significant impact on end user functionality. To view all available settings, click the link [here](/en/box-admin-tools/box-admin-reference). | **Enterprise Category** | **Enterprise Setting** | **Description** | | - | - | - | | **Shared Links** | *Allow shared links for* | Adjust your shared link permissions to define the content type you allow to be shared | | **Collaborating on Content** | *Restrict invites* | Restricts collaborator invitations to admins, folder owners, and co-owners | | **Collaborating on Content** | *External collaboration* | Option to disable/customize who can be invited as external collaborators | | **Content Creation** | *Restrict Content Creation* | Allows only admins to create and delete first-level folders, files, and bookmarks | | **Auto-Expiration** | *Shared links expiration settings* | Option to automatically disable shared links after set expiration timeframe | | **New User Default Settings** | *Enable Box Sync* | Enables users to automatically update files on Box whenever a user makes a change on their Desktop | | **Official Box Applications** | *Applications Enabled/Disabled\** | Enables/Disables Box Applications | | **Device Trust Settings** | *Device Trust* | Enables you to meet your enterprise's compliance or security standards by setting a minimum set of requirements for devices used to access Box | ## Integrate Box with the rest of your toolkit Box integrates with all of your key applications. Common actions include: * [Enabling coauthoring in Box for Microsoft Office](https://support.box.com/hc/en-us/articles/17956056014995) * [Integrating Box and Salesforce](https://support.box.com/hc/en-us/articles/360044195693) * [Deploying the Box app for Zoom in your enterprise](https://support.box.com/hc/en-us/articles/4405398478355) Click [here](https://support.box.com/hc/en-us/categories/21356608331155-Integrations) to see all of Box's integration support documentation. For a full list of Box integrations, visit the [Box Integrations](https://cloud.app.box.com/integrations). [Video player](https://players.brightcove.net/6291496955001/experience_65034c15ae95325a786c2226/index.html) ## Provision Box to your end users #### Adding managed users A "managed user" is a Box account that you directly control through your Admin Console. As an admin, you can add managed users; edit, delete, and enforce their security settings; and run activity reports on these users. Any files these users upload into folders they own will count against your total storage allocation. When you add a managed user, you also configure their access to Box. You can add a single managed user or multiple managed users, up to 1,000 at once. **To add one or more managed users manually:** 1\. Go to **Admin Console** > **Users and Groups**. 2\. Click the **Managed Users** tab. 3\. Click **Add Users** and then click **Add Users Manually**. 4\. Enter the managed user's name and email address. *Optionally* select **Groups** for the user to be a member of and **Folders** for the user to have access to. *Optionally* hover over a user row and click the **Gear icon** to configure other user settings for that new user or click and then click **Select User Settings** for All Rows to configure other user settings for all new users. See the **Managed Users Tab** section of **Users & Groups Settings** for details. *Optionally* click **Add User** to add a row to the table. Then repeat steps 4 through 6 for each user. 5\. Click **Save**. To bulk-add users via a .csv file, click [here](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users) to learn more. Once you create the user, you can additionally [configure the user account](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-and-editing-users). [Video player](https://players.brightcove.net/6291496955001/experience_65f1c55367acf1fdea5bd062/index.html) #### Adding external users Adding business partners, customers, or consultants to your Box account does not require taking action in the Admin Console. You can simply add them as collaborators to a folder. Box recognizes that these individuals are not among your managed users, and adds them to the external user list for you to track in the Admin Console. Additionally, Box displays a small globe icon next to the name of each external user. #### Organizing users into groups In Business Plus and all Enterprise plans, Groups enable you to add multiple users to your folders and decide what permissions they’ll have in those folders. See [Creating and Managing Groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) for details. ## Enable your end users After you create your users, configure your folders, and customize your account's Admin Console settings, it's time to go live! Here are communication options you can use to form your message to your new users. To help you answer questions from any of your people, and also to help them make the most of their Box accounts, we encourage you and anyone who uses Box to use these education links: * [**CLICK HERE**](https://training.box.com/trainings) to sign up for **online Box University classes** or **share quick videos** with your users. * [**CLICK HERE**](/en/box-fundamentals/for-users/getting-started/box-user-basics) to explore these **Getting Started articles** for people new to Box * [**CLICK HERE**](https://support.box.com/hc/en-us/community/topics/360001934573-Support-Forum) to search our **support forum** for customer insights ## Ready to keep learning? # Quick videos View more Box user courses [here](https://training.box.com/collections/3dea3016-5410-11ea-9271-063e41907789). View more courses for Box admins and Co-Admins [here](https://training.box.com/collections/46851ae4-5ee2-11ed-b8db-06c0361096e5). # Choose Essential Admin Settings Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/choose-essential-admin-settings In this topic, you will learn how to: * Configure critical collaboration settings in the Admin Console * Determine the impact of an open vs. closed folder structure You can enable or disable various permission types that are available to managed users when collaborating and sharing files. To do this, go to **Admin Console** > **Enterprise Settings** > **Content & Sharing** tab. ## Collaboration Restrictions This section enables you to set restrictions for how collaborators can be invited to the content in your account or your managed users' accounts. See a [detailed explanation of each permission level](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). * **Default Collaboration Role**: Use this setting to modify across your entire organization the default access level to files people share. The standard default access level is **Editor**. To change this default to the more secure setting of **Viewer**, click the down arrow and select **Viewer**. * **Restrict invites:** This option enables you to set who can invite collaborators. If this option is enabled then only folder Owners and Co-owners will be able to invite collaborators to a given folder. Only the Primary Admin will be able to invite collaborators through the Admin Console. * **Enable invite links:** Enabling this option makes it possible for people to use invite links to collaborate. * **Enable group invites:** Enabling this option makes it possible for people to invite groups to collaborate in folders. * **Restrict Ownership Transfer:** Check this box to prevent people from transferring ownership of a file or folder to external collaborators. Admins and co-admins of the account, however, retain the ability to transfer content ownership. * **External collaboration:** * To enable people from outside your organization to collaborate on content, click **Enable external collaboration**. * To restrict such collaboration only to one certain domain, click **Limit collaboration to users within \<\>** * To restrict such collaboration only to multiple certain domains, click **Limit collaboration to allowlisted domains**. * To view the allowlist, click **Manage Allowlist**. * When the **Collaboration Allowlist** window opens, you can add, review, or delete domains from your allowlist. * **External Collaborator Invitations**: If you have already required external users to have 2-factor verification for unrecognized logins in certain specific domains, you can check this box to in turn restrict external collaborators from inviting other external collaborators. (Find the 2-factor authentication setting by navigating to **Admin Console** > **Enterprise Settings** > **Security** tab.) This option does not display if you have not set up other domains for external collaboration. ### Notes on collaboration restrictions: * External collaboration features are available to Enterprise, Enterprise Plus, and Enterprise Advanced accounts only and are enabled only by request. Please contact your Box Representative or Box User Services to enable these features. * You can set collaboration restrictions at the organization, user, and folder level. Box uses the most restrictive setting at any given time. For example, if an enterprise allows collaboration with 100 domains and a user within the enterprise further restricts collaborators for a particular folder, that folder is governed by the user's more restrictive settings. > [!WARNING] > > **Restrict content creation.** This prevents your users from creating any new folders, and restricts their use of Box to those folders to which you've granted them access. # Communications Templates Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/communications-templates Announce your switch to Box using our customizable templates! ## Box launch communications | Template | How to use | When to use | | - | - | - | | [Awareness Announcement to Company](https://cloud.box.com/s/zlxh4p5m9ev6xvb71xy68pf62u86ftpz) | Send this to users so they know your organization is adopting Box. Raise awareness of Box and outline its benefits. | 2 weeks before the Box launch | | [Go-Live Announcement to Company](https://cloud.box.com/s/ujuzybaqajjo9g97ereu4hljp977byg7) | Inform users they can start working in Box. Include how to access their accounts and which support resources to use at launch. | Day of the Box launch | ## Core Box applications | Template | How to use | When to use | | - | - | - | | [Editing and Collaborating in Box](https://cloud.box.com/s/h54onywq8vt84z5lgzsnbc5vgcz7o3uq) | Box offers flexible editing options, enabling you to work with files on your desktop or collaborate in real time through a browser or supported applications. | As needed | | [Box Drive](https://cloud.box.com/s/yfrr2z8dcp6r4tqfemadoki1zpvvo06v) | Box Drive gives you secure access to your Box files and folders directly from Finder or File Explorer. Files remain stored in the cloud and download only when opened. Learn how to use Box Drive to access, edit, save, and manage your content from your desktop. | As needed | | [Box Mobile](https://cloud.box.com/s/izt7gkkua3fo7v18yljkuckxndhn8mc7) | Access, share, and collaborate on your content from your mobile device with the Box mobile app! | As needed | ## Tool replacement and content migration | Template | How to use | When to use | | - | - | - | | [We're Moving To Box Announcement to Company](https://cloud.box.com/s/vrvzlugxo6bwmxqm9zqtrdbhmccsswx2) | Announce that you're moving from your current tool to Box! | 3 weeks prior to migration to Box | | [Migration Announcement to Company](https://cloud.box.com/s/28oavx2ylrocy971evwc5v1hveksy2k5) | Remind users about the migration to Box and outline what to expect, when the migration is happening, and what will happen to their content. | 1 week prior to migration to Box | | [Migrate Your Content (End-User Driven)](https://cloud.box.com/s/b2nzoexmkpzv5pzdkl8cb4vky920vl02) | Are users responsible for migrating their content to Box? If so, let them know what tools are available to do so! | As needed (if user-driven migration) | ## External collaboration | Template | How to use | When to use | | - | - | - | | [Sharing Content Outside Of Your Organization](https://cloud.box.com/s/jq52kbfnzizopljvpdlh27szdi4xwf2u) | Let your users know how to work with others outside of your environment securely and easily. | As needed | | [Vendor Invitation to Collaborate](https://cloud.box.com/s/3ympllm963gmn4skrav2jiw58a62zrb1) | Give your external partners a heads up on how to accept their invitation to collaborate. | As needed | # Customize Your Account's Branding Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/customize-your-accounts-branding Custom branding enables you to swap out Box's standard color scheme for your very own, better situating internal and external users alike in your new account. It is available on Business, Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced plans. This topic explains how to alter the look and feel of your account to match your corporate branding. 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Custom Setup** tab. 3. Make any desired changes and customizations. Your options include: * Company Profile: Display name and subdomain * Custom Settings: Branding, instructions, and contact information * Domain Management: What domain(s) you control * Embed Widget Customization: How the Box embed widget looks * File Version Limit: How many versions of files to retain * Custom Terms of Service: What users must accept to use Box\ See [Enterprise Settings: Custom Setup Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-custom-setup-tab) for details about each setting. 4. Select **Save**. ## Branding new File Requests Box also enables you to apply default custom branding to new [File Requests](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request).  After selecting a color option for your company's logo, all File Requests created afterward display your company's logo with the color scheme you chose.  To add the logo and brand color to previous File Requests, however, you'll need to individually modify these File Requests. **To apply default custom branding to new File Requests:** 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Content & Sharing** tab. 3. In the File Request section, select the color scheme with which to display your company's logo. 4. Select **Save**. # Deploying Box -- Overview for New Admins Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/deploying-box-overview-for-new-admins Let's walk through the steps of deploying Box for your organization. ## 1. Create Users First, enable [silent mode](/en/box-admin-tools/how-to-guides-for-admins/using-silent-mode-to-suppress-user-notifications) on your account so you can create users without them logging into Box before you're ready. Then, [add your managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/adding-managed-users) and [invite them into the folders](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) to which they should have access. When you're ready for people to log into Box for the first time, turn off silent mode. People can then see their folders already set up. ## 2. Folder Structure Before you transfer your content to Box, you should design your folder structure. You may want to transfer your current, internal folder structure, or clean that up by [planning a new folder structure](/en/box-fundamentals/for-admins/getting-started/plan-your-folder-structure). While formulating your structure, it is important to read [how folder and subfolder permissions work in Box](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). ## 3. Migrate Content You can move your content to Box via any of the following options: * [Upload function](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-with-the-file-browser) (recommended for up to 10 GB of content), * [FTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-ftps) (recommended for 10-1,000+ GB, \~150,000 file batches), * [Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) (100 GB - 10+ TB). ## 4. Admin Console Settings The Admin Console enables you to customize your account based on your company's internal policies. Please explore your options through our [Guide to the Admin Console](/en/box-admin-tools). We recommend configuring your Admin Console settings based on your organization's security preferences and needs. As part of this process, please review [Branding within Custom Setup](/en/box-admin-tools/how-to-guides-for-admins/customizingbranding-your-users-box-experience). ## 5. Training & Adoption After you create your users, configure your folders, and customize your account's Admin Console settings, it's time to go live! [Here are communication options](/en/box-fundamentals/for-admins/getting-started/communications-templates) you can use to form your message to your new users. To help you answer questions from any of your people, and also to help them make the most of their Box accounts, we encourage you and anyone who uses Box to use these education links: * Sign up for [online Box University classes](https://training.box.com/trainings) * Explore these [Getting Started articles](/en/box-fundamentals/for-users/getting-started/the-basics-of-box) for people new to Box * Search our [support forum](https://support.box.com/hc/en-us/community/topics/360001934573-Support-Forum) for customer insights ## 6. Basic workflow actions for users Want tips on how to incorporate Box into your existing workflow? Consider these common actions: * [Editing files with Box](/en/box-tools/using-box-tools/opening-and-editing-files-with-box-tools) * [Collaborating and sharing through Box](/en/box-fundamentals/for-users/getting-started/collaborate-on-files) * [Using Comments and Tasks](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks) * [Take notes in real-time](/en/box-notes/creating-and-editing-box-notes/introducing-box-notes) * [Syncing your files to your desktop](/en/box-drive/getting-started-with-box-drive/about-box-drive) * [Box for iOS](/en/box-mobile/box-for-ios/manage-your-content-with-box-for-ios), or [Box for Android](/en/box-mobile/box-for-android/managing-content-with-box-for-android) * Popular integrations: [Office/Outlook](https://support.box.com/hc/en-us/articles/360044196433); [Salesforce](https://support.box.com/hc/en-us/p/Integration_Page_2023?section-id=21356626314643); [Single Sign On](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization); and [more apps](https://support.box.com/hc/en-us/articles/360043691474) # Migrate Content Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/migrate-content As you start your Box Content Cloud journey, relocating content that exists in other tools is an important first step. Users will use the tools that contain their important files, and so by moving those files to Box, you can achieve early adoption of your new cloud content management tool. Plus, by migrating off old tools, you can decommission those tools and achieve early ROI of your Box investment. When scoping out your migration into Box, consider the volume of content you have across your business and the amount of content that certain teams and departments have. Your migration approach will vary by the size of the data you're looking to get into Box. In most cases, admins can use Box Shuttle, Box’s built-in content migration solution, to move content into Box in bulk, while maintaining content ownership, version history, and permissions. It's likely that during your migration journey, you'll have multiple migration projects – some that are large and others that are small. In some cases, users will want to [migrate their own content](/en/box-fundamentals/for-users/getting-started/upload-your-content-to-box) into Box. # Box Shuttle: Content migration for everyone If you’re looking to efficiently move user content into Box, look no further than the Box Admin Console. [Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) provides organizations with powerful tools to get content into Box. With Box Shuttle, organizations can consolidate their content from both cloud and on-premises and centralize it into Box. You can learn more about Box Shuttle [here](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle), but a few core considerations when planning your migration include: * Shuttle allows for self-service migration of more than 10 source tools including Windows disks, network file shares, OneDrive for Business, Google Drive, and Dropbox for Business * To use Box Shuttle, you need to have global admin privileges on the tool you are migrating from. * Shuttle is the only migration option that allows for content ownership management – meaning admins can migrate user content and maintain user ownership of that content * Shuttle can also migrate version history of most sources and content permissions over alongside the content itself * Box Shuttle standard migration tooling allows for free migration of up to 10 TBs for all Box business customers, and 20 TBs for [Box Enterprise Plus](https://www.box.com/enterprise-plus) customers. > [!NOTE] > > For more terabytes and additional source tools, consider [Box Shuttle Advanced Tooling](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling). # Other migration methods ## Drag and Drop Files If you have just a few folders or files, using [drag and drop](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/drag-and-drop-files-into-box) is the best option, as it’s easy to drag and drop a file into the Box web application to upload it. Just make sure you are using a browser that supports HTML5. ## Upload Folders If you want to migrate up to 500 files at once, upload the folders using the [File Browser](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-with-the-file-browser). ## FTPS Read more about [using Box with FTPS](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-ftps). ## SFTP Read more about [using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp). ## Need more help? If you’re looking for more assistance and expertise for any size migration, or need a fully managed migration of your data into Box from any source tool you may have, consider leveraging Box Consulting Migration Services. From hands-on guidance to end-to-end migrations, Box Consulting is your partner to accelerate your migration to the Content Cloud. Learn more about Box Consulting Migration Services by visiting [box.com/migrate](https://box.com/migrate) or contact your Box account team to learn more. # Plan Your Folder Structure Source: https://docs.box.com/en/box-fundamentals/for-admins/getting-started/plan-your-folder-structure The needs of your organization will likely affect the way you manage your Box account and how you set up the folder taxonomy that is deployed to your team. Box folders are the foundation from which your users work. Defining a folder taxonomy that is intuitive and easy to navigate will greatly increase user adoption and maximize productivity. As you transition into Box, it is important to ensure that poor practices and inefficient workflows from previous content management systems are not repeated. ## **Here are some questions to consider before designing your Box folder structure:** * Who moves, owns, and maintains the content? * What root level folders make sense for your org? This is typically based on the departments, regions, or groups using Box. * Does your organization prefer to give users the ability to create and manage their own top-level folders? Or does your organization prefer to own (and control) all root level folders? * Do your Admins and co-admins need full access to users' content? * Are different levels of access needed for users, or are [groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) appropriate? * Are there any particular security needs around any of your content? ## **Folder Structure Basics:** There are two basic Box folder structures to choose from: **open folder taxonomy** and **closed folder taxonomy**. The taxonomy you choose is largely based on your internal security protocols and workflows. ## **Open Folder Taxonomy**: Users can create their own root level folders on the **Files** page. By default, a user can provision collaborators and freely share files from the folders they own. This option requires less involvement from your administrators. However, the Admin has less visibility into users' content unless the Admin has access to the Content Manager (Business Plus licenses and above). The open folder structure is ideal for users who need to create and manage individual work spaces on demand, and is often deployed by organizations that don’t require strict IT oversight or handle highly-sensitive information. Private work spaces are most often provided to users working within an open folder structure; users have the option to create a private folder for their own use. The open folder structure is enabled by default unless you've restricted the option in your Admin Console. *Admin Tip: Folder storage only counts against the user who owns the top-level folder (not the collaborators). Be sure to provide the right users with enough storage to meet their needs.* ## **Closed Folder Taxonomy**: Admins will create and own all root level folders on the **Files** page. Admins will also restrict users from being able to create root level folders or private folders, and users will need to be invited into folders by Admins. This option requires more planning and involvement from the administrative team, but also greatly reduces folder sprawl and adds structure to your content. Choosing a closed folder structure indicates that the administrative team needs more control of the users and their content. This specific use case will make the administrative team responsible for building out the folder structure, new user creation, and assignment of groups and/or users to folders. This is a common folder structure for larger, enterprise accounts, or where Box is replacing another content management system. To create a Closed Folder Taxonomy, you need to navigate to **Admin Console** > **Enterprise Settings** > **Content & Sharing** tab, and then scroll down to the **Content Creation** section and check **Restrict Content Creation**. ## **Folder Structure Best Practices:** Understanding Box’s folder permissions and collaboration features will help you configure your folder structure so your team can get the most out of Box. See the Folder and Subfolder Permissions article to learn more about Box's waterfall permissions. 1. **More restricted content should live at a higher folder level.** You will invite other collaborators and external users further down the folder structure. Because of waterfall permissions, a user's access only flows down to subfolders. Thus, your sensitive, confidential content should be in a folder towards the top of your structure that will remain more private. 2. **Ensure naming conventions of folder and files are extremely clear.** Users will be invited in at different folder levels, and that level will appear as their "root folder." Clear, consistent naming conventions will help the user stay oriented in the folder structure and will help with searching for content. For example, being invited to a folder titled "Sales - Corporate Team" is more explanative than the title "Corporate". 3. **Keep the structure as flat as possible.** A quick rule of thumb is to not design more than six levels of folders within your structure. A flat folder structure will be more efficient for organizing your content, and less frustrating for your users to navigate through. 4. **Every user's *Files* page will look different depending on the folders they've created and/or the folders they've been invited into.** Reduce the number of folders on the **Files** page by inviting users into department or team folders. Or, make your users aware of [Collections](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/using-collections) so your users can organize the folders they most often work within in collections to easily navigate to those folders. 5. **Create separate folders for external collaboration.** These can be subfolders under a client folder, or they can be separate root level folders depending on the needs of your organization. Be sure to label all public/external folders appropriately so your users understand that content in those folders will be viewed by third parties. # Installing Recommended Web Integrations in your Enterprise Source: https://docs.box.com/en/box-fundamentals/for-admins/staying-organized/organizing-and-tracking-content/installing-recommended-web-integrations-in-your-enterprise Just as Amazon and Netflix recommend items, Box's Recommended Web Integrations feature automatically displays relevant third-party applications for use, directly from Box Preview.  Recommended Web Integrations saves your Box account holders time they would otherwise spend searching for an application and figuring out how it works with Box.  Recommended Web Integrations also makes it easier and faster to access a third-party app's functionality. With Recommended Web Integrations enabled, up to three types of Web Integrations are available in the Preview sidebar to access: * Integrations set at the enterprise level as **Added by default**. * Integrations set at the enterprise level as **Available**. * Unpublished platform apps set at the enterprise level as **Platform app**, which you control in the Platform Apps Manager. When you enable Recommended Web Integrations, your organization's Box account holders can access a set of actions from the available integrations directly within Box Preview. Box recommends web integrations based on a web integration's availability in your organization, its frequency of use, and its relevance to each individual. ## Enabling Recommended Web Integrations For Your Organization **To enable Recommended Web Integrations for all Box account holders in your organization:** 1. From your Admin Console, navigate to **Integrations** > **Box Integrations & Clients**. 2. Scroll down to the **Recommended Web Integrations** section. 3. Click the **Enable Recommended Web Integrations** slider to move it to the right. 4. Click the types of integrations you want Box to recommend. 5. Click **Save**. ## Displaying a Specific Recommended Web Integration **To display a specific web integration in Recommended Web Integrations:** 1. From your Admin Console, navigate to **Integrations** > **Box Integrations & Clients**. 2. Scroll to the **Individual Integration Controls** section. 3. Hover on the integration you want to display in Recommended Web Integrations. 4. Click **Configure**.  Box displays the **Configure** window for the integration. 5. Under **Choose the status**, set the integration's status to **Available** or **Added by default**. 6. Under **Additional Configuration**, ensure the web integration is enabled. 7. In the **Configure** window, click **Save**. ## Disabling Recommended Web Integrations For Your Organization You can disable Recommended Web Integrations for your entire organization.  Doing so does not change any of the settings in the **Individual Integration Controls** section. **To disable Recommended Web Integrations for all Box account holders in your organization:** 1. From your Admin Console, navigate to **Integrations** > **Box Integrations & Clients**. 2. Scroll down to the **Recommended Web Integrations** section. 3. Click the **Enable Recommended Web Integrations** slider to move it to the left. 4. Click **Save**. > [!NOTE] > > Box displays up to seven recommended web integrations at a time.  If Box recommends more than seven web integrations, Box displays an ellipsis (**...**) below the seventh web integration.  To view more recommendations, click the ellipsis. # Download Files and Folders from Box Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/download-files-and-folders-from-box ### To Download a Single File: * Click next to a file's name to select it. The action toolbar will appear above your files in the top-right. * Click the download icon ![Download\_icon.png](/images/box-fundamentals/Download_icon.png) to begin the download process. ### To Download Multiple Items: * **Shift**+click on multiple items to select them. The action toolbar will appear above your files in the top-right. * To select all items, press the key combination **Ctrl**+**a**. * Click **Download** to begin the download process. Your selected items will be downloaded together in a single zip file. > [!TIP] > > If pressing the key combination **Ctrl**+**a** doesn't select all items: > > 1. Clear the current selections. > 2. Scroll to the top of the listed items and let the display update. > 3. Slowly scroll down, allowing each screenful of text to update before scrolling further. > 4. When you reach the bottom of the list, press the key combination **Ctrl**+**a**. # Drag and Drop Files into Box Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/drag-and-drop-files-into-box You can drag files from your desktop to the **Files** page in Box. Your files will be uploaded and will appear in the folder where you dropped them. When you're on the go, you can [use drag-and-drop on iPad](/en/box-mobile/box-for-ios/using-ios-drag-and-drop) to upload to Box. ![Drag\_Drop\_New.png](https://mintcdn.com/product-docs/R4fhSza8L0hjDmrn/images/box-fundamentals/Drag_Drop_New.png?fit=max\&auto=format\&n=R4fhSza8L0hjDmrn\&q=85\&s=ca2733e27b409ae1fea2f8dfe8d11194) > [!NOTE] > > * Dragging and dropping entire folders is supported only in Chrome, Firefox, Microsoft Edge, and Safari. For other browsers, use the File Browser or Box Drive. # File Transfer: How Can I Preserve Original Created/Modified Times? Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/file-transfer-how-can-i-preserve-original-createdmodified-times Box's FTPS and SFTP options support the ability to preserve files' original **created** and **modified** date/timestamps during file transfers to Box. These timestamps are visible on Box to satisfy compliance or regulatory requirements. See [Understanding Box File Timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps) > [!WARNING] > > Most FTPS or SFTP clients support the ability to send a file's original modified timestamp during a transfer, however, most **DO NOT** support the ability to send both the original modified AND created date/time during a transfer. Consult with your FTPS or SFTP client's support team to confirm the available capabilities. For general information about Box's FTPS service, see our [Using Box With FTPS](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-ftps) article. For general information about Box's SFTP service, see our [Using Box with SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp) article. # Understand the Maximum File Size You Can Upload to Box Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/understand-the-maximum-file-size-you-can-upload-to-box The maximum file size limit for uploads to Box varies depending on your account type: * Free personal: 250 MB * Personal Pro: 5 GB * Starter: 2 GB * Business: 5 GB * Business Plus: 15 GB * Enterprise (and Digital Suites): 50 GB * Enterprise Plus: 150 GB * Enterprise Advanced: 500 GB For more details, refer to [Box Plans & Pricing.](https://www.box.com/pricing) > [!WARNING] > > On January 13, 2025, Box increased Shuttle's maximum file size for **Enterprise Advanced** accounts from 150 GB to 500 GB.  Because a job's maximum file size is automatically set when the job is created, in jobs created before January 13, 2025, file uploads over 150 GB still fail.  To mitigate these upload failures, create new jobs for the affected files. **To confirm the file size limit for your account:** 1. Log into Box. 2. Click your account icon in the upper-right-hand corner. 3. Select **Account Settings** from the menu that displays. 4. Scroll down to the Account details and review your **Max file size** listed. ![account-settings-max-file-size-png](https://mintcdn.com/product-docs/Z6GH5HR7q80QNRdI/images/box-fundamentals/account-settings-max-file-size.png?fit=max\&auto=format\&n=Z6GH5HR7q80QNRdI\&q=85\&s=adfc404251f6c3600e1b9ceab2fa9bdb) **Application-specific upload limits** Some Box apps have lower application-specific limits, regardless of what plan you have purchased.  See the following for reference: * Box Mobile: 15GB * Box Sync: 15GB * Email Uploads: 50MB **How these upload limits are enforced**\ Be aware shared folders enforce the file size limit that applies to the Folder Owner's plan, regardless of whether any of the collaborators within the folder have a higher limit. **Here's an example:**  Someone with a business account uploads files to a shared folder owned by someone with a free Box account. In this case, the business account holder is limited to uploads of 250 MB or fewer, since the folder belongs to the free account holder. Alternatively, a free user collaborating on a folder owned by an Enterprise User can upload files of up to 50 GB in size in this folder. # Understanding macOS File Sizes Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/understanding-macos-file-sizes Following macOS 10.6, Apple changed how the macOS operating system rounds file sizes. Mac uses Base-10 to count file sizes, while most other platforms—including Box—use Base-2. Thus, a 100,000-byte file on the Mac appears as 100 KB in Finder, but appears as 97.7 KB on Box. This discrepancy is purely due to the different rounding method used in the macOS, and does not affect actual file size or data integrity. # Upload to Box Through Email Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-through-email If your Box Administrator allows email uploads for your **Business** or **Enterprise**, you can upload files or send attachments to a specific Box folder by email when you enable the **Allow uploads to this folder via email** option. This allows you to send email attachments to the email address generated for that folder to upload your files to that location. > [!NOTE] > > This feature is **not available to Starter accounts and Personal accounts**. > If the sending email address belongs to a deactivated Box account, email uploads fail. Only the attachments of the email will be uploaded, not the content of the message. ## Enabling email uploads for folders This feature generates an email address for your desired folder and is a convenient way to upload files to Box that you have received via an email. > [!NOTE] > > Email upload is intended for **manual and occasional** transfers of small numbers of files from common web, Windows or macOS email clients. Automated flows, integrations or scripts should instead be implemented with [**Box's Upload API**](https://developer.box.com/guides/uploads/direct/). > > Consequently, automated email uploads, including automatic forwarding of emails with attachments, and Linux-based clients **are not supported**. **To enable email uploads for a folder:** 1. In the **Files** window, right-click the folder and select **Settings**. 2. In the **Uploading** section, next to **Email Uploads**, check **Allow uploads to this folder via email**. Under **Upload Email Address**, Box displays a **unique email address**. 3. Optionally: Select "**Only allow email uploads from collaborators in this folder**" 4. To upload files into the folder, send files to this address. You can copy this email address to your clipboard and enter it as a contact in your email address book, or simply paste it into the "To" line of an email with attachments. > [!NOTE] > > **Notes/Issues**: > > * Upload via email only works for file attachments. **Content in the body of an email is not uploaded to Box**. > * The cumulative size of the message body and attachments (including signature) **cannot exceed 50MB.** > * Both the folder owner and sender will receive a notification that files were uploaded successfully. > * Collaborators will also receive a notification if upload notifications are enabled for the folder. > * Email uploads of ".msg/.eml" files through Microsoft Outlook desktop application fail due to how Outlook handles attachment of these file extensions. As a workaround, it is recommended that you compress these attachment types into a zip file before emailing. > * Box does not support TNEF, which is a proprietary email attachment format used by Microsoft Outlook. The attachment that is titled "winmail.dat" is ignored and is not uploaded to Box. For more information and the steps to disable TNEF, please refer to the Microsoft support page: [https://support.microsoft.com/en-us/topic/how-email-message-formats-affect-internet-email-messages-in-outlook-3b2c0536-c1c0-1d68-19f0-8cae13c26722](https://support.microsoft.com/en-us/topic/how-email-message-formats-affect-internet-email-messages-in-outlook-3b2c0536-c1c0-1d68-19f0-8cae13c26722) > * **Unauthorized** - User needs to complete email confirmation. Uploads via email are not allowed until email has been confirmed. > * **SPF failures** will cause email uploads to fail.  If the SPF record for your company's domain is set to look at the domain's "A" record for the authorized IP address, make sure the "A" record exists on the domain lookup via DNS. Also, verify that the email server IP address is contained in the "A" record. > * To help prevent email upload failures due to SPF problems, please make sure your email configuration conforms to [RFC 7208](https://tools.ietf.org/html/rfc7208). > * See Section 4 for help with the \,  \, and \ arguments:  [https://datatracker.ietf.org/doc/html/rfc7208#section-4](https://datatracker.ietf.org/doc/html/rfc7208#section-4) > * See Section 5.2 for help on the "include" mechanism: [https://datatracker.ietf.org/doc/html/rfc7208#section-5.2](https://datatracker.ietf.org/doc/html/rfc7208#section-5.2) > * See section 9.2 for help with the "Authentication-Results" header field and how to communicate tests that a border MTA did to downstream agents such as MUAs: [https://datatracker.ietf.org/doc/html/rfc7208#section-9.2](https://datatracker.ietf.org/doc/html/rfc7208#section-9.2) > * For troubleshooting information, click [here](https://support.box.com/hc/en-us/articles/360043692754-Email-Uploads-To-A-Folder-Are-Failing). # Upload to Box With the File Browser Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-with-the-file-browser While browsing all files and folders in Box, uploading a new file or folder is straightforward: 1. In the **Files** section, select **New +** button in the upper-right corner. ![new-plus-button-png](https://mintcdn.com/product-docs/VZLIcIGDdKj92oYw/images/box-fundamentals/new-plus-button.png?fit=max\&auto=format\&n=VZLIcIGDdKj92oYw\&q=85\&s=89c5dd1362a69795cac900b92d49066e) 2. Select **File Upload** or **Folder Upload**, depending on what you'd like to upload. 3. Select the file(s) or folder you'd like to upload. 4. You can select multiple files for upload by holding the **Command** or **Control** key (Mac or Windows, respectively) while selecting files. However, you can only select one folder at a time for upload. 5. Select **Open** or **Upload**. If your session is interrupted, Box allows you to later resume uploads of files that are over 100 MB in size using the Uploads Manager. The Uploads Manager appears at the bottom of the screen when you start uploading files or folders. **To resume an interrupted upload:** * In the Uploads Manager header click **Resume All**, or * In the Uploads Manager click **Resume**. ![Uploads Manager showing failed uploads with Resume All button highlighted.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/uploads-manager-resume-button.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=43215500d33de7ea7604975a58d88198) **To cancel a current upload:** 1. In the **Uploading** dialog window, select **Cancel All**. Box displays the **Cancel All Uploads** dialog window. 2. In the **Cancel All Uploads** dialog window, select **Cancel All**. > [!NOTE] > > If you are having trouble uploading files, here are some possible issues and solutions: > > * [Troubleshooting Uploads to Box](https://support.box.com/hc/en-us/articles/360044196773-Troubleshooting-Uploads-to-Box) > * [The upload button is greyed out and not working](https://support.box.com/hc/en-us/articles/360044192993-New-and-Upload-Buttons-are-Greyed-Out-and-Not-Working) # Uploading iWork or .pkg Files Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/uploading-iwork-or-pkg-files Some files created on Apple operating systems (Mac OS X) are stored as packages, which is a folder that Mac OS X interprets as a single file. To upload package files with Box Drive you must convert them to be saved as a single file. See [Apple's support documentation](https://support.apple.com/en-us/HT202887) for more information on how to convert iWork package files to single files. Other applications may also offer the option to save these types of files as flat files. Alternatively, you can right-click the file and compress it (save it as a .zip file) before uploading it to Box. # Using Box with FTPS Source: https://docs.box.com/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-ftps FTPS is intended for initial bulk uploading and occasional bulk downloading of files from your account. FTPS is available to business and enterprise accounts — except trial accounts — for bulk migration of data. It is not available for personal accounts (free or pro). > [!NOTE] > > * The maximum file size that can be uploaded to or downloaded from Box via FTPS is 32GB. For other options to upload and download content, see [Migrate Content](/en/box-fundamentals/for-admins/getting-started/migrate-content). > * Box does not display directories containing more than 20,000 items. **We do not recommend using FTP** as your primary access method. Consider using [SFTP](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-sftp) as a more secure option. **To access Box's FTPS server:** 1. Choose an FTPS client. 2. Use the following parameters: * **Server**: ftp.box.com * **Username**: Your Box account email address (SSO log in not supported) * **Password**: Your Box account password * **Port**: * For implicit encrypted connection (FTPS): 990 * **TLSv1.2** is required. TLSv1.0 and TLS 1.1 are no longer supported. > [!NOTE] > > By default, Box accepts only encrypted FTPS connections. ## Troubleshooting If you're having trouble using FTPS with Box, see [this article](https://support.box.com/hc/en-us/articles/360044194853-I-m-Having-Trouble-Using-FTP-with-Box). **Related Links** [Preserve Original Created/Modified Times](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/file-transfer-how-can-i-preserve-original-createdmodified-times) How to [Migrate Content](/en/box-fundamentals/for-admins/getting-started/migrate-content). # Enterprise Settings: Box Clients Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-box-clients Box enables you to control access to these official Box clients: * Desktop * Android * iOS * Server * Mobile Web and Accessibility * Box Drive * CLI By default, official Box clients are enabled, and we do not recommend you disable them. If you disable all Box Mobile clients, none of the Box Mobile admin functions are available to you. If you disable the CLI, CLI access through the default Box app is restricted. Access is then only permitted using credentials from the customer’s custom OAuth app created in the Developer Console. **To disable a Box client:** 1. Open the Admin Console. 2. In the left sidebar, click **Enterprise Settings**. 3. In the top of the page, click **Box Client**. 4. Beside the client, click the slider button to the disabled position. # Enterprise Settings: Content & Sharing Tab Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/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. ## Shared Links The Shared Links section is where you configure shared link settings and permissions for content owned by managed users. ### Allow shared links for Defines the content type you allow to be shared. Select from: * **Folders, files, and hubs** (default) - All content in your account use the shared link settings that follow this option. * **Folders only** - Folders in your account use the shared link settings that follow. Shared links for files can be created, but the only sharing option for shared links on files is *Invited people only*, which means files using the shared link are accessible only by invited collaborators in the folder. * **Files only** - Files in your account use the shared link settings that follow. Shared links for folders can be created, but the only sharing option for shared links on folders is *Invited people only*, which means folders using the shared link are accessible only by invited collaborators in the folder. * **Invited people only** - Disables shared links for everyone except invited collaborators to the file, folder, or hub. ### Definition of company When selecting the "people in your company" setting, define what "in your company" means. Select from: * **Users with email domain** (default) - "In your company" is defined as any user with an email address within your company's domain. (This option shows the domain.) * **Enterprise ID** - "In your company" is defined as only managed users in your account. Admins for enterprises with multiple companies sharing one email domain usually create at least one custom subdomain. But other large enterprises instead can have multiple companies, each with a separate EID. To make links shared with “people in your company” available only on a per-company basis, and not across your entire organization, select *Enterprise ID*. > [!WARNING] > > 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.](/en/box-admin-tools/managing-content/enterprise-settings/distinguishing-between-email-domains-and-box-eids-for-shared-links) ### People who can access shared links Defines what access options are available for the content types selected above. By default, all options are enabled, meaning that anyone with appropriate permissions can choose, per item, what access permission to grant their content. Select from: * **People with the link, people in your company, and people in this folder** (default) - Anyone with the link can access. But people can still set a password or expiration date for these links. There is no login required. * **People in your company and people in this folder only** - This is available only if an email domain is added to your account. If you create a link with this setting, everyone in your Box account can see the link, and people within the added email domain who are part of an external Business (or higher) level account can also see the link. * **People in this folder or file only** - Only people collaborated into the folder can access its content from a shared link. An exception is if a parent folder allows different shared link permissions, in which case the parent folder shared link permissions are inherited. Changing this setting alters what types of new shared links can be created for content owned by your enterprise. Existing shared links are also affected by this setting, meaning that previously created shared links with broader access are lowered to the restrictive setting. For example, if you change this setting from *people with the link* to something more restrictive, your managed users can no longer create or open shared links. Further, any pre-existing open shared links would be changed to *people in your company*. If you change this setting from a less restrictive setting to a more restrictive setting and then back again, shared links created before the setting changes retain their type. ### Default access for shared links Defines the default access level of newly-created shared links. If you have limited the access options in an earlier setting, your options here are limited accordingly. * **People with the link** (default) - The content is open to people with the link. File viewers do not have to log in. * **People in your company** - Anyone with the link who's also in your company, or people invited to this file, can access its content. * **People in this folder** - Only people collaborating in this folder can access its content. ### Shared Link Permission Defines the allowed and default permissions for file, folder, and Box Notes shared links. For files, folders, and Box Notes, you define both the maximum permission allowed and the default permission when users share links. You can select from the following values for each: * **Can view, download, and edit** * **Can view and download** * **Can view and edit** * **Can view only** For each part of these options: * View means that link viewers can only preview the item. Download and edit is disabled. Managed users cannot toggle this setting at the folder and file level. * Download means that link viewers can download the files, folders, and Box Notes. With this option enabled, managed users can toggle the download setting at the folder and file level. * Edit means that link viewers can edit the linked file, files in the linked folder, or the Box Note. More specifically, editable file sharing links are shared links that grant editing permissions to files stored in Box for people with those links. Your managed users can select the edit option in the sharing modal for a file within Box if you include edit in the maximum permission allowed. > [!NOTE] > > The permission you see on the file/folder list view and the permission from within a Box Note file can be different. > > This is dependent on the **Shared Link Permission** setting. The **Files** permission type is used when on the file/folder list view. The **Box Notes** permission type is used within Box Note files. > > For example, if **Files** has the permission of **Can view only** and **Box Notes** has the permission of **Can view and edit**: > > * When on the file/folder list view, selecting **Share Link** for the Box Note displays **Can view only**. The option **Can edit** is not available. > * After opening the same Box Note, selecting **Share** then **Get link** allows the user to select **Can edit**. ## 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. ### Allow custom shared link URLs for links with public access Select the check box to enable the custom URL feature for open public sharing. Example of a custom link: [https://.box.com/v/custom-public-link](https://.box.com/v/custom-public-link) Clear the check box to block the creation of custom URLs in your enterprise. If you disable this option, you break any existing custom URLs with **people with the link** permissions. However, if you later re-enable public custom URLs, those same pre-existing links again become valid. This setting does not apply to custom URLs with company and collaborators-only security levels. The default state is cleared. ### Show your custom domain in shared link URLs Select the check box to enable your custom domain display in shared link URLs. The default state is selected. ## 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 ### Available Roles Determines which roles can be chosen for collaborators. Roles selected here are available to choose from when setting access levels for collaborators. Each role provides different access levels. The default states are selected for all roles. ### Default collaboration roles Determines the default access level across your entire organization for files people share. Select from: * **Editor** (default) * **Viewer** (more secure) > [!NOTE] > > Users are allowed to change this setting when they invite collaborators. ### Restrict invites Determines who can invite collaborators. Select this option so only folder Owners and Co-owners and Admins (including Co-admins and Group Admins) can invite collaborators to a given folder. The default state is cleared. ### Enable invite links Determines whether people can use invite links to collaborate. Invite links grant collaborator access to a folder to people who select the link. If these links are disabled, users are still able to invite collaborators through email invites sent securely by Box. Unless accepted, pending collaboration invitations expire after 30 days. The default state is selected. ### Enable group invites Determines whether users can invite groups to collaborate in folders. Enabling group invites allows collaborators with editor, co-owner, or owner permissions to invite group collaborators and modify their permissions on those items. The default state is selected. ### Restrict Ownership Transfer Determines whether non-admins can transfer ownership of a file or folder to external collaborators and move a file or folder owned by your enterprise to a folder owned by an external account. Select this option to prevent ownership transfer of a file or folder to external collaborators. Admin and co-admins of your account can still transfer ownership to external collaborators. The default state is cleared. ### External collaboration Determines whether your users can collaborate with any external collaborators (default) or only external collaborators in allowlisted domains. See [Limit collaboration to allowlisted domains](/en/box-admin-tools/how-to-guides-for-admins/limit-collaboration-to-allowlisted-domains) for details. To further restrict collaboration and shared links for application content (such as AI sessions, Box Automate, and Box Extract) without changing sharing for users' files and folders, see [Additional collaboration configuration](#additional-collaboration-configuration). ### Move and copy content to a folder Determines whether the collaborators can move or copy content to a folder where they have a higher permission level. Admins can prevent or allow collaborators to move or copy content to a folder where they have a higher permission level. If the setting is configured to prevent such actions, an error message is displayed when collaborators attempt to do so. > [!NOTE] > > * Selecting **Prevent collaborators from moving or copying content to a folder where they have a higher permission level** does not prevent **Copy** operations being conducted through Box Drive. > * Co-admins can also change this setting if they have the following [permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) enabled: > * View settings and integrations for your company > * Edit settings and integrations for your company > * **Prevent collaborators from moving or copying content to a folder where they have a higher permission level** does not apply to Automate workflows. Therefore, moving or copying content into folders through Automate workflow may still result in some users being granted higher permission level. You can mitigate this risk by allowing users to create workflows only with folders where they have Owner/co-owner permission in Box Automate enablement settings. ### Additional collaboration configuration Some products and features, such as AI Home, Box Automate, and Box Extract, create items that are owned by users but that are not stored in the folder structure on the **Files** page. By default, your enterprise's external collaboration setting applies to these items. This setting lets you narrow collaboration and shared link options for these items beyond your primary external collaboration setting—without changing sharing for a user's general files and folders. Select one of the following options: * **No additional restriction on collaboration and shared links** (default): Your primary external collaboration setting applies to these items, with no additional restrictions. * **No external collaboration and no public shared links**: Prevents external collaboration and public shared links for these items. * **Restrict all collaboration and shared links**: Prevents all collaboration and shared links for these items. Existing collaborations are not automatically removed. Users cannot add new collaborations or create new shared links that violate the selected option. See [Configure additional collaboration for application content](/en/box-admin-tools/how-to-guides-for-admins/configure-additional-collaboration-for-application-content) for covered content, recommended configurations, and related Content & Sharing controls. ## 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. ### Configure Canvas Defines who can use Box Canvas. Select **Edit Configuration** and then select: * Disable for all managed users * Enable for all managed users (default) * Enable for select users and groups, and then enter one or more user names, email addresses, or groups * Enable for everyone except select users and groups, and then enter one or more user names, email addresses, or groups ## 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](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files), you can determine whether the watermarks on all files are rasterized, or whether watermarks are vector-based or rasterized, depending on the file type. ### Watermarking Determines how watermarking is applied to different file types. Select: * **Vector-based and rasterized watermarking** (recommended) - Provides infinite resolution, inclusion in search, clickable links, and a very small sized file overhead, but can and is used on document-based files only. Rasterized watermarking is used on all image files. The "document-based files" on which vector-based watermarks can be applied are also known as files that have PDF support. Those file types are listed in the [Supported File Types](https://developer.box.com/guides/representations/supported-file-types/) topic with a **Yes** in the *PDF Support?* column. * **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. ### Custom Watermarking 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 ### Watermarking Differences The different types of watermarking have differences that may affect your decision about which one to use. | | Vector-based | Raster | | - | - | - | | Resolution | Infinite; the watermark scales when viewers zoom in or out | Limited to 2048 x 2048 pixels; the watermark does not scale when zooming | | Text copying | Yes | No | | Text searching | Yes | No | | Links | Clickable | Not clickable | | Modifies underlying content | No | Yes | | Watermarked document size | Smaller | Larger | | Document security | Medium | High | ### 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 impacts 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. ## Content Creation This section allows you to restrict certain types of content creation. Higher restrictions provide admins greater control over the content and structure. However, users are more restricted in creating content, which may impact the amount of collaboration. ### Restrict content creation Determines who can create and delete folders, files, and bookmarks at the root level of your Box instance. Select this option to prevent all non-admin managed users from creating, deleting, and moving folders in their "Files" section. Enable this setting to create the folder structure for the entire account and then invite users into this structure. > [!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. ### Restrict tag creation Cleared by default. Determines who can create tags for files in your account. Tags can be used by users to easily label and search for content. Select this option to limit tag creation, and then select who can create tags from: * **Folder owners/co-owners and admins/co-admins** (default) * **Admins/co-admins** ### Email Uploads Determines whether you allow people to upload file attachments to a specific Box folder through email. The default state is cleared. ## Folder Insights Folder Insights allow [folder owners to track activity in folders they own](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-user-activity-on-folders). ### Configure Folder Insights Defines who can use Folder Insights. Select **Edit Configuration** and then select: * Disable for all managed users * Enable for all managed users (default) * Enable for select users and groups, and then enter one or more user names, email addresses, or groups * Enable for everyone except select users and groups, and then enter one or more user names, email addresses, or groups ## 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, enable or disable Hubs 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](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). ### Configure Hubs Defines who can create Box Hubs. Select **Edit Configuration** and then select: * **Disable for all Hubs users** * **Enable for all Hubs users (recommended)** (default) * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups > [!NOTE] > > These defaults apply only to Box accounts created on or after November 4, 2025. Existing accounts retain their previous settings. If you disable Hubs creation, your users can still view the Hubs gallery. ### Hubs navigation visibility Defines who sees Hubs in the left navigation. Select **Edit Configuration** and then select: * **Only users with permission to create Hubs** * **All managed users (recommended)** To configure Box AI for Hubs, go to the Box AI settings in the Admin Console. ### Manage Hubs Global Presets Defines the default settings for new Hubs in your organization. Select **Edit Configuration** to configure: * **Who can access Hubs**: Restrict collaboration to your organization, and restrict public shared links for Hubs. * **Who can copy this Hub**: **No one**, **Only users within** your organization, or **Anyone**. * **Who can add or modify collaborators**: **Editors and co-owners** or **Only co-owners**. * **Who can create or modify shared links**: **Editors and co-owners** or **Only co-owners**. For each setting, select **Allow hub co-owners to change this setting** to allow per-Hub changes. For details, see [Configuring Box Hubs](/en/box-hubs/box-hubs-for-admins/configuring-box-hubs#setting-up-the-default-hubs-settings). ## Box Apps Box Apps enables users to create no-code applications using metadata to automate processes such as contract management, onboarding, and invoicing. ### Box Apps users Defines who can access Box Apps. Select **Configure** and then select: * **Disable for all managed users** (default) * **Enable for all managed users (recommended)** * **Enable for select users or groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups ### Box Apps management Defines who can be a Box Apps Admin and manage Box Apps. Select **Configure Management** and then select: * **Disable for all Box Apps users** * **Enable for all Box Apps users** * **Enable for select Box Apps users or groups**, and then enter one or more user names, email addresses, or groups * **Enable for all Box Apps users except select users and groups**, and then enter one or more user names, email addresses, or groups For details, see [Enabling Box Apps](/en/box-apps/box-apps-for-box-admins/enabling-box-apps). ## Forms Box Forms enables users to design, customize, and publish web forms with required fields, dynamic rules, and customizable workflows for starting business processes. > [!NOTE] > > Box Forms is available only for Enterprise Advanced accounts. Customers must agree to the Box Forms Addendum to use Box Forms. ### Forms users Defines who can use Box Forms. Select **Edit Configuration** and then select: * **Disable for all managed users** (default) * **Enable for all managed users** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups ### Form file upload fields configuration Defines which folder roles can upload files through form file upload fields. Select: * **Owners/Co-Owners Only** * **Owners/Co-Owners and Editors** (recommended) ### Forms branding Defines who can apply custom branding to forms. Select: * **Disable for all managed users** * **Enable for all managed users** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups You can also select the logo your organization uses by default on new forms: * **Logo on Brand Color** * **Logo on White** ### Form public link access Defines whether people must sign in with a Box account to access forms, or whether anyone with the link can access them. This setting applies to all forms in your organization. For details, see [Enabling Box Forms](/en/box-forms/enabling-box-forms). ## File Request File Request enables users to request files and metadata from anyone with a link ### File request users Defines who can request files. Select **Configure Users** and then select: * **Disable for all managed users** * **Enable for all managed users (recommended)** (default) * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups > [!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 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](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). ### File request permissions Defines what folder owner roles are allowed to make file requests. Select **Configure Permissions** and then select: * **Owners/co-owners** * **Owners/co-owners and editors (recommended)** (default) ### File request branding Defines who can apply custom branding to file requests. Select **Configure Branding Permissions** and then select: * **Disable for all managed users** * **Enable for all managed users (recommended)** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups You can also select the color scheme for your company logo on new file requests: * **Logo on Brand Color** * **Logo on White** File requests created after you change this setting use the selected scheme. To brand existing file requests, update each one individually. For details, see [Customize your account's branding](/en/box-fundamentals/for-admins/getting-started/customize-your-accounts-branding#branding-new-file-requests). ### File Request Link Access Defines whether file uploaders are required to sign in with a Box account. When selected, this setting: * Applies enterprise-wide; individual Box account holders cannot change it * Applies retroactively to all currently active file requests in addition to all future file requests * Disables the option to add an email field to the file request, as that option becomes redundant when you require a Box login before uploading * Provides an option for people without a Box account to create one before they can submit The default state is cleared. ## Automate **Managing Box Automate access** To manage Box Automate for end users, admins must configure the enablement settings within the Admin Console. **Configuring Box Automate settings** 1. Navigate to the **Admin Console** > **Enterprise Settings**. 2. Select the **Content & Sharing** tab. 3. Scroll to the **Box Automate** section. **To configure user access** 1. Under the enablement settings, select **Edit configuration**. 2. Under **User Access:** * **Enable** for all users * **Disable** for all * **Enable** for some users * **Disable** for some users 3. Select **Save** to apply changes. **To configure folder permission settings** 1. Under workflow creations enablement, select **Edit configuration**. 2. Select the user roles: * Owners/co-owners * Owners/co-owners and editors 3. Select **Save** to apply changes. > [!NOTE] > > * Disabling Box Automate at the enterprise level immediately pauses all active workflows. Use caution when modifying global enablement settings. > * The setting within **Admin Console** > **Content & Sharing** labeled **Prevent collaborators from moving or copying content to a folder where they have a higher permission level** is not applicable to actions performed by Automate Workflows executions. **Governance and Security Considerations** Administrators can maintain robust oversight of automated workflows to ensure security and compliance standards are met. **Access and Approval Controls** * **User Access Management**: Use the allowlist settings in Enterprise Settings to ensure only authorized personnel or specific departments can build automations. **Monitoring Enterprise Activity** Once permissions are granted, co-admins can access the **Automate** tab to monitor the status of all enterprise workflows. ## Relay Relay allows users to build workflows to automate tasks and content actions within Box. If enabled, your users are able to build automated workflows on folders they own or co-own. Relay workflow definitions and execution instances are stored and managed by the platform, and support standard lifecycle operations including trash, restore, and ownership transfer. ### Relay users Defines who can use Relay. Select **Edit Configuration** and then select: * **Disable for all managed users** * **Enable for all managed users (recommended)** (default) * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups > [!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](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). ### Relay permissions Defines who can create workflows with folders they own, co-own, or can edit. Select **Edit Configuration** and then select: * **Owners/co-owners** * **Owners/co-owners and editors (recommended)** (default) > [!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. ### Template publication permissions Defines who can publish workflow templates. Select **Edit Configuration** and then select: * **Only Relay Admins and Co-admins can publish workflow templates** * **Enabled Relay users can publish workflow templates (recommended)** (default) * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups > [!NOTE] > > * You can enter up to 100 names/email addresses and up to 100 groups. If you want to enable or disable more, 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](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). ## Box Doc Gen Box Doc Gen enables users to generate dynamic documents with Doc Gen APIs. ### Box Doc Gen Permissions Defines who can create and manage Doc Gen templates. Select **Configure** and then select: * **Disable for all managed users (default)** * **Enable for all managed users** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups ## 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. ### Cascading folder level metadata permissions Defines who can create cascade policies. Select **Configure** and then select: * **Disable for all managed users** (default) * **Enable for all managed users** * **Enable for select users**, and then enter one or more user names or email addresses * **Enable for everyone except select users**, and then enter one or more user names or email addresses > [!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. ## Auto-Expiration This is where you define default expiration for shared links and invited collaborators. ### Shared links expiration settings #### Disable all shared links after a specified time of link creation Determines whether all shared links are disabled after the defined number of days. > [!NOTE] > > If you set shared links to be disabled automatically, the content itself is not deleted. It is just unshared. The default state is selected and the default time period is 60 days. The limit for auto-expiration is 18250 days. The expiration period applies only to shared links created after you turn on this setting. Turning off this setting does not remove expiration dates from existing shared links. Shared links created after you turn off the setting do not expire automatically. #### Disable public shared links after a specified time of link creation Default is selected with a value of 60 days. Determines whether only publicly shared links are disabled after the defined number of days. > [!NOTE] > > If you set shared links to be disabled automatically, the content itself is not deleted. It is just unshared. The default state is selected and the default time period is 60 days. The limit for auto-expiration is 18250 days. The expiration period applies only to shared links created after you turn on this setting. Turning off this setting does not remove expiration dates from existing shared links. Shared links created after you turn off the setting do not expire automatically. #### Apply these settings to Determines what content that shared link expiration applies to. Select from: * **Folders and Files** * **Folders only** (default) * **Files only** > [!NOTE] > > This setting is unavailable if you do not set at least one link expiration policy​. #### Notify item owners a specified time before expiration Determines if content owners with shared links are notified before the shared links expire. The default state is cleared. The default time period when selected is 7 days. #### Allow item owners and editors to modify the expiration date Determines whether owners and editors of content can change expiration dates for any shared links they create. The default state is selected. > [!NOTE] > > If you clear this setting, any existing shared links with expirations are not modifiable. Box does not recommend this configuration. > > If you turn off shared link expiration, users can still extend the expiration date of existing links. ### Invited collaborators expiration settings #### Automatically remove invited collaborators Determines whether collaborators are removed after the defined number of days. If you automatically remove invited collaborators, they are only uninvited from the items they were invited to. Their accounts are not deleted. The default state is cleared. When selected, the default time period is 60 days. The limit for auto-expiration is 18250 days. The expiration period applies only to collaborations created after you turn on this setting. #### Allow folder owners to extend the expiration date Available only if *Automatically remove invited collaborators* is selected. Determines if folder owners can extend a collaboration expiration date. The default state is selected. #### Notify affected users n days before expiration Available only if *Automatically remove invited collaborators* is selected. Determines if collaborators receive notifications through email before a collaboration expires. The default state is selected and the default time period is 7 days > [!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 through inherited permissions. #### Apply these settings to Available only if *Automatically remove invited collaborators* is selected. Defines the collaborators that these expiration settings apply to. Select from: * **External Collaborators** (default) * **All Collaborators** ## 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](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-dispositions-page#extend-the-disposition-date). 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. Select the **Retention** tab. 3. Select **Create Retention Policy**. For more information, see [Disposition Insights](/en/box-governance/retention/disposition-insights). > [!NOTE] > > * After turning on the disposition page setting for at least one person, Box starts processing the enterprise data needed to generate disposition insights. It can take up to around 72 hours until the data starts to display. > * When this feature is enabled, the global **Metadata dispositionInsights** template is automatically applied to retained content. The template includes information about the retention expiration date and disposition action. This information is accessible through our API, with [Metadata template API documentation](https://developer.box.com/reference/resources/metadata-template) available. > * If you already use Metadata APIs to collect information about the templates, make sure you use the appropriate [scope parameter](https://developer.box.com/reference/resources/metadata-template#param-scope). > * Different endpoints are used to retrieve metadata template details, depending on the scope: > * [Get metadata template by name](https://developer.box.com/reference/get-metadata-templates-id-id-schema) > * [List all global metadata templates](https://developer.box.com/reference/get-metadata-templates-global) > * [List all metadata templates for enterprise](https://developer.box.com/reference/get-metadata-templates-enterprise) > * We prioritize the processing of files expiring in the next 12 months, then asynchronously process content expiring further in the future. This may lead to a situation where content expiring further in the future gradually displays in the subsequent days after enablement. > * Similarly, when you apply a retention policy to new content, the data starts appearing on the page within 72 hours. If you apply it to a large number of files (e.g. hundreds of millions) it appears gradually over the following days. ## Trash Enabling trash provides each of your users with their own trash folder. This is recommended so users can retrieve items they may have accidentally deleted. ### Enable Trash Determines whether Trash is used in your organization. The default state is selected. ### People who can permanently delete content in Trash Available only if *Enable Trash* is selected. Determines who can permanently delete content once it has been sent to Trash. Select from: * **Everybody (including Automation and Policies)** (default) - Anyone in your organization can delete content from Trash that is not otherwise retained by policy. * **Nobody (No user or policy can delete content)** - Retention policies with disposition action set to *Permanently delete content* do not permanently delete content that has reached the end of the retention period. * **Admin Only** - Only your organization Admin can delete content from Trash, and only content not otherwise retained by policy. * **Admin and Co-admins Only** - Only Admins and Co-admins can delete content from Trash, and only content not otherwise retained by policy. * **Policy Only (No user can delete content)** - Only policies can delete content from Trash. Retention policies with disposition action set to *Permanently delete content* are allowed to delete content that has reached the end of the retention period. The *Items in trash are automatically deleted after* Trash policy deletes content based on the time period selected except for items retained by a Governance policy. * **Selected Users** - (Available only when you have the Box Governance package.) Enter up to 1000 user names. (Groups are not supported.) If you do not enter any users, it operates the same as if you select *Policy Only*. > [!NOTE] > > * 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](/en/box-governance/legal-holds/about-legal-hold-policies) and [Retention](/en/box-governance/retention/about-retention-and-retention-policies) policies take precedence over this Trash setting: Any content under retention or legal hold is not permanently deleted. > * Some content managed by Box applications (such as workflow definitions, AI sessions, and form responses) may appear in your Trash when deleted. This content can be restored the same way as regular files. However, certain application-managed content types may have restrictions on copy and move operations. The ability to choose who can permanently delete content in the trash is only available as part of the Box Governance package. ### Items in trash are automatically deleted after This setting is available only if *Enable Trash* is selected. Determines how long content is in Trash of your managed users' accounts before it is permanently deleted. After the specified time period passes, the items are permanently deleted. If you modify this setting, the new duration does not apply retroactively to items already in the trash. Select from: * **7 days** * **14 days** * **30 days** (default) * **60 days** * **90 days** * **Custom** - The ability to choose the Custom option is only available as part of the Box Governance package. The Custom option can range from 7 days to 10 years. * **Never auto-delete items (including by policy)** Retention set by [retention policies](/en/box-governance/retention/about-retention-and-retention-policies) overrides this setting for any content managed by those retention policies. # Enterprise Settings: Custom Setup Tab Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-custom-setup-tab Enterprise settings define how Box works in your enterprise, and the settings in the Custom Setup tab define settings for customizing your organization's Box experience. This topic contains the following sections: ## Company Profile This section defines how your organization name will appear to your users. ### Company Internal Display Name Defines what your managed users will see when they use Box, which is the name for your company your managed users will see when they use Box. This is not the same as, can be different from, and will not change the official company/organization name you use in your contract with Box. > [!NOTE] > > Changing your company internal display name will NOT update your company's name in your agreement with Box. If you need to change a company name on your agreement, please contact support. ### Custom Subdomain Optional. Defines a custom subdomain that your users will see when they are logged in to Box as an alternative to `app.box.com`. This subdomain must be unique. Users navigate to this custom subdomain to log in to their Box accounts. > [!NOTE] > > Keep the URL of your custom subdomain short and relevant to your company so people can remember and recognize it easily. For example, if your organization is Acme Inc., you could enter acme in this field, and when your users log in, they will see `acme.box.com` in the address bar of their browser instead of `app.box.com`. > [!WARNING] > > Except in the following two scenarios, your shared links will continue to point to the same document and you don't need to regenerate or resend those links: > > * If you change your custom subdomain, your existing shared links may break if your existing [link URLs were customized](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) > * If the URL of the shared link you've sent changes due to any other reason, such as your organization merging with another organization, Box requires the user's permission to redirect to the new destination After you add a subdomain, you cannot remove it. You can only change it. If you do try to remove it, Box prompts you that a subdomain is required. **To see whether you have custom shared links:** 1. Go to **Admin Console > Reports**. 2. Select **Create Report**. 3. In the Reports page, click **Shared Links**. 4. Click **Run** > **Export**. Box places the report in the **Box Reports** folder of your Box account. You can track changes to your custom subdomain via the User Activity report. > [!NOTE] > > During the trial period, you cannot add subdomains to your enterprise. Contact Box Product Support to add them on your behalf. ## Custom Settings To integrate Box into your company processes and workflows, you can customize the branding and messaging that people see when they interact with your company content in Box. This section defines how Box looks to your managed users. ### Enable Custom Settings Adds settings to this section of the Custom Setup tab that allow you to customize: * [Branding](#branding) * [Help text and footer URLs](#help-instructions-and-footer-text) * [Support contacts](#support-contact-information) * [System email signature](#system-email-signature) * [Login page header and message](#login-page) ### Branding Available only when Enable Custom Settings is enabled. Here you can custom brand your Box account with your company logo and color scheme. These replace the default Box logo and color scheme throughout the Box product and Box email notifications so managed users experience the look and feel of your brand instead of the Box brand. #### Logo for use on white In cases where the Box logo would appear, determines what would replace it when the background is white. This would typically be a version of your company logo. Select **Add** to upload a file. Logos look best when they are at least 150px in height, are in png format, and have a transparent background. Uploaded files must not exceed 1MB. #### Logo for use on Brand Color In cases where the Box logo would appear, determines what would replace it when the background is the Brand Color, as defined below. This would typically be a version of your company logo. Select **Add** to upload a file. Logos look best when they are at least 150px in height, are in png format, and have a transparent background. Uploaded files must not exceed 1MB. #### Brand Color Determines the color(s) your users will experience when using Box. You can change these from the default colors Box uses to the colors used in your organization's branding. Select the color swatch to select one of the default colors (which are the default Box colors) or enter a Hex Code for a color you want. Select **Show Advanced Settings** to do the same for Secondary Color, Header Rollover, Header Text, and Links. ### Help Instructions and Footer Text Available only when Enable Custom Settings is enabled. This setting allows you to add a link to any organization-specific help or other information for your managed users. It includes label text, link text, and URL. This appears in the Box web application's Help menu as the first item and in the footer of your users' login page. #### Text This field can contain up to 30 characters of plain text. It should be a short description of your help resource. #### Link Text This field can contain up to 30 characters of plain text. It should match your organization style for the text of hyperlinks. #### Link URL This field must contain a fully qualified web resource in the form of a URL, including starting with `http://` or `https://`. ### Support Contact Information Available only when Enable Custom Settings is enabled. Your company's support resources instead of the default Box customer support. #### Phone Number This field contains the phone number you want your managed users to call when they need help using Box. When this field contains a value, a Support section is added to the Box web application's Help menu and the phone number is included in that section. #### Email This field contains the email address you want your managed users to use when they need help using Box. The value must be a valid email address. When this field contains a value, a Support section is added to the Box web application's Help menu and the email address, rendered as a clickable mailto: link, is included in that section. #### Support Site URL This field contains the URL you want your users to navigate to when they need help using Box. This value must be a fully qualified web resource in the form of a URL, including starting with `http://` or `https://`. When this field contains a value, the destination replaces the URL of Box Help in the Help menu. ### System Email Signature Available only when Enable Custom Settings is enabled. An email signature with additional information, such as a legal or privacy notice, to automated email notifications sent on behalf of users when they take certain actions, such as adding a collaborator to a folder or assigning a task, in Box. #### Text Enter the plain text content you want included in the email signature section of automated email messages. ### Login Page Available only when Enable Custom Settings is enabled. A custom message that your managed users will see on your organization login page below the email and password prompts. #### Header This field can contain up to 40 characters of plain text and will be rendered as a header. #### Message This field can contain up to 2048 characters of plain text. You can also include a limited number of tags for formatting: `strong` for bold text, `em` for italic/emphasis text, and `br` for line breaks, as well as `a` anchor tags with `href` attributes for linking. ## Domain Management This section is where you define in Box the domains your organization controls. This allows you to define and validate Internet domains that you control to make your user and content management easier and to help prevent security breaches. It allows you to demonstrate that you own Internet domains. See [Domain Management, Verification, and Auto Enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment) for details. > [!WARNING] > > After defining a domain for your organization, you will then need to verify your account through MFA. Changing or adding a domain is considered a “critical action” and requires additional verification as a result. You will receive an MFA check through your selected MFA method; if you have SSO or no selected MFA method, you will receive email verification. For more information on MFA methods, see [Configuring Multi-Factor Authentication](/en/box-admin-tools/box-security/configuring-multi-factor-authentication). ## Embed Widget Customization This section defines whether or not the Box logo is included in the [Box Embed Widget](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/create-a-box-embed-widget). The Box Embed Widget enables managed users to embed files and folders from their Box accounts into another Web site. The security settings on those files and folders persist, so you can maintain your level of security. The default is enabled, and by default, the Embed Widget contains the Box logo, as any custom branding settings do not apply to the embed widget. However, you can remove the Box logo by disabling it. ## File Version Limit Box keeps track of all file versions, and you can refer or revert to a prior version of a file at any time. This section defines how many versions of a file are saved in Box. In **Number of File Versions**, enter any whole number from 1 to 100,000, up to the maximum your plan allows. Unlimited remains available on plans that include it. For example, if you limit the number of file versions to 5, only the 5 most recent versions of a file are restorable in a file's version history. When a file has exceeded the version history limit, the oldest version of the file is moved. In the version history window, this file version displays as removed by the file owner. The maximum number you can choose depends on the Box account type: * Personal Free: unavailable * Personal Pro: 10 * Starter: 25 * Business/Business Plus: 50 * Enterprise: 100 * Enterprise Plus: unlimited * Enterprise Advanced: unlimited > [!NOTE] > > File version limits do not include the most current version of the file. For example, if you limited the number of file versions to 1, you would still have 2 versions of the file: the current version and the most recent prior version. For more information, see [Adjusting the Number of File Versions to Preserve](/en/box-admin-tools/how-to-guides-for-admins/adjusting-the-number-of-file-versions-to-preserve) and [Accessing Version History](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-version-history). ## Custom Terms of Service This section allows you to define a custom Terms of Service (ToS) to replace the default ToS that managed users and external collaborators must accept before using and collaborating in Box. ### Enable for Managed Users Determines if managed users will see the default or a custom terms of service upon initial login. If enabled, enter the content for the custom terms of service below. ### Enable for External Users Determines if external users will see the default or a custom terms of service before accepting an external collaboration for the first time. If enabled, enter the content for the custom terms of service below. ### Use same Terms of Service for Both Managed and External Users Determines if the same content will be used for both managed users and external users for a custom terms of service. If enabled, only one field will be available for entering a custom terms of service. ### Supported Custom Terms of Service HTML Elements The custom terms of service fields support plain text, as well as the following HTML elements: * Headings: `h1`, `h2`, `h3`, `h4` * Paragraphs: `p`, `br` * Formatting: `b` (bold), `strong` (typically rendered as bold), `i` (italics), `em` (typically rendered as italics), `u` (underline) * Links: `a` (anchor, both with and without an `href` attribute) * Containers: `span` # Enterprise Settings: Device Protection Tab Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab The Device Protection tab lets your organization Admin define settings that determine whether or not devices are allowed to access Box. This topic contains the following sections: ## Box Device Trust Device Trust settings define default how [Device Trust policies](/en/box-admin-tools/box-security/setting-up-device-trust-security-requirements) are configured. ### Policy Name Enter a short, unique, and descriptive name. 80 characters maximum. ### Policy Description Enter an optional description that provides a summary of the policy purpose and function. 255 characters maximum. ### Apply To Determines who the policy applies to. Select from: * Enable for all users * Enable for selected groups of users * Enable for all users but exclude selected groups of users If you need to add different levels of security to your company with the Device Trust policy, you can enable it for all users, for selected groups of users, or for all users excluding specific groups. #### Example Groups in the organization: * IT * Marketing * Leadership * IT Leaders * Marketing Leaders *Enable for selected groups:* you selected the Leadership group. The Device Trust policy will be enabled for all users from Leadership (including IT Leaders and Marketing Leaders). *Enable for all users but exclude selected groups of users:* you selected Leadership. The Device Trust policy will be enabled for all users, except for everyone in the Leadership group (including IT Leaders and Marketing Leaders). ### Device Trust Audit Mode Audit mode allows you to test your device trust configuration without risk of impacting your users; users will be able to login without any impact on their experience, except for Box use via mobile browser. This setting could also be used to monitor access on your Box instance. To monitor devices access: * Reports can be generated in Admin Console Reports User Activity (select the Failed Device Trust Check under Login) * Logs are available in [Box Events Stream](https://developer.box.com/guides/events/) ### Device Trust Requirements Defines the requirements that devices must meet to use Box on those devices. ### Require all devices meet the following security requirements for access to Defines what Box apps are subject to this policy. Select one or more Box applications for which you want to enforce device trust ownership and/or security requirements. (If you do not enable any application, then users will be able to access that app without being required to meet device trust requirements.) * **Box Web App** - Enables the Device Ownership and Device Security settings for the Box Web App on Windows and macOS devices. * **Box Sync & Box Drive** - Enables the Device Ownership and Device Security settings for the Box Sync and Box Drive on Windows and macOS devices. * **Box for iPhone and iPad** - Enables the Device Security settings for the Box app on iOS devices. * **Box for Android** - Enables the Device Security settings for the Box app on Android devices. * **Integrations with Third-Party Applications** - Enables the Device Ownership and Device Security settings for third-party apps that work with the Box Web App on Windows and macOS devices. > [!NOTE] > > * Windows and macOS devices must have Box Tools installed for the Web App and third-party integrations to perform the necessary Device Trust security checks. > * When the **Box Web App** setting is enabled, mobile devices cannot access the Box Web App because there is no Box Tools for mobile devices and Box Tools is required for this security check. This does not affect access through the Box app; you define that security access with the **Box for iPhone and iPad** or **Box for Android** settings. > * If **Box for iPhone and iPad** or **Box for Android** is enabled, Device Trust applies only to non-EMM (enterprise mobile management) mobile apps, and Device Trust security check is not run on EMM apps. For EMM apps, admins can apply the same functionality via their MDM (mobile device management) provider. ### Device Ownership Requirements (Windows and macOS) Available only when **Box Web App** or **Box Sync & Box Drive** are enabled. Determines ownership requirements to enable Box access from Windows or macOS computer and defines how we should recognize such a computer that you manage via either a domain membership check or a security certificate presence validation. Select one or both of: * Domain membership on Windows and Mac - Requires that a macOS or Windows device be joined to a Windows Active Directory domain or an Azure AD tenant ID. You can enter multiple domains separated by commas. * Certificate Presence - Requires that the certificate that you define be present on the device. In this scenario we will perform a client-side certificate validation, challenging the device for its identity defined by a unique certificate (and corresponding private key) signed by your enterprise or MDM Certificate Authority. Select from: * **Device-specific certificate validation (recommended)** - We require the device certificate to be stored in the KeyChain (macOS) or in the local or user certificate manager (Windows). The device certificate must be signed directly by the certificate uploaded on Box Admin Console and we don't verify the device certificate against a revocation list. Also, the device certificate must not be expired. * **Enterprise certificate check** - In this scenario we will look in the KeyChain (macOS) or in the local or user certificate manager (Windows) for the same certificate you upload in the Box Admin Console to establish the ownership of the device. > [!NOTE] > > If you enable the Enterprise certificate check, you must install the certificate into a certificate store available to the same user context under which Box Tools is running. For example, if Box Tools is running in a machine-wide installation, the device trust check runs in the context of the SYSTEM user. If you install the certificate only in the user's certificate store, then device trust checks can fail. For device trust to work, you must push out the certificate to the local machine's profile (in addition to other locations). ### Device Security Requirements Defines minimum security requirements on devices (regardless if they are managed or unmanaged). * For Windows/For Mac - These sections are available only when either *Web App & 3rd Party Apps* or *Box Sync & Box Drive* is enabled. Select one or more from: * **Minimum Windows/macOS version** - Defines the minimum operating system (OS) version required to be on the Windows/macOS device. This enables you to enforce newer versions of macOS and Windows operating systems, which typically incorporate enhanced security features. The values you can select in these lists are updated with the latest OS versions after they have been released and have been tested by Box. Several Windows server versions are included when their corresponding base Windows versions are selected: Windows Server 2012 with Windows 8, Windows Server 2012 R2 with Windows 8.1, Windows Server 2016 with Windows 10, Windows Server 2019 with Windows 10, and Windows Server 2022 with Windows 11. * **Antivirus**\* - Requires that antivirus software is installed and up-to-date on the device, which helps further protect sensitive content accessed by that device. In Windows, checks antivirus status in Windows Security Center. In macOS, checks for the existence of Avast, AVG, Bitdefender,  CarbonBlack, Cisco AMP, Cortex XDR, CrowdStrike Falcon, DarkTrace, ESET, FireEye, Jamf Protect, Kaspersky, Malwarebytes AV, Malwarebytes Threatdown, McAfee (+ePO), Microsoft Defender, Norton, Trend Micro, SentinelOne, Sophos, or Symantec. * **Firewall**\* - Enables you to enforce the benefits of firewall protection on devices. In Windows, checks in Windows Security Center. In MacOS, checks in the Network Firewall setting. * **Full disk encryption** - Helps protect against data loss by requiring disk encryption software. In Windows, checks that any of Bitlocker, Symantec Encryption Software (Powered by PGP), McAfee, Check Point are used. In macOS, checks that any of Filevault or Check Point are used. \* These checks are not supported on Windows Server operating systems. * For iOS - This section is available only when *Box for iPhone and iPad* is enabled. Select one or more from: * **Minimum iOS version** - Defines the minimum iOS version required to be on the iOS device. This enables you to enforce newer versions of iOS operating systems, which typically incorporate enhanced security features. The values you can select in these lists are updated with the latest iOS versions after they have been released and have been tested by Box. (iOS versions 13 and newer include the corresponding iPadOS versions.) * **Device Passcode** - Requires that a device-level passcode be set. * **Jailbreak Detection** - Requires that the device not be jailbroken. * For Android - This section is available only when *Box for Android* is enabled. Select one or more from: * **Minimum Android version** - Defines the minimum Android version required to be on the Android device. This enables you to enforce newer versions of Android operating systems, which typically incorporate enhanced security features. The values you can select in these lists are updated with the latest Android versions after they have been released and have been tested by Box. * **Root Detection** - Requires that the device not be rooted. ### Requirements Scope Available only if any Device Trust Requirements are enabled. Defines what requirements are necessary for a device to log in. Select either: * **Require devices to meet all requirements specified above** - To require devices to meet all enabled requirements in both Device Ownership Requirements and Device Security Requirements to log in to Box. * **Allow devices to meet either Device Ownership or Device Security requirements** - Default. To allow devices to log in to Box when either Device Ownership Requirements or Device Security Requirements are met. ### Platform Restrictions Device Trust is only supported on platforms where Box is supported. Determines if devices on unsupported platforms are allowed to log in to Box. The default is enabled, which blocks access from unsupported platforms. The only supported devices are devices with a Windows, macOS, iOS, or Android operating system. ### IT Help Email Optional. Enter an email address that will connect with your organization's IT department. If left blank, the message your blocked users will receive will not contain any contact information. ## Endpoint Detection and Response Integrations Endpoint Detection and Response (EDR) Integrations are where you configure third-party security partners that protect your content from threats. For each partner integration that you can configure here, some settings are in this section of the Box Admin Console, and their use is described here, and some settings are within your partner integration account, and instructions for those settings are in that company's documentation. In general, a security tool, typically an EDR, informs Box as soon as it detects any anomalous activity on an endpoint, where "endpoint" is defined as any device that connects to a network. Based on the risk score of EDR signal and additional contextual data shared with Box cloud backend, Box will take remediation actions on the device. > [!NOTE] > > * Windows and macOS devices must have Box Tools installed for the Web App to perform the necessary endpoint security checks. > * When endpoint detection and response is enabled, mobile devices can't access the Box Web App because there is no Box Tools for mobile devices and Box Tools is required for this security check. This does not affect access via the Box app; you define that security access with the *Box for iPhone and iPad* or *Box for Android* settings. ### Account Details Configured as part of the connection process, this is non-editable information about the account you established with the partner integration, including: * Account Name - Your organization name as registered with the partner integration. * Customer ID - The unique identifier given to your account with the partner integration. * Contact Email - The contact information as registered with the partner integration. * Status - Whether or not the partner integration is active. This is controlled in the partner integration account, and is just displayed here. Values can be: * Enabled - The partner integration is active and protecting your content. * Disabled - The partner integration is not active and is not protecting your content. * Pending - The partner integration is fetching device information. (This is typically a temporary status when initially configuring the integration.) ### Remediation Actions Defines remediation actions that will be taken when defined criteria are met. Remediation actions include: * Terminate user session and block device Criteria can depend on the security partner. See the security partner documentation for explanations of the criteria they use. You can add multiple remediation actions each with its own criteria. However, best practice is to make sure the criteria for remediations do not overlap. For example, a partner generated a Trust Score on a scale of 0 to 100. You might define a 2-Step verification remediation for a score of 70 to 90 and a block device remediation for a score of 69 or less. But you would not define a block remediation for a score of 69 or less and a 2-Step verification remediation for a score of 50 to 90 because remediation actions would conflict for scores of 50 to 69. ### Enforcement Action Defines action that occurs when the remediation action is triggered. Select from: * **Enforce restrictions** (default) - To enable the device protection once it is connected and configured. Select this option if you are ready to enforce the device protection for your users. * **Monitor restriction violations only** - To monitor user actions that violate the device protection without warning or restricting users. Select this option to gather data about how this device protection will affect your users. ### IT Help Email Optional. Enter an email address that will connect with your organization's IT department. If left blank, the message your blocked users will receive will not contain any contact information. ## Device Pinning Device pinning allows admins to limit which devices a user can access Box from, ensuring access is only allowed on trusted devices. ### Enable Device Pinning When enabled, allows admins to limit how many devices per user can access the following Box apps: * Box Sync * Box Phone Application * Box Tablet Application * Browsers and Other Applications For Box Sync, Box Phone Application, and Box Tablet Application, you can select from: * 3 * 2 (default for *Box Tablet Application*) * 1 * Unlimited (default for *Box Sync* and *Box Phone Application*, and static value for *Browsers and Other Applications*) # Enterprise Settings: Mobile Tab Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-mobile-tab Enterprise settings define how Box works in your organization, and the settings in the Mobile tab define settings for how mobile devices interact with Box. ## User Permission for Box Mobile Application These settings control content security for mobile (iOS and Android) devices. ### Files can be saved to device Controls the ability to download files or save them for offline use on mobile devices. This allows you to maintain more control over content while still allowing users mobile access to Box. Requires Box for iOS 3.2+ and Box for Android 3.2+. The default value is enabled. This setting must be enabled to configure the following settings: * "Preview only" collaborators can save files for offline use * Content can be opened in external applications * Content can be printed * Save to device only if encrypted (Android only) * Files can be opened in applications that save back to Box (iOS only) * Disable iOS files functionality on devices running iOS 12.0 or older (iOS EMM only) ### "Preview only" collaborators can save files for offline use Available and can be enabled only when *Files can be saved to device* is enabled. When enabled, Box users with “Preview only” permissions for a folder can save folder content for offline use. “Preview only” folder contents never leave the Box app container. The default value is disabled. ### Content can be opened in external applications Available and can be enabled only when *Files can be saved to device* is enabled. When enabled, users can open content from Box in other applications using the same operating system. The default value is enabled. ### Content can be printed Available and can be enabled only when *Files can be saved to device* is enabled. When enabled, users can print files from the Box app on their devices. The default value is enabled. ### File contents can be copied and pasted When enabled, users can copy text from a file in the Box app to their device clipboard and paste it elsewhere. The default value is enabled. ### Automatic uploading from device Controls the appearance of an automatic uploading feature within the Box app settings. This setting is available only to customers with paid accounts. The default value is enabled. ### Contextual information included in push notifications When enabled, users receive contextual details, such as file names, with push notifications. The default value is enabled. ### Save to device only if encrypted (Android only) Available and can be enabled only when *Files can be saved to device* is enabled. When enabled, allows users to save files to their device from the Box app only if full-device encryption is enabled on the device. Requires a version of Android that supports full-device encryption. The default value is disabled. ### Files can be opened in applications that save back to Box (iOS only) Available and can be enabled only when *Files can be saved to device* is enabled. When enabled, allows the iOS file picker to open files from Box in external applications and save changes back to Box. The default value is enabled. ### Disable iOS files functionality on devices running iOS 12.0 or older (iOS EMM only) Available and can be enabled only when *Files can be saved to device* and *Content can be opened in external applications* are enabled. When enabled prevents users with iOS devices from accessing content via Box for Enterprise Mobility Management (EMM) in conjunction with mobile device management (MDM) protections. This setting does not affect the non-EMM Box app. The default value is disabled. > [!NOTE] > > If you have allowed *Files can be saved to device* in earlier versions of mobile applications, you will continue to see this setting allowed in this version as well. ### Intune Mobile Application Management (Intune MAM) When enabled, enforces Microsoft's Intune [Mobile Application Management](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mam-with-box) service even if Box account holders are not enrolled in this service. ## Passcode Settings for Box Mobile Application This setting controls passcode security for the Box mobile app. ### Require passcode lock You can require Box account holders to set an application-specific passcode and set the threshold for inactivity. When people exceed the threshold, Box requires them to enter the passcode. Account holders with this requirement on their devices can use FaceID (on iOS) or BiometricPrompt (on Android) to bypass this passcode. Select from: * Do not enforce (default) * After 1 minute of inactivity * After 2 minutes of inactivity * After 5 minutes of inactivity * After 15 minutes of inactivity * After 1 hour of inactivity # Enterprise Settings: Notifications Tab Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-notifications-tab Enterprise settings define how Box works in your organization, and the settings in the Notifications tab define settings for how Admins and users can receive Box notifications. This topic contains the following sections: ## Email Notifications Section This section defines the default notification settings for managed users within your organization. Users will be able to [change from default settings from their Account Settings page](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#email-notifications). ### Default Email Notifications Determines which event-based email notification settings are enabled by default for new managed users. For both folders users own and folders users have joined (as a collaborator), they can get notified for: * Downloads * Uploads * Comments * Previews * Deletes When enabled, these notifications will trigger when any of these events happen for any content in a user's owned or collaborated folder. The notifications that are enabled by default in the Admin Console are: * Downloads for joined folders * Comments for owned folders * Deletes for owned folders ### Disable email notifications for all users in your enterprise and all of their content Determines if content-based email notifications are disabled. If disabled, email notifications will not be sent to managed users or any collaborators on the users' content, including the daily digest. (Direct emails, such as tasks and invitations, will still be sent.) Select from: * Enabled - Means that email notifications are disabled, and no content-based email notifications are sent to any user, regardless of administrator or user settings. * Disabled (default) - Means the email notifications are enabled, and content-based email notifications are sent according to administrative and user settings. ### Allow all users to receive Box notifications at an alternate notification email address Determines whether Box sends email notifications to a user's primary Box email address or to a verified alternate notification email address. By default, notifications are sent to the user's primary email address. Select from: * Enabled (default) - Box sends all notification emails to the user's verified alternate notification email address. Users can set up and use an alternate notification email address. * Disabled - Box sends all notification emails to the user's primary Box email address, even when a verified alternate notification email address is saved on the account. Saved alternate addresses are not deleted. > [!WARNING] > > Users who do not monitor their primary Box email address do not receive notifications while this setting is disabled. ### Allow all users to change their notification email Available only if *Allow all users to receive Box notifications at an alternate notification email address* is enabled. Determines if users are allowed to change their alternate notification email address. Select from: * Enabled (default) - Allows users to change their notification email address on their Account Settings page. * Disabled - Prevents users from changing their notification email address. ## Email Test Section You may need to work with your organization's IT department to update your filters to allow email notifications to reach your users, depending on your organization's security and email configuration. This section allows you to test the email service provider partner that Box uses to deliver email notifications. ### Send Email Button Click **Send Email** to confirm that email notifications can be successfully delivered to your organization. The email will be sent to the primary Admin email address. ## Email Settings Section This section contains controls for whether or not notifications are sent for specific events. ### Send new login activity emails to users Determines if users get notified each time they access their account from a new browser or application. Select from: * Enabled (default) - New login activity email notifications get sent. * Disabled - New login activity email notifications do not get sent. ### Send daily digest emails for login activity to the admin Determines if the organization Admin receives a daily digest email summarizing the login activity of all users within the organization. Select from: * Enabled - The organization Admin receives a daily digest email. * Disabled (default) - The organization Admin does not receive a daily digest email. ### Enable Silent Mode for your admin activity (does not apply to co-admins) Determines if notifications that would be sent to users as a result of actions taken by the Primary Admin of the Box account are suppressed temporarily. This setting is available only to an organization's Primary Admin. It suppresses notifications for actions taken by the Primary Admin in the Admin Console, and for actions taken by a service account (Automation User). Silent Mode does not apply to co-admins. Primary Admins can use Silent Mode to provision new accounts, create Groups, and change Group access settings. Silent Mode acts as a holding pen, not a mute button. This means any notifications that have been queued up with Silent Mode enabled will be released to users' inboxes once Silent Mode is turned off. See [Using Silent Mode to Suppress User Notifications](/en/box-admin-tools/how-to-guides-for-admins/using-silent-mode-to-suppress-user-notifications) for more details. Select from: * Enabled - Suppresses user notifications for actions taken by the Primary Admin or a service account (Automation User). * Disabled (default) - Allows normal user notifications for actions taken by the Primary Admin or a service account. If switched to Disabled from Enabled, releases and sends all notifications that were suppressed during the time that the setting was set to Enabled. ## Automatic Email of User Communication Section This section contains controls for receiving email notifications at a designated address about selected user activity. ### Activities Determines which user activities that generate notification emails to users will also send hidden copies to the defined email address. Select from: * Comments - includes both comments and replies on files and folders. * Emails - includes internal and external collaborator invitations, shared link invitations, and emails sent to all collaborators using the *Mail All* option. * Invitations - includes automatically accepted invitations to collaborate in folders. * Tasks - includes task assignments and responses to tasks. ### Copy of Communication Available only when one or more Activity is enabled, defines where to send hidden copies of notification emails sent to users. Select from: * Enabled - And then enter a (required) valid email address. * Disabled (default) - Hidden copies of email notifications are not sent. # Enterprise Settings: Platform Apps Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-platform-apps ### Unpublished platform apps When you select **Disable unpublished platform apps by default**, Box disables all unpublished platform apps by default. Account holders can, however, enable these platform apps by performing one of the following in **Admin Console** > **Platform** > **Platform Apps**: * Highlight the entry for a disabled platform app, click the ellipsis ("**...**"), and select **Enable**.\ or * Click **Add +**, then select **Enable** when prompted. > [!NOTE] > > Before toggling this setting on, you need to manually enable any apps you want to keep active if their status has never before been manually changed by an admin. This prevents apps from being disabled and is the case even when their **Enablement Status** automatically shows as **Enabled**. You can update their status in [Platform Apps](/en/box-platform/platform-apps). > > This manual enablement is required because **Disable unpublished platform apps by default** only affects apps whose status has not been manually changed by an admin. If an app was submitted and authorized, but not manually marked as **Enabled**, the system considers this as enabled by default. Thus, when the **Disable unpublished platform apps by default** setting is enabled, the app would be disabled. # Enterprise Settings: Security Tab Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab Enterprise settings define how Box works in your enterprise, and the settings in the Security tab define settings for security and access to Box. ## Signup and Login This section allows you to set up options for managed users to create accounts and sign in. ### Self signup Available only if you have defined a custom URL for your enterprise, which you do in Enterprise Settings > Custom Setup > Company Profile > Custom Subdomain. Allows people in your enterprise to create their own managed user Box accounts, as well as allowing admins to create managed user accounts. This can be a good option if you’re not concerned about your seat count. If you enable this option, you may also want to enable the *Account Creation Notification* option. > [!NOTE] > > If [SSO Required](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab#sso-required) is enabled, you cannot enable this option. ### Account Creation Notification Determines if an email notification is sent to all Box admins and co-admins in your enterprise when a managed user account is created. When you select this option, also select the notification frequency: * **Immediately** (default): To have a notification sent as soon as a managed user account is created. * **In daily summary emails**: To have a notification sent once per day with a list of all managed user accounts created during the past day. You may not want to select this option if you have not selected the *Self signup* option because without self signup, only admins can create managed user accounts. ### User email/login Select this option to prevent users from changing the email address in their managed user account. ### Failed logins Determines if an email notification is sent to the primary Box admin in your enterprise after a set number of failed login attempts over any amount of time of a managed user account. When you select this option, select also how many failed login attempts must occur before a notification is sent. You can select any number from 3 (default) to 8. ## Multi-Factor Authentication This section allows you to define requirements for multi-factor authentication (MFA) and 2-factor authentication (2FA), or 2-step verification, for managed users and external users who log in with a username and password. (This MFA setting is not available if you use [single sign-on](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) (SSO) because in that case, multi-factor authentication is configured by your SSO provider.) ### Managed Users #### Require multi-factor authentication for all managed users Determines if multi-factor authentication is required for all managed users when logging in to either the web app or the mobile app. When you enable this option, you must also select an Authentication Method for managed users. #### Authentication Method When you enable *Require multi-factor authentication for all managed users*, you also decide what authentication method(s) are allowed: * **Allow all methods**: (Default) Allows any method for your managed users to use when additional authentication is required, by using a one-time password generated by the TOTP algorithm in an authenticator app, a physical security key, by a one-time password sent by SMS, which is less secure, or by sending a code to the user's email for logging into a Box account. * **Limit to selected methods**: Determines which methods your managed users can use when additional authentication is required. You can select up to three: * **Security Key**: (Required) A physical device used as the possession factor in multi-factor authentication. Security keys compatible with Box must support the FIDO2/WebAuthn standard. * **Authenticator app (TOTP)**: (Required) A one-time password generated by the TOTP algorithm in an authenticator app. * **Text message (SMS)**: A one-time password sent by SMS, which is less secure. * **Email**: A code sent to the user's email for logging into a Box account. #### Authentication Frequency When you enable *Require multi-factor authentication for all managed users*, you also decide how often your managed users (including your Admin and all Co-Admins) will be required to authenticate with the selected additional authentication method when they log in: * **Every login** * **Custom frequency** (default), then select a number of days or hours (with hours, you can select from 2 to 47, with days, you can select from 2 to 90, and the default is 30 days) ### External Collaborators #### Require 2-step verification for external collaborators Determines whether external collaborators must use 2-step verification. Select **Configure** to open the **2-Step verification for External Collaborators** dialog. In that dialog, set the authentication method, the requirement level, and enforcement together. The dialog includes this note: "Depending on the size of your enterprise, implementation time for this feature may vary." #### Authentication Method (External Collaborators) In the **2-Step verification for External Collaborators** dialog, under **Authentication Method**, select a 2FA authentication method: * **Authenticator app (TOTP) or Security key**: The default and recommended option. External collaborators authenticate with a physical security key, or with a one-time password generated by the TOTP algorithm in an authenticator app. * **Authenticator app (TOTP) or Text message (SMS) or Email or Security key**: External collaborators authenticate with a physical security key, a one-time password sent by SMS (which is less secure), a one-time password generated by the TOTP algorithm in an authenticator app, or a code sent to the user's email. #### (Configure) 2-Step Verification for External Collaborators The same **2-Step verification for External Collaborators** dialog sets which external collaborators require 2-step verification and when enforcement starts. **Requirement Level** Select from: * **Disabled**: 2-step verification is not required for external collaborators. * **Enable for all external collaborators**: Require 2-step verification for all external collaborators. * **Enable only for select domains or users**: Require 2-step verification only for external collaborators in the **Domains** field. * **Enable for all external collaborators except select domains or users**: Require 2-step verification for all external collaborators except those entered in the **Domains** field. **Domains** When **Enable only for select domains or users** or **Enable for all external collaborators except select domains or users** is selected, a **Domains** field appears. Enter one or more valid email addresses or domains. Press Enter after each email address or domain. **Enforcement** Select from: * **Enforce immediately**: Require 2-step verification for the external collaborators you define as soon as you save **2-Step Login Verification** settings. * **Enforce on a future date and send notification warnings to existing affected users**: Require 2-step verification for the external collaborators you define on the **Enforcement Date** you select. If you select **Enforce on a future date and send notification warnings to existing affected users**, Box sends notification email messages to the external collaborators affected: * If **Enable only for select domains or users** is selected, Box sends notification email messages to any email addresses listed in the **Domains** field, plus all email addresses from any domain in the **Domains** field that exist as external collaborators in your Box enterprise. * If **Enable for all external collaborators except select domains or users** is selected, Box sends notification email messages to all external collaborators except the ones whose email is listed in the **Domains** field or who have email addresses from any listed domain. If you select **Enforce immediately**, Box sends an email to external collaborators and enforces 2FA immediately. While enablement is in progress, you cannot edit the configuration. If you try to edit the configuration before enforcement is active, Box displays the message "Enablement in progress, please try again later." > [!NOTE] > > If this message still displays after 24 hours, contact [Box Product Support](https://support.box.com/hc/en-us/requests/new). If you select *Enforce on a future date and send notification warnings to existing affected users*, external collaborators affected by the configuration receive up to four notifications: 1. Within a few hours after you select **Save**. 2. One week before enforcing 2FA. 3. One day before enforcing 2FA. 4. The day of enforcing 2FA. External collaborators can enroll in 2FA before the 2FA requirement is enforced. You can edit the 2FA configuration, including the enforcement date, any time before the configured enforcement date. If any additional external collaborators are added in your Box enterprise before the selected date and will be affected by this configuration, they will also receive a notification email message with information about the future 2-step verification requirement. > [!NOTE] > > * To change the enforcement date, you must first disable 2FA. > * Edits to an existing configuration are enforced immediately. > * In the **Security Logs** report, Box includes a record of all configuration changes made by admins. You can generate the Security Logs report from the **Reports** window of the Admin Console. > * After setting 2FA configuration as **Enforce on a future date**, admins can subsequently either change the enforcement date or cancel altogether. > * If folders with external collaborators are deleted up to two weeks before the 2FA enforcement date, collaborators will receive 2FA notification warnings even after the folders have been deleted. ## Password Requirements This section allows you to define password requirements. > [!NOTE] > > If your enterprise account is SSO-enabled, these password settings apply to a user's external "Box-specific password," not the user's SSO password. This is also where you can require strong passwords for external collaborators. ### Minimum required characters Defines the minimum number of characters required for passwords. Select from: * 6 * 7 * 8 (default) * 10 * 12 ### Require Number(s) Determines if numbers (numerals, characters from 0 to 9) are required for passwords, and if so, the minimum number required. This counts towards the minimum number of characters required. Select from: * 1 * 2 (default) ### Require special character(s) Determines if special characters (non-alphanumeric characters such as ! @ / \$ &) are required for passwords, and if so, the minimum number required. This counts towards the minimum number of characters required. Select from: * 1 (default) * 2 This option is cleared as its default value. ### Require at least one uppercase letter Determines if at least one of the alphabetic characters required for passwords must be uppercase (a capital letter). This option is cleared as its default value. ### Prevent common words/email address as a password. Determines whether you prevent users from choosing common words or email addresses as passwords. Using common words or words in the dictionary or using email addresses makes it easier for unwanted users to guess passwords and to log in to your users' accounts. Box recommends selecting this option (its default value), which will make your users' accounts more secure. ### Require users to reset passwords every \[number] days Determines whether you require users to reset their passwords every selected time period. If selected, on the next login after the time period selected past a user's previous password reset, Box prompts the user to reset their password before allowing them to log in. This setting's behavior is retroactive, so if a user hasn't reset their password for 90 days and you set a new policy of 30 days, at the user's next login Box prompts the user to reset their password before allowing them to log in. If enabled, select from: * 30 days (default) * 60 days * 90 days ### Perform a global password reset now Click to require all users and admins to change their passwords immediately. ### Prevent reusing passwords from last \[number] times Determines if users are prevented from reusing passwords. If enabled, you can select any number from 4 (default) through 12. ### Notify admins when users request a forgotten password email Determines if all of your enterprise Box admins will receive an email when a user requests a forgotten password email. This option is cleared as its default value. ### Notify admins when users change passwords in Settings Determines if all your enterprise Box admins will receive an email when a user changes their password in their Account Settings. This option is cleared as its default value. ### Require strong passwords (for external collaborators) Determines if external collaborator accounts require strong passwords. With this setting enabled, passwords from external collaborators have to meet certain security criteria before the user will be able to access the content owned by your organization. A "strong" password is not the same as the one you define in the Password Requirements section, but it does meet the following requirements: * At least 8 characters * Include numerals, uppercase letters or special characters This option is cleared as its default value. Box will send an email notification to new and existing external collaborators when you enable this setting, and they need to log in and change their password to access content owned by your organization. If they reject the password change, they will not be able to access content shared with them. If they decide later that they’d like to change their password to access the content, they will need to be invited again by a collaborator. > [!NOTE] > > If your organization has SSO (single sign-on) enabled, but not required, external collaborators who are informed that they must use a strong password must still update that password to access shared content. ### Exposed password detection Exposed password detection compares user passwords against a database of credentials known to have been compromised in a third-party database of leaked passwords. If a match is found, Box takes action based on the settings below. SSO logins and social logins (such as Google sign-in) are exempt from exposed password detection. #### Require password reset for Managed Users with exposed passwords Determines if managed users are required to reset their password if the password they use to sign in has been found in a third-party database of leaked passwords. This setting is available for Enterprise plans and above. This setting is off by default. **When this setting is on**: If a managed user signs in with a password found in a third-party database of leaked passwords, they are blocked from accessing Box and prompted to reset their password. Box sends a password reset link to the user's email address. When the user resets their password, Box scans the new password, which cannot be a known exposed password. **When this setting is off**: Managed users whose passwords are found in a third-party database of leaked passwords are not blocked from accessing Box. Instead, they see an in-product notification banner on the All Files page advising them to change their password, with instructions on how to do so. An informational banner also appears in **Account Settings** > **Authentication**. > [!NOTE] > > Admins can manually generate a password reset link for managed users who cannot access their email from **Admin Console** > **Users and Groups** > **Managed user** > **User Details** > **Edit** > **Password reset**. For more information, see [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings). #### Require password reset for External Collaborators with exposed passwords Determines if an external collaborator is required to change their password before they can access content shared with them if the password has been found in a third-party database of leaked passwords. Enforced when external collaborators log in to the Box web app. This setting is off by default. > [!NOTE] > > If this setting resets a collaborator's status to **Pending**, they may not appear in the [Collaborations report](/en/box-admin-tools/reporting-and-insights/collaborations-report) during the grace period. These collaborators are still at risk of automatic removal after 30 days if they do not update their credentials. ## Session Duration for All Users ### Session Duration for All Users Determines the amount of time that managed users can be logged in to the Box web app with no activity, defined as any explicit user action, before being logged out automatically. The logout will occur upon the next user action after session expiration. Select an option from the second drop-down list first, from: * minutes * hours * days Then select a number of minutes, hours, or days from the first drop-down list. The range you can select for each is: * 10 to 59 minutes (default is 10) * 1 to 71 hours (default is 1) * 3 to 90 days (default is 14) If you do not make any selection, the default value is 14 days. > [!NOTE] > > Session duration settings apply only to the Box web application. Any session duration limits set here do **not** apply to users accessing Box through any other Box endpoints (for example, Box mobile applications, Box desktop applications, Box Notes, etc.). ## KeySafe This section is visible only if your organization has added KeySafe to your Box service and if it has been configured by Box Support. ### Enable KeySafe/KeySafe Enabled * If KeySafe is not enabled, this section contains an Enable button that you can select and enable KeySafe with either [Amazon Web Services](/en/box-compliance/keysafe/enabling-keysafe-with-amazon-web-services) or [Google Cloud Platform](/en/box-compliance/keysafe/enabling-keysafe-with-google-cloud-platform). * If KeySafe is enabled, you will see hints for your Amazon Web Services or Google Cloud Platform IDs. These cannot be edited in the Admin Console. # Enterprise Settings: User Settings Tab Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab User settings define default settings for new managed users as well as configure several other user options. This topic contains the following sections: ## Expire Join Invites This setting defines expiration dates for invites. ### **Invites to join expire after** Defines an organization-wide time period after which invitations to join the organization expire. In general, a shorter duration improves security. Select from: * 1 year (default) * 6 months * 1 month * 7 days * 72 hours * 24 hours If this setting is changed, the change applies to all invites that have not been accepted. If someone has received multiple invites, they all are subject to the value in this setting. ## User-Submitted Text Feedback This setting controls whether users can provide written (text) feedback in Box. If the **User-Submitted Text Feedback** setting is enabled, users may see an open-text field where they can share more detailed input. If the setting is disabled, only structured feedback (for example, multiple-choice options) will be collected. For example, when a user interacts with certain in-product prompts - such as rating an experience with a thumbs down - the feedback process may include this open-text option when the setting is enabled. ## Name Change Restrictions This setting can enhance the security of user accounts, preventing bad actors from spoofing identities. For example, a user entering the CEO's name in their Account Settings. Box uses the information entered in the account's Your Name field when searching for people, in @ mentions, and more. ### User name Restricts all managed users from changing their name as entered in the Your Name field in their Account Settings. An Admin will be required to change that value for any user. > [!NOTE] > > When enabled, this setting does not prevent integrated identity providers, such as Microsoft Azure AD or Okta, that manage Name information from changing the Name value when it is changed in the integration. ## New User Default Settings These settings define how new managed user accounts are configured. Changes to these settings do not get applied to existing managed user accounts. ### **Enable Box Sync** Enables users to synchronize files between Box and their computer hard drive via [Box Sync](/en/box-sync/using-box-sync/about-box-sync). ### **Shared contacts** Allows users to access all other managed users in their contacts list when inviting collaborators. External users will not be accessible unless already collaborating. If you clear this setting, users will access only the people they are actively collaborating with and will need to manually fill the contacts list. ### **Device pinning** Enables users to be exempt from the maximum number of devices synchronized with their Box account value set for your enterprise in Enterprise Settings > Device Pinning. ### **Restrict external collaboration** Restricts users from creating external collaborations for folders they own. ### **Storage allocation (GB)** Defines the total amount of storage, in gigabytes (GB), users are allocated in your Box organization. Enter a number or select the Unlimited check box. "Unlimited" is defined as up to the amount your enterprise subscription level contains. ### **Time Zone** Defines the time zone of where the user is located. Used to determine the correct date and time for user activities. The user can also change the value of this setting on their own Account Settings page. ### **Language** Defines the language the user will see in the Box user interface when signed in. ## Configure Single Sign-On (SSO) for All Users This setting determines whether you have single sign-on (SSO) configured for your users, and if so, determines how it is configured. See [Setting Up Single Sign-On (SSO) for Your Enterprise](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) for details. ## Enable Single Sign-On (SSO) for All Users This section is available only if you have SSO configured in the *Configure Single Sign-On (SSO) for All Users* section. ### SSO Test Mode Enables SSO for all managed users in your organization, but also allows those users to login with their username and password if they have issues with SSO. Enable this option only after initially configuring or changing SSO so you can test SSO within your organization and confirm that it is configured correctly. ### SSO Required Enables SSO for all managed users within your organization and requires its use. Enable this option only after sufficient test time in SSO Test Mode when you are sure SSO is configured and operating correctly. > [!WARNING] > > * For security reasons, enabling *SSO Required* is considered a "critical action" and requires multi-factor authentication (MFA) to complete. > * Be sure you have tested the SSO login flow before enabling this setting. If you do not test that your SSO credentials are working correctly, you could be locked out of your Box account. ## Diagnostic Settings This setting determines if users can grant (limited) access for Box Support for troubleshooting. Granting access for Box Support is available for Business plans and above. # Governance Settings Source: https://docs.box.com/en/box-admin-tools/box-admin-reference/governance-settings Governance settings let you configure Box to manage your content governance needs. ## Retention Tab The Retention tab is where you configure content retention policies. Retention defines how long content is kept even if it has been put in Trash. Content cannot be permanently deleted, even if it is in Trash, if it is under retention policy and the retention time has not expired. This section lists the settings for retention policies and describes each setting. ### Policy Name Enter a short but descriptive name. 250 characters maximum. ### Policy Description Enter an optional description that provides a summary of the policy purpose and function. 500 characters maximum. ### Retention Type Defines whether the retention policy is modifiable or non-modifiable. A modifiable retention policy allows you to change any of its settings. However, it does not meet certain regulatory requirements, such as SEC (Securities and Exchange Commission) Rule 17a-4(f), which defines specific requirements for regulated entities that retain records on electronic storage media. See the [Modifiable and Non-modifiable Retention](/en/box-governance/retention/about-retention-and-retention-policies#modifiable-and-non-modifiable-retention) section in [About Retention and Retention Policies](/en/box-governance/retention/about-retention-and-retention-policies) for additional details. ### Apply Policy To Determines the content that the retention policy applies to. > [!WARNING] > > Because retention policies are designed to meet regulatory requirements such as [FINRA](https://www.finra.org/#/), this setting cannot be changed for a non-modifiable policy once it is enabled. The exception is that [folders](/en/box-governance/retention/adding-folders-to-a-retention-policy) and [metadata](/en/box-governance/retention/adding-metadata-to-a-retention-policy) can be added to retention policies. Select from: * **Content within specific folders** to retain content within specific folders. When you select this option, you will select one or more folders in the next step of retention policy creation. Once the policy is enabled, it applies to, or is cascaded to, all content in the selected folder(s), all files and everything in every sub-folder. > [!NOTE] > > Once a retention policy is applied to a folder, if any file or sub-folder is moved out of that folder, the retention policy still applies, and that holds true no matter where the move or how often the move. The one exception is that if a file or folder is moved into a folder where a retention policy with longer retention is defined, that policy is then applied to the moved file or folder. * **Content with specific classifications** to retain content based on classification labels applied to that content. When you select this option, you will select one or more classification labels in the next step. If you select multiple classification labels, the retention policy will be applied to content that has any of the classification labels applied. > [!NOTE] > > Once a retention policy is applied to a file based on that file having a classification label, if the classification label is changed (or removed), the retention policy still applies to the file. * **Content with specific metadata** to retain content based on content metadata. When you select this option, you will select one or more metadata options in the next step. If you select multiple metadata options, the retention policy will be applied to content that matches any of the selected metadata. * **All new content** to apply the retention policy to all future content added or uploaded to Box while the retention policy is active. ### Time Period Duration Determines the period of time that the content that matches to retention policy will be retained and is based on the Start Date setting. > [!WARNING] > > This setting cannot be changed once the policy is started. Select from: * 30, 60, or 90 days * 1, 3, 6, or 10 years * A custom number of days or years * An indefinite period of time ### Start Date Determines the start of the retention period. Select: * **Box upload/creation date** to have the retention period start when content is added or uploaded to Box. * **Specific metadata start date** to have the retention period start from a date defined by content metadata. These dates can be fixed dates other than add/upload dates or dates based on events. For example, a contract might have to be retained for a specific period of time after it is signed, so you could base retention on the signing date recorded in metadata. Or employment documents might need to be retained for a specific period of time after an employee separates from the company, so you could base retention on a separation date recorded in metadata. ### Disposition Action Determines what happens automatically to content managed by the retention policy when the retention period ends. Disposition action is not evaluated until a file reaches retention expiration. That means if admins change their mind and update the disposition on the retention policy, it will apply to all files under that policy that haven't expired. Select from: * **Permanently delete content** to have content permanently deleted, whether or not in Trash, when the retention period ends. When you choose this option, you can also select to allow folder owners and co-owners to extend the permanent deletion date. > [!NOTE] > > If a maximum extension length is configured, users cannot extend a file beyond that limit. > > For example: if the policy allows a maximum extension of 6 months and the file has already been extended by 2 months, a request to extend it by 1 year will only add 4 more months, reaching the 6-month limit. > [!NOTE] > > The *Permanently delete content* option is not available if the **People who can permanently delete content in Trash** setting in **Enterprise Settings > Content & Sharing > Trash** is set to *Nobody (No user or policy can delete content)*. * **None** to have nothing happen when the retention period expires. Users with the appropriate permissions will then be able to delete the content manually. All current files on the disposition page are displayed, regardless of the disposition action selected. Notifications can be sent for both permanently delete content and none settings, as notifications are dependent on the policy settings. Certain retention behaviors and disposition actions are tracked within the [Disposition Report](/en/box-admin-tools/reporting-and-insights/disposition-report). Dispositions page access can be configured in the Content & Sharing tab within [Enterprise Settings](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#trash). **Disposition action logic** The disposition action column shows the most conservative disposition action from all policies applied to the file. For example, FileX is retained by two policies: * Policy A – 3 years policy with disposition action = permanent delete * Policy B – 5 years policy with disposition action = none (winning policy) File X will be shown with a disposition date from the winning policy (i.e. the policy with the longest duration), which in this case is 5 years. The disposition action will follow the most restrictive rule applied, i.e., permanent delete. Files on the list are sorted by disposition date in ascending order. ### Email Notification Determines which managed users will receive a weekly disposition email notification. Everyone who is granted access to the dispositions page will automatically receive new disposition notifications, if notifications are enabled at the policy level. These will contain a link to the dispositions page. When notifications are enabled, they are sent by email on Wednesdays to users who are configured to receive them and have any files they own, or collaborate on, where the file is expiring in the next 14 days. The notification permutations are: | | Disposition insights enabled in Enterprise IDentification (EID) | User is granted access to the disposition page | User is configured for retention notifications | Outcome | | - | - | - | - | - | | User A | Yes | Yes | Yes | User will get new email notifications with a link to the disposition page. They can also access the disposition page from the left-hand navigation | | User B | Yes | Yes | No | User won't get any email notifications, but they can access the disposition page from the left-hand navigation | | User C | Yes | No | Yes | User will get legacy notifications, with a list of folders containing expiring files | | User D | Yes | No | No | User won't get any notifications and won’t be able to access the disposition page | | User E | No | No | Yes | User will get legacy notifications, with a list of folders containing expiring files | | User F | No | No | No | User won't get any notifications | People who have retention disposition notifications turned on will only receive new notifications if they have also been granted access to the disposition page. Otherwise, they will continue to get legacy notifications. If they have access, users can access the dispositions page by selecting **More** from the left-hand side navigation bar. They don’t have to wait for a notification; these serve only as a reminder. ## Legal Holds Tab The Legal Holds tab is where you configure content legal hold policies. Legal holds define what content is kept and (optionally) for how long even if it has been put in Trash. ### Legal Hold Policies This section lists the settings for legal hold policies and describes each setting. #### Legal Hold Name Enter a short but descriptive name. 250 characters maximum. #### Description Enter an optional description that provides a summary of the policy purpose and function. 500 characters maximum. #### Apply Policy To Determines who or what the policy applies to. Select from: * **User (Custodians)** to define one or more custodian users for the policy. The policy will capture all files and file versions that the user owns, is collaborated into, or viewed (acted upon), optionally within a defined date range. See [About Legal Holds in Box Governance](/en/box-governance/legal-holds/about-legal-hold-policies) for the list of all custodian actions. * **Folders** to define folders for the policy. All content in all folders and sub-folders defined in the policy will be held. #### Date Range - Content Creation Available only when *User (Custodians)* is selected in Apply Policy To. Optional. Determines the date range for the policy. All files and versions that the custodian acts on, as described in [About Legal Holds in Box Governance](/en/box-governance/legal-holds/about-legal-hold-policies), within the date range will be retained. If you do not set a Start Date value, the policy will apply to relevant content as soon as it is enabled. If you do not set an End Date value, the policy will apply to relevant content until the policy is retired. ### Legal Hold Exports This section lists the settings for legal hold exports and describes each setting. #### Export Name Enter a short but descriptive name. 250 characters maximum. #### Folders Available only in folder-based legal holds, select one or more of the folders included in the legal hold. #### Custodians Available only in custodian-based legal holds, enter one or more custodian names, separated by commas or new lines. #### File Type Determines the types of files included in the export. Select: * Any Type (default) - to include all of the files in the legal hold * One or more of the listed types - to include only the types of files you select #### Date Range Required. Determines the date range for the files to be included in the export. Select: * Use uploaded date - to include files based on the date when they were uploaded to Box * Use content creation date - to include files based on the date they were created > [!NOTE] > > While the date range determines which files get included in the export, it is the latest version of those files that are exported. # About Box Security Source: https://docs.box.com/en/box-admin-tools/box-security/about-box-security Box provides Administrators a number of tools in the Admin Console to help your organization secure your Box user accounts, the content your organization stores in Box, and the devices used to access content stored in Box. This topic contains an overview of these tools and links to additional, in-depth information about these tools; that information will help you set up and configure these tools to keep your Box account secure. > [!NOTE] > > Some security tools are features that require a minimum level of Box plan, also known as a tariff or are available in some plans only as an add-on. See the Features section of the [Box Pricing page](https://www.box.com/pricing) to view a high-level list of what features are available for each plan. Users also have tools in their own account and app settings to set individual account, content, and device security controls. ## Account Security Tools Account security tools help protect the credentials that people use to access their box accounts. In **Admin Console > Enterprise Settings**, two tabs contains settings for account security: the Security Tab and the User Settings tab. ### Account Security Tools in the Security Tab The [**Signup and Login**](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#signup-and-login) section contains several options to let you control or get informed when users sign up for or log in to Box, including: * Self-signup, which would allow people to create a managed user account themselves, rather than requiring an Admin or Co-Admin to do it for them. * Prevent user from changing their email address. * Several notifications, including for when accounts are created and for failed login attempts. The [**2-Step Login Verification**](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#multi-factor-authentication) section allows you to require and to configure multi-factor authentication for managed users and for external users. The [**Password Requirements**](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) section allows you to: * Define password requirement for both users and external collaborators * Decide on password reset options * Get notifications for password changes * Enable [exposed password detection](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#exposed-password-detection) for external collaborators and managed users The [**Session Duration for All Users**](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#session-duration-for-all-users) section contains a setting where you can define a length of time a user can be logged in. ### Account Security Tools in the User Settings Tab The [**Name Change Restrictions**](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab#name-change-restrictions) section contains a setting where you can prevent users from changing their user name. The [**Configure Single Sign-On (SSO) for All Users**](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab#configure-single-sign-on-sso-for-all-users)  and [**Enable Single Sign-On (SSO) for All Users**](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab#enable-single-sign-on-sso-for-all-users) sections contains controls that allow you to enable and configure SSO, which means users would sign in to Box with an identity provider instead of a user name and password. ## Content Security Tools Content security tools help insure that the content you store in Box is safe and that access to that content is under your control. Shield is the primary Box feature that helps you secure your content, but there are also some settings in **Admin Console > Enterprise Settings**. ### Box Shield Use [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield) to: * Automatically classify your content * Detect threats within your content * Define access to your content * Create ethical walls around your content ### Content Security Tools in the Security Tab The [**Uploads**](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab) section contains a control where you can choose how users upload and download content via ftp. ### Content Security Tools in the Content & Sharing Tab The [**Shared Links**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#shared-links) section allows you to define any limitations on shared links, which are one of the primary ways users share content both within and outside your organization. The controls here include: * What content can be shared with links * The definition of company * Who can access shared links * Default access for shared links * Shared link permissions ### Custom Shared Links Tools in the Content & Sharing Tab The [**Custom Shared Links**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#custom-shared-links) section allows you to offer shared links with a custom URL. ### Collaborating on Content Tools in the Content & Sharing Tab The [**Collaborating on Content**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#collaborating-on-content) section allows you to define how users can collaborate on content, which is one of the primary ways users share content both within and outside your organization. The controls here include: * Roles that folder owners can choose when collaborating * Default collaboration role * Whether collaboration invites are restricted * Whether users can invite collaborators with invite links * Whether users can invite groups as collaborators * Whether ownership transfer is restricted * Whether external collaboration is allowed ### Watermarking Tools in the Content & Sharing Tab The [**Watermarking**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#watermarking) section allows you to define the type of watermarking used when a watermark is added to a file. ### Content Creation Tools in the Content & Sharing Tab The [**Content Creation**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#content-creation) section allows you to restrict content and tag creation and to allow users to upload to Box via email. ### File Request Tools in the Content & Sharing Tab The [**File Request**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#file-request) section includes settings where you can: * Define who can use File Request * Define what permissions are required to create file requests * Require file request uploaders to log in with a Box account ### Auto-Expiration Tools in the Content & Sharing Tab The [**Auto-Expiration**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#auto-expiration) section is where you define the maximum time that shared links and collaborations can exist after they have been created. ### Trash Tools in the Content & Sharing Tab The [**Trash**](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#trash) section is where you can enable Trash and define: * Who can delete content permanently from Trash * How long items in Trash are retained before they are automatically deleted permanently ### User Permission for Box Mobile Application Tools in the Mobile Tab The [**User Permission for Box Mobile Application**](/en/box-admin-tools/box-admin-reference/enterprise-settings-mobile-tab#user-permission-for-box-mobile-application) section is where you configure any restrictions on content accessed via the Box mobile app. ## Device Security Tools Device security tools ensure that devices that connect to Box meet defined security requirements and are not capable of delivering any threat vectors to Box. In **Admin Console > Enterprise Settings**, the Device Protection tab contains several tools to help you control when devices can and cannot connect to Box. ### Device Trust Tools in the Device Protection Tab The [**Device Trust**](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab#box-device-trust) section is where you define minimum device ownership and security requirements, such as operating system (OS) version and whether the device is using an active antivirus or firewall program, to be allowed to connect with Box. ### Endpoint Detection and Response Integrations Tools in the Device Protection Tab The [**Endpoint Detection and Response Integrations**](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab#endpoint-detection-and-response-integrations) section is where you connect and configure available external detection and response vendors. Tools such as these dynamically evaluate the security posture of the connecting device and allow Box to perform remediation actions if a risk is discovered. ### Device Pinning Tools in the Device Protection Tab The [**Device Pinning**](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab#device-pinning) section is where you can enable device pinning and define how many devices and types of devices per user are allowed to connect to Box. ### Passcode Settings for Box Mobile Application in the Mobile Tab The [**Passcode Settings for Box Mobile Application**](/en/box-admin-tools/box-admin-reference/enterprise-settings-mobile-tab#passcode-settings-for-box-mobile-application) section is where you can require users of devices on which the Box app is installed to enter a passcode after a defined amount of inactivity. # Best Practice - Choosing Security Settings Source: https://docs.box.com/en/box-admin-tools/box-security/best-practice-choosing-security-settings Businesses around the world trust Box with their most sensitive data, and for good reason: In addition to our robust back-end security, we offer admins a host of options for controlling how users sign up for and log in to Box. This guide walks you step by step through your account’s security settings panel, where you configure your settings to match your organization’s security requirements. Check with your IT department if you are unsure what they are. We also understand that every customer's needs are unique. For those with external security products, we recommend reaching out to your account team to discuss how to integrate your existing security tools with Box. **To open the security settings panel and get started:** 1. Click **Admin Console** > **Enterprise Settings** in the lefthand navigation. 2. Towards the top of the page, click the **Security** tab. ## Signup and Login Settings section The **Signup and Login** section is where you set rules for users either signing up for or logging in to Box: ![adminconsolereact-securitytabsignuplogin-3108-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/adminconsolereact-securitytabsignuplogin-3108.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=3378386ba2b9e5d72e1d95bba72ce8b7) Here is more about what the different options do: **Self Signup** As an admin, you can add users manually, but you also have the option to allow users to add themselves to your account. If you select this option, you can direct new users to your account’s custom URL to sign up. This is a good option if you are not concerned about your seat count. If you select the **Users must sign up with your corporate email** option, only users with email domains that are added to the enterprise through [domain management](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment) will be allowed to sign up with the custom URL. > [!NOTE] > > While the **Users must sign up with your corporate email** option shows only the email domain of the user that is currently logged in, any of the email domains added to this enterprise can be used to sign up with the custom URL. **Account Creation Notification** Select this option if you would like admins to be notified via email whenever a new user is created. You can choose to receive an immediate notification or a summary of new users once a day. **User email/login** Selecting this option prevents users from changing their Box login emails to personal addresses. Check this box if you want your users to stick with the corporate email they used to sign up. **Failed Logins** Turn on this option to be kept apprised of login troubles – or unauthorized access attempts. You can customize the number of failed login attempts that will trigger your notification. ## 2-Step Login Verification section In this section, you can require people to provide a second source of verification to access your enterprise's content. ![Two-step login verification settings in the Box Admin Console with options to require TOTP for managed users and enable 2FA for external collaborators.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-admin-tools/section-require-people-provide-second.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=0db5253ef3844c02f6e2b5ab422077db) Here is more about what the different options do: **Managed Users** To enable two-factor verification for everyone in your organization, check **Require two-step Verification for all managed users**. **External Users** To enable two-factor verification for external collaborators, click **Edit Configuration**. Box displays a range of options. Here are [more details about enabling two-factor verification](/en/box-admin-tools/box-security/configuring-multi-factor-authentication#configuring-2-step-login-verification-for-external-collaborators). ## Password Requirements section ![adminconsolereact-securitytabpasswordreqs-3108-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/adminconsolereact-securitytabpasswordreqs-3108.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=8a824ff75f4ef6eee8393d49b74554a7) Here is more about what the different options do: **Password Requirements** You can set length or complexity requirements for your users' passwords in the **Character Settings** fields. Also consider creating a password reset calendar in the **Password Resets** field. This setting forces managed users to update their passwords at regular intervals. Further, you can prevent users from reusing passwords if need be; just check the **Prevent reusing passwords from last x times** box, then set the number that works best for your organization. You can also force everyone in your organization to change their passwords immediately. To do this, click **Reset Passwords Now**. To track password changes for auditing purposes, check the two **Password changes** notification boxes. You will receive these notifications by email. Finally, check **External Collaborator** if you require strong passwords from anyone you work with outside the four walls of your organization, such as consultants, agencies, designers, and so on. This means you will be locking out any current collaborators with weaker passwords. These people must re-set their passwords to stronger ones to regain access to your files and systems. ## Session Duration for All Users Section The **Session Duration for All Users** section is well worth a look if you work in an open office setting where people are moving around frequently, or if you have an external presence in your company. This option enables you to set how long an account can stay logged in without activity. Anyone who exceeds this limit is logged out automatically. The default is 14 days (2 weeks). Session duration settings only apply to the Box web application. Any session duration limits set here do not apply to people accessing Box through any other Box endpoints (e.g. Box mobile applications, Box desktop applications, etc.). When you’ve applied the security settings that you need, be sure to click **Save** in the top-right corner. To read more about how we keep your content safe in the cloud, just visit [www.box.com/security](http://www.box.com/security) # Changing Your Single Sign On (SSO) Provider Source: https://docs.box.com/en/box-admin-tools/box-security/changing-your-single-sign-on-sso-provider This article refers to the process for switching SSO providers when your organization has an existing connection. If you are looking to set up SSO for the first time, please see [this article](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization). If you are looking to submit an updated Signing Certificate, please use [this form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=66753\&referrerPageUrl=https://support.box.com/). Changing your Identity Provider can be a good way to introduce new security or user management features for your identity team. Here are the steps to making that switch successful for your Box users. **Create the new connection** * Share the metadata file for the new Identity Provider with the Product Support team by submitting an [SSO Setup Request](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594). * Test the new connection with an SP initiated link, provided by Box Product Support. * This link is NOT exposed to end users. Only users with this link can log in using the new Identity Provider; all other users will continue to log in as normal. * Work with a user that has credentials for the new Identity Provider and has been given access to Box within the Identity Provider. Have them log into Box by clicking the provided link. * Report back to your Product Support contact about the success of this test. **Prepare for the switchover** * Determine if there are any major changes in functionality in the switch to the new Identity Provider. For example, Okta -> Azure where the de-provisioning behavior is different. * If necessary, implement a process to accommodate the upcoming changes in functionality. * Schedule a time with your assigned Product Support agent to perform the switchover at a time that is suitable for both parties.  *Note: The switch will impact users that are attempting to log in after the change is made; it will not impact users that are already logged in (i.e. active user sessions will not be interrupted).* * Communicate the upcoming changes to all the relevant users. **Switchover** * Ensure all the relevant users have credentials for the new Identity Provider. * Ensure all the relevant users have access to Box via the new Identity Provider. * Upon switchover, test the new connection by having a user log into the web application, Box Drive, and mobile. * Test with each type of user that may be impacted by the change (users with different domains, for example). * Report back to your Product Support contact about the success of the switchover. * If there is an error, please identify the problem users and validate how many other users may be impacted. Take a screenshot of the error and send this information to your Product Support contact. * If necessary, the Product Support team can revert the changes. **Confirming the change** The best way to confirm the switch was successful is to log in with the new Identity Provider across the web application, Box Drive, and mobile, as described in the **Switchover** steps above. > [!NOTE] > > When the Box Product Support team changes your SSO Identity Provider in the backend, the **File authenticated Identity Provider** field in **Admin Console > Enterprise Settings > User Settings > Configure single sign-on (SSO) for all users** is not updated. It continues to display your previous Identity Provider. > > For example, if you switched from Okta to Microsoft Entra ID, this field still shows **Okta** rather than **Entra**, even though the change has been applied successfully in the backend. > > This is expected behavior. A stale value in this field does not mean the switchover failed or that you are still using your previous provider. Confirm the change by testing the SSO login as described above. # Configuring A Firewall For Box Applications and Services Source: https://docs.box.com/en/box-admin-tools/box-security/configuring-a-firewall-for-box-applications-and-services A firewall is a part of network security that controls which network traffic can enter or leave your business. Firewalls can be set to block all traffic, allow or block specific types, or permit all traffic. In most cases, a firewall is set up to allow traffic through specific ports unless explicitly blocked, or for more stringent security measures, to block traffic unless explicitly allowed. Firewalls are configured to allow or block traffic in several ways, including by geographic source, by port, by domain/hostname, and by IP address. Box and Box applications require the traffic to and from specifically defined domains to be allowed through a corporate or personal firewall, as outlined in this topic. Typically, you would include these domains/hostnames in your firewall's allowlist. Please refer to the instructions for your particular firewall hardware or software for details. ## 1. Firewall Allowlist Domains/Hostnames Here are the domains/hostnames that need to be allowlisted for Box and its applications, integrations, and components to work correctly. Box will notify you of any changes in this list through product announcements. Box recommends regularly checking this page to stay updated. It is important to update your firewall whenever there are any changes. Configure firewall allowlist with any **subdomain** and **Hosts** of **Box Core domains** and **any other related services.** ### 1a. Box Core Domains > [!NOTE] > > Best practice is to use our site's **domain names** instead of a particular site IP address. IP addresses can change frequently and without notice. Configure hostnames to recognize any subdomain of: ### 1b. Other related service Domains/Hosts **Other integrations:** * **Box for Office Integration**: To use the [Box for Office Online integration](https://support.box.com/hc/en-us/articles/360044196433-Box-for-Office-Integrations#bfo_officeonline) and [Excel Online Previewer](https://support.box.com/hc/en-us/articles/360043695314-Excel-Online-Previewer), allow [Office 365 URLs and IP address ranges](https://docs.microsoft.com/en-us/office365/enterprise/urls-and-ip-address-ranges?redirectSourcePath=%252fen-gb%252farticle%252foffice-365-urls-and-ip-address-ranges-8548a211-3fe7-47cb-abb1-355ea5aa88a2). * **Box for Google Workspace**: To use the [Box for Google Workspace](https://support.box.com/hc/en-us/articles/360043696994-Introducing-Box-for-G-Suite), please go to [the Google support pages](https://support.google.com/a/answer/2589954) for the hostnames you must allow. (You can ignore the Google Drive/drive IP addresses because this Box integration does not have a dependency on Google Drive.) * **Box for iWork Integration**: To use the [Box for iWork integration](https://support.box.com/hc/en-us/articles/360043696654-iWork-Integration), you must allow access to Apple’s network at `17.0.0.0/8`. * Optionally, if using an IP allowlist, be sure to allow the IPs listed on [https://www.cloudflare.com/ips/](https://www.cloudflare.com/ips/). > [!WARNING] > > If above Domains / Host names are not allowed, related functions or services will not work. Use the section below. ### 1c. Specific hostnames \[!NOTE] If your organization uses Box Zones, see [Configuring Firewall Access for Box Zones](/en/box-zones/configuring-firewall-access-for-box-zones) for the same hostnames below, organized by Zone for easy lookup. If you cannot allow the wildcard domains shown in the two lists above, allow these **specific hostnames:** **Other integrations** * **Box for Office Integration:** To use the [Box for Office Online integration](https://support.box.com/hc/en-us/articles/360044196433-Box-for-Office-Integrations#bfo_officeonline) and [Excel Online Previewer](https://support.box.com/hc/en-us/articles/360043695314-Excel-Online-Previewer), allow [Office 365 URLs and IP address ranges](https://docs.microsoft.com/en-us/office365/enterprise/urls-and-ip-address-ranges?redirectSourcePath=%252fen-gb%252farticle%252foffice-365-urls-and-ip-address-ranges-8548a211-3fe7-47cb-abb1-355ea5aa88a2). * **Box for Google Workspace:** To use the [Box for Google Workspace](https://support.box.com/hc/en-us/articles/360043696994-Introducing-Box-for-G-Suite), please go to [the Google support pages](https://support.google.com/a/answer/2589954) for the hostnames you must allow. (You can ignore the Google Drive/drive IP addresses because this Box integration does not have a dependency on Google Drive.) * **Box for iWork Integration:** To use the [Box for iWork integration](https://support.box.com/hc/en-us/articles/360043696654-iWork-Integration), you must allow access to Apple’s network at `17.0.0.0/8`. * Optionally, if using an IP allowlist, be sure to allow the IPs listed on [https://www.cloudflare.com/ips/](https://www.cloudflare.com/ips/). > [!WARNING] > > If above Domains / Host names are not allowed, related functions or services will not work. ## 2. Port and connection details: Enable **HTTPS port 443 TCP** for the domains above, and allow Web Socket protocol **wss\://**.\ To connect with **HTTP/3 (QUIC)**, Box recommends you also optionally enable **port 443 UDP**. > [!NOTE] > > Box is integrating [ZSTD](https://facebook.github.io/zstd/) (Zstandard) compression ([rfc8878](https://www.rfc-editor.org/rfc/rfc8878)) to improve performance and reduce bandwidth usage when supported by the client's browser (see [Product Announcement](https://support.box.com/hc/en-us/articles/33465731870227)). ZSTD is a lossless data compression technique that accelerates page loading from Box. By default, the browsers Chrome, Edge, Firefox, and Opera enable ZSTD compression. It is important to be aware that ZSTD previously encountered compatibility issues with FortiGate and Zscaler but are now resolved. Although unlikely, other firewalls that perform *deep packet inspection* (DPI) may encounter issues with Box's ZSTD implementation. To ensure optimal functionality, we recommend that network administrators either upgrade their firewall/proxy systems to versions that support ZSTD compression, or to disable HTTPS packet inspection in your firewall/proxy for the domains `*.box.com` and `*.boxcloud.com`. Making these changes will help maintain the integrity and efficiency of data transfers. Alternatively, ZSTD Content-Encoding support may be disabled directly in a browser but this may lead to decreased performance on all sites using ZSTD: * **Chrome**: Visit [https://chromeenterprise.google/policies/#ZstdContentEncodingEnabled](https://chromeenterprise.google/policies/#ZstdContentEncodingEnabled) * **Edge**: Visit [https://learn.microsoft.com/en-us/deployedge/microsoft-edge-policies?source=recommendations#zstdcontentencodingenabled](https://learn.microsoft.com/en-us/deployedge/microsoft-edge-policies?source=recommendations#zstdcontentencodingenabled) * **Opera**: Visit `opera://flags/#enable-zstd-content-encoding` and change to Disabled * **Firefox**: Visit `about:config` * Paste the following string into the top field: `network.http.accept-encoding.secure` * Edit the value field to remove `zstd` * The value field should show `gzip, deflate, br` after your edit. If you need further assistance, please [contact Box Product Support](https://support.box.com/hc/en-us/requests/new). ## 3. Box Desktop Applications' Proxy Support Box Drive, Box Sync, Box Tools, and Box for Office are desktop applications that must connect to Box's data centers to function. The apps utilize the same domains outlined above. The apps detect and use the proxy configured for the local machine via: * Automatic Proxy Detection * Proxy Auto-Configuration (PAC file) * Windows does not support local file path schemas for the .pac file location such as `file://C:\proxy.pac`\ Use a URL to configure the .pac file location. * Box Drive resolves the proxy for `www.box.com` and caches that result. It uses a single proxy for **HTTPS** and does not fall back to later PAC candidates such as `DIRECT` if that proxy is unreachable. As a result, if a PAC returns `PROXY proxy.example.com:8080; DIRECT` and the proxy is down, a browser may still reach Box via `DIRECT`, but Box Drive may remain offline. * Or manually setting the proxy server address for **HTTPS** protocols For proxy authentication support: * Windows apps support NTLMv1 or NTLMv2 authentication * Box for Office, Box Tools (machine-wide build), and Box Sync use a Windows Service that needs to connect to Box's data centers to check for new versions. The Windows Services run as the SYSTEM user, which may be unable to authenticate using NTLM. We recommend allowing SYSTEM run Services to connect through your proxy without authentication. * Mac apps support NTLMv1 authentication only. * HTTP Basic authentication (BA) is not supported. ## 4. Testing Connectivity to Box Domains To test whether your browser can connect to various Box domains, go to our [**Connectivity Testing**](https://support.box.com/hc/en-us/articles/360043694474-Box-Connectivity-Tests) page. Each test image is hosted on a different Box URL. ## 5. Configuring Email for Box Notifications Box uses an email service provider to deliver notification messages, such as invitations to collaborate on content when a file has been shared. To ensure your organization can receive notifications from Box, you may need to update your filters to allow email notifications to reach your users. Read [Configuring Email for Box Notifications](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications) for more details. # Configuring Multi-Factor Authentication Source: https://docs.box.com/en/box-admin-tools/box-security/configuring-multi-factor-authentication Box multi-factor authentication (MFA), sometimes known as two-factor authentication (2FA), enables you to increase your content security and better protect your enterprise's content from unauthorized external access. It requires users to periodically authenticate with more than one method when they log in to Box. You can enable or disable multi-factor authentication for: * All of your organization's managed users * All of your organization's external collaborators, or just for specific external collaborators based on their domains or their email addresses This topic describes how to configure multi-factor authentication for your managed users and for your external collaborators. > [!NOTE] > > Making changes to your multi-factor authentication settings for managed users is considered a "[critical action](/en/box-admin-tools/box-security/multi-factor-authentication-required-for-admin-console-critical-actions)" in the Admin Console. For security reasons it is restricted to Admins, who must complete their own MFA to proceed. Co-admins are limited to read-only access for these settings. ## Configuring Multi-Factor Authentication for your Managed Users 1. Go to **Admin Console** > **Enterprise Settings** > **Security**. 2. In the **Multi-Factor Authentication** section, enable **Require multi-factor authentication for all managed users**. If [SSO Required](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab#sso-required) is turned on, this setting will be hidden. 3. Configure the Authentication Method and Authentication Frequency. See the [Multi-Factor Authentication section](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#multi-factor-authentication) in [Enterprise Settings: Security Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab) for details. 4. Select **Save**.\ When you enable and save this setting, Box sends email notifications to your existing managed users if SSO is in test mode and users do not have [MFA](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#multi-factor-authentication) enabled. This alerts them to log in and complete the setup of multi-factor authentication for their account. 5. Use MFA to authenticate this change: * If you are already enrolled in the MFA, you need to authenticate the change using your chosen MFA method * If you are not enrolled in any MFA, Box will send you a verification code by email. Use this code to authenticate 6. When you enter the correct code, your configuration or other changes are saved. If the code is incorrect, you receive an error message. > [!NOTE] > > When you enable multi-factor authentication for logins, people must log in again through the Box web app to set up the association with their mobile phone. If they do not first log into their account through the Box web app, they can't use any mobile device to access Box. > > After the initial successful login, Box will remember the browser and you will not be prompted for MFA within the defined authentication frequency if you need to log in again. Only clearing the browser's cache and cookies will re-prompt MFA. If **Single Sign On (SSO)** is enabled for your account in Required Mode, you will not be able to enable multi-factor authentication here because it is configured by your SSO provider. Go to **Admin Console** > **Enterprise Settings** > **User Settings** tab to access single sign-on settings. MFA will still be available if SSO is configured in Test Mode. See [Setting up Single Sign-On](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) for more information. > [!NOTE] > > When you enable and save this setting, Box sends email notifications to all of your existing managed users, alerting them to log in and complete the setup of multi-factor authentication for their account. If someone loses their phone or for some other reason cannot access the confirmation codes sent to their mobile device, you can exempt this individual from the multi-factor authentication requirement. People who are exempt are able to log in successfully with only their Box password. ## Configuring 2-step login verification for external collaborators After you enforce 2FA, external collaborators must enroll in 2FA with Box to access your enterprise's shared content. External collaborators who are already enrolled in 2FA with Box, or who are using an SSO provider to access their Box account, can continue to access the shared content. > [!NOTE] > > Making changes to your multi-factor authentication settings for managed users is considered a "[critical action](/en/box-admin-tools/box-security/multi-factor-authentication-required-for-admin-console-critical-actions)" in the Admin Console. For security reasons it is restricted to Admins, who must complete their own MFA to proceed. Co-admins are limited to read-only access for these settings. 1. Go to **Admin Console** > **Enterprise Settings** > **Security**. 2. In the **Multi-Factor Authentication** section, under **External Users**, select **Configure** or **Edit Configuration**. 3. In the 2-Step Verification for External Collaborators dialog box, select whether to disable 2-step login, enable 2-step login for all external collaborators, or enable for - or except for - a defined set of external collaborators. If you enable 2-step login, select when it will be enforced. For more details, see the External Collaborators section in [Enterprise Settings: Security Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#external-collaborators). 4. Click **Save**. 5. Use MFA to authenticate this change, using the method described in [Multi-Factor Authentication Required for Admin Console Critical Actions](/en/box-admin-tools/box-security/multi-factor-authentication-required-for-admin-console-critical-actions). 6. At the top of the page, click **Save**. ### The External Collaborator's experience with 2FA for External Collaborators It is important to know how 2FA affects external collaborators. When you enforce 2FA, external collaborators can have different experiences, as summarized in this table:
External collaborator Experience To gain access to shared content
Is enrolled in 2FA with Box. Can access shared content if enrolled with required authentication method. N/A
Uses SSO to log into Box. Can access shared content. N/A
  • Is not enrolled in 2FA with Box and does not use SSO.
  • Previously collaborated on shared folders.
  • Cannot access your enterprise's shared content.
  • Their own content, and content shared with them by other enterprises, is unaffected.
 In the Box account window, set up 2FA from the pending invitations panel under **ACTION REQUIRED** in the** Files** page, or from the **Account Settings** page.
  • Is not enrolled in 2FA with Box and does not use SSO.
  • Is invited to a new collaboration.
  • Cannot access your enterprise's newly shared content.
  • Their own content, and content shared with them by other enterprises, is unaffected.
 In the Box account window, set up 2FA from the pending invitations panel under **ACTION REQUIRED** in the** Files** page, or from the **Account Settings** page.
  • Does not have a Box account.
  • Is invited to a new collaboration.
 Receives an invitation email to accept the collaboration invite by signing up for a new Box account.
  1. Register for a new Box account.
  2. In the Box account window, set up 2FA from the pending invitations panel under **ACTION REQUIRED** in the** Files** page, or from the **Account Settings** page.
When the setting is on, 2FA times out every 30 days for external collaborators. As a result, if an external collaborator does not authenticate with 2FA for 30 days or longer, they are challenged with 2FA next time they try to log in. If the external collaborator is a managed user of another enterprise that has a 2FA timeout of less than 30 days for managed users, they will need to complete 2FA verification sooner as a result. ### Email Notifications when setting up 2FA for External Collaborators Email notifications will be sent if: * Users’ EIDs have SSO in Test Mode and users do not already have [2FA](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#external-collaborators) enabled, or * Users’ EIDs do not have SSO set up and users do not already have [2FA](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#external-collaborators) enabled Email notifications will not be sent if: * Users are in an SSO-Required EID, and/or * Users already have 2FA ### The managed user's experience with 2FA for external collaborators Content owners who have active collaborations with external collaborators receive an email notification when an external collaborator accepts the collaboration and enables 2FA. This applies only when SSO is in Test Mode. External collaborators who use an SSO provider in Required Mode can continue to access the shared content. When you enable 2FA for external collaborators, Box evaluates existing file and folder collaborations with external users. If an external collaborator does not meet your 2FA requirements, Box places those collaborations in a pending state. The collaborator must enable a 2FA method that meets your enterprise's requirements to regain access. For example, if you require security keys, SMS does not meet the requirement. After they meet the requirement, Box automatically accepts all pending collaborations from your enterprise and sends invitation-acceptance emails to the relevant content owners. > [!NOTE] > > Box does not remove an external collaborator from a file or folder only because 2FA requirements change. If the collaborator already had access, the collaboration remains. They must update or verify their security settings, such as enabling the required 2FA method, to regain active access. > > An external collaborator loses the collaboration only if the content owner deletes the content, the content owner revokes access, or a pending invitation expires after 30 days. > [!WARNING] > > If you enable 2FA and later disable it, collaborators who are already pending remain pending. They have 30 days to accept the invitation before it expires. > [!NOTE] > > Automatically re-accepting collaborations can generate a large number of email notifications. Communicate this change before you enforce it, and review existing collaborations first. # Defending Against Credential Stuffing Attacks Source: https://docs.box.com/en/box-admin-tools/box-security/defending-against-credential-stuffing-attacks A credential stuffing attack is a cyberattack in which attackers use large volumes of stolen username-password pairs on websites.  Because many people reuse passwords across multiple accounts, these attackers often succeed in gaining unauthorized access to user accounts on different platforms. A successful credential stuffing attack can result in: * Account takeovers: attackers can hijack your accounts, from email and social media to banking and cloud storage. * Data theft: attackers can steal sensitive personal or business information. * Financial loss: unauthorized transactions or ransom demands can result in direct financial harm. * Reputational damage: compromised accounts can be used to spread misinformation or spam your contacts. ## Protecting your accounts To optimally protect your accounts from credential stuffing attack, you should take immediate practical steps to protect sensitive data. ### Use strong, unique passwords Avoid reusing passwords across sites.  Each account should have its own unique complex password that includes a mix of uppercase and lowercase letters, numbers, and special characters.  Consider using a reputable password manager to generate and store these securely. ### Enable Multifactor Authentication (MFA) MFA provides an extra layer of security by requiring additional verification beyond just a password, such as a code sent via SMS or generated by an authenticator app.  Even if attackers obtain your password, MFA significantly reduces their chances of accessing your account.  Box supports MFA for both Managed Users and External Collaborators.  Learn more about using MFA for Box in our [Configuring Multi-Factor Authentication](/en/box-admin-tools/box-security/configuring-multi-factor-authentication) article. ### Regularly monitor your accounts Watch for suspicious activities, such as unexpected login alerts or unfamiliar transactions. Promptly report any anomalies to service providers. ### Stay informed about breaches Use third-party services like *Have I Been Pwned?* to check whether your email addresses have appeared in data breaches, so you can take immediate action if needed. ### Update passwords periodically Changing passwords regularly helps limit damage if credentials are compromised without your knowledge. ## Responding to suspicious login activity If you suspect unauthorized access to your Box account or any account within your organization, immediate investigation is critical to maintaining your security posture.  We recommend using  Box's [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report) to review user behavior, login attempts, and content interactions that can help you identify anomalous activity.  If unauthorized access is confirmed, promptly notify all stakeholders who may be affected. ## Our commitment at Box At Box, protecting your data is our highest priority.  We continuously invest in advanced detection systems designed specifically to identify and block credential stuffing attempts before they reach you.  Additionally, we strongly encourage you to enable Multifactor Authentication on your accounts — it’s one of the most effective ways you can help safeguard yourself against these threats. If you’d like more information about how Box is working to keep your content secure, please see [box.com/security](https://www.box.com/security-compliance) or contact [Box Product Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=https://support.box.com/hc/en-us). # Device Pinning Source: https://docs.box.com/en/box-admin-tools/box-security/device-pinning Device pinning is device management functionality that enables you to establish a policy to  increase security for when your users access Box on mobile or desktop devices. Device pinning associates users' corporate-managed Box accounts to particular mobile devices or Box Sync clients and can set a limit on the number of devices that a user can pin the Box app to. Device pinning is available to Business and above accounts. Admins and Co-Admins can enable and configure device pinning. ## Device Pinning Overview With device pinning enabled, then the first mobile app client that a managed user (1) logs in to or (2) performs an action in, the application is pinned to that device. Essentially, pinning associates users' corporate-managed Box accounts to a particular mobile device or Box Sync client. Once an application has been pinned to a device, only the admin can remove that pin. In the Device Pinning settings, Admins define how many devices the following apps can be pinned to: * Box Sync * Box mobile app (iOS, Android, and Windows Phone) * Box tablet app (iPadOS and Android) * Box via web browsers and other applications Admins can set a device limit for any app, and if set, once that limit has been reached by a user, that user will be prohibited from logging in to that app on any additional devices. ## Determining a Policy for Device Pinning The policy you decide on for device pinning is an organizational decision that will vary for each deployment of Box. While a good practice might be to limit Sync to a single corporate laptop, phones and tablets can be transactional devices that get upgraded and replaced frequently. You may opt to have a more open policy for phones and tablets to reduce IT overhead. Additionally, even if the policy is unlimited for each device type, device pinning gives you visibility into all connected devices throughout the organization and the ability to easily remove them when necessary. An Admin can optionally be notified each time a new device is connected. If the policy is for a limited number of connected devices, Admins can optionally exempt specific users from the policy. ## Device Pinning Requirements Device pinning has the following operating system, hardware, and app requirements: ### Operating System Requirements Device pinning is supported on the following operating systems: * iOS 6+ (for iPhone & iPad) * Android 2.2 (Froyo)+ > [!NOTE] > > No other devices have minimum operating system requirements. ### Hardware/Device Requirements Device pinning is supported on the following hardware: * iPhone 4+ * iPad 2+ ### Box App Requirements Device pinning is supported for the following Box app versions: * Box for iPhone/iPad 2.8.3+ * Box for Android 2.1+ * Box Sync 4+ If device pinning is enabled and one of your managed users has an out-of-date operating system, unsupported device, or old version of the Box application, they will be automatically logged out of the app when they next attempt to access Box on that device. If a user is automatically logged out of the Box application: * They will need to log in again to access the application * They will receive an error message telling them they must upgrade their operating system, device or Box app ## Enabling and Configuring Device Pinning 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Device Protection** tab. 3. In the Application Settings section, enable **Enable Device Pinning**. 4. For each Application Type, select how many devices per user to allow. See the [Device Pinning](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab#device-pinning) section in [Enterprise Settings: Device Protection Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab) topic for details. 5. Click **Save**. ## Disabling Device Pinning 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Device Protection** tab. 3. In the Application Settings section, disable **Enable Device Pinning**. 4. Click **Save**. # Enabling and Configuring CrowdStrike for Device Protection Source: https://docs.box.com/en/box-admin-tools/box-security/enabling-and-configuring-crowdstrike-for-device-protection CrowdStrike is a global cybersecurity leader with an advanced cloud-native platform for protecting endpoints, cloud workloads, identities and data. CrowdStrike’s Falcon® Insight XDR monitors endpoint activity, that is, devices that connect to Box and your Box organization, analyzing the device settings and configuration to identify potential threat activity. If a threat is identified, you can define remediation activity based on the level of threat. For CrowdStrike for Device Protection to work, devices connecting to your Box account must have Box Tools installed. You enable and configure CrowdStrike for Device Protection in 3 parts: ## Enabling CrowdStrike for Device Protection > [!NOTE] > > **Prerequisites** > > * Box Shield > * An active CrowdStrike account > * The Falcon Insight XDR module enabled **To enable CrowdStrike integration, starting from Box, logged out of CrowdStrike** 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Device Protection** tab. 3. In the Endpoint Detection and Response Integrations section, click **Enable** in the CrowdStrike pane. 4. In the CrowdStrike platform dialog box, select **Go to CrowdStrike store**. This link takes you to the CrowdStrike for Box app page. 5. Log in to your CrowdStrike account. 6. Select **Try it free**. 7. In the Connecting Falcon Platform and Box device security dialog box, select **Agree & Request Trial**. You should receive an email with the integration confirmation link. 8. Click on the link in the email, or refresh the current page, and select **Open App**. 9. In the Connect CrowdStrike Falcon platform with Box? dialog box, select **Connect**. The connection may take a short amount of time to transfer and synchronize necessary data. When complete, the status indicator will update to "Enabled." Your Box account is now connected to your CrowdStrike account and you can [configure remediation and enforcement actions](#configuring-crowdstrike-for-device-protection). **To enable CrowdStrike integration starting from CrowdStrike** 1. Log in to your CrowdStrike account. 2. Click the hamburger menu in the upper-left and select **CrowdStrike Store**. 3. Find the Box device security app. 4. Select **Try It Free**. 5. In the Connecting Falcon Platform and Box device security dialog box, select **Agree & Request Trial**. You should receive an email with the integration confirmation link. 6. Click on the link in the email, or refresh the current page, and select **Open App**. 7. In the Connect CrowdStrike platform with Box? dialog box, select **Connect**. The connection may take a short amount of time to transfer and synchronize necessary data. When complete, the status indicator will update to "Enabled." Your Box account is now connected to your CrowdStrike account and you can [configure remediation and enforcement actions](#configuring-crowdstrike-for-device-protection). ## Enabling Real-Time Checks in CrowdStrike Once the connection is properly configured, the devices’ security posture will be checked every few minutes. You enable these real-time checks in CrowdStrike by creating a [CrowdStrike Falcon Fusion Workflow](https://falcon.crowdstrike.com/login/?next=%2Fdocumentation%2Fpage%2Fdc4f8c45%2Fworkflows-falcon-fusion-1692362310390.669) (you must be logged in to your CrowdStrike account to access this help topic) with a corresponding Box action. See the CrowdStrike Fusion documentation for more details. ## Configuring CrowdStrike for Device Protection CrowdStrike for Device Protection configuration has 2 components: * Remediation actions, where you define logical conditions and actions * Enforcement action, where you decide if you are going to monitor or enforce restrictions You can also optionally enter an email address that users can contact if their device does not meet security requirements. ### CrowdStrike Zero Trust Assessment Score The [Zero Trust Assessment (ZTA) score](https://falcon.crowdstrike.com/documentation/page/bc52e49b/zero-trust-assessment) (you must be logged in to your CrowdStrike account to access this help topic) is a single metric that defines the overall health of an endpoint and that is generated by CrowdStrike. According to the CrowdStrike documentation: > Zero Trust Assessment calculates a security score from 1 to 100 for each host. A higher score indicates a better security posture for the host. A security score is specific to the unique configurations of your environment. Zero Trust Assessment does not define what constitutes a good score. Instead, the ZTA dashboard provides visibility into possible risks and insight into settings that can increase the security posture of hosts. You will define remediation actions based on ZTA scores, or a range of ZTA scores. The information in the CrowdStrike Zero Trust Assessment dashboard can help you determine what scores or ranges of scores are likely optimal for the remediation actions you choose. The Zero Trust Assessment (ZTA) score aggregates more than 100 different risk signals in one unique score. If you identify a change in the ZTA score of a device, to understand the nature of the change, Box Admins can use the Falcon Agent ID field present in the specific CrowdStrike events available in Box EventStream or in Box Reporting. In the CrowdStrike Zero Trust Assessment dashboard, use these values to search by Host ID. This will allow you to identify what has triggered the ZTA score change in your device and how to address it. > [!NOTE] > > **Prerequisites** > > * An active CrowdStrike account > * The Falcon Insight XDR module enabled > * CrowdStrike for Device Protection enabled, as described above **To configure CrowdStrike for Device Protection** 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Device Protection** tab. 3. In the Endpoint Detection and Response Integrations section, click **Configure** in the CrowdStrike pane. 4. In the Remediation actions section, configure one or more remediations. For each remediation: 1. Select a Remediation. This is an action that will occur if a device connects to Box and it is determined to match the ZTA risk score that you define. Select from: * Terminate user session and block device 2. Select a comparison operator from: * In the range of * Less than 3. Enter either 1 or 2 ZTA score values, depending on the comparison operator you chose. 5. In the Enforcement Action section, select: * Enforce restrictions - (default) to start enforcing device restrictions immediately * Monitor restriction violations only - to monitor any violations so you can gather data about the configuration you defined and decide if they are satisfactory or if they need changing before you enforce restrictions 6. Optionally enter an IT Help Email. If an email address is entered here, users who have devices that are restricted by this policy will be given this email address as contact information. 7. Click **Save**. ## User Experience With CrowdStrike for Device Protection Enabled CrowdStrike for Device Protection requires a minimum version of Box Tools, 4.25.0, be installed on the device that is attempting to access Box. Once CrowdStrike for Device Protection is enabled, the next time users attempt to log in from a Windows or macOS computer, if the minimum version of Box Tools is not installed, the user will be required to download and install Box Tools before they are allowed to log in to Box. > [!NOTE] > > Admins and Co-Admins who can edit enterprise settings are exempt from Device Protection checks and remediations. This keeps them from accidentally locking themselves out of the Admin Console. For more information about installing Box Tools on devices within your organization, see [Large Scale Deployments: Box Tools](/en/box-tools/using-box-tools/large-scale-deployments-box-tools). ## Monitoring Device Access * Reports can be generated in Admin Console > Reports > User Activity (select CrowdStrike-related events under Login) * Logs are available in [Box Events Stream](https://developer.box.com/guides/events/) # Investigating Suspicious Login Activity Source: https://docs.box.com/en/box-admin-tools/box-security/investigating-suspicious-login-activity When you investigate suspicious access in Box, coordinate your efforts with your IT and Security teams, who may leverage additional tools or resources beyond Box for a more comprehensive review. ## User Activity report When suspicious login activity is detected on a Box account you own or manage, it’s important to review user logs to understand what actions may have occurred during suspected unauthorized access.  Follow the steps below to generate and analyze [User Activity Reports](/en/box-admin-tools/reporting-and-insights/user-activity-report). ### Generating a User Activity report **To generate a User Activity report:** 1. Go to **Admin Console > Reports**. 2. Click **Create Report**. 3. Select **User Activity Report**. 4. Click **Next**. 5. Configure the following settings: * In **Users or Groups**, type the username of the affected account. * In **Date Range**, specify the date(s) when suspicious activity occurred. * In **Action Types**, select the following: * **File Management** * **Collaboration** * **Shared Links** 6. Click **Run**. Generating reports usually takes from several minutes to up to twelve hours, depending on data size.  Very large datasets may require more time.  For detailed information, see [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports). ### Analyzing the User Activity report The User Activity report provides several important data fields that can help you identify details about suspicious access. **Date**\ Identify when suspicious access started and ended, helping determine exposure duration. **IP Address**\ Differentiate between legitimate users and potential bad actors based on login locations.   IP addresses may not always reflect actual actor location, but are useful for distinguishing different users. **Action**\ Understand specific activities performed, such as adding collaborators or creating shared links that may need remediation. **Affected**\ See which files or users were impacted.  Identify content owners who should be promptly notified. **Details**\ See what third-party applications or services may be involved. ## Further actions After reviewing the User Activity report: * Remove unauthorized collaborators or shared links added by suspicious actors. * Notify content owners if their files were accessed or modified without permission. * Contact the support teams of implicated third-party applications or services for further investigation. For additional assistance with any questions, contact our [Product Support team](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=https://support.box.com/hc/en-us). # Multi-Factor Authentication Required for Admin Console Critical Actions Source: https://docs.box.com/en/box-admin-tools/box-security/multi-factor-authentication-required-for-admin-console-critical-actions Box adds an extra layer of security to prevent bad actors from performing critical actions in the Admin Console. For certain actions, an Admin or Co-Admin must complete an extra level of authentication before those actions can be completed. These actions are: * [Add, change, or delete MFA (multi-factor authentication) settings for both managed and external users](/en/box-admin-tools/box-security/configuring-multi-factor-authentication) * [Enable or disable the SSO Required setting](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) When an Admin or Co-Admin performs any of these actions, they will be required to perform multi-factor authentication (MFA) to complete the action, based on the following: * If the Admin or Co-Admin is enrolled in MFA, they will be presented with the challenge based on their authentication method. * If the Admin or Co-Admin is **not** enrolled in MFA, they will be presented with an email MFA challenge. At this stage, upon completing the challenge successfully, they will NOT be enrolled in MFA. * If the Admin or Co-Admin is SSO enabled, they will be presented with an email MFA challenge. > [!NOTE] > > After you enter an MFA challenge correctly, there is a 15-minute grace period in which you can perform other critical actions and not get another MFA challenge. # Ransomware Source: https://docs.box.com/en/box-admin-tools/box-security/ransomware **Ransomware** is a type of malicious virus that infects a system in order to block access to files stored on the system by encrypting them. A ransom must be paid to decrypt the files and restore access, often in the form of cryptocurrency, unless the user has an external backup available. Users typically introduce ransomware to their system by clicking on malicious attachments in emails or visiting malicious or compromised websites. Ransomware comes in hundreds of varieties that all have different effects on a system. Users may see files deleted, over-written, encrypted, renamed, or any combination of these. The primary defense against ransomware is a sufficiently protected computer that prevents ransomware from running. ## Understanding how ransomware impacts Box Ransomware can only affect files via the Box Sync or Box Drive applications on a user's computer. If Box Sync is enabled, only those files set to Sync will be affected. Ransomware cannot be spread through Box. Encrypted files may be synced to other users, but the ransomware cannot spread further within Box's cloud storage as all files are encrypted at rest and do not have an executable environment to run from. ## Recovering from ransomware When a user's machine is infected with ransomware, the encrypted content may sync up to Box if they are using Box Drive or Box Sync. If this happens, we have resources available that will assist you in recovering your content. Please [contact Box Support](https://support.box.com/hc/en-us/requests/new) for assistance as soon as possible or read below on how to use the Box API for self-remediation. If you have confirmed that a user's system has been compromised we recommend that you quit Box Drive or Box Sync and ensure the malware is removed before taking any additional steps. To determine the scope of impact, an Admin can confirm which files were altered by running the User Activity report. To do this, navigate to the **Admin Console > Reports > Create Report > User Activity**. In the Users or Groups field specify the infected user(s) and select the following file management actions for the time of impact: * Edit * Moved to Trash * Renamed * Uploaded Select the Run option and access the report from your Box Reports folder. In the Details column, the report will show you which files were uploaded via Box Sync or Box Drive. By identifying which files were impacted, you can use Box's [Version History](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-version-history) to manually restore the previous, unencrypted version, or use [Trash](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash) to restore deleted items. Please see the limitations below before taking any actions. ## Using Shield's Content Recovery for remediation If your enterprise uses Shield, you can remediate issues using [Content Recovery](/en/box-admin-tools/managing-content/content-recovery/about-content-recovery) by reverting eligible files and file names to a previous version, or by restoring deleted content. For instructions, see [Recovering Content](/en/box-admin-tools/managing-content/content-recovery/recovering-content). If you do not have Shield, please contact Product Support for assistance. ## Using the Box API for remediation If you have developer resources available, you can write a custom script that rolls back all infected files to an unaffected version using our [API](https://developer.box.com/). The approach you take depends on how the particular strain behaved. ## Encryption in place If the infected files were changed "in place", i.e. edits to the existing file, then you can use version history to restore affected files to a prior version. At a high level, your goal should be to: 1. Look at upload/modify from the impacted time frame (upload/modify events), and filter for actions done by the affected user. Since the endpoint does not allow for filtering by user as a parameter to the request, this filtering for a user must be done after the initial results are returned. 2. From the affected file IDs returned, revert to the version whose modified date was most recent before having a new version uploaded. 3. If the files were renamed, revert to the name of the previous version Example: File "work.docx" was uploaded May 1, 2018 User was affected May 2, 2018 New versions of "work.docx" were uploaded to the same file Resolution: Revert back to the version uploaded on May 1, 2018 * Get Enterprise Events: [https://developer.box.com/reference/get-events/](https://developer.box.com/reference/get-events/) * Get File Versions: [https://developer.box.com/reference/get-files-id-versions-id/](https://developer.box.com/reference/get-files-id-versions-id/) * Promote Version: [https://developer.box.com/reference/post-files-id-versions-current/](https://developer.box.com/reference/post-files-id-versions-current/) * Update File Info (rename): [https://developer.box.com/reference/put-files-id/](https://developer.box.com/reference/put-files-id/) ## Encryption + deletion If the malware's behavior was to delete the original file and then upload/replace it with an encrypted version, then the goal should be to restore the original files from the trash on Box and delete the encrypted files. 1. Similar to step 1 above, identify the files uploaded and deleted by the affected user in the time frame. 2. Verify the file is still in the trash (i.e. hasn't been manually restored by the user) 3. Recursively restore items from the trash 4. If there is a name conflict, decide how you wish to handle the name conflict (rename/overwrite). Alternatively, you can delete the encrypted files from the beginning before restoring items from the trash. Example: File "work.docx" was uploaded on May 1, 2018 with File ID 14785 User was affected May 2, 2018 File ID 14785 was deleted, and another file was uploaded in its place with ID 96321 (i.e., not as a new version) Resolution: Delete file ID 96321 and restore file ID 14785 from the trash. * Get Enterprise Events: [https://developer.box.com/reference/get-events/](https://developer.box.com/reference/get-events/) * Get Trashed Item: [https://developer.box.com/reference/get-folders-trash-items/](https://developer.box.com/reference/get-folders-trash-items/) * Restore Item: [https://developer.box.com/guides/trash/restore-file/](https://developer.box.com/guides/trash/restore-file/) * Delete Item: [https://developer.box.com/guides/trash/permanently-delete-file/](https://developer.box.com/guides/trash/permanently-delete-file/) ## Recommendations & limitations * If you do not have Shield, we recommend submitting the User Activity report, along with as much information as possible about the type of ransomware and what exactly took place, with your initial [request.](https://support.box.com/hc/en-us/requests/new) * If your organization has Shield Pro, check your Shield Dashboard to see if a [Ransomware Activity](/en/box-shield/shield-threat-detection-rules/ransomware-activity-detection-rule) alert was created. * In order to restore an encrypted file, a previous version must have existed on Box prior to the event. * Some less common types of ransomware will delete content and replace it with completely new content. While we can recover deleted content, we're unable to delete any new content. This can be done manually or by using our API. We recommend that any deletions are completed prior to content recovery. * Box's revision system is based on each individual file, versus a point in time, which does not currently allow for a point-in-time-based restoration. Instead, we can use native features of Box such as Trash and Version History to help restore files. # Requiring Strong Passwords for External Collaborators Source: https://docs.box.com/en/box-admin-tools/box-security/requiring-strong-passwords-for-external-collaborators You can require passwords from external collaborators to meet certain security criteria before the user is allowed to access the content owned by your organization. 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Security** tab. 3. In the Password Requirements section, select the **Require strong passwords** checkbox under External Collaborator. See the [Password Requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) section in [Enterprise Settings: Security Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab) for more information about this setting. # Setting Up Device Trust Security Requirements Source: https://docs.box.com/en/box-admin-tools/box-security/setting-up-device-trust-security-requirements Device Trust helps you enforce your enterprise's compliance or security policies by defining a minimum set of requirements for devices used to access Box. When you enable Device Trust: * It verifies devices at login for your managed users. * It prevents access unless you enable Audit-Only mode. See [Monitoring device access](#monitoring-device-access) for details about Audit-Only mode. * It checks that all non-removable, mounted disks on the machine are encrypted. > [!NOTE] > > For computers, you must have Box Tools installed for the Web App to perform the necessary Device Trust security checks. Your organization starts with a default policy named Enterprise-wide default policy. The policy is enabled, but no ownership or security requirements are enabled. Only the Platform Restrictions setting is enabled, which blocks access from devices running on unsupported operating systems, which is a baseline from which you can craft a more deliberate policy. > [!NOTE] > > If enabled for your organization, you can add multiple security policies. If you enable multiple security policies, device access is granted only if it passes all policy checks. ## Device Trust exemptions Admins and Co-Admins who can edit enterprise settings are exempt from Device Trust checks. This keeps them from accidentally locking themselves out of the Admin Console. Users who log in via FTP or SFTP are also exempt from Device Trust checks. ## Device policy in use When Device Trust is enabled and restrictions are set, users who don't meet these requirements will see a screen like the one below and won't be allowed to access Box. ![mceclip0.png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/mceclip0-4.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=1f5ada253d2d51d990d83f8978e18721) ## Creating a Device Trust policy 1. Go to **Admin Console** -> **Enterprise Settings**. 2. Select the **Device Protection** tab. 3. In the Box Device Trust section, select **Create policy**. 4. Enter a Name and an optional Description. 5. Configure the policy. See [Enterprise Settings: Device Protection Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab) for details about Device Trust policy settings. 6. Select **Next**. 7. Select **Save**. ## Editing a Device Trust policy 1. Go to **Admin Console** -> **Enterprise Settings**. 2. Select the **Device Protection** tab. 3. In the Box Device Trust section, select the name of the policy. 4. Click **Edit**. 5. Make any desired changes. See [Enterprise Settings: Device Protection Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-device-protection-tab) for details about Device Trust policy settings. 6. Select **Next**. 7. Select **Save**. ## Deleting a Device Trust policy 1. Go to **Admin Console** -> **Enterprise Settings**. 2. Click the **Device Protection** tab. 3. In the Box Device Trust section, select the name of the policy. 4. Select **Delete**. 5. In the Delete Policy dialog box, select **Delete** ## Monitoring device access * Reports can be generated in **Admin Console > Reports > User Activity**. Under **Login**, select **Failed Device Trust Check**. * Logs are available in [Box Events Stream](https://developer.box.com/guides/events/) # Setting Up Single Sign-On (SSO) for Your Organization Source: https://docs.box.com/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization This topic explains how to set up and configure single sign-on (SSO) in Box for your organization. ## Single Sign-On Overview Single sign-on (SSO) is a method for authenticating users where a single set of credentials can be used to log into several different applications. With SSO, you use one password to access all of your applications, which reduces password fatigue and tickets to your help desk. This is especially useful in a corporate setting, when you want your employees to be able to access a variety of applications using their company credentials. ### Box Support of SSO SSO authentication is available in Business and Enterprise accounts. Box supports SSO via SAML 2.0 and acts as a service provider (SP) for SSO. The client must implement a federation service to act as an identity provider (IdP). An IdP is a user management tool connected to your user store and allows an admin or co-admin to define access to enterprise applications. Federation can be accomplished through an in-house or third-party provider. Common third-party IdPs include: * ADFS 2.0/3.0 * Google Cloud * Okta * OneLogin Some IdPs (Okta, OneLogin, etc.) have various levels of integration to Box through the Box API, which means there may be additional functionality that can be utilized to bring the user store and Box accounts more in sync. Examples of this functionality include automatic account provisioning upon addition to the IdP (pre-provisioning), automatic account deprovisioning upon removal from the IdP, and groups being periodically synced between the user store and Box (push groups). Please reach out to your IdP to confirm if this functionality exists. A high level diagram of the SSO sign in process is shown below: ![diagram-of-the-sso-sign-in-process](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/diagram-of-the-sso-sign-in-process.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=3c3072026f4c1a1767a530aec6ce5a53) 1. The user clicks **Continue** on their company branded Box subdomain, such as mycompany.box.com. 2. Box forwards the request to the IdP. The user will be redirected to the IdP login page. 3. The user logs in using their company credentials. 4. The user is validated against the user store. 5. SAML assertion is sent back to Box. At a minimum, the SAML assertion response from the identity provider must contain the user's email address. The email address must correspond to a user within that Box account. The user's given name and surname attributes are typically sent as parameters as well, but they are not required to enable SSO. 6. The user's session is authenticated and they are logged into their Box account. > [!NOTE] > > SSO with Box is an authentication method, not an integration. There is no method to sync the individual accounts in a user store to the user accounts in Box. ## Setting Up Single Sign-On > [!NOTE] > > **Prerequisites:** > > * A Business or Enterprise Box account. > * Primary administrator or a managed user with co-admin permissions and at least the following privileges in the Reports and Settings section selected: > * View settings and integrations for your company > * Edit settings and integrations for your company > > [Account creation emails](#account-creation-emails) can only be set up by the primary admin. This option does not appear for co-admins. ### Setting Up SSO On Your Own Administrators and co-admins also have the option of setting up single sign-on on their own. If you're comfortable modifying your enterprise's security settings without Box's assistance, setting up and enabling single sign-on for your enterprise is easy. It requires 3 steps: * Configure SSO * Test SSO * Require SSO > [!NOTE] > > Enabling SSO Test Mode means users will be able to sign in via SSO or by using their Box credentials. Once SSO Required is enabled, users are only able to log in via SSO. **To Configure Single Sign-On:** 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **User Settings** tab. 3. In the **Configure Single Sign-On (SSO) for All Users** section, click **Configure**. 4. Select your Identity Provider (IdP). If you don't see your provider listed, use the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594) to have Box help you set up SSO. 5. Upload your IdP's SSO metadata file. If you do not have a metadata file or if you need your metadata file updated, use the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594) to have Box help you set up SSO. 6. Click **Submit**. A status indicator will appear in the **Configure Single Sign-On (SSO) for All Users** section to inform you of the SSO processing progress or if there were any errors. > [!NOTE] > > If your IdP isn’t supported by Self-Service SSO, an error will appear in the **Configure Single Sign-On (SSO) for All Users** section. If you need to update your SSO configuration in this case, please contact [Box Product Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=). Once the file has been processed successfully, Box sends a notification to the email address of the main account admin and co-admin. This time is a good opportunity to notify your enterprise of the new login process. **To enable Single Sign-On Test Mode:** 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **User Settings** tab. 3. In the **Enable Single Sign-On (SSO) for All Users** section, enable **SSO Test Mode**. **To enable Single Sign-On Required:** > [!WARNING] > > * For security reasons, enabling SSO Required is considered a "critical action" and requires multi-factor authentication (MFA) to complete. > * Be sure you have tested the SSO login flow before enabling this setting. If you do not test that your SSO credentials are working correctly, you could be locked out of your Box account. At this point, all of your managed users should be able to access Box via your chosen SSO provider. In addition, they will be unenrolled in MFA (if you had it enabled) because that is also handled by the SSO provider. 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **User Settings** tab. 3. In the **Enable Single Sign-On (SSO) for All Users** section, disable **SSO Test Mode** and enable **SSO Required**. 4. In the **Enable SSO Required** dialog box, select both checkboxes, then click **Enable for All Users**. 5. Use MFA to authenticate this change, using the method described in [Multi-Factor Authentication Required for Admin Console Critical Actions](/en/box-admin-tools/box-security/multi-factor-authentication-required-for-admin-console-critical-actions). ## Disabling Single Sign-On Disable single sign-on by disabling the **SSO Required** toggle. For security reasons, disabling SSO is considered a "critical action" and requires multi-factor authentication (MFA) to complete. ## Technical Details Listed below are expected configuration file values for each IdP: #### **Okta** * Okta Metadata File (metadata.xml) #### **ADFS** * firstnameAttribute = [`http://schemas.xmlsoap.org/ws/2005/05/identity/claims/givenname`](http://schemas.xmlsoap.org/ws/2005/05/identity/claims/givenname) * lastnameAttribute = [`http://schemas.xmlsoap.org/ws/2005/05/identity/claims/surname`](http://schemas.xmlsoap.org/ws/2005/05/identity/claims/surname) * emailAttribute = [`http://schemas.xmlsoap.org/ws/2005/05/identity/claims/emailaddress`](http://schemas.xmlsoap.org/ws/2005/05/identity/claims/emailaddress) #### **Entra ID** * firstnameAttribute = [`http://schemas.xmlsoap.org/ws/2005/05/identity/claims/givenname`](http://schemas.xmlsoap.org/ws/2005/05/identity/claims/givenname) * lastnameAttribute = [`http://schemas.xmlsoap.org/ws/2005/05/identity/claims/surname`](http://schemas.xmlsoap.org/ws/2005/05/identity/claims/surname) * emailAttribute = [`http://schemas.xmlsoap.org/ws/2005/05/identity/claims/name`](http://schemas.xmlsoap.org/ws/2005/05/identity/claims/name) * oidAttribute = [`http://schemas.microsoft.com/identity/claims/objectidentifier`](http://schemas.microsoft.com/identity/claims/objectidentifier) * tenantidAttribute = [`http://schemas.microsoft.com/identity/claims/tenantid`](http://schemas.microsoft.com/identity/claims/tenantid) #### **Google Cloud** * firstnameAttribute = `firstName` * lastnameAttribute = `lastName` * emailAttribute = `SAML_SUBJECT` #### **OneLogin** * firstnameAttribute = `firstName` * lastnameAttribute = `lastName` * emailAttribute = `SAML_SUBJECT` ### Setting Up SSO through Box ![sso-setup-process](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/sso-setup-process.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=6f648b478aafff3d02e497b4a0ed7545) ***Discover** -* After finalizing the IdP (identity provider) selection, fill out our [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594). See the instructions on this page for the required information on the form. ***Set up***- Upon receiving the SSO Setup Support request, a member from the Box technical team will set up the connection from our SP (service provider) to your IdP. Similarly on your side, you will need to set up the connection from your IdP to our SP using our [metadata or info](#what-you-need-from-box-to-set-up-your-connection). ***Test*** - Turning on **SSO Enabled** in your Enterprise Settings will display the company-branded Box login page. You cannot modify or omit this branded page. ![sso-login-flow](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/sso-login-flow.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=211ca9951d844b80bc1ec7eeeb2bed8b) During the **SSO Enabled** phase, managed users can log in to Box.com using their company's email address and password, or they can utilize their company's login credentials through their Box subdomain. This setting is acceptable during testing, but for production should be changed to **SSO Required**. ***Deploy***- Following testing, the Box instance should be transitioned to the **SSO Required** state so all managed users may only log in to Box using their company login credentials through their IdP login page. Any Box-created applications (such as Box Sync) will work using SSO. This is the preferred method because it forces use of SSO. If there is a subset of managed users that are not able to authenticate via SSO (contractors, vendors, etc.), SSO should not be required on the account. > [!NOTE] > > * FTP applications do **NOT** support SSO. Users will have the option to create external passwords if they need to use these applications. > * The Admin Console setting that enables admins and co-admins to force password resets after a certain number of days only applies to users' External Passwords. This setting does **not** affect SSO credentials. ### IdP Requirements * Must support SP initiated SSO * Must support SAML 2.0 ### What you need from Box to set up your connection * Entity ID: box.net * Security Token Consumer URL: [https://sso.services.box.net/sp/ACS.saml2](https://sso.services.box.net/sp/ACS.saml2) * [Public Certificate](https://cloud.box.com/s/h0qfn7szckla4fymduxt2fawgl5ptn7b) OR * [Box Metadata File](https://cloud.box.com/s/1pv6599zexgqgul6s1h2j3th629sa2wj) ### What Box needs from your identity provider * Entity ID, Connection ID, or External Key * Redirect URL * Public Certificate OR * Metadata file containing all of the above information > [!NOTE] > > The Entity ID in an SSO configuration must be unique within Box. Using the same Entity ID across multiple Box environments (EIDs) will cause the setup to fail. > > To temporarily remove an SSO configuration so it can be applied to another environment, it must be removed on the Box side. To do so, [open a ticket](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594\&referrerPageUrl=/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) with Box Support. If you want users to sign in to multiple Box environments with the same SSO configuration, this can be enabled through paid Box Consulting; contact your account team. More instructions on obtaining this information for the most common IdPs can be found below. These instructions may vary slightly for implementations, so you should check with your specific IdP if you have any issues. If you are not using one of the most common IdPs listed above, please also provide Box with the attribute names for email, first name, and last name (Ex: “email”, “firstName”, “lastName”).
ADFS 2.0/3.0 You will need your metadata xml file for SSO setup. To collect your ADFS metadata file:
  1. Go to the below link and download the xml file:
    • Replace \ with your domain name: (e.g., [https://\/FederationMetadata/2007-06/FederationMetadata.xml](https://www.company.com/FederationMetadata/2007-06/FederationMetadata.xml))
  2. Attach your metadata file to the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594) or see our guide for [Setting Up SSO on your own.](#setting-up-sso-on-your-own)
[Help Article](https://cloud.box.com/s/b887679a8426948aae70)
Entra ID You will need your metadata xml file for SSO setup. To collect your Entra ID metadata file:
  1. Go to the tenant portal by going to the following link: [[https://TENANTNAME/federationmetadata/2007-06/federationmetadata.xml](https://TENANTNAME/federationmetadata/2007-06/federationmetadata.xml)](https://www.contoso.com/federationmetadata/2007-06/federationmetadata.xml)
    • Replace \ with your tenant portal address -- for example, [[https://www.company.com/federationmetadata/2007-06/federationmetadata.xml](https://www.company.com/federationmetadata/2007-06/federationmetadata.xml)](https://www.company.com/federationmetadata/2007-06/federationmetadata.xml)
  2. Attach your metadata file to the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594) or see our guide for [Setting Up SSO on your own](#setting-up-sso-on-your-own).
 [Help Link](https://learn.microsoft.com/en-us/entra/identity/saas-apps/box-tutorial)
Bitium You will need your metadata xml file for SSO setup. To collect your Bitium metadata file:
  1. In Bitium, go to **Manage Apps**.
  2. Select Box from the list of installed apps.
  3. Click the **Single Sign-On** tab.
  4. Click the dropdown menu and select **SAML authentication**.
  5. Download the metadata XML file.
  6. Use this information to fill out the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594).
  
Entrust Identity You will need your metadata xml file for SSO setup. To collect your Entrust Identity metadata file:
  1. In Identity as a Service, go to **Resources > Applications**.
  2. Click the download icon next to the application you are integrating with Identity as a Service.
  3. From the drop-down list, select the certificate to include in the SAML IDP Metadata file.
  4. If applicable, select the domain to include.
  5. Click **Download**.
 [Help Link](https://entrust.us.trustedauth.com/documentation/help/admin/index.htm#t=Applications%2FSAML%2FSAML_metadata.htm)
Google Cloud You will need your metadata XML file for SSO setup. To collect your Google Cloud metadata file:
  1. With a super administrator account in the Google Admin Console Home page, go to **Apps > Web and mobile apps**.
  2. Click **Add App > Add private SAML app**.
  3. On the **App Details** page, enter the name of the custom app.
  4. Click  **Continue**.
  5. On the **Google Identity Provider details** page, get the setup information needed by the service provider using one of these options:
    • Download the **IDP metadata**.
    • Copy the **SSO URL** and **Entity ID** and download the **Certificate **(or **SHA-256 fingerprint**, if needed).
  6. Attach the Metadata XML file to the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594).
 [Help Link](https://support.google.com/a/answer/6087519?hl=en)
Nopassword by WiActs You will need your metadata XML file for SSO setup. To collect your NoPassword metadata file:
  1. Go to **Nopassword Admin Dashboard > Apps**.
  2. Go to the **Add Application** section, type "Box" and select **Box** from the drop-down menu.
  3. On the second page of App Setup wizard, click on the **Metadata** hyperlink to download it.
  4. Attach the Metadata XML file to the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594).
  
MobileIron You will need your Metadata XML file for SSO setup. To collect your MobileIron Access metadata file:\  
  1. Go to your MobileIron Access Management Server
  2. Go to **Profile > Federated Pairs > Select the federated pair for Box**.
  3. Choose **Access IDP Metadata (Upload to SP) > Download**.
  4. Use this information to fill out the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594).
  
Okta You will need the External Key, Redirect URL & Public Certificate for SSO setup. To collect the information:
  1. Go to your **Okta Admin dashboard > Applications > Box**.
  2. Go to **Single Sign-On tab > SAML 2.0 > View setup instructions** (Ignore default relay state).
  3. Copy the External Key and Redirect URL.
  4. Download the cert file.
  5. Use this information to fill out the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594) or see our guide for [Setting Up SSO on your own](#setting-up-sso-on-your-own).
 [Setup Guide](https://saml-doc.okta.com/SAML_Docs/How-to-Configure-SAML-2.0-for-Box.net.html)
OneLogin You will need your metadata XML file for SSO setup. To collect your OneLogin metadata file:
  1. Go to your **OneLogin Admin dashboard > Company Apps > Box**.
  2. Go to **SSO tab > Single Sign On**.
  3. Go to the **Issuer URL > Download the metadata**.
  4. Use this information to fill out the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594) or see our guide for [Setting Up SSO on your own](#setting-up-sso-on-your-own).
 [Setup Guide](https://onelogin.service-now.com/support?id=kb_article\&sys_id=0e6c071adb2234101c167e77f4961917)
PingIdentity You will need your metadata XML file for SSO setup. The XML file must contain the following metadata:
  • Entity ID, Connection ID, or External Key
  • Redirect URL
  • Public Certificate
To collect your PingIdentity metadata file:
  1. In the PingFederate administrative console, open the Metadata Export window.
    • For PingFederate 10.1 or later: go to **System > Protocol Metadata > Metadata Export**.
    • For PingFederate 10.0 or earlier: go to **System > Metadata Export**.
  2. Select the metadata to include in the XML file.
  3. Export the file.
  4. Use this information to fill out the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594) or see our guide for [Setting Up SSO on your own](#setting-up-sso-on-your-own).
For additional details, see the [Exporting SAML metadata from PingFederate](https://docs.pingidentity.com/integrations/pingid/pf_pid_connector.html) topic in the PingIdentity documentation. 		 
Other/Custom IdPs Contact your IdP directly to assist in obtaining metadata file OR entity id, redirect URL, and signing certificate. Once obtained, use this information to fill out the [Box SSO Setup Support Form](https://support.box.com/hc/en-us/requests/new?ticket_form_id=360002612594).  
> [!NOTE] > > SSO works also for the Box Drive app. See [Using Box Drive Basics](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) for more information. ## SSO Account Settings ### Account Creation Emails When SSO Required is turned on, you also have the ability to suppress account creation emails. To do this, navigate to **Admin Console** > **Enterprise Settings** > **Notifications** tab. ![supress-sso-account-creation-emails](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/supress-sso-account-creation-emails.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=c871a3688cdc2724b95689411d626dea) By default, your new account holders receive a "Welcome to Box" email asking them to set up a password. This can be confusing because they are now using their AD password, not their Box password, to log in to Box. > [!NOTE] > > This setting only appears for the primary admin. It cannot be changed by co-admins. ### SSO Logout URL By default, logging out from Box will bring users back to their company branded Box login page. However, because Box does not support Single Log-Out (SLO), the user will still be authenticated in the company IdP, and therefore, when they click the “Continue” button, they will be automatically directed back to their Box account without having to provide an email address and password. To remind users that logging out of Box does not log them out of their IdP session, the redirect URL for logging out from Box can be changed. Examples of possible URLs include the IdP homepage or the IdP logout page. #### Setting a custom logout URL Contact your Box Customer Success Manager, or Box Product Support, with the logout URL you want. ### SSO on-the-Fly Registration (Auto-Provisioning) Accounts can be provisioned automatically the first time a user logs in to Box. By validating a user, the IdP is communicating to Box that the user should be allowed to have an account. If a user should not have an account, the SAML assertion should not be sent to Box by imposing restrictions through the IdP such as security groups. These accounts will be created using the new user settings defined by the account admin or co-admin in the Admin Console (**Admin Console** > **Enterprise Settings** > **User Settings** tab > **New User Defaults**). To create these accounts, a first and last name must be sent over in the SAML assertion with the email. The account creation process is the only time the first and last name attributes in the SAML assertion are used. #### **Setting up SSO Auto-Provisioning:** Contact your Box Customer Success Manager, or Box Product Support with first and last name attributes for the SAML assertion. ### Auto Enrollment Auto enrollment prevents users from creating free Box accounts using their company’s email address: ![message-that-users-can-t-create-free-box-accounts-with-company-email](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/message-that-users-can-t-create-free-box-accounts-with-company-email.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=b686ce0edc7cc0304c9ee20e2ded7cd0) To avoid user login failures caused by the absence of provisioned accounts, we strongly recommend you enable Auto Enrollment **after** enabling Auto-Provisioning. See [Domain Auto Enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment) for information on how to enable Auto Enrollment. ## Implementing Groups in Box via SSO For accounts with SSO Enabled/Required, admins or co-admins can choose to have groups in their user store populated within Box. This is a one-way communication from the user store to Box via the SAML assertion. When users log in to Box using SSO, they can be added and removed from groups based on their groups within the user store and the settings chosen by the Box admin or co-admin. The SAML assertion requires an attribute to relay the group information. For existing SSO connections, this may require changes. The group information is sent in a multi-value attribute: ```xml theme={null} MyGroup4 MyGroup3 MyGroup2 MyGroup1 ``` After the SSO Groups feature is enabled, a User Groups Settings section becomes visible in **Admin Console > Enterprise Settings > User Settings**: ![user-groups-settings](https://mintcdn.com/product-docs/ilKI74y7wF4GX9CM/images/box-admin-tools/user-groups-settings.png?fit=max\&auto=format\&n=ilKI74y7wF4GX9CM\&q=85\&s=7628ec344b42d9a2085d2b57a0eec578) For some IdPs, this section becomes visible automatically when you enable SSO: * If you are using Okta or Google Cloud for your SSO, the User Groups Settings section appears after you enable SSO for either of these iDPs and upload your metadata file. * If you are using OneLogin, ADFS (Active Directory), or any other IdP compatible with SAML Groups for your SSO, contact your support representative to enable the User Groups Settings section. Here is a brief description of each setting: * **Add new groups upon SSO user login** – If a group is sent over with a user and there isn’t an exact name match to a group within Box, this group will be added as a new Box group. Permissions must be manually assigned to this group in the Admin Console. This setting can be used to bring the exact names of multiple groups under an admin account. * **Add user to groups upon SSO user login** – If a group is sent over in the login SAML assertion which matches the name of an existing Box group, the user will be added to that Box group. When this setting and the next setting ("Remove User") are enabled, your user store's group memberships will update the Box user's group memberships upon every login. * **Remove user from groups upon SSO user login** – If the user is currently in an existing Box group and the group is not sent over in the login SAML assertion, the user will be removed from that Box group. When this setting and the previous setting ("Add User") are enabled, your user store's group memberships will update the Box user's group memberships upon every login. When all three SSO Groups options are enabled, your user store will be the system of truth for group creation and membership in Box. #### Limitations * Nested groups are not supported. Group hierarchies must be collapsed. Please check with your IdP to confirm that group hierarchies can be collapsed if needed. * This is a one-way method (via SAML). Any changes to a group in Box will not be reflected in the user store. If changes are not implemented in the user store, a user’s group membership will be reverted to the original settings on the next login. * Group memberships are synced upon user login. If a user never logs out, the user’s group memberships may be out of date since a new SAML assertion will never be sent. * SSO can create and update a user’s group membership * Group permissions must be manually assigned via the Box web application or API. In addition, Active Directory is limited to 100 groups. This restriction does not apply when groups are added through the API (for example Entra ID). ## Adding email aliases to user accounts via SSO For enterprise accounts with SSO enabled, the admin or co-admin can choose to have email aliases populated via SSO. The SAML assertion requires two separate attributes to relay the email address information. A single value attribute is used as an identifier to determine what account to log a user into. This attribute is also used to determine the primary email address that receives all email notifications. The email aliases are sent in a second multi-value attribute: ```xml theme={null} primaryemail@box.com alias1@box.com alias2@box.com alias3@box.com ``` #### Restrictions: * Email addresses can only be added if they are in a managed domain. To register more domains with your Box account, contact your Box representative. * An email address can only be associated with a single Box account. * Only aliases that are initially added with SSO can be removed with SSO. ## SSO and Reverse Proxies Due to security best practices, cross-origin requests during the SAML flow will cause the login attempt to fail. For example, if a user initiates the SAML flow on one URL format (i.e. `https://sso.services.box.net`), and then completes the SAML flow on a different URL format with a reverse proxy URL extension (i.e. `https://sso.services.box.net.mcas-gov.us`), the session validation cookie is lost due to the cross-origin request and the login is rejected. This most commonly occurs if a user is sent to a reverse proxy in the middle of the SAML flow. If you are affected by this scenario, please open a ticket with Box Product Support to discuss available solutions. ## SSO and Changing User Email Addresses Once SSO is enabled, users no longer have the ability to change the email addresses in their accounts. This is because the source-of-truth email address is maintained by the identity provider. See [Changing an Email Address for a Single Sign-On Account](https://support.box.com/hc/en-us/articles/360043692934) for details. In addition, the *Make primary* option described in [Manage Account Settings](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings) is not available for secondary/linked email addresses on the user's Account Settings page. # The Importance of MFA and Strong Passwords Source: https://docs.box.com/en/box-admin-tools/box-security/the-importance-of-mfa-and-strong-passwords At Box we understand how crucial your content is, and we are committed to ensuring it is secured. But we can’t do it alone, we need your help driving security capabilities that help protect your organization from being compromised and ensure your content is kept in the right hands. With 82% of data breaches involving a human element, account takeover (ATO) represents a major threat these days, and that means your organization’s security must start with enabling strong identity credentials and authentication controls. Multi-factor authentication, or MFA, is one of the most potent tools available to admins when it comes to verifying user identity. Bad actors frequently leverage compromised user accounts using only passwords to evade security controls and access content with stolen credentials, so MFA introduces an additional layer of authentication. When you enable MFA within Box, users will be asked at login to provide a code delivered to either their email, app, or through text. With MFA, even if a user has their password credentials stolen, the bad actor won’t be able to directly breach your organization. Box also supports the usage of a number of enterprise single sign-on (SSO) solutions, which serves a similar identity verification purpose, but spans multiple services in enterprises configured to support SSO. [YouTube video player](https://www.youtube.com/embed/XN0G5pXXCl4?si=bw7njhdC0O8loUxR) [Check how to enable multi-factor authentication for your organization.](/en/box-admin-tools/box-security/configuring-multi-factor-authentication) Another critical component of any effective content security strategy is maintaining good password hygiene. Making sure your organization uses strong, and regularly updated, passwords is vital in a world where anyone with a computer and an internet connection can access and deploy malicious software, or buy lists of stolen passwords by the thousands. It is critical to ensure that your users are not re-using passwords across multiple sites, and stay vigilant for major external breaches that could compromise your employees and potentially require a password reset. Box enables you to require strong passwords for both internal and external users to access content, and set the rate at which user passwords need to be refreshed. These strong passwords should be complemented with MFA for strong credential protections against account takeover (ATO). [Check how to enable strong passwords for external collaborators.](/en/box-admin-tools/box-security/requiring-strong-passwords-for-external-collaborators) The strongest access policies in the world won’t protect your content if you don’t verify who you’re letting through the front door. This was just a brief overview of some of the ways Box can help you ensure the identity of users accessing your organization’s critical content. Watch this video for an overview of these and other security best practice settings, and if you have any questions please don’t hesitate to reach out. [YouTube video player](https://www.youtube.com/embed/WBr3B4SmJxg?si=s-KUEB0U9FFUAird) # Understanding Phishing and Social Engineering Attacks Source: https://docs.box.com/en/box-admin-tools/box-security/understanding-phishing-and-social-engineering-attacks # Phishing Phishing is one of the most common and effective tactics used by attackers to gain access to your accounts.\ A phishing message may look legitimate, appear to come from someone you know, and create a sense of urgency to get you to act quickly. With advances in artificial intelligence, these attacks continue to evolve and become more sophisticated, making them harder to identify. # Social engineering attacks Phishing is part of a broader category of social engineering attacks.  In social engineering attacks, criminals use deception to trick people into sharing information, clicking links, or downloading malicious content. * **Phishing**: Fraudulent emails that try to steal your information or credentials. * **Smishing**: Text messages designed to look like legitimate requests. * **Vishing**: Phone calls or voicemail scams impersonating trusted organizations. * **Executive impersonation**: Messages pretending to be from company leaders, often requesting urgent payments or confidential data. These tactics often overlap.  For example, a phishing email might direct you to call a number, combining phishing and vishing.  Each of these can lead to account takeover (ATO), in which attackers use stolen credentials to impersonate you, access data or access more deeply into systems. # Spotting a phish Keep these warning signs in mind before responding to emails or clicking on links or attachments: * **Unknown sender**: Be cautious of emails from people or domains you don’t recognize. * **Mismatched addresses**: Check both the “From” and “Reply-To” fields for inconsistencies. * **External email warnings**: Many organizations flag messages that come from outside their network.  These messages are more likely to come from untrusted or unknown sources, so take a moment to verify the sender before engaging. * **Urgent or unusual requests**: Messages that pressure you to act quickly or bypass normal procedures. * **Suspicious links or attachments**: Hover over links before clicking to confirm they lead to legitimate websites.  Avoid downloading unexpected attachments. * **Generic greetings or poor grammar**: Unusual tone, spelling errors, or missing personalization can indicate a scam. If something doesn’t look right, trust your instincts.  Whenever possible, navigate to trusted websites directly by typing the known address into your browser, using a saved bookmark, or opening the official app. If you receive a call claiming to be from an organization, but the call seems suspicious, hang up and call back using a verified number from the organization's official website. # Protecting your accounts You can take immediate practical steps to help protect your accounts from phishing attacks. * Use authenticator apps or security keys instead of SMS-based MFA. * Never share credentials or sensitive data through email, text, or phone.  Legitimate organizations never ask you to do so. * Create strong, unique passwords and store them securely in a password manager. * Keep your devices and apps updated to protect against known vulnerabilities. # If you suspect a phish Report suspected phishes right away.  Whether at work or in your personal life, alerting your security team or email provider helps prevent others from being targeted. If you've already clicked a suspicious link or shared credentials, change your password immediately and contact your security team or Box Support. ## Reporting suspicious files to Box If a file appears to be a phishing attempt, you can report the file to the Box Security team for further review. **To report suspicious files to Box Security:** 1. Login to your Box account. 2. Preview the file. 3. At the top of the Preview page, click the ellipsis (“**…**”). 4. Select Report Abuse. 5. Box displays a prompt where you can provide additional context. # A shared responsibility Cyber threats evolve constantly, and vigilance remains the best defense.  Taking a moment to verify before you click can prevent account compromise and protect sensitive information.  By staying alert, you help keep yourself, your company and the wider Box community secure. # Classification Management Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/classification-management Files can be restricted through the use of classification permissions. [Classification modification permissions](/en/box-shield/shield-classification-labels-and-policies/classification-modification-permissions) can be set so only admins and co-admins have the permission to modify them. Multiple files or folders can be selected at the same time and classified in bulk. The operation may take time to be enabled, depending on the volume of content. ## **Classify a user’s file** To apply a Classification label to a specific file, first [create a classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels#create-a-classification-label). Then, navigate to: 1. **Admin Console** > **Content**. * Select a user, hover over the file(s), then select the **...** button and **Classify**, or * Select the file(s) then click the shield icon (![picture](/images/box-admin-tools/picture.png) ) at the top of the page. 2. Select a classification label. 3. Select **Apply**. > [!NOTE] > > * The **Classify** action is also available, for single files and folders and in bulk, for search results in the **Content Manager** section. > * Be aware that applying, changing, and removing [classification labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels) can impact [Retention Policies](/en/box-governance/retention/about-retention-and-retention-policies) and [Smart Access Policies](/en/box-shield/shield-smart-access-policies/about-smart-access). > * Changing the classification label may create new retention markers on the file. The [prioritization of retention policies](/en/box-governance/retention/about-retention-and-retention-policies#files-with-multiple-retention-polices) stays the same, though. Policies are prioritized in order of which has the latest retention period end date. ## **Classify a folder** To apply a Classification label to a specific folder, first [create a classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels#create-a-classification-label). Then, navigate to: 1. **Admin Console** > **Content**. * Select a user, select the folder(s), then select the **...** button and **Classify**, or * Select a user, enter a folder, click the **...** at the top of the page, then select **Classify**. 2. Select a classification label. 3. Select **Apply**. > [!NOTE] > > The operation may take time to be enabled, depending on the volume of content. ## **View classification details** An icon will display next to the name of the file or folder where the Classification has been applied. Hover over the icon to see the name, definition, and restrictions. ## **Overwrite folder classifications** 1. Navigate to **Admin Console** > **Content**. * Select a user, select the folder(s), then select the **...** button and **Classify**, or * Select a user, enter a folder, click the **...** at the top of the page, then select **Classify**. 2. Check the **Overwrite all existing classifications with this value** button. 3. Select **Apply**. 4. Confirm the overwrite by selecting **Proceed**. The action cannot be undone. > [!NOTE] > > The operation may take time to be enabled, depending on the volume of content. ## **Remove classification from a file** To remove classification from a file, navigate to: 1. **Admin Console** > **Content**. 2. Select a user, hover over the file(s), then select the **...** button. 3. Select **Classify**. 4. Select **Remove**, then select **Remove** again to confirm the removal of the classification. ## **Remove classification from a folder** All classification labels can be removed from a folder, or specific classification labels removed while others remain. To remove classification from a folder, navigate to: 1. **Admin Console** > **Content**. * Select a user, select the folder(s), then select the **...** button, or * Select the **...** button at the top of the page when in the relevant folder. 2. Select **Classify**. 3. Select **Remove**. 4. Select to remove the selected classification from all items in the folder and its subfolders, or remove all classifications from all items in the folder and its subfolders. 5. Check the box confirming that you recognize the action cannot be undone, and that the operation may take time based on the volume of content. 6. Select **Remove**. # Managing a User's Trashed Files Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/managing-a-users-trashed-files Content Manager enables Admins to access the content in a managed user's trash, where they can preview, download, and restore any of the files. They can also view [trashed folder settings](#trashed-folder-settings). To view a file in a managed user's trash: 1. Go to **Admin Console > Content** 2. Select the **Content Manager** tab 3. Select **Users** 4. Select the Expand control (![Expand](/images/box-admin-tools/expand.png)) next to a user's name 5. Select **Trash** (![Trash](/images/box-admin-tools/trash.png)) Content Manager displays a list of the files in the user's trash. The list is sorted by last updated, in descending order. Within this list you can: * Preview a file by selecting it. * Download a file or folder by hovering on the row or by selecting the required items, then select **Download**. The limit for folders is 50 GB or 10,000 files, whichever is first. * Restore a file to its original location or to a new location by hovering on the file and selecting **Restore**, or by selecting a file or folder in the list then selecting **Restore** on the top action bar. * [Search](/en/box-admin-tools/managing-content/content-manager/searching-for-files-and-folders) trashed files and folders. * Sort trashed files and folders by their name and/or by update date. * Navigate to a trashed file's or folder's original location. * Permanently delete content from the trash by hovering over the file or folder or by selecting the required items, then select **Permanently Delete**. A confirmation screen will display, informing that the action cannot be undone. After confirming, the content will be queued for deletion processing. * See additional visual indicators indicating that: * A file or folder is going through deletion processing ( ![Yellow sync icon indicating a trashed file or folder is undergoing deletion processing.](/images/box-admin-tools/yellow-sync-trashed.png)). This indicates content is being permanently deleted due to user action, trash policy or retention policy. This process can take some time due to its asynchronous nature. * Folder deletion is postponed ( ![Exclamation mark icon indicating folder deletion is postponed.](/images/box-admin-tools/exclamation-mark-folder.png)). This indicates the folder couldn’t be deleted because it has unprocessed child folders in the trash root. The deletion will be attempted after all child folders are processed. * A file or folder is retained ( ![Newspaper icon indicating a trashed item retained by a retention policy.](/images/box-admin-tools/newspaper-trashed-item.png)). This indicates the item went through deletion processing, but remained in trash because of a retention policy. * A file or folder is preserved ( ![Eye with slash icon indicating a trashed item preserved under legal hold.](/images/box-admin-tools/eye-slash-trashed.png)). This indicates the item went through deletion processing and was removed from the end user's trash, but remained in the Content Manager’s trash view due to a legal hold. Content under Retention and deleted from a user’s trash will be returned to the folder structure from which it was deleted in that user’s trash. Content under Legal Hold and deleted from a user’s trash disappears from a user’s trash, but remains accessible to admins via the Content Manager. Deleted content under Legal Hold will be returned to the folder structure from which it was deleted in that user's trash. > [!NOTE] > > * Download and Restore are not available for all files in a user's trash. If either function is not available for a file, that icon will not appear when you hover on the file > * Downloading files is not available for users who are not in Active status > * Items retained by Governance policies cannot be permanently deleted > * There is no **Select All** functionality. To select multiple items quickly, use CTRL or Command + A to select all items loaded on the page. Shift + Arrow can also be used to select subsequent items on the file list ## Trashed folder settings As an admin, you can view trashed folder settings: 1. Go to **Admin Console** > **Content**. 2. Select the **Content Manager** tab. 3. In the text field above the list of users, type the name or email address of the user. 4. Select the user then their **Trash** folder. 5. For the relevant folder, select the **...** icon and **Folder Settings**. > [!NOTE] > > * Making changes to the folder is not possible if it is in the trash. You can view details but cannot edit them. > * Items in a user's trash may be owned or managed by Box applications (for example, workflow instances or AI session outputs). These items are not visible until they are deleted. You can still view the items in the trash and perform actions on them, but you cannot copy or move them. # Managing Collaborators of a User's Files and Folders Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/managing-collaborators-of-a-users-files-and-folders Content Manager enables Admins to manage the collaborators of content owned by the organization's managed users. **To manage collaborators of a user's items:** 1. Go to **Admin Console > Content**. 2. Select the **Content Manager** tab. 3. Select **Users**. 4. Select the Expand control (![Expand](/images/box-admin-tools/expand.png)) next to a user's name. 5. Navigate the folder structure of the items that the user owns or has access to under the user's name, or navigate the folders and view the items in the folders in the item list on the right. 6. Hover over the item and select **Manage Collaborators** (![Manage Collaborators](/images/box-admin-tools/manage-collaborators.png)) or select the item on the list and select **Manage Collaborators** from the top action bar. In the **Collaborators** dialog box, Admins can: * See a list of users and groups who have access to the item, including users who have been deactivated. * View whether a collaborator is collaborated on the item (direct collaboration) or on a parent item (inherited collaboration) by reviewing the value in the **Added To** column. This value is also a link, which will navigate you directly to the item. * Change or remove the collaborator permission in the **Permission** column. See [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) for information describing each available permission. * See collaborators' details after clicking on a collaborator. * Search for collaborators. * Change ownership of the item. > [!NOTE] > > * Admins can add collaborators to an item in Content Manager, but not in this dialog box. To do so, hover on the item and select the arrow icon (![Share](/images/box-admin-tools/share.png)). See [Managing Shared Links of a User's Files and Folders](/en/box-admin-tools/managing-content/content-manager/managing-shared-links-of-a-users-files-and-folders) for details. > * **Manage Collaborators** appears only for items that have been shared. ## Troubleshooting ownership transfers When you change ownership of an item, the operation may fail with a generic message such as *An error has occurred. Please try again.* This can happen when the intended new owner has **Restrict External Collaboration** enabled and the target folder or its subfolders contain external collaborators. Because the new owner is not permitted to collaborate externally, Box cannot transfer ownership of content that has external collaborators to that user. To resolve this, do one of the following before retrying the transfer: * Remove the external collaborators from the target folder and its subfolders, or * Disable **Restrict External Collaboration** for the intended new owner. This setting is configured in the Admin Console under **Users & Groups > select the user > Role and Access Permissions**. See [Restricting External Collaboration in Your Organization](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/restricting-external-collaboration-in-your-organization) for details. # Managing Shared Links of a User's Files and Folders Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/managing-shared-links-of-a-users-files-and-folders Content Manager enables Admins to manage the shared links of content owned by the organization's managed users. **To begin managing shared links:** 1. Go to **Admin Console > Content**. 2. Select the **Content Manager** tab. 3. Select **Users**. 4. Select the Expand control (![expand](/images/box-admin-tools/expand-4.png)) next to a user's name. 5. Navigate the folder structure of the folders that the user owns or has access to under the user's name, or navigate the folders and view the files in the folders in the file list on the right. 6. Hover over the file or folder and select **Share** (![share](/images/box-admin-tools/share-3.png)), or select a file or folder on the list and select Share on the top action bar. In the Share dialog box, Admins can: * [Invite collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators). * [Create](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) and [configure](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) shared links. # Restoring a Trashed File or Folder Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/restoring-a-trashed-file-or-folder Content Manager enables Admins to restore certain files or folders from Trash. Before restoring the item, the Admin needs to decide whether to restore it to its original location (Default) or to a new location. When an item is returned to its original location but that location is no longer available, the Admin must choose a different location. **To restore a trashed file or folder:** 1. Go to **Admin Console > Content**. 2. Select the **Content Manager** tab. 3. Select the Expand control (![Expand](/images/box-admin-tools/expand.png)) next to a user's name. 4. Select **Trash** (![Trash](/images/box-admin-tools/trash.png)). 5. Hover on a file or folder and select **Restore** (![Restore](/images/box-admin-tools/restore.png)), or select a file or folder on the list and select **Restore** on the top action bar. You can also select multiple files or folders before selecting **Restore**, to restore trashed items in bulk. * If a file cannot be restored from Trash, this function will not be available. 6. Restore the file to its original location by selecting **Restore**. (If the original location does not exist, you will be prompted to select a restore location.)\ \- or -\ Restore the file to a different location by selecting **Select Location**, search for a folder and select it, then select **Restore**. ## Preserved files and folders Some files and folders may be preserved by your organization's legal holds or retention policies.\ When you try to restore a preserved file, Box displays a message indicating that the file was hidden from the user's view. You can still restore the file. ![Restore\_File.png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/restore-file.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=ee367225065c5adefa0e231089486a8d) When you try to restore a preserved folder, Box displays a message indicating that the folder may contain files that were hidden from the end user's view. You can either restore preserved content or skip it. ![Restore\_Folder.png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/restore-folder.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=2bbeb7e2cb01572f3410953944d0625e) # Trashing an Active File Source: https://docs.box.com/en/box-admin-tools/managing-content/content-manager/trashing-an-active-file The Content Manager enables Admins to send a file owned by the organization's managed users to trash. **To trash a file:** 1. Go to **Admin Console > Content**. 2. Click the **Content Manager** tab. 3. Click **Users**. 4. Select the Expand control next to a user's name. 5. Navigate the folder structure of the folders that the user owns or has access to under the user's name, or navigate the folders and view the files in the folders in the file list on the right. 6. Hover on the file and select **Trash** (![trash](/images/box-admin-tools/trash-3.png)), or select a file or folder on the list and select **Trash** (![trash](/images/box-admin-tools/trash-3.png)) on the top action bar. # About Content Recovery Source: https://docs.box.com/en/box-admin-tools/managing-content/content-recovery/about-content-recovery For Box Shield customers, the Content Recovery tool allows Box admins and co-admins to restore and recover content across their organization at scale. It uses the same file versioning and restore-from-Trash capabilities built into Box to perform these tasks over thousands of files at once. Content Recovery was designed to address two main use cases: * Negligent or malicious user mass modifying content across an organization (ransomware, and similar incidents) * Negligent or malicious user mass trashing content across an organization Once an admin has identified and contained one of the above situations in their Box environment, they can [use Content Recovery](/en/box-admin-tools/managing-content/content-recovery/recovering-content) to begin the remediation process. > [!NOTE] > > Any recovery or restore operation that does not involve content across several owners and/or folders should be handled in Content Manager or directly in the web application at the file level. Content Recovery is designed for high-volume recovery of content that has experienced activity within the previous 30 days. It is not meant to act as a "time machine" and revert content across your organization. Instead, it restores the state of selected files to a specific point in time, without reversing file/folder actions or removing metadata, thus maintaining compliance fidelity with existing retention policies or legal holds. ## Content Recovery limitations There are a few cases where files are deemed ineligible for recovery. These include: * Files that have been permanently deleted (no longer in Trash) * Files that were in folders that were permanently deleted (no longer in Trash), because the recovery process attempts to put the file back to its original location, which no longer exists * File or parent folder is currently being deleted, because recovery does not interrupt the deletion process * No file versions or file rename events found before the recovery point * A recovered filename conflicts with the name of a file in the location where a recovery is attempted * Files that are not owned by your organization ## Managing Content Recovery tasks Each enterprise can have up to 100 Content Recovery tasks. If you reach this limit, delete a recovery task before you create another one. Do not keep unnecessary recovery tasks in the Admin Console. Use these options instead to retain a record of recovery activity: * After a recovery task completes, download a file report (.csv) that lists all files involved in the recovery. Box saves the report in your **Box Reports** folder. For details, see [Content Recovery Report](/en/box-admin-tools/reporting-and-insights/content-recovery-report). * All recovery actions (restore from Trash, rename, and promote file version) are recorded in the event stream. * User activity events for creating, initiating, and deleting a recovery are available for reporting in the Admin Console. ### Task expiration After you create a recovery task, it remains in the Admin Console until an admin deletes it. If a task is more than 30 days old and recovery has not been initiated, Content Recovery marks the task as expired. Analysis data from the original search is then stale and no longer applicable, so you cannot interact with or recover content from that task. You can keep or delete an expired recovery task. # Recovering Content Source: https://docs.box.com/en/box-admin-tools/managing-content/content-recovery/recovering-content ## Overview of problem Your organization needs to recover a batch of recently deleted or modified content. Content Recovery lets Box admins and co-admins restore and recover large numbers of files across the organization. ## Process for resolution > [!NOTE] > > * To use Content Recovery, your enterprise needs Shield enabled. > * Co-admins have access to Content Recovery if they are given the **Manage users**, **Manage groups**, and **Edit Archives and users' content** permissions. Co-admins can see all recovery tasks in the enterprise, but they have view-only access unless they created the recovery task. 1. Go to **Admin Console > Content**. 2. Select the **Content Recovery** tab. 3. Select **Recover Content**. 4. Enter the name of a managed or external user whose activity you want to analyze. 5. Select a date range for that user's activity. A custom range can cover up to the last 30 days. 6. Select **Search**. Analysis can take some time. When it finishes, Content Recovery shows: * A **User File Activity** chart of file modification and trash events in the date range * A list of the distinct files that were modified or trashed 7. Review the chart and file list. Optionally refine what you recover: * Hover over any column in the graph to see how many files were modified or trashed during that slice of time. * Select or clear events in the legend to show or hide event types in the graph and list. * Drag the ends of the time bar under the graph to narrow the start or end of the window. This updates which files are included; it does not start recovery. * Select Create file report (![Create file report button](/images/box-admin-tools/create-file-report-button.png)) to generate a report of the found files. Use the report to review search results and identify files to recover. For each file, the report includes the file ID, name, path, owner, last recovery-related activity, and current recovery status. * Select Filter (![Filter button](/images/box-admin-tools/filter-button.png)) to narrow the list by keyword in the file name, recovery activity type, and date range. Select **Save** to apply filters. 8. When the chart, filters, and file list reflect the content you want to restore, select **Recover Files**. A confirmation dialog appears with the number of files to recover and the recovery point. 9. Review the recovery point. Content Recovery assigns a recommended recovery point based on the start of the recovery window. Selected files return to their state just before that point (by finding the right file version and making it the current version). * To change the recovery point, select **Edit**, then choose a date and time within the analysis window. Choose a point before the unwanted activity began. A later point can leave files unrestored to a safe state. 10. Select **Recover**. The recovery process cannot be modified or paused once it starts. The Content Recovery task page shows the status of files being recovered. ## Outcome When recovery completes, restored content is accessible to its owners and collaborators. After recovery completes, download a file report (.csv) for more detail about the files involved. The report also lists files that were ineligible for recovery so you can investigate those individually. Box saves the report in your **Box Reports** folder. For column details and filters, see [Content Recovery Report](/en/box-admin-tools/reporting-and-insights/content-recovery-report). ## Further reading [About Content Recovery](/en/box-admin-tools/managing-content/content-recovery/about-content-recovery) # Changing the Default Collaborator Level from Editor to Viewer Source: https://docs.box.com/en/box-admin-tools/managing-content/enterprise-settings/changing-the-default-collaborator-level-from-editor-to-viewer Box provides a way for you to modify across your entire organization the default access level to files people share. The standard default access level is **Editor** -- that is, by default anyone in your organization who invites others to collaborate on a file brings them in as editors. This is regardless of whether the invited collaborators are internal or external to your company. It's up to each individual to invite people in as viewers, rather than editors, if they want to restrict who can actually modify a file. But some organizations desire or need to exert tighter control over people's ability to edit content. If your organization exists within a highly-regulated business environment, or is especially averse to risk, you can change this default to the more secure setting of **Viewer**. This would apply to all files and folders your people share. **To change the default collaborator level throughout your enterprise** 1. From your Admin Console, go to **Enterprise Settings** > **Content & Sharing**. 2. Scroll down to the **Collaborating on Content** section. 3. Below the table, in the **Default Collaboration** section, click the **Editor** down arrow and then click **Viewer**. 4. Click **Save**. From this point forward, the default collaborator level is **Viewer** for everyone in your organization. Each person can change it back to **Editor**. But they must do so individually, each time they share a file. # Distinguishing Between Email Domains and Box EIDs for Shared Links Source: https://docs.box.com/en/box-admin-tools/managing-content/enterprise-settings/distinguishing-between-email-domains-and-box-eids-for-shared-links > [!NOTE] > > This article is intended for Box administrators at larger enterprises with multiple EIDs. It describes an option available only to organizations that have worked with Box Customer Success to assign an email domain to their EID. An EID is an Enterprise IDentification. When your company became a Box customer, Box assigned it a unique Box EID. We use your EID for a range of purposes, including billing and troubleshooting. You also can opt to use EIDs as a criterion for collaborating on content via shared links, rather than your email domain. Most Box customers have just a single Box EID that is tied to a single email domain. However, a large enterprise composed of multiple discrete subsidiaries or affiliates may have multiple EIDs. That's because if each subsidiary has a unique set of regulatory, compliance, or financial requirements, they may be kept operationally separate, and so have unique Box EIDs. In the case of shared links, Box provides admins of these large enterprises with the option of defining whether a link shared with “people in your company” is based on the company email domain or the company’s Box EID. * Enabling shared links based on email domain means that when someone shares content with "People in your company," the link can actually be accessed by everyone across all an enterprise’s EIDs because they share the same email domain. * Enabling shared links based on Box EID means that when someone shares content with “people in your company,” the link can be accessed only by people in that specific subsidiary with that specific Box EID. Use the Admin Console to define your company in terms of how shared links can be accessed -- by email domain or by Box EID. Here’s an example: Acme Holding Corporation consists of three separate businesses -- Acme Electronics, Acme Travel, and Acme Entertainment. Each business is kept separate. As a result, Acme may have three separate Box EIDs -- one for each business -- but only one email domain ([person@acme.com](mailto:person@acme.com)). So a Box link that can be set to “people in your company” can be shared across all three businesses because it’s based on the email domain -- not the EID. To prevent people at Acme Entertainment from accessing or sharing links with people at either of the other two Acme companies, an Acme Box Admin can configure the organization so that “people in your company” is based on EID, instead. > [!NOTE] > > The default setting is by email domain. > [!TIP] > > If you configure a less-restrictive sharing setting for your organization globally, your people gain more of the benefit of content collaboration on Box, without necessarily sacrificing security. Largely, this is because at an individual level anyone can still restrict access to the content they share. So even though, for example, your company definition may allow for cross-business sharing, individually people can still limit collaboration to specific folders or individuals. # File and folder auto-expiration Source: https://docs.box.com/en/box-admin-tools/managing-content/enterprise-settings/file-and-folder-auto-expiration > [!NOTE] > > File and folder expiration is no longer available to new customers. This feature remains available to existing customers. To permanently delete content after a specific period of time, see [retention policies](/en/box-governance/retention/about-retention-and-retention-policies). ## About file and folder auto-expiration File and folder auto-expiration lets enterprises automatically send files and folders to Trash after a set amount of time. If Trash is not enabled, the content is permanently deleted instead. When this setting is enabled, content uploaded or created after enablement is automatically deleted when it expires. When you disable the setting, newly uploaded or created content does not expire. Users can still extend the expiration date for content that already has an expiration applied. ## Admin options Admins can further customize file and folder auto-expiration: * Set how long after creation content is deleted. * Choose whether auto-expiration applies to files, folders, or both. * Optionally allow item owners and editors to modify the expiration date of individual files and folders in the Box web app. > [!NOTE] > > Content uploaded to a folder with an expiration date does not inherit that expiration date. The content is still deleted when the parent folder expires. # Managing File Requests Source: https://docs.box.com/en/box-admin-tools/managing-content/file-requests/managing-file-requests > [!NOTE] > > **The File Request dashboard does not currently show any links created with File Request (v1). Check back for when we add support for File Request (v1) links.** To better secure your content in Box, you can view and manage file requests from within your organization. Doing so you gives you control on what to do with file requests, and see information about the requests. ## Viewing File Requests To see your file request from your admin console, navigate to **Content** from the left-hand menu, and then select **File Requests.** From here, you can see: * File Requests * Status * Access * Date Created * User Information If you need to copy a link for a file request, click on the blue link icon. Alternately, click on the folder name. The window pop-up gives you a link to copy and share. ![copying-file-request-link-confirmation-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/copying-file-request-link-confirmation.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=d35ad63d0a87be91f0f5a2d520486f33) ## Managing File Requests In the File Request view, hover over the three dots button on the right-hand side of a file request. Clicking the button gives you two options on managing a request: ![file-request-actions-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/file-request-actions.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=25a1d3fe4b399390f7960d16d2c1ab32) * **Deactivating** a file request. * You are prompted to confirm deactivation, as this action is permanent. ![deactivation-confirmation-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/deactivation-confirmation.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=42b3f2ce7a750e1ea999157b9a82ce15) * **Deleting** a file request * This option moves the selected request to the trash folder. ## **Filtering Requests** As an admin, you can filter file requests to view specific sets of requests. To filter file requests, click on the drop down menu under the **File Requests** title. ![file-request-filter-drop-down-menu-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/file-request-filter-drop-down-menu.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=99e75d1e53c5d5c715febfcdb7a772df) From the drop down menu, you can filter: **Status** * Active * Inactive **Access** * Public * Private **Date Created** * Today * Last 7 days * Last 30 days * Date Range **Last Modified** * Today * Last 7 days * Last 30 days * Date Range **To complete these options in bulk:** 1. Press the **Shift** key on your keyboard and click on the requests. 2. In the right corner, click on either button below based on your intent: ![bulk-action-file-request-png](https://mintcdn.com/product-docs/C1Xd19VH3eRYplPn/images/box-admin-tools/bulk-action-file-request.png?fit=max\&auto=format\&n=C1Xd19VH3eRYplPn\&q=85\&s=487ab7aa947d4849b72e6ad52271f083) * Left button to deactivate the request. * Right button to send request to the trash folder. # Managing metadata templates Source: https://docs.box.com/en/box-admin-tools/managing-content/metadata/managing-metadata-templates Metadata allows your managed users to define and store custom data associated with their files in Box. As an admin, you can create templates for your managed users and enable them to keep track of custom information such as owners, project names, or release dates. Metadata makes it much easier to organize, understand, and search through all of your Box files. You can reference the [end-user metadata documentation](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) for more benefits and use cases. > [!NOTE] > > Some features described on this page are only available as part of certain Box packages and add-ons. To upgrade your account, contact your Box account team. Structured metadata templates offer advanced capabilities beyond custom metadata, including: * Enforcing uniformity across metadata application on files * Advanced search on specific metadata attribute values * Creating views and filters in Box Apps * Driving workflows in Box Automate * A SQL-like query API that supports logical operators To enable your managed users to start using metadata in Box, create templates that they can choose from and apply to files. ## Creating metadata templates 1. Go to **Admin Console** > **Metadata**. 2. Select **New**. 3. Fill in the **Template Name** field. 4. Use the toggle to decide if the template should be **Hidden** from managed users. 5. Under **Add your first field to the Template**, select a field type you want to create. 6. Provide a name for the attribute by typing in the **Field Name** input. 7. Use the **Description** field to incorporate additional information about the attribute. 8. Select **Add Field** to add additional attributes. 9. Select **Save**. There are 5 field types available: * **Text**: free-form text entry * **Number**: numeric values * **Date**: date values * **Dropdown**: a predefined list of options for users to choose from * **Taxonomy**: hierarchical metadata values defined through [metadata taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies) You can change the field type by selecting the **Field Type** dropdown. > [!NOTE] > > If you select **Dropdown**, you can determine options for your managed users to choose from. Type an option into the **Options** field and select **Add Option** to add additional options. You must have at least one attribute in the template in order to save your template. > [!NOTE] > > There are limits to the number of templates, attributes, and items you can create when working with metadata templates. Review the [template limits](#template-limits) section below for more information. ### Creating templates from Box Extract Admins and Co-Admins can also create metadata templates directly in Box Extract when creating or configuring a Custom Extract Agent. From the Extract configuration page, you can: * **Generate a template with Box AI**: Box AI analyzes files in your source folders and generates a template with relevant fields. Generating a template with Box AI is a paid feature that uses premium models. See [Box AI pricing](/en/box-ai/understanding-ai-units-in-box) for details. * **Create a template manually**: add fields one at a time using the same field types available in the Admin Console (text, number, date, dropdown, taxonomy). * **Use an existing template**: select from templates already configured in the Admin Console. For full steps, see [Using Box Extract](/en/box-extract/using-box-extract). ## Editing metadata templates 1. Go to **Admin Console** > **Metadata**. A list of metadata templates displays. 2. Select the template you want to edit. 3. Make any desired changes. 4. Select **Save**. While editing a saved template, you can still add attributes by selecting **Add Attribute**. You can also hide existing attributes by selecting **Hide template from users**, or delete existing attributes by selecting **Remove**. Within an attribute, you cannot make changes to the field type unless the format is a dropdown list. If you selected **Dropdown** for your format, you can add or delete options. > [!WARNING] > > If you delete an existing attribute, the attribute is removed from any items that have it. The associated attribute values are deleted and this action cannot be undone. Template modifications affect all existing instances. > [!NOTE] > > If a metadata template or attribute is associated with an active retention policy, you cannot delete the template, attribute, or dropdown option until you have retired the retention policy. ## Deleting metadata templates Admins and Co-Admins cannot delete metadata templates from the Admin Console. To delete a template, use the [Metadata Template Deletion API](https://developer.box.com/reference/delete-metadata-templates-id-id-schema/). Deleting a template also deletes all metadata instances of that template across your files. This action cannot be undone. > [!NOTE] > > If a metadata template or attribute is associated with an active retention policy, you cannot delete the template, attribute, or dropdown option until you have retired the retention policy. ## Hiding metadata templates If you have templates that you want to hide from users, whether you are still developing a template or want it available only through the API, you can hide them from managed users: 1. Go to **Admin Console** > **Metadata**. A list of metadata templates displays. 2. Select the template you want to hide. 3. Enable the **Hide template from users** switch. To restore visibility of a template, follow the steps above and toggle the switch off. ## Template limits Keep these limits in mind when creating metadata templates for your enterprise: | Limit | Value | | - | - | | Maximum number of custom templates per enterprise | 500 | | Maximum number of fields per template | 250 | | Maximum number of templates that can be applied to a file or folder | 100 | | Maximum number of custom metadata attributes (non-templates) | 256 | | Maximum number of characters for keys and display names of templates and attributes | 255 | | Maximum metadata instance size | 512KB | The maximum metadata instance size limit is the combined size of all values in a metadata instance. For user experience purposes, we recommend having a smaller set of metadata attributes and values. By following the architecture guidelines below, you should not hit the 512KB metadata instance size limit. ### Architecture options **Option 1: Standard metadata** | Parameter | Recommendation | | - | - | | Recommended max metadata attributes per template | 128 | | Recommended max size of an attribute value | 2048 chars | | Recommended max number of values in a dropdown | 256 | **Option 2: Many dropdown options** | Parameter | Example | | - | - | | Example max metadata attributes per template | 5 | | Example max number of values in dropdown | 800 | | Example max size of dropdown value | 50 | **Option 3: Larger field values** | Parameter | Example | | - | - | | Example max metadata attributes per template | 20 | | Example max size of attribute value | 10,000 chars | **Option 4: Many fields** | Parameter | Example | | - | - | | Example max metadata attributes per template | 250 | | Example max size of attribute value | 500 chars | If you have your own custom configuration, you can roughly compute your maximum metadata size as: 8 \* \[(# chars in metadata attribute key) + (# chars in metadata attribute value)] ## Admin report logging The creation, update, and deletion of metadata templates and metadata values are available in the [Box User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report). If the metadata template is changed or deleted, only one event is logged noting the template change or deletion. There is no separate event logged for all template values associated with items that are impacted. You can also report on current metadata values using the files and folders report. Metadata is an optional column you can include in that report. # Metadata taxonomies Source: https://docs.box.com/en/box-admin-tools/managing-content/metadata/metadata-taxonomies Metadata taxonomies enable Box admins to define metadata hierarchies that can be reused across multiple metadata templates. With taxonomies, you can define terms that form available options and add multi-level metadata to a file. Adding taxonomy metadata to a folder is read-only and requires the API. Taxonomies help admins organize and manage their company's metadata structures. A dynamic filter displays available options based on characters entered into the dropdown box. A taxonomy can have a depth of up to 10 levels. Check the [formatting rules](#formatting-rules) before submitting a CSV template. A 5-level taxonomy could include: | **Region** | **Country** | **State/Province** | **County** | **City** | | - | - | - | - | - | | North America | United States | California | San Mateo | Redwood City | | North America | United States | California | - | San Francisco | | North America | Canada | Ontario | - | Toronto | | EMEA | Poland | - | - | Warsaw | > [!NOTE] > > Levels define the structure of your taxonomy (for example, "Country" in the table above). Nodes are the hierarchical data available in your taxonomy -- each row in the table represents a single node. The only place you can search, sort, or filter content based on taxonomy values is by using the search bar at the top of Files when logged in as a Box user. ## The taxonomy picker Box includes a self-contained taxonomy picker that allows users to select one or more values from a hierarchical or flat taxonomy directly within the Box user interface. The picker renders both flat lists and deeply nested hierarchies (up to 10 levels deep) in a single, consistent dropdown menu. For flat taxonomies, the picker shows options in a single-level view with parent paths as subtitles. For deeper hierarchies, it supports a multi-level view where users drill down level-by-level with breadcrumb navigation. Depending on the template configuration, the picker uses radio buttons for single-value selection or checkboxes for multi-select. A built-in search bar lets users search globally across the entire taxonomy or narrow results to a specific sub-branch. The picker is fully optimized for keyboard navigation and screen-reader support. ## Create a metadata taxonomy Admins, or co-admins who have been granted the requisite [permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) to create and edit metadata taxonomies for your company, can create metadata taxonomies: 1. Navigate to the **Admin Console**. 2. Select **Metadata**. 3. Select the **Taxonomies** tab. 4. At the top of the taxonomies window, select **New +**. 5. In **Taxonomy Name**, type the name of your metadata taxonomy. 6. In the **Build Taxonomy** section, do one of the following: * To build your taxonomy from scratch, select **Create manually** and define your levels and nodes directly in the UI. * If you have your taxonomy in a CSV-formatted file, select **Import from CSV**. * If you do not have your taxonomy in a CSV-formatted file, select **Download Template**. See details of the [metadata taxonomy template](#metadata-taxonomy-template). Once completed, upload the file to Box using the **Admin Console** then select **Import from CSV**. 7. At the top of the window, select **Save**. > [!NOTE] > > If you remove a level, all sub-levels are also removed. The option to add a sub-level only displays when on the last level of the taxonomy. ## Metadata taxonomy template This section explains how to structure and format the metadata taxonomy template CSV file to avoid import errors and ensure consistent results. The file should be submitted in CSV UTF-8 format. Importing a CSV allows you to create or modify many taxonomy terms at once. The file must include a header row so the system can map columns correctly. Each row in the CSV represents a single taxonomy node. > [!WARNING] > > Importing a CSV may replace existing taxonomy terms. To preserve existing data, verify your current taxonomy structure before importing. To streamline permissions and maintain security, the CSV file must be stored in Box. Place your CSV file in a Box folder you can access, then select it during the [creation process](#create-a-metadata-taxonomy). ### Required structure The first row in the CSV defines the levels for the taxonomy. This is the structure of the data that you import. The values you supply in the header row are the displayed values for your end users. Make sure they are user-friendly before importing the CSV file. ### Formatting rules The maximum hierarchy depth supported is 10 levels. Use commas as delimiters, UTF-8 encoding, and wrap fields containing commas, quotes, or new lines in double quotes. To include a quote mark inside a quoted field, double up the quotation mark (for example, He said ""Hello""). Leave empty fields blank rather than using NULL or N/A. Rows that exactly match another row (all values in all columns are the same) are skipped during import. Only alphanumeric characters are allowed, including non-English languages as defined by the Unicode standard. ### Validation checklist Before importing, confirm that the file size is less than 50MB, that there are no duplicate records (duplicates are skipped), that header row values do not match any values from the next line in the file, and that no tabs or semicolons are used as delimiters. ### Best practices Use understandable display names and keep them concise, but with enough detail that users can find them by typing. Avoid duplicates in the CSV file -- while they do get skipped, they can lead to confusion. If a taxonomy is imported incorrectly, delete it and start again. ### Import steps 1. Prepare your CSV following the rules above. 2. Validate locally with a CSV linter or spreadsheet export to CSV. 3. [Create a new taxonomy](#create-a-metadata-taxonomy) in the **Metadata** section of the **Admin Console**. 4. Check the preview and correct any minor errors. For any major issues, restart the process. 5. Confirm the import. If you need a starter template, copy the header row from the example at the top of this page and tailor columns to your taxonomy. Alternatively, a downloadable file is available during the taxonomy import process from **Admin Console** > **Metadata** > **Taxonomies**. > [!NOTE] > > After the taxonomy is created, the CSV file does not remain associated with, or connected to, the taxonomy. That means if updates are made to the CSV, the taxonomy does not change. ## Edit a metadata taxonomy 1. Navigate to the **Admin Console**. 2. Select **Metadata**. 3. Select the **Taxonomies** tab. 4. In the relevant taxonomy row, select the name. 5. Make the desired changes then, when complete, select **Save**. > [!NOTE] > > Levels can only be added to the last level of a pre-existing taxonomy. ## Delete a metadata taxonomy You can delete metadata taxonomies using the [Delete Metadata Taxonomies API](https://developer.box.com/reference/delete-metadata-taxonomies-id-id) or by accessing the **Admin Console** and selecting the trash bin icon. You are prompted to provide the taxonomy's name to confirm the deletion. > [!WARNING] > > Deleting a taxonomy is a non-reversible action. ## Delete a node You can delete nodes prior to saving the taxonomy. Select the node you want to delete, then select the trash icon alongside the address bar and select **Delete**. This deletes the node along with all its sub-nodes. # About Reporting and Insights Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/about-reporting-and-insights Box provides administrators both in-depth reporting and visual dashboard tools that contain information and insights into their organization's use of Box. Reporting and Insights require a Business plan or greater. With [reports](/en/box-admin-tools/reporting-and-insights/using-reports), administrators can get detailed data about more than a dozen different subjects and product areas. Administrators can also configure the data that is output to many reports and [schedule several reports](/en/box-admin-tools/reporting-and-insights/scheduling-reports) to run on a schedule that best serves their information needs. Insights gives administrators at-a-glance views of useful Box usage data in configurable dashboards. The [Admin dashboard](/en/box-admin-tools/reporting-and-insights/admin-insights) shows information about user activity, storage, shared links, and more. The [Platform dashboard](/en/box-admin-tools/reporting-and-insights/platform-insights) shows information about developer activity, including most-used third-party apps, API calls, and more. ## Configuring an Insights dashboard You can configure the layout of an Insights dashboard and which tiles appear in it. (Tiles with charts and graphs can also be configured individually. See [Admin Insights Data Tiles](/en/box-admin-tools/reporting-and-insights/admin-insights-data-tiles) and [Platform Insights Data Tiles](/en/box-admin-tools/reporting-and-insights/platform-insights-data-tiles) for details.) 1. Go to **Admin Console > Insights**. 2. Click a dashboard tab. 3. Click **Settings** (![settings-button](/images/box-admin-tools/settings-button.png)). 4. Configure the dashboard the way you want it: * In the Layout section, select either **Default** (default), which is graphical charts in the left column and numerical cards in the right column, or **Reversed columns**, which is numerical cards in the left column and graphical charts in the right column. * In the Charts and Cards sections, select which tiles you want to appear in the dashboard. At least one of each must be selected. 5. Click **Save**. Hover your mouse pointer over a tile, and then click and hold ![button-move-grabber-png](/images/box-admin-tools/button-move-grabber.png) to move the tile up or down in its column. ## Customizing a graph You can customize the data that is shown in the graphs and detail lists on the tiles. **To customize the data shown in the graph** Click on any item in the graph legend. Each item is a toggle. The default is all items shown in the graph. **To customize the details list** 1. In any tile with a graph, click **Filter** (![filter-button](/images/box-admin-tools/filter-button-2.png)). 2. In the Details section, select the data columns you want to appear and clear the data columns you do not want to appear. You can select up to 5 columns. Columns with an asterisk are required and cannot be cleared. 3. Click **Save**. The choices you make here are "sticky." That is, if you leave the Insights page and return later, the choices you made will still be in place. # Access Stats Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/access-stats-report Box enables you to track user activity on most files in two ways: 1. Recent activity, via avatars that display when you preview a file. 2. Lifetime activity, by selecting a file then looking at **Details** in the right-hand sidebar. This provides file usage statistics, with more comprehensive information and the ability to download available by selecting the **See Details** button. These features enable you to quickly see who has accessed a file, and the action they took. For more detailed information, see [Tracking User Activity on Files](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-user-activity-on-files). > [!NOTE] > > Reports are saved by default in the Box Reports folder, though you can select a different destination folder during the creation process. Learn more at [Report Destination Folders](/en/box-admin-tools/reporting-and-insights/report-destination-folders). ## Access Stats for files Access Stats includes the following information for files, with additional details available by selecting to download the [Access stats report](#access-stats-report): ### Classification Available only for customers who use [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield). Shows the [classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels), if any, of the file on which the action was taken. Also displays the definition of that classification label, who it was applied by, and when it was applied. ### Previews Displays, at a glance, the number of previews in the past week. Select the **See Details** button for more in-depth information. ### Owner The person who owns the file. ### Uploader The person who uploaded the file. ### Created The date and time at which the item was created. ### Modified The date and time at which the item was last modified. ### Size The size of the item. The size of a file is the size of the current version; it does not include the size of the previous versions. ## Access Stats for folders Access Stats includes the following information for folders: ### Classification Available only for customers who use [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield). Shows the [classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels), if any, of the folder on which the action was taken. Also displays the definition of that classification label, who it was applied by, and when it was applied. ### Owner The person who owns the folder. ### Created The date and time at which the folder was created. ### Modified The date and time at which the folder was last modified. ### Size The size of the item. The size of a folder is the total size of all items, including all files and their version history, in the folder and all subfolders. ### Metadata Displays any metadata which has been applied to the folder. You can click **Add** to apply metadata to the folder. ### Workflows Displays any workflows found on this folder. Learn more about [Managing and modifying your workflows in Relay.](/en/box-relay/managing-and-tracking-workflows/managing-and-modifying-your-workflows-in-relay) ## Access Stats report To generate this report: 1. Select a file. 2. Click into the **Details** sidebar. 3. Select **See Details**. 4. Click the download button. 5. Select from the provided filters: * **Activity**: Choose whether to display **All Events**, or only **Previews**, **Edits**, **Comments**, or **Downloads**. * **Users or Groups (optional)**: Enter specific names or email addresses as the only ones to display. * **Date Range:** Select from the **Past Day**, **Past Week**, **Past Month**, **Past Year(s)**, **All Time**, or a **Custom Range**. 6. Click **Create**. The report includes: ### Date The date and time at which the action took place. ### User Name The username of the individual who carried out the action. ### User Email The email address of the user who carried out the action. For anonymous recipients who accessed the file through a shared link that requires [email verification](/en/box-admin-tools/how-to-guides-for-admins/managing-email-verification-for-shared-links), this column shows the email address they verified. If a recipient verified more than one email address, the report shows the first verified address that granted access to the file. ### Action Each recorded action is one of: **Previews**, **Edits**, **Comments**, or **Downloads**. ### Affected The file upon which the action took place. ### Details Can include the service used for the action. For example, **Content Manager** or **Box Elements** when previewing the file. # Admin Insights Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/admin-insights Insights is an Admin dashboard that provides a comprehensive view of your organization’s Box usage, storage, and deployment statistics. The data tiles provide a quick snapshot of recent user activity, storage, and other helpful statistics. These tiles include information about: * Users and groups, including counts and activity * Licensed Seats, including managed and external users * Time and location of file activity in your organization * Total storage * Most used third-party applications * AI activity * Usage of integrated third-party apps See [Admin Insights Data Tiles](/en/box-admin-tools/reporting-and-insights/admin-insights-data-tiles) for details about each of the data tiles. > [!NOTE] > > For a dedicated view of Box AI usage across your organization, use the [AI Insights](/en/box-admin-tools/reporting-and-insights/ai-insights) dashboard, available from **Admin Console > Home > AI Insights**. > [!NOTE] > > Licensed seats are only applicable for **Business** and **Business Starter** plans. Licensed seats are paid plan seats that include the count of managed users and external users in these plans. In other **Business/Enterprise** plans, only managed users count toward paid seats as these plans offer unlimited external collaborations. You must be an Administrator or a Co-admin, the latter with the *Run new reports and access existing reports* permission enabled, to view the Insights page. The information in the dashboard gives you a fast, simple way to understand how your users are using Box, which should help you more efficiently manage Box usage in your organization. For example: * See where Box is accessed globally, so you can deal with unauthorized logins and ensure regional deployments are active * See which Box integrations are being used, so you know which tools are being adopted for which business processes. Other questions you can quickly answer include: * What is the trend of my user activities? * Is usage growing? * From which locations are people accessing Box? * How much storage is being used? * What are the most popular third-party applications? * How many AI queries are being made in my organization? ## Configuring the Insights dashboard You can configure the layout of your Insights dashboard and which tiles appear in it. (You can also configure tiles with charts and graphs individually. See [Admin Insights Data Tiles](/en/box-admin-tools/reporting-and-insights/admin-insights-data-tiles) for details.) 1. Go to **Admin Console > Insights**. 2. Click **Settings** (![Settings button](/images/box-admin-tools/settings-button.png)). 3. Configure the dashboard the way you want it: * In the Layout section, select either **Default**, which displays graphical charts in the left column and numerical cards in the right column, or **Reversed columns**, which displays numerical cards in the left column and graphical charts in the right column. * In the Charts and Cards sections, select which tiles you want to appear in the dashboard. At least one of each must be selected. 4. Click **Save**. Hover your mouse over a tile, then click and hold ![button\_Move\_Grabber.png](/images/box-admin-tools/button-move-grabber.png) to move the tile up or down in its column. ## Customizing a graph You can customize the data that is shown in the graphs and detail lists on the tiles. **To customize the data shown in the graph** Click on any item in the graph legend. Each item is a toggle. The default is that all items in the graph are displayed. **To customize the details list** 1. In any tile with a graph, click **Filter** (![Filter button](/images/box-admin-tools/filter-button-7.png)). 2. In the Details section, select the data columns you want to appear and clear the data columns you do not want to appear. You can select up to 5 columns. Columns with an asterisk are required and cannot be cleared. 3. Click **Save**. The choices you make here are "sticky." That is, if you leave the Insights page and return later, the choices you made will still be in place. ## Downloading a report To download a report, select the **Download Report** button which appears when hovering over a tile. Prior to downloading the report, you can apply filters to customize the report data. Reports are automatically downloaded to the Box **Reports** folder. # Admin Insights Data Tiles Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/admin-insights-data-tiles This article describes the data tiles that administrators can view and configure on the Admin Insights (**Admin Console > Insights**) page. Some data tiles are charts, presenting data graphically, and some data tiles are cards, presenting data numerically. The Insights dashboard consists of the following tiles: See [About Reporting and Insights](/en/box-admin-tools/reporting-and-insights/about-reporting-and-insights) for details on how to rearrange the tiles. See the sections below for information about what data is in each tile and how to configure the data in the tiles that can be configured. ## AI Units The AI Units tile is a card that shows you the sum of AI units that have been used by various Box AI services within your organization during the current month and the trend over the past month. An AI unit is a standard for measuring the consumption of the following Box AI services: * Q\&A AI API for documents and images * Text Gen AI API * Box AI extract agents in Box Preview, in Box Apps, and through API Box AI units are available only for Enterprise Plus and Enterprise Advanced accounts. For more information, see our [pricing page](https://www.box.com/pricing). > [!NOTE] > > For a dedicated view of Box AI usage across your organization, including AI Units consumption trends, active users, agents, and usage by product and capability, see the [AI Insights](/en/box-admin-tools/reporting-and-insights/ai-insights) dashboard (**Admin Console > Home > AI Insights**). ## Total AI Activity The Total AI Activity tile is a card that shows you the sum of how many AI queries were made by users plus the number of AI calls made by the Box AI API within your organization during the current month and the trend over the past month. The Total AI Activity tile is available only for Enterprise Plus and Enterprise Advanced accounts. For more information, see our [pricing page](https://www.box.com/pricing). > [!NOTE] > > This card also appears on the [AI Insights](/en/box-admin-tools/reporting-and-insights/ai-insights) dashboard alongside additional Box AI usage charts and cards. ## Deleted Users The Deleted Users tile is a card that shows you how many managed user accounts have been deleted from within your Box organization and the trend over the past month. ### Downloading deleted users data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) and the **View Deleted User** link will generate a [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report) with just the *Deleted user* event (action type) selected and a time period of the last 30 days. ## File Types The File Types tile is a bar chart that shows you up to the past 90 days of file activity for 4 categories of file activity: previews, downloads, uploads, and edits, and for several file types, ordered by the file type with the most activity. The file types in this chart are: * Audio * Box Note * CAD * Document * Drawing * Image * Other * PDF * Presentation * Spreadsheet * Video See [Viewing Different File Types Supported in Box Content Preview](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview) and [Supported File Types](https://developer.box.com/guides/representations/supported-file-types/) for more information about what category files are considered to be in. The default display is of the 5 file types that have had the most activity in the past 90 days. Click **Show More** to view all file types. Hover your pointer over any bar to view a pop-up containing the number of previews, downloads, uploads, and edits for that file type during the time period shown on the chart, as well as the total number of file activity for that file type during the same time period. ### Filtering file types data The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select which activities to show in the chart and the date range for those activities. You must select at least one activity. For Date Range, you can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date ### Downloading file types data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report). ## Geographic Activity The Geographic Activity tile is a map chart that shows you where your users are by highlighting locations where they did any of the following on content in your organization within the time period shown on the chart: * Downloads * Edits * Logins * Previews * Signed (E-signatures) * Uploads Hover your pointer over a circle to see information about its location and the number of user activities at that location. Larger circles represent a greater amount of activity at that location. The amount of activity at all locations is also more roughly delineated by the amount of activity. The top third most active locations are classified as "High," the middle third most active locations are classified as "Medium," and the lowest third most active locations are classified as "Low." > [!NOTE] > > * This data includes both managed and external users. > * Some third-party applications may log events as occurring at their server locations rather than at the user's location. ### Filtering geographic activity data The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select which activities to show in the chart and the date range for those activities. You must select at least one activity. For Date Range, you can select: * Last 30 days (default) * Last 60 days * Last 90 days * Custom range, and then select a start and end date ### Downloading geographic activity data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [Geographic Activity report](/en/box-admin-tools/reporting-and-insights/geographic-activity-report). ## Groups The Groups tile is a card that shows you how many user groups you have defined in your Box organization and the trend over the past month. The **View Groups** link will take you to the [Groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) tab in Users & Groups. (This link is not available for Co-admins who do not have the [*Manage groups* permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) enabled for their account.) ## Hourly Activity The Hourly Activity tile is a bubble chart that contains a heat map to show you the count of all user activities throughout your organization over the selected week distributed by the hour of the day. The activities include: * Downloads * Edits * Logins * Previews * Signed (E-signatures) * Uploads Hover over a circle to see the amount of each individual activity and the total user activities during that hour. Larger circles represent a greater amount of activity during that hour. In the details list, the following data is shown: * User (name and email) * Activity * (File) Affected * Date and time in UTC ### Filtering hourly activity data The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select which activities to show in the chart and the date range for those activities. You must select at least one activity. For Date Range, you can select This week (the past 7 days, the default), last week, or any of the previous 11 weeks. ### Downloading hourly activity data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report). ## Licensed Seats Displays the number of licensed seats. It includes: * All user counts (managed and external) * How many paid seats exist with no assigned managed user in your Box license * The option to purchase more seats if required > [!NOTE] > > Licensed seats are only applicable for **Business** and **Business Starter** plans. Licensed seats are paid plan seats that include the count of managed users and external users in these plans. In other **Business/Enterprise** plans, only managed users count toward paid seats as these plans offer unlimited external collaborations. ## Managed User Activity The Managed User Activity tile contains a line chart that gives you detailed statistics from the past 90 days about how your users are interacting with your content. * To see how many people used Box at any given time, move your pointer anywhere along the graph. * To change the date range of this graph, click and drag the endpoints of the mini graph below the main graph. ### Filtering managed user activity data The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select which activities to show in the chart and the date range for those activities. You must select at least one activity. For Date Range, you can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date The **Exclude Weekends** toggle allows you to include (default) or exclude events that happen on weekend days (Saturday and Sunday) from appearing in the chart data. ### Downloading managed user activity data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report). (This function is not available for Co-admins who do not have the [*Manage users* permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) enabled for their account.) ## Managed Users The Managed Users tile shows you how many paid managed user accounts exist within your Box organization and how many paid seats exist with no assigned managed user in your Box license. ### Downloading managed users data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [User Details report](/en/box-admin-tools/reporting-and-insights/user-details-report) with Managed Users selected. The **View Managed Users** link will take you to the [Managed Users](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management) tab in Users & Groups. (These functions are not available for Co-admins who do not have the [*Manage users* permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) enabled for their account.) ## Shared Links The Shared Links tile is two donut charts that show shared links that exist in your organization, grouped in two different ways: * By access level: How many are open, are shared with specific collaborators only, and shared within your company (organization) only. When all access levels are selected, the number in the center equals all shared links currently in your organization. * By expiration: How many are expiring today, within the next week, and within the next month. Hover over any segment of a donut chart to see a count of how many shared links fall into that category. ### Notifying owners of open shared links Open shared links, that is, links that allow anyone with the link to access the linked file, can increase your organization's content security exposure. You can notify the owners of open shared links and encourage those users to [make their links more secure](/en/box-fundamentals/for-users/collaborating/using-shared-links/securing-shared-links). 1. In the Access Level list, select only **Open**. 2. Click **Show Details** to list details of the owner's open links. 3. Click a number link in the Count column to see the list of open shared links by that user. 4. At the bottom of the list, click **Notify Owner**. This creates a report that lists the owner's open shared links. The owner is made a subscriber to and a viewer of that report. The owner also receives an email notification asking them to take action on the open shared links. If the Details column is included in the Show Details list, it will include information about the notification: *Notified by \ on MM/DD/YYYY*. ### Filtering shared links data The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select one filter from: * Show All * Open (Access Level) * Collaborator (Access Level) * Company (Access Level) * (Expiring) Today * (Expiring) This Week * (Expiring) This Month ### Downloading shared links data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [Shared Links report](/en/box-admin-tools/reporting-and-insights/shared-links-report). ## Storage The Storage tile is a donut chart that shows the total amount of storage used by your entire organization, grouped by file type. Hover over a segment of the chart to see the total amount of storage used by that file type. Click **Show Details** to view a list of file types. The list can include the number of each type of file. That number is a link; click that link to view a list of only that type of file. > [!NOTE] > > The amount of storage used that is reported in the Storage tile is the aggregate amount of all versions of all files. Likewise, the amount of storage used that is reported for each file type in the chart segment hover and in the Details list is the aggregate amount of all versions of all files of that type, and when viewing the list of files from each file type, the amount of storage used that is reported for each file is the aggregate amount of all versions of that file. > > For example, you've been working on a Microsoft Excel spreadsheet from Box Drive and saving regularly (as one should). In both Box and in Finder/Explorer, the size of the file is reported as 87 KB, and you also see in Box that your saves have created 17 versions. Assuming each version is more-or-less the same size, when you drill down to that file in the Storage tile, you would see the amount of storage used as calculated, approximately 17 x 87 KB or 1479 KB (or 1.5 MB). ### Filtering storage data The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select which file types to show in the chart. You must select at least one. ### Downloading storage data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [Folders and Files report](/en/box-admin-tools/reporting-and-insights/folders-and-files-report). ## System Activity The System Activity tile is a line chart that shows the amount of system-related activities from the past selected time period (the default is 90 days), specifically successful and failed logins. * To see how many people logged in to Box at any given time, move your pointer anywhere along the graph. * To change the date range of this graph, click and drag the endpoints of the mini graph below the main graph. Click **Show Details** to view a list of users and their login activity sorted by date. ### Filtering system activity data The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select which activities to show in the chart and the date range for those activities. You must select at least one activity. For Date Range, you can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date The **Exclude Weekends** toggle allows you to include (default) or exclude events that happen on weekend days (Saturday and Sunday) from appearing in the chart data. ### Downloading system activity data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report). ## Third-Party Apps The Third-Party Apps tile is a bar chart that shows the number of download, upload, and edit activity events during the past 90 days for up to 5 third-party applications. Hover your pointer over any bar to view a pop-up containing the number of previews, downloads, uploads, and edits for that app during the previous 90 days, as well as the total number of file activity for that app during the previous 90 days. ### Filtering third-party apps The **Filter** button (![filter-button-png](/images/box-admin-tools/filter-button-3.png)) opens a side panel where you can select which third-party apps to show in the chart. You can select up to 5. The Chart section lists which third-party apps are shown in the chart, and the Added section shows all available third-party apps. ### Downloading third-party apps data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) will generate a [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report). ## Top Integrations by Active Users [The Integration Activity report](/en/box-admin-tools/reporting-and-insights/integration-activity-report) shows you a list of integrated third-party apps and the users who have accessed them in a given time span. ## Unmanaged Users The [Unmanaged Users](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/about-unmanaged-users) tile shows you how many unpaid personal Box accounts exist within your Box organization and the trend of unmanaged users during the past month. It is available only if your organization has Unmanaged Users available as a user type to select in [User Details reports](/en/box-admin-tools/reporting-and-insights/user-details-report). ### Downloading unmanaged users data The **Download Report** button (![download-report-button](/images/box-admin-tools/download-report-button.png)) and the **Download Report** link will generate a [User Details report](/en/box-admin-tools/reporting-and-insights/user-details-report) with Unmanaged Users selected. # AI Insights Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/ai-insights AI Insights is an Admin dashboard that gives you a comprehensive view of how Box AI is being used across your organization. Use it to understand who is using Box AI, how [AI Units](/en/box-ai/understanding-ai-units-in-box) are being consumed, which products and capabilities are driving usage, and where governance or optimization actions are needed. The dashboard brings together usage cards and charts that help you answer questions such as: * Who is using Box AI, and how much AI activity is happening? * How many AI Units have been consumed this month, and how does that compare to my allocated quota? * Which users and agents are driving the most AI Units consumption? * Which Box products and AI capabilities are being used most? * Is AI adoption growing across active users and agents over time? ## Accessing AI Insights To open the dashboard, go to the **Admin Console**, then select **Home** > **AI Insights**. You must be an Admin or a Co-admin with the *Run new reports and access existing reports* permission enabled to view the AI Insights dashboard. Some cards and actions require additional permissions, as noted in the sections below. > [!NOTE] > > The cards and charts that appear on your dashboard depend on your Box plan and your Box AI entitlements. AI Units cards and reporting require an active Box AI Units entitlement. For more information, see our [pricing page](https://www.box.com/pricing). ## Working with the dashboard Most charts on the dashboard share a consistent set of controls. * **Filter**: Charts that support filtering include a **Filter** (![filter-button](/images/box-admin-tools/filter-button-3.png)) button that opens a side panel where you can adjust the date range and, where applicable, which data series to display. Date range options vary by chart and can include Last 30 days, Last 60 days, Last 90 days, and a custom range. * **Data exploration**: Charts that support data exploration let you expand a details list beneath the chart to review the underlying activity. * **Download Report**: Where a card or chart maps to a downloadable report, a **Download Report** (![download-report-button](/images/box-admin-tools/download-report-button.png)) action generates the corresponding report in the Box **Reports** folder. You can apply filters before downloading to customize the report data. ## AI Units The AI Units card shows the total number of AI Units consumed within the current calendar month, measured against your allocated monthly quota. Use it to monitor consumption against your entitlement at a glance and to spot when you are approaching your limit. An AI Unit is a standardized way to measure consumption of paid Box AI capabilities, including Q\&A, Text Generation, Metadata Extraction, Enhanced Metadata Extraction, and Box Agents. For a full explanation of how AI Units work, entitlements by plan, and what happens as you approach your limit, see [Understanding AI Units in Box](/en/box-ai/understanding-ai-units-in-box). From this card you can: * Enable Box AI features or purchase AI units through the available call to action. * Download the [AI Units report](/en/box-admin-tools/reporting-and-insights/ai-units-report) for the current month's consumption. To download historical consumption with additional filters, run the AI Units report from the Reports page. ## Total AI Activity The Total AI Activity card shows the combined volume of AI activity across your organization during the current calendar month, along with the trend over the past month. This includes both user-driven AI queries and chargeable AI API calls, giving you a single view of overall Box AI adoption regardless of how AI is invoked. ## AI Queries The AI Queries chart is a time series (line) chart that shows the number of AI query events across your organization over time. Use it to track AI activity trends and identify periods of higher or lower usage. ### Filtering AI queries data The **Filter** button opens a side panel where you can select the date range. You can select: * Last 30 days * Last 60 days * Last 90 days ### Exploring AI queries data Expand the data exploration table to review individual AI query events. The table includes the following columns: * **User**: the user who made the AI query. * **Activity**: the AI query activity performed. * **Affected**: the content affected by the activity. * **Date**: the date the activity occurred. ## Active AI Users The Active AI Users card shows the number of distinct users who made at least one AI query during the current calendar month, along with the month-over-month trend. Use it to measure how broadly Box AI is being adopted across your organization, beyond raw activity volume. ## Enabled AI Agents The Enabled AI Agents card shows the count of AI agents that are currently in an enabled state, including agents that have been enabled for select users. Use it to understand how many agents are active and available to your users. The **Manage AI Agents** action opens agent management, where you can review and configure agents. This action is available only to Co-admins who have AI Studio permissions. For more information, see [Enabling Box AI Studio and managing agents](/en/box-ai/admins/enabling-box-ai-studio-and-managing-agents). ## Top AI Users The Top AI Users chart is a horizontal stacked bar chart that ranks the top 5–10 users by total AI Units consumed over the selected time period. Each user's bar is broken down by AI capability so you can see which capabilities are driving an individual's consumption. The capabilities shown are: * Q\&A * Text Generation * Metadata Extraction * Enhanced Metadata Extraction * Box Agents Use this chart to identify heavy users and to inform governance or optimization decisions. ### Filtering top AI users data The **Filter** button opens a side panel where you can select the date range. You can select: * Last 30 days * Last 60 days * Last 90 days This chart is sourced from the same data as the [AI Units report](/en/box-admin-tools/reporting-and-insights/ai-units-report). ## Top AI Agents The Top AI Agents chart is a horizontal bar chart that ranks the top 5–10 agents by total AI Units consumed over the selected time period. Use it to understand which agents are driving the most consumption and to identify opportunities to optimize or govern agent usage. ### Filtering top AI agents data The **Filter** button opens a side panel where you can select the date range. You can select: * Last 30 days * Last 60 days * Last 90 days This chart is sourced from the same data as the [AI Units report](/en/box-admin-tools/reporting-and-insights/ai-units-report). ## AI Usage by Product The AI Usage by Product chart is a horizontal bar chart that shows AI usage broken down by the Box products through which AI was invoked over the selected time period. Use it to see which products and entry points are driving Box AI usage across your organization. ### Filtering AI usage by product data The **Filter** button opens a side panel where you can select the date range. You can select: * Last 30 days * Last 60 days * Last 90 days * Custom range, and then select a start and end date ## AI Units Usage The AI Units Usage chart is a time series (line) chart that shows AI Units consumption over time. Hover over any point on the line to view a tooltip showing the AI Units consumed. Use it to track consumption trends and to anticipate when you may approach your monthly entitlement. # AI Units Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/ai-units-report The AI Units report gives Box Enterprise admins a comprehensive, actionable view of chargeable AI usage across their organization. Use it to understand who is consuming chargeable AI units, which AI capabilities are being used, where requests originate, and how consumption maps to cost. Admins can download the historical AI units consumption report, with the ability to filter by date range, user, and AI capability, from the Reports page in the Admin Console. Run the AI Units report by selecting **Create Report** from the Reports section in the Admin Console. See [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) for the step-by-step process. You must define filters before you can run the report. You can filter the report by: * Date Range * AI Capability * User Name The AI Units report is available for Business and Enterprise plans. The report can also be downloaded from the AI Units card on the [AI Insights](/en/box-admin-tools/reporting-and-insights/ai-insights) dashboard (**Admin Console > Home > AI Insights**). When downloaded from the card, it includes only the current month's unit consumption. ## AI Units report details * **File format**: comma-separated value (.csv) file * **Filename format**: `ai_units_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder): `AI Units run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ## AI Units report data columns This section describes the data columns that are generated in AI Units reports. ### Date The date the AI unit consumption occurred. See [Dates and Times in Report Data](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) for formatting details. ### User The full name of the user who consumed the AI units, from the value in the *Name* field in User Account Details. ### User Email The Box email address of the user who consumed the AI units, from the value in the *Email* field in User Account Details. ### AI Capability The type of AI capability invoked. Values in this field can be: * **Q\&A**: User queried Box AI and received a response. * **Text Generation**: User used Box AI to generate or summarize text. * **Metadata Extraction**: User used Box AI to extract metadata from content. * **Enhanced Metadata Extraction**: User used Box AI enhanced metadata extraction for richer, more detailed metadata output. * **Box Agents**: Includes AI units consumed by Custom and Base agents. ### Product The application or entry point through which the AI capability was invoked, such as the Box web app, a mobile app, APIs, MCP, or a third-party integration. ### Category The category of the LLM, defined as standard or premium. Certain capabilities are charged differently depending on the model's category. ### AI Units The number of AI units consumed. A value of **0** indicates exclusively non-chargeable AI usage (i.e., AI usage with no AI unit consumption), while a value greater than **0** indicates chargeable AI usage. It is possible for a single interaction to use less than one AI Unit, as rows may show values between 0 and 1. Rows with 0 AI units still appear in the report so you have full visibility into AI activity (both chargeable and non-chargeable), but they do not count toward your chargeable usage. ## AI Units report filters This section describes the filters that you can configure to run AI Units reports. ### Date Range Select the desired time period of past AI unit consumption. Select from: * Last Day * Last Week * Last Month * Last Year * Custom Range (and then select a start and/or end date) Last day/week/month/year values mean the previous day/week/month/year from the date the report was run. ### AI Capability Select from: * All AI Capabilities (default) * Q\&A * Text Generation * Metadata Extraction * Enhanced Metadata Extraction * Box Agents ### User Name Optional. To limit the AI Units report to consumption by specific users, enter the names of managed users. Default is all users. ## Save and share the report The AI Units report supports saved configurations, scheduling, and viewer subscriptions. * **Save report filters**: Enable **Save these settings to use in the future** to save the current filter configuration for reuse. See [Saving Report Configurations](/en/box-admin-tools/reporting-and-insights/saving-report-configurations) for details. * **Schedule report**: After enabling **Save these settings to use in the future**, select **Schedule report** to run the report on a recurring schedule. See [Scheduling Reports](/en/box-admin-tools/reporting-and-insights/scheduling-reports) for details. * **Invite as viewer**: In the **Invite As Viewer** field, enter one or more user names to subscribe managed users to the report. Subscribed users receive access to the report output each time it is run. See [Subscribing Users to Reports](/en/box-admin-tools/reporting-and-insights/subscribing-users-to-reports) for details. ## Understanding AI capabilities in the report The AI Capability column maps each row to one of the AI features available in your Box environment. The following table summarizes each capability and typical use cases. | AI Capability | Description | Example Use Case | | - | - | - | | Q\&A | Natural-language question answering against file content. | An employee asks Box AI a question about a contract clause. | | Text Generation | AI-generated or AI-summarized text output. | A user generates a summary of a lengthy research document. | | Metadata Extraction | Extraction of structured metadata fields from files. | Automatically tagging invoices with vendor names and amounts. | | Enhanced Metadata Extraction | Richer, multi-field extraction with higher-fidelity output. | Extracting detailed line items, dates, and parties from legal agreements. | | Box Agents | Any AI consumption (chargeable or non-chargeable) through base or custom agents. | User creates a custom business agent in AI Studio to generate reports from Box content. | # Bandwidth Usage by Files and Folders Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-files-and-folders-report The Bandwidth Usage by Files and Folders report contains information on the 1000 most bandwidth-consuming (uploads and downloads) files owned by managed users within your organization. The data in a Bandwidth Usage by Files and Folders report can help you ensure that your users and your organization adhere to the [Box Fair Use Policy](https://www.box.com/en-gb/legal/fairusepolicy). > [!NOTE] > > * Box began collecting bandwidth usage data on January 1, 2024. No bandwidth usage data is available before that date. > * UTC is used to calculate the times for the beginning and the end of the month. Bandwidth is defined as the amount of data necessary to move anything in or out of your Box organization. The amount of bandwidth to move a file is equivalent to the size of the file in bytes. For example, a managed user uploads a 72586 byte file to Box. Bandwidth usage for that user for that file upload will typically be logged as 72586 bytes, but potential file compression or unreliable connections that require retries might result in a usage number that differs from the file size number. ## Bandwidth Usage by Files and Folders report details * **File format**: comma-separated value (.csv) file * **Filename format**:`bandwidth_usage_by_files_and_folders_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder):`Bandwidth Usage by Files and Folders run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ## Bandwidth Usage by Files and Folders report data The Bandwidth Usage by Files and Folders report contains the following data: **(File) ID** A number that uniquely identifies the file. **Type** The type of the entity that consumed the bandwidth, which can be: * File * Folder **(File) Name** The name given to the file. **Month** The month in which the bandwidth was consumed. **Owner** The value in the Name field in User Account Details of the owner of the file. **Upload Bandwidth** The amount of upload bandwidth consumed by the file during the month. **Download Bandwidth** The amount of download bandwidth consumed by the file during the month. **Content Moved In** The total bandwidth, in bytes, consumed by the file or folder during the month of all times it was moved into your organization's Box instance from another organization's Box instance. **Content Moved Out** The total bandwidth, in bytes, consumed by the file or folder during the month of all times it was moved out of your organization's Box instance and into another organization's Box instance. **Total Bandwidth** The total amount of bandwidth consumed by the file during the month. # Bandwidth Usage by User Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-user-report The Bandwidth Usage by User report contains information on monthly bandwidth usage (file uploads and downloads) by managed, external, and anonymous users that interact with your organization's content. The data in a Bandwidth Usage by User report can help you ensure that your users and your organization adhere to the [Box Fair Use Policy](https://www.box.com/en-gb/legal/fairusepolicy), specifically that each user may not consume more than 1 TB per month cumulatively for uploading and downloading files to Box. > [!NOTE] > > * Box began collecting bandwidth usage data on January 1, 2024. No bandwidth usage data is available before that date. > * UTC is used to calculate the times for the beginning and the end of the month. Bandwidth is defined as the amount of data necessary to move anything in or out of your Box organization. The amount of bandwidth to move a file is equivalent to the size of the file in bytes. For example, a managed user uploads a 72586 byte file to Box. Bandwidth usage for that user for that file upload will typically be logged as 72586 bytes, but potential file compression or unreliable connections that require retries might result in a usage number that differs from the file size number. ## Activities that generate bandwidth usage Some of the activities that generate bandwidth usage in Box are straightforward, and some are not as obvious. The difference between Internal and External usage is an example. Internal/External usage is defined based on who owns the files, not based on the user who is doing the activity. This section lists examples of Box activities and what bandwidth usage is logged for those activities. * Managed user views a file owned by someone in your organization in a browser: Internal Download usage * Someone not in your organization views a file owned by someone in your organization in a browser (for example, from a shared link or as an external collaborator): Internal Download usage * Managed user downloads a file owned by someone in your organization in a browser: Internal Download usage * Managed user uploads a file into your organization in a browser: Internal Upload usage * Open a file in a desktop app from a browser: Internal Download usage * Open a file in a desktop app from Box Drive: Internal Download usage if the file is not on the local hard drive * Save a file in a desktop app: Internal Upload usage * File autosave: Internal Upload usage, and the full size of the file because Box stores full-size versions of updated files, not diffs * Edit a Box Note: Internal Upload usage (work in a Box Note is performed locally as a browser app, and changes are uploaded to Box) * Edit a Box Canvas: Internal Upload Bandwidth usage (work in a Box Canvas is performed locally as a browser app, and changes are uploaded to Box) * Sending a file stored in Box for e-signature to someone outside your organization: Internal Upload Bandwidth and Content Moved Out usage * Managed user uploads a file into a folder owned by different organization (Collaborated with your organization): External Upload usage * Managed user downloads a file from a folder owned by different organization: External Download usage Not all of the activities generate bandwidth usage that is attributed to managed users. Bandwidth usage by service accounts is an example of usage that does not count against your managed users. ## Bandwidth Usage by User report details * **File format**: comma-separated value (.csv) file * **Filename format**:`bandwidth_usage_by_user_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder):`Bandwidth Usage by User run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ## Bandwidth Usage by User report data The Bandwidth Usage by User report contains the following data: **User Name** The name of the user, from the value in the *Name* field in User Account Details. The field will be empty for anonymous users. **User Email** The email address of the user, from the value in the *Email* field in User Account Details. **User Type** The [type of user](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management). The value can be one of: * Managed - A user with a paid seat within your organization * External - A user who has been invited to collaborate on your organization's content * Anonymous - A "user" that represents the aggregate amount of bandwidth consumed by anyone accessing open public shared links. **Month** The month in which the bandwidth was consumed. The format is YYYY-MM. **Internal Upload Bandwidth** The total bandwidth, in bytes, consumed by upload activity during the month for content owned by the managed user. **Internal Download Bandwidth** The total bandwidth, in bytes, consumed by download activity during the month for content owned by the managed user. **External Upload Bandwidth** The total bandwidth, in bytes, consumed by upload activity during the month for content owned by the external user. **External Download Bandwidth** The total bandwidth, in bytes, consumed by download activity during the month for content owned by the external user. **Content Moved In** The total bandwidth, in bytes, consumed by files the user owns during the month of any files moved into your organization's Box instance from another organization's Box instance. **Content Moved Out** The total bandwidth, in bytes, consumed by files the user owns during the month of any files moved out of your organization's Box instance and into another organization's Box instance. **Total Bandwidth** The total bandwidth, in bytes, of Internal Uploads, Internal Downloads, External Uploads, External Downloads, Content moved In, and Content Moved Out. **Last Updated** The date of the most recent upload/download data for the user. This is calculated in UTC. ## Bandwidth Usage by User report filters This section describes the filters that you can configure to run Bandwidth Usage by User reports. **User Type** Optional. The type of user to include in the report. Select from: * Managed - to include only managed users * External - to include only external users * All - to include both managed and external users **Users or Groups** Not available when *External* is selected in User Type. Enter one or more names of managed users or of user groups to limit the User Bandwidth Usage report to bandwidth of those users.  **Note**: Box displays the first ten matches in alphabetical order rather than by exact match. **Date Range** Allows you to limit the report to only bandwidth activity within the defined time period. Select from: * This Month (default, includes all data from the current month up to the data freshness date) * Last Month * Custom Range (and then select a start and/or end date), where the start date can be up to a year prior to the current date > [!NOTE] > > Because the Bandwidth Usage by User report shows monthly totals per user, selecting a date within a month will select the entire month for inclusion in the report. For example, if you select February 20 as a start date and June 3 as an end date, the report will contain data from the entire month of February and the entire month of June (as well as March, April, and May, of course). # Box Sign Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/box-sign-report Box Sign reports give you an overview of the progress you're making across your organization with signature requests. Reports are exported as .csv files to your Box Reports folder when complete. You must define filters for the Box Sign report before you can run it. See [Box Sign Report Filters](#box-sign-reports---filters) for more information. ## Sign Aggregation Report data columns This section describes the data columns that are generated in the Sign Aggregation report. ### Date Range This column shows the range of dates during which signature request actions occurred. It includes all actions for a given sign request that fall partially or fully within the report’s start and end dates. For example: If the report start date is Dec 1 and the end date is Dec 30, a document created on Nov 29 and completed on Dec 2 will be included. The date range for that request will display as Nov 29 – Dec 2. ### Metric The action type measured in the report, which includes: * Sign Document Created * Sign Document Declined * Sign Document Cancelled * Sign Document Completed See the Sign section in [User Activity Report Action Types](/en/box-admin-tools/reporting-and-insights/user-activity-report#user-activity-report-action-types) for definitions. #### Service Name The service used when handling the signature documents. Examples include Salesforce, Box app, or a custom-built application. ### Value The number of Sign events that occurred within the row's date range. ## Signature Request Report ### Signature Request and Sign Aggregation report details * **File format**: comma-separated value (.csv) file * **Filename format**: `sign_aggregation_run_on_YYYY-MM-DD__HH-MM-SS-[A|P]M.csv` * **Folder name format** (each report run is placed in its own folder):`Sign Aggregation run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ## Signature Request and Sign Aggregation report information The Signature Request and Sign Aggregation Report include the following information, with additional details on data columns: ### Enterprise Name The name of your company in your Box Settings. ### Enterprise ID (EID) The unique identifier for your organization in Box. ### Report Start Date The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, of the first records in the report. ### Report End Date The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, of the last records in the report, which is the day before the report was run. ### Box Sign API Add on The number of documents the company has purchased for their Sign Account. ## Signature Request Report data columns This section describes the data columns that are generated in the Signature Request report. ### Request ID The request ID is the unique identifier that is assigned to each signature request initiated in Box Sign. ### Request title The title specified for a particular signature request initiated in Box Sign. ### Creation date The date that a user within the EID initiated and sent a signature request. ### Request origin The API service, if any, from which the signature request initiated. ### Request origin ID The API service ID, if any, from which the signature request was initiated. ### Number of documents The number of documents added by the Sender to a Signature Request. ### Sender ID The user ID of the user who sent or initiated the signature request. ### Sender name The name of the user who sent the signature request as defined by the user profile settings. ### Request flow The specific signature request flow. This can be either a standard request or 21 CFR Part 11. ### Request type The type of Signature Request initiated. This can be any of the following: * Ready Sign Links * Batch Send * Signature Request * Sign Myself ### Request Status The status of the signature request. The following statuses are available: * In Progress * Completed * Expired * Declined * Cancelled * Sent > [!WARNING] > > If the request status is failed, it will not show in the report. ### Last activity The date and timestamp based on last action taken up by recipients or sender in tandem with the request status. ### Completion time The amount of time taken to complete the signature request (i.e., the time when the last recipient signed or approved the request) from the date and time that the signature request was sent. ### Signer emails The emails of those recipients who are assigned as signers or approvers to the signature request. > [!NOTE] > > The emails of the recipients will appear only when the recipients have taken action on the signature request. Additionally, the report will show up to 3 signer emails. ### Template name The name of the template from which the signature request is initiated and sent. ### Template Creator The user ID of the creator of the template from which the signature request is initiated and sent. ### Number of recipient groups The number of recipient groups added to the signature request. ### Number of recipients The total number of recipients within a signature request. ### Number of signers The total number of recipients assigned as signers to a signature request. ### Number of CAC/PIV signers The total number of recipients assigned as signers with CAC/PIV specified as additional authentication method within a Signature Request. > [!NOTE] > > The Signature Request report will only generate data on signature requests initiated after April 5, 2025. We recommend leveraging the Sign Aggregation report for data prior to April 5, 2025. ## Box Sign reports - Filters This section describes the filters that you can configure to run Box Sign reports. ### Date Range The date range in which Box Sign was used. Select from: * Last Day (default) * Last Week * Last Month * Last Years (and then select a number of years from 1 to 7 or All Time, which is as long as you have had an account tariff with reporting access) * Custom Range (and then select a start and/or end date) Last day/week/month/year(s) values mean the previous day/week/month/year(s) from the date the report was run. ### Group By How the data is organized in the report. Select from: * Day (default) * Month * Year ### Additional Signature Request report filters: #### Users or Groups Users or Groups correspond to the senders of the signature request. In this filter, multiple users or groups may be set out to get a specified detailed report. #### Request ID(s) Request ID(s) is a unique identifier that is assigned to each Signature Request initiated in Box Sign. #### Affected Folders Folder(s) may be selected containing Signature Requests for the purposes of generating the report. > [!NOTE] > > If a folder is selected that has signature requests before April then data around those will not appear in the Signature Request report. # Canceling Reports Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/canceling-reports Reports are generated serially in the order in which they are started. Some reports are large and some reports take a long time to generate, and sometimes you may have an urgent need to get a report that is waiting in the queue completed. When you are viewing the Report Status page, you can cancel any pending or in-progress reports to better manage your overall reporting queue, avoid latency, and get your critical reports faster. 1. Go to **Admin Console > Reports**. 2. In the Report Status tab, hover over the report with a status of either *Pending* or *In Progress* that you want to cancel, click the ![button-3-dots2-png](/images/shared/button-3-dots2.png) button, and then click **Cancel**. 3. In the Cancel Report dialog box, click **Yes**. # Classification Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/classification-report The Classification report contains information about the classification of the content in your Box account. You must define [filters for the Classification report](#classification-report-filters) before you can run it. ## Classification report details * **File format**: comma-separated value (.csv) file * **Filename format**: `shield_classification_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder): `Shield Classification run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports) ### Classification report data columns This section describes the data columns that are generated in Classification reports.
Data Column Description
Item Name The name given to the file or folder.
Item ID A number that uniquely identifies the file or folder.
Item Path (*Path* in the Classification Report dialog box.) The path to the file or folder from the root of your Box instance.
Item Type The type of item. Values in this field can be:
  • File
  • Folder
Item URL The fully qualified URL of the file or folder.
Classification Name The name of the classification applied to the file or folder.If the file or folder does not have a classification, the field is empty.
Classification Applied Reason The method used to apply the classification label to the file. Note that this will be empty for files without classification labels. Any classification not applied via **Shield MIP** or **AutoClassification** will display as manually classified. This includes files that inherited classification labels from a parent folder.Files auto-classified before October 2025 will have an **AutoClassification** value. Files classified after October 2025 show more specific auto-classification policy types (e.g. **Data Type AutoClassification**).Values in this field can be: 
  • Manually Applied
  • Shield MIP
  • AutoClassification
  • Data Type AutoClassification
  • File Type AutoClassification
  • AI Type AutoClassification
Item Owner Name (*Owner Name* in the Classification Report dialog box.) The value in the *Name* field in User Account Details of the owner of the item.
Item Owner Login (*Owner Login* in the Classification Report dialog box.) The value in the *Email* field in User Account Details of the owner of the item.
Item Author Name (*Created by Name* in the Classification Report dialog box.) The value in the *Name* field in User Account Details of the user who created the folder or who uploaded the file.
Item Author Login (*Created by Login* in the Classification Report dialog box.) The value in the *Email* field in User Account Details of the user who created the folder or who uploaded the file.
With External Collaborator Whether the file or folder has any external collaborators. Values in this field are one of:
  • Yes
  • No
Shared Link URL If the file or folder has a shared link, the value (URL) of the shared link.If the file or folder does not have a shared link, the field is empty.
Shared Link Permissions If the file or folder has a shared link, the shared link permission. Values in this field are one of:
  • Can view only
  • Can view and download
  • Can edit
If the file or folder does not have a shared link, the field is empty. > [!NOTE] > > Shield's download and print restrictions may remove download permissions for some collaborators if defined in an [access policy](/en/box-shield/shield-smart-access-policies/about-smart-access).
### Classification report filters This section describes the filters that you can configure to run Classification reports.
Filter Description
Item Type Select which items will be included in the report, from:
  • Files and Folders (default)
  • Files - The report will list files only
  • Folders - The report will list folders only
Classification Name Select one or more of the classifications you have defined in your organization to limit the report to only files and folders with the selected classification. Select *No Classification* if you want the report to include files and folders that have no classification applied.The default selection is all classification names as well as *No Classification*, and at least one item (classification name or *No Classification*) must be selected.
Owner Login Optional. Enter one or more managed user names to limit the report to only files and folders owned by the listed user(s).
Created by Login Optional. Enter one or more managed user email addresses to limit the report to only files or folders created by user(s) with the listed email address(es).
# Co-Admin Permissions Required to Run Reports Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/co-admin-permissions-required-to-run-reports Co-admins require permissions enabled for them to perform specific activities in the Admin Console. To run reports, Co-admins require one permission to be enabled for running reports at all, and then specific permissions to run specific reports. ## General report-running permission In the Role and Access Permission section of a Co-admin details page, enable **Run new reports and access existing reports**. ## Specific report-running permissions The following additional permissions are required for a Co-admin to run these reports. | Report | Additional Required Co-admin Permission(s) | | - | - | | Classification | Either of:
  • **View Shield lists and alerts for your company** (in Shield section)
  • **Create, edit, and delete Shield configuration for your company** (in Shield section)
| | Integration Activity | To select specific Integrations for the report: **View settings and integrations for your company** (in Reports and Settings section) | | Legal Holds | **View policies set up for your company** (in Policies section) | | Retention | **View policies set up for your company** (in Policies section) | | User Activity | To select specific groups in the report:
  • **Manage groups** (in Users and Groups section)
| | User Engagement | To select specific users in the report:
  • **Manage users** (in Users and Groups section)
To select specific groups in the report:
  • **Manage groups** (in Users and Groups section)
| # Collaborations Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/collaborations-report The Collaborations report shows user permissions on all collaborated files. In this case, the "Owner Name" is the name of the folder's owner, "Inviter Email" is the email of the user who sent the invitation, and the "Collaborator Name" is the name of the user invited. You must define [filters for the Collaborations report](#collaborations-report-filters) before you can run it. ## Collaborations report details * **File format**: comma-separated value (.csv) file * **Filename format**: `collaborations_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder): `Collaborations run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Collaborations report data columns This section describes the data columns that are generated in Collaborations reports. You can select which data columns appear in the report. All columns are selected by default, and the columns marked with an asterisk and grayed out in the dialog box are required. #### Collaboration ID A number that uniquely identifies the collaboration. #### Owner Name\* Required. The value in the *Name* field in User Account Details of the owner of the collaborated item. #### Owner Login The value in the *Email* field in User Account Details of the owner of the collaborated item. #### Path The path to the file or folder from the root of your Box instance. #### Path ID A number that uniquely identifies the path. #### Item Name\* Required. The name given to the file or folder. #### Item ID A number that uniquely identifies the file or folder. #### Item Type The type of item collaborated with. Values in this field can be: * File * Folder #### Collaborator Name\* Required. The name of the person invited to be a collaborator. If a managed user in your organization, the value in the *Email* field in User Account Details of the user who created the collaboration. #### Collaborator Login The email address of the person invited to be a collaborator. If a managed user in your organization, the value in the *Email* field in User Account Details of the user who created the collaboration. #### Collaborator Type The type of collaboration created. Values in this field can be: * User: *\[user name(s)]* * Group: *\[group name(s)]* * External #### Collaborator Permission The permission granted to the collaborator. #### Inviter Email The value of the *Email* field in User Account Details of the user who created the collaboration. The Inviter Email is blank in the following scenarios: * For group collaborations. * For collaboration invitations that were initially Pending and later accepted. * If the inviter's account is deleted. #### Invited Date The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the collaboration invitation was created. #### Invite Accepted Date The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the collaboration invitation was accepted. #### Expiration The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the collaboration is scheduled to expire. #### Hubs ID Displays the identification number associated with a specific Hub. > [!NOTE] > > If the [Enable exposed password detection](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#require-password-reset-for-external-collaborators-with-exposed-passwords) setting resets a collaborator’s status to **Pending**, they may not appear in the Collaborations report during the grace period. These collaborators are still at risk of automatic removal after 30 days if they do not update their credentials. ### Collaborations report filters This section describes the filters that you can configure to run Collaborations reports. #### Owner Optional. Enter one or more names or email addresses of managed users or of user groups to limit the Collaborations report to collaborations by those owners. #### Collaborator Optional. Enter one or more names or email addresses of managed users or of user groups to limit the Collaborations report to only those users involved in collaborations and owners who collaborate with those users. #### Collaborator Type Optional. The type of collaborator to include in the report. Select from: * All * Managed Users or Groups - Collaborations with people within your organization that you manage. * External Users - Collaborations with people outside your organization. #### Folders or Files Enter one or more folder or file names (or IDs) to filter the Collaborations report. Results include only collaborations created on the selected items. Folder selections also include collaborations on items in those folders and their subfolders. Collaborations inherited from a parent folder are not included. The default is for all folders to be selected. > [!NOTE] > > If a folder only has inherited collaborators, the report can be empty even when the Sharing panel lists collaborators. To include those collaborations, filter on the parent folder where the collaboration was created. #### Invite Sent Optional. The date range in which collaborations were sent. Select from: * Last Day * Last Week * Last Month * Last Years (and then select a number of years from 1 to 7 or All Time, which is as long as you have had an account tariff with reporting access) * Custom Range (and then select a start and/or end date) If you do not select a date range, the value used will be Past Years > All Time, which is equivalent to 7 years, or as long as you have an account tariff with reporting access if less than 7 years. Last day/week/month/year(s) values mean the previous day/week/month/year(s) from the date the report was run. #### Invite Accepted Optional. The date range in which collaborations were sent. Select from: * Last Day * Last Week * Last Month * Last Years (and then select a number of years from 1 to 7 or All Time, which is as long as you have had an account tariff with reporting access) * Custom Range (and then select a start and/or end date) If you do not select a date range, the value used will be Past Years > All Time, which is equivalent to 7 years, or as long as you have an account tariff with reporting access if less than 7 years. Last day/week/month/year(s) values mean the previous day/week/month/year(s) from the date the report was run. # Content Recovery Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/content-recovery-report Admins and co-admins with requisite permissions can recover content. This report allows you to review files before initiating recovery and after recovery has completed. For more information, see [Recovering Content](/en/box-admin-tools/managing-content/content-recovery/recovering-content). ## Content Recovery report filters Before downloading the Content Recovery report, you apply filters to control which files appear. Filters include: ### File Name Filter by keyword within file names. ### Activity Type Select one or both of the following options to display: * **File modification events** * **File trash events** ### Date Range The date range defines the timeframe in which user activity is reviewed. You can select any date range within the last 30 days, with a minimum span of one hour. After a Content Recovery task has been created, the date range can be modified only within the originally selected range. Once recovery has been initiated, the date range can’t be changed. ## Content Recovery report columns Content Recovery reports include the following information: ### File ID The unique identifier of the file. ### File Name The name of the file. ### File Path The full path to the file from the root. ### File Owner Email Address The content owner's email address. ### Activity Taken on File The last recovery-related activity taken on the file, such as **Modified**, **Trashed**, or **Modified & Trashed.** ### Recovery Status If a file is successfully recovered, the status displays as **Completed**. If a file is not eligible for recovery, the status displays as **Ineligible**. See [Content Recovery Limitations](/en/box-admin-tools/managing-content/content-recovery/about-content-recovery#content-recovery-limitations) for more information. # Dates and Times in Report Data Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data Some reports include date and time data. Times in reports include a time zone, and the time zone in a report can be in either [Coordinated Universal Time](https://en.wikipedia.org/wiki/Coordinated_Universal_Time) (UTC) or local time, where "local" is defined at the time zone of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). If a report contains multiple date/time fields, all of them are either UTC or local time throughout the report. In no case will one date/time data use UTC and another date/time data use local time within the same report. See the topic about each report to see which time zone type that the report uses. This is important for you to know because when you are analyzing report data, you may need to understand that the dates or times may not correspond to the time at the location of the event. An extreme example that illustrates this point. Say you are an event planning organization working on a New Year's Eve event in Los Angeles, which is in the Pacific Time zone. The list of attendees is finalized by the onsite event coordinator, approved by the event host, and uploaded to the event folder at 8:16pm local time. The next workday, you get a call from the event host asking why some people showed up and weren't allowed in. You run a Folders and Files report which shows that the final list was uploaded at 3:16am on January 1. You know that you need to convert that to the local time of the user who performed the action, Pacific Time, and you can then share that with the event host and resolve the issue. # Disposition Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/disposition-report The Disposition report contains information about the disposition of content in your Box account affected by retention policies. You can use the Disposition report to understand which files are scheduled to be disposed of as a result of disposition actions defined in retention policies. You must define [filters for the Disposition report](#disposition-report-filters) before you can run it. ## Disposition report details * **File format**: comma-separated value (.csv) file * **Filename format**: `disposition_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder): `Disposition run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Disposition report data columns This section describes the data columns that are generated in Disposition reports. **Owner Email** The value in the *Email* field in User Account Details of the owner of the item. **Co-owner Email** The value in the *Email* field in User Account Details of any co-owners of the item. **Path** The path to the file or folder from the root of your Box instance. **Path ID** A number that uniquely identifies the path to the file or folder from the root of your Box instance. **File Name** The name given to the file or folder. **File ID** A number that uniquely identifies the file or folder. **Uploaded Date** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the most current version of the item was uploaded. (If there is only one version, "uploaded date" equals "creation date.") **Disposition Date** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the item is scheduled to be subject to the disposition action listed in the Disposition Action field by the retention policy in the Retention Policy Name field. > [!NOTE] > > If the item is subject to any legal hold policy, the file will not be deleted on the Disposition Date unless the legal hold is lifted by that time. **Disposition Action** The disposition action that will be taken on the item once its retention period has expired. Values can be: * None * Permanently Delete When permanently delete content is selected, admins and co-admins with the permission to edit retention policies can choose to allow folder owners and co-owners to extend the disposition date. The maximum extension limit can be set to 7 days, 30 days, 1 year, unlimited, or a custom amount. If Custom is selected, admins can specify an extension in days or years. > [!NOTE] > > If a maximum extension length is configured, users cannot extend a file beyond that limit. > > For example: if the policy allows a maximum extension of 6 months and the file has already been extended by 2 months, a request to extend it by 1 year will only add 4 more months, reaching the 6-month limit. **Retention Policy Name** The name of the retention policy applied to the file. If more than one retention policy applies to the file, the "winning" policy is listed, where "winning" is defined as the policy with the longest duration. **Retention Policy ID** The number that uniquely identifies the retention policy listed in the Retention Policy Name field. **Retention Policy Type** The type of retention policy. Values can be: * Non-modifiable * Modifiable **Legal Hold Policies** If any legal hold policies also apply to the file, they will be listed in this field. If a legal hold policy applies to a file that would otherwise be deleted by retention policy, the file is still retained until the legal hold policy is lifted. **Trashed** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the item was sent to Trash. ### Disposition report filters This section describes the filters that you can configure to run Disposition reports. **Date Range** : The date range of when files will be disposed. Select from: * \[Next] 7 Days (default) * \[Next] 30 Days * \[Next] 90 Days * \[Next] 12 Months * Custom Range (and then select a start and/or end date) Next day/week/month/year(s) values mean the next day/week/month/year(s) from the date the report was run. **Disposition Action** The disposition action of the file under retention. Select from: * All - To include all files under retention in the report. * None - To include only files in the report that are under retention and with no disposition action defined in the policy. * Permanently Delete (default) - To include only files in the report that are under retention and with the disposition action of Permanently Delete defined in the policy. **Retention Policy Type** The type of retention policy. Select from: * All (default) - To include files affected by all types of retention policy in the report * Non-modifiable - To include only files affected by non-modifiable retention policies in the report * Modifiable - To include only files affected by modifiable retention policies in the report **Retention Policy (Winning Policy)** The winning retention policy in cases where more than one retention policy applies to a file. Select from: * All Retention Policies (default) - To include files affected by all retention policies in the report. * Selected Policies - To include only files where the entered retention policies "win," that is the one(s) with the latest disposition date. Start typing characters and all matching retention policies will be displayed that you can choose from. **Folders or Files** The folders and files included in the report. The default is all files that will be disposed of. Click Select Folder (![button-select-folder-reports-png](/images/box-admin-tools/button-select-folder-reports.png)) to select one or more files or folders to limit the report to only the files or the files within the folders you select. # Folder Activity Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/folder-activity-report Reports can be generated to see details of how many previews, downloads, uploads, and edits have occurred from collaborators within a defined time period. To generate the Folder Activity report: 1. Hover over a folder and select the **...** button, then **Folder Insights**. 2. In the Folder Activity section, select **Download Report**. Prior to downloading the report, you can optionally select the [filters](#folder-activity-report-filters) to be applied. ### Folder Activity report data columns Folder Activity reports contain the following information: #### Date The date and time of the recorded action. #### User Name The username of the individual who carried out the action. #### User Email The value in the *Email* field in User Account Details of the individual who carried out the action on an item. #### Action Is one of **Previews**, **Downloads**, **Uploads**, **Created**, **File Opened**, or **Edits**. #### Affected The item upon which an action has been conducted. ### Folder Activity report filters This section describes the filters you can configure prior to running the Folder Activity report: #### Collaborators Optional. Select between **All collaborators** (default), **Internal collaborators**, and **External collaborators**. #### Date range Optional. Select data to be included from the **Last 30 days**, the **Last 60 days**, the **Last 90 days** (default), or a **Custom range** (within the last 90 days). #### Action Optional. Select from the checkboxes at the bottom of the **Folder Activity section**. Options include **Previews, Downloads, Uploads**, and **Edits**. # Folder Shared Links Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/folder-shared-links-report Reports can be generated to see details of how many shared links exist within a folder. To generate the Folder Shared Links report: 1. Hover over a folder and select the **...** button, then **Folder Insights**. 2. In the Shared Links section, select **Download Report**. Prior to downloading the report, you can optionally select a [filter](#folder-shared-links-report-filter) to be applied. ### Folder Shared Links report data columns Folder Shared Links reports contain the following information: #### Item ID A unique identifier for the item. #### Item Name The name given to the item. Includes the extension when the item is a file. #### Shared Item Type The type of item shared. For example, a file or folder. #### Shared Link Status Is one of: * Open: The shared link is publicly accessible and no sign in is required. * Collaborators: The shared link is available only to people who are invited as collaborators to the item. * Company: The shared link is available only to people in your company. #### Shared Link Derived Status Values in this field can be: * Open: The shared link is publicly accessible and no sign in is required. * Collaborators: The shared link is available only to people who are invited as collaborators to the item. * Company: The shared link is available only to people in your company. If the [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#shared-link-restriction) security control is enabled, it will impact the value shown. Specifically, the **People in your company and invited people** restriction will appear as *Company* while the **Invited people only** restriction will show as *Collaborators*. If there is no action that overrides a shared link status, the value displayed in Shared Link Status and Derived Status will be the same. #### Shared Link URL The Box-generated URL of the shared link. If the [custom subdomain](/en/box-admin-tools/box-admin-reference/enterprise-settings-custom-setup-tab#custom-subdomain) is changed in Enterprise Settings, the updated URL will display in the report. #### Created Date The date that the shared link was created. #### Permissions The permissions for the shared link. Values in this field can be: * None - for links shared with *Invited people only*; in this case, permissions are not defined in the shared link dialog box, but are inherited from the collaboration invite. * Preview - for links shared with *People with the link* or *People in your company* and the *Can view only* permission selected. * Preview and download - for links shared with *People with the link* or *People in your company* and the *Can view and download* permission selected. * Preview, download, and edit - for links shared with *People with the link* or *People in your company* and the *Can edit* permission selected. ### Folder Shared Links report filter You can configure the following filter prior to running the Folder Shared Links report by selecting the checkboxes that are part of the chart legend. Information is only included for the access levels which are selected. #### Access Level Optional. Select from: * Open: The shared link is publicly accessible and no sign in is required. * Collaborators: The shared link is available only to people who are invited as collaborators to the item. * Company: The shared link is available only to people in your company. # Folders and Files Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/folders-and-files-report The Folders and Files report contains information about the content in your Box account. Business Plus and higher accounts can filter Folders and Files reports by user, group, or folder. You can define [filters for the Folders and Files report](#folders-and-files-report-filters) before you can run it. > [!NOTE] > > All changes to files and folders, including their creation, deletion, and modification, may take up to 24 hours to appear in Folders and Files reports. ## Folders and Files report details * **File format**: comma-separated value (.csv) file * **Filename format**:`folder_and_file_tree_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder):`Folder and File tree run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Folders and Files report data columns This section describes the data columns that are generated in Folders and Files reports. You can select which data columns appear in the report. All columns are selected by default, and the columns marked with an asterisk and grayed out in the dialog box are required. > [!NOTE] > > Files can have multiple metadata templates applied and can also have multiple Retention and Legal Hold policies applied. To prevent Folders and Files reports from getting too long, metadata and Retention/Legal Hold data columns are mutually exclusive: you cannot select any of the Governance (Data Retention Policy, Retention Start Date, Disposition Date, Disposition Action, or Legal Hold Policy) columns and the Metadata column together for inclusion in a Folders and Files report. **Owner Name**\* Required. The value in the *Name* field in User Account Details of the owner of the item. **Owner Login** The value in the *Email* field in User Account Details of the owner of the item. **Path** The path to the file or folder from the root of your Box instance. **Path ID** A number that uniquely identifies the path to the file or folder from the root of your Box instance. **Item Name**\* Required. The name given to the file or folder. **Item ID** A number that uniquely identifies the file or folder. **Item Type** The type of item. Values in this field can be: * File * Folder **Size** The size of the item in: * B (bytes) * KB (kilobytes, or 1024 bytes) * MB (megabytes, or 1024 kilobytes) * GB (gigabytes, or 1024 megabytes) The size of a **folder** is the total size of all items, including all files and their version history, in the folder and all subfolders. The size of a **file** is the size of the current version; it does not include the size of the previous versions. **Created** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the item was created. See [Understanding Box File Timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps) for details on the Created date. **Last Modified** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the item was last updated. See [Understanding Box File Timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps) for details on the Last Modified date. **Uploaded** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the item was uploaded to Box. (Folders do not have an upload date.) See [Understanding Box File Timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps) for details on the Uploaded date. **Data Retention Policy** For folders, lists all Retention policies applied directly to the folder, but not any Retention policies inherited by the folder. For files, shows the "winning" Retention policy that applies to the file, that is, if multiple retention policies apply to the file, the retention policy that takes precedence. See [About Retention and Retention Policies](/en/box-governance/retention/about-retention-and-retention-policies) for details. > [!NOTE] > > If you select this data column, you cannot also select the Metadata data column. **Retention Start Date** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, on which a retention policy was applied to the file. > [!NOTE] > > If you select this data column, you cannot also select the Metadata data column. **Disposition Date** The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, on which a retention policy will take disposition action on the file. > [!NOTE] > > If you select this data column, you cannot also select the Metadata data column. **Disposition Action** The retention policy disposition action on the file. Values in this field can be: * None * Permanently delete content See [Governance Settings](/en/box-admin-tools/box-admin-reference/governance-settings) for more information about disposition actions. > [!NOTE] > > If you select this data column, you cannot also select the Metadata data column. **Legal Hold Policies** For folders, lists all Legal Hold policies applied directly to the folder, but not any Legal Hold policies inherited by the folder. For files, lists all Legal Hold policies applied to the file. > [!NOTE] > > If you select this data column, you cannot also select the Metadata data column. **Metadata** Lists all of the metadata templates applied to the file or folder, but not any [custom/ad-hoc metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata#custom-metadata). For each template, shows the name of the template and the name of every field in the template and the value of each field for the file or folder in JSON format. > [!NOTE] > > * If you select this data column, you cannot also select any of the Data Retention Policy, Retention Start Date, Disposition Date, Disposition Action, or Legal Hold Policies data columns. > * The `templateId` in the JSON data is the equivalent of the `templateKey` listed on the metadata template page. > * JSON objects are unordered collections of name/value pairs, meaning the order of the name/value pairs is non-deterministic/undefined, so no ordering of the name/value pairs, such as alphabetical or in order of entry, should be expected. > [!NOTE] > > When you run the Files and Folder report, the Data Retention Policy and Legal Hold Policies columns will contain data up to 48 hours prior to the report being generated. ### Folders and Files Report Filters You can filter the Folders and Files Report by user, group, or folder. The default selection is all users, groups, and folders in your enterprise, or you can use the filters to select specific users, groups, or folders in the report as described below. **Users or Groups** Optionally enter one or more names of managed users or of user groups to limit the Folders and Files report to only files and folders owned by those users and groups. **Select Folders** Optionally allows you to select a single folder to be included in the report (as well as all its subfolders). The default is all folders within your organization. Click ![button-select-folder-reports-png](/images/box-admin-tools/button-select-folder-reports-2.png) to select a single folder for the report. Then either: * Enter a folder ID or all or part of a folder name in the *Search* field, press **Enter** to search for folders, and then select a single one. * Enter all or part of a managed user's name in the *Filter By User* field, select a matching managed user from the drop-down list, and then select a single folder owned by that managed user. ### Folders and Files report file types You can select which file types (categories) to include in the report: * Audio * Box Note * CAD * Document * Drawing * Image * Other * PDF * Presentation * Spreadsheet * Video > [!NOTE] > > If all file types are selected, folders appear in the report by default. If you select specific file types, only files of that type are included in the report. Folders are not then included. All file types are selected by default. See [Viewing Different File Types Supported in Box Content Preview](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview) and [Supported File Types](https://developer.box.com/guides/representations/supported-file-types/) for more information about what category files are considered to be in. # Geographic Activity Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/geographic-activity-report The Geographic Activity report lists locations from which your users did any of the following on content in your account: * Creates * Downloads * Edits * Uploads * Previews * Logins Geographic Activity reports are run from the Insights page. **To run a Geographic Activity report:** 1. Go to **Admin Console > Insights**. 2. At the upper-right of the Geographic Activity map, click ![button-down-arrow-outline-png](/images/box-admin-tools/button-down-arrow-outline.png). 3. Click **Run**. ## Geographic Activity report details * **File format**: comma-separated value (.csv) file and contains the last 90 days of data * **Filename format**: `geographic_activity_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder): `SGeographic Activity run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Geographic activity report data columns This section describes the data columns that are generated in Geographic Activity reports.
Data Column Description
Date The [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in the local time of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports), of the event.
User Name The value in the *Name* field in User Account Details of the owner of the item.
User Email The value in the *Email* field in User Account Details of the owner of the item.
IP Address The IP address of the computer or device from which the action was initiated.Box reports "Unknown IP" in the Geographic Activity report when you
  • Spoof an IP address
  • Use a VPN proxy
  • Use Box's internal IP address
Location The location of the computer or device from which the action was initiated if it can be determined from the IP address.Box reports "Unknown location" in the Geographic Activity report when "Unknown IP" is reported in the IP Address column.
Action The action that the user took. Values can be:
  • Created
  • Downloaded
  • Edited
  • Login
  • Previewed
  • Uploaded
Affected The name given to the file or folder.
Affected Id A number that uniquely identifies the file or folder.
Details If there are any additional details to report on the user action, they are included here.
# Groups Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/groups-report The Groups report provides an overview of the groups your users are part of. Admins and co-admins with the *Run new reports and access existing reports* [permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) can create the Groups report. > [!NOTE] > > It may take up to one day for changes to groups to be accounted for in the report. ## Run the Groups report This report includes all groups that are available for the specific user, without any filter options on download: 1. Go to **Admin Console** > **Users & Groups**. 2. Select the **Groups** tab. 3. Select **Download Report**. ## Groups report data columns **Group ID** An identifiable code, automatically generated when a group is created. **Group Name** The name of the group. **Member Count** The number of members the group contains. **Last Updated** The date the group was last updated. **Created** The date the group was created. # Information Barrier Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/information-barrier-report Running an information barrier report is a mandatory step when [enabling an information barrier](/en/box-shield/shield-information-barrier/enabling-an-information-barrier). To generate the information barrier report: 1. Navigate to the **Admin Console**, then **Shield**. 2. Select the **Information Barrier** tab. 3. Click **Run Collaboration Report**. This report can take up to 2 hours to run and the information barrier cannot be enabled until the report is complete. You will receive an email notification when the report is complete. ### Information barrier report data columns Information barrier reports contain the following information: **Owner Name** The name of the user who owns the created file, folder, or Hub. **Owner Login** The login email address of the owner of the file, folder, or Hub. **Owner Segment Name** The name of the information barrier segment the owner of the file, folder, or Hub belongs to. If empty, the owner does not belong to any segment. **Path** The path to the affected item from the Box root folder. For Hubs, the path will always be empty. **Path IDs** The ID of the path to the affected item. **Item Name** The name of the item from which an entity will be removed to comply with the information barrier. For example, the name of a folder from which a user is being removed, or the name of a Hub from which a file is being removed. **Item ID** The ID of the item from which an entity will be removed to comply with the information barrier. For example, the folder ID from which a user is being removed, or the Hub ID from which a file is being removed. **Item Type** The type of item from which an entity will be removed in order for the information barrier to function. **To Be Removed Related Entity Name** The name of the related entity that will be removed for the information barrier to function. **To Be Removed Related Entity Login** The login email address of the person who will be removed for the information barrier to function. If empty, the entity is a file or folder. **To Be Removed Related Entity Type** The type of entity, such as user, folder, or file, that will be removed for the information barrier to function. **To Be Removed Related Entity Segment Name** The segment name of the related entity that will be removed for the information barrier to function. **Collaborator Permission** The permission level of the collaborator who will be removed for the information barrier to function. **Inviter Email** The email address of the person who invited a user to collaborate on an item that violates the information barrier rules. **Invited Date** The date on which the invitation that violated the information barrier rules was sent. **Invite Accepted Date** The date on which the invitation that violated the information barrier rules was accepted. # Integration Activity Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/integration-activity-report An Integration is a third-party app that is integrated into your business's Box account.  The Integration Activity report provides an overview of the authorized Integrations your users are accessing in Box within a given time period.  You can filter the report by: * Date Range * Users or Groups * Integrations ## Integration Activity report details * **File format:** comma-separated value (.csv) file * **Filename format:** integration\_activity\_run\_on\_YYYY-MM-DD-HH-MM-SS\_Page\_#.csv * **Folder name format** (each report run is placed in its own folder): Integration Activity run on YYYY-MM-DD HH-MM-SS * **Filename and folder name time zone:** the local date and time of the admin who ran the report. ## Integration Activity report data columns **Integration Name** The name of the integrated third-party app **Integration Description** The link to the description of the Integration. **Integration Client ID** The client ID of the Integration. **User Name** The full name of the user who accessed the Integration. **User Email** The Box email address of the user who accessed the Integration. **Activity Ranking** The ranking of the user's activity with the Integration, relative to all Integration activity by all users included in the report during the reporting period. **Number of Active Days** The number of days the user accessed the Integration during the reporting period. **Web Integrations Callouts** The number of times the user called the Integration from Box Web during the reporting period. **Desktop Integrations Callouts** The number of times the user called the Integration from Box Web during the reporting period. Note that this does not include starting desktop apps (such as AutoCAD or iWork) using the **Open**/**Open with** menu options. ## Integration Activity report filters **Date Range** Optional. To limit the Integration Activity report to a specific time period, select the time period of past Integration activity. Select from: * Last 30 Days (default) * Last 60 Days * Last 90 Days * Custom Range (and then select a start and/or end date, up to 90 days in the past.) The most recent data available for reporting may be older than two days. **Users or Groups** Optional. To limit the Integration Activity report to activities of specific users, enter the names of managed users or of user groups.  Default is all users and all groups. > [!NOTE] > > When entering names of managed users or groups, Box displays the first ten matches in alphabetical order rather than by exact match. **Integrations** Optional.  To limit the Integration Activity report to specific Integrations, select one or more integrated third-party applications to include in the report.  Default is all Integrations. # Legal Hold Custodian Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/legal-hold-custodian-report The Legal Hold Custodian report contains information about instances where a user is subject to a legal hold in Box, including which policy they are held by. Legal hold admin rights, including requisite Box permissions (ability to view the user’s content and view, create, edit, and delete policies), are required to run the report. Within the Legal Hold Custodian report, you can: * Filter legal holds by custodian name * Search for a specific custodian and view all legal holds they are a part of * See consolidated views of all on-hold custodians, and how much data is preserved To generate this report, navigate to the **Admin Console**. From the left-hand sidebar, select either: * **Reports** > **Create Report** > **Legal Hold Custodians** > **Run**, or * **Governance** > **Legal Holds** > **Create Custodians Report** ## Legal Hold Custodian report data columns All of the following columns are automatically generated when creating the report: **Legal Hold Policy Name** Plaintext name of the related legal hold identifier. **Assignment ID** Unique identifier for assigning entities to a legal hold. The Assignment ID helps to identify and manage the association between legal holds and specific custodians ([managed users](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management)) or files/folders. **Assignment Type** Lists the type of legal hold on a person: Access, Interaction, or Ownership. More information is available on these types in our [About Legal Hold Policies](/en/box-governance/legal-holds/about-legal-hold-policies) page. **User ID** Identifier for an employee. **User Name** Plaintext name of the employee. **User Email** Custodian’s email. **User Status** Status of custodian’s account: Active, Inactive, or [Deleted](#deleted-users). **Legal Hold Policy ID** Identifier that represents the legal hold. **Legal Hold Created Date** Creation date of the legal hold policy. **Legal Hold Last Modified** Last modified date of the legal hold policy. **Custodian Date Range Start** Start date of the legal hold control (if applicable – learn more about [date range selection](/en/box-governance/legal-holds/about-legal-hold-policies#selection-of-custodians-with-a-date-range)). **Custodian Date Range End** End date of the legal hold control (if applicable – learn more about [date range selection](/en/box-governance/legal-holds/about-legal-hold-policies#selection-of-custodians-with-a-date-range)). **File Count Size (MB)** Total size of all files on hold for the custodian under this policy in MB. **File Count** Total count of all files on hold for the custodian. **File Version Count** Total count of all file versions on hold for the custodian. ## Deleted Users When a user is deleted, we display their original name and email address whenever possible. When not possible, such as for users deleted more than seven years ago, the report displays instead **Prior Collaborator** in the name and email fields. If a user is deleted and their data is transferred to another user, the **File Count Size, File Count,** and **File Version Count** remain the same as at the time of deletion. If the data is transferred to a user who is on hold and has existing legal holds, their file counts update automatically. The deleted user counts remain as they were at the time of deletion. # Legal Holds Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/legal-holds-report A Legal Hold report exports a list of all the files currently being held by an active [legal hold](/en/box-governance/legal-holds/about-legal-hold-policies). To run a Legal Hold report: 1. Navigate to the **Admin Console**, then **Governance**. 2. Select the **Legal Holds** tab. 3. Hover over the relevant Legal Hold then click the **Report** button. You can also, from the **Admin Console**, click into **Reports** > **Create Report** > **Legal Hold Content**, then hover over the relevant Legal Hold and click **Report**. > [!NOTE] > > Legal hold policy reports contain data up to 48 hours prior to the report being generated. Updates to the report are processed asynchronously. There may, therefore, be temporary discrepancies in the report. If this occurs, wait a short time then run the report again. ## Legal Holds report details * **File format**: comma-separated value (.csv) file * **Filename format**:`legal_holds_[case name]_run_on_YYYY-MM-DD__HH-MM-SS-[A|P]M_Page_#.csv` * **Folder name format** (each report run is placed in its own folder):`Legal Holds run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Legal Holds report data columns This section describes the data columns that are generated in Legal Holds reports. #### Assignment Type Explains what type of assignment placed a file version on hold. Values can be: * user - Access * user - Interactions * user - Ownership * folder * file * file version #### Assignment ID A number that uniquely identifies the legal hold assignment. #### Parent Folder Path The path from the root of your Box instance to the folder containing the file. #### Parent Folder Path ID A number that uniquely identifies the path from the root of your Box instance to the folder containing the file. #### File Name The name given to the file. #### File ID A number that uniquely identifies the file version put on hold. #### File Version ID A number that uniquely identifies the newest version of the file. #### Created The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the file was created. #### Uploaded The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the latest version of the file was uploaded. #### Size (bytes) The size of the file in bytes. #### Owner ID The value in the *Name* field in User Account Details of the owner of the file. #### Reason For Hold Explanation why a file version was put on hold. Values can be: * Owner * Collaborator * Folder * File * File Version #### Trashed Indicates if the file is in [Trash](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash) when the report is run. Values can be: * Yes * No #### Custodian Email The email address of the custodian (managed-user). #### Owner Email The email address of the file's owner. # MCP Platform Activity Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/mcp-platform-activity-report The MCP Platform Activity report is a per-event audit trail of work that third-party MCP integrations perform in Box. Use it to see which files and folders an integration accessed or changed, and which users ran those actions. The report also includes Box AI requests made through an integration. The [MCP Tool Calls Report](/en/box-admin-tools/reporting-and-insights/mcp-tool-calls-report) counts tool calls per day and does not list the content those calls touched. The [Platform Activity Report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) measures API consumption, storage, and bandwidth. ## Run the report 1. Open the **Admin Console**. 2. In the left sidebar, select **Reports**. 3. Select **Create Report**. 4. Select **MCP Platform Activity Report**. 5. Set a date range. Optionally filter by users or groups, and by integrations. 6. Select **Run**. Box writes the CSV to a timestamped folder in **Box Reports** and notifies you when the report is ready. See [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) for the shared report workflow. ## MCP Platform Activity report details * **File format**: comma-separated value (.csv) file * **Filename**: `mcp_platform_activity.csv` * **Folder name format**: `MCP Platform Activity Report {date_range} run on {timestamp}` * **Filename and folder name time zone**: Pacific Time (PT) ## MCP Platform Activity report filters ### Date Range Required. Select one of these presets, or a custom start and end date with no maximum range: * Last 30 days * Last 60 days * Last 90 days * Custom range ### Users or Groups Optional. Select managed users or groups. If you leave this field empty, the report includes all users. ### Integrations Optional. Select one or more third-party MCP integrations enabled for your enterprise. If you leave this field empty, the report includes all of those integrations. The list includes only third-party MCP integrations. Box-internal services are not listed. ## MCP Platform Activity report data columns Empty cells mean that column does not apply to the action. ### Always populated columns | Column | Description | | - | - | | Timestamp | When the event occurred | | Integration ID | Unique identifier of the integration | | Integration Name | Name of the integration | | User Name | Name of the user the action ran as | | User Email | Email address of that user | | Event Type | Box admin event for the action, such as UPLOAD, DOWNLOAD, or BOX\_AI\_USER\_REQUEST | ### File context columns These columns populate for file and folder activity. For Box AI requests against a hub, **File Name**, **File ID**, and **Item Type** contain the hub name, hub ID, and the type `hubs`. **File Path**, **File Size**, and **Version ID** populate for: * `create_folder`, `upload_file`, `upload_file_version` * `get_file_content`, `get_download_url`, `get_file_preview` * `update_file_properties`, `update_folder_properties` * `copy_file`, `copy_folder`, `move_file`, `move_folder` * `create_file_comment` * `set_file_metadata`, `set_folder_metadata` `get_file_preview` populates these columns only for renderable formats such as PDF and PPTX. | Column | Populated for | | - | - | | File Name | File, folder, and hub activity | | File ID | File, folder, and hub activity | | Item Type | File, folder, and hub activity (`file`, `folder`, or `hubs`) | | File Path | The MCP tools listed above | | File Size | The MCP tools listed above | | Version ID | The MCP tools listed above | | Parent Folder | File and folder activity | | File Owner | File and folder activity | ### Shared link context columns | Column | Populated for | | - | - | | Shared Link ID | `add_file_shared_link`, `add_folder_shared_link` | ### AI context columns A multi-file Box AI request records one row per file. | Column | Populated for | | - | - | | AI Request ID | `ai_qa_single_file`, `ai_qa_multi_file`, `ai_qa_hub`, `ai_extract_freeform`, `ai_extract_structured_from_fields`, `ai_extract_structured_from_metadata_template`, `ask_agent` | ### Collaboration context columns | Column | Populated for | | - | - | | Collaboration ID | `create_collaboration`, `update_collaboration` | | Collaboration Role | `create_collaboration`, `update_collaboration` | ### Metadata context columns | Column | Populated for | | - | - | | Metadata Template | `set_file_metadata`, `set_folder_metadata` | | Metadata Operations | `set_file_metadata`, `set_folder_metadata` | | Template Key | `create_metadata_template`, `update_metadata_template` | ## What this report does not include This report includes only actions that generate an admin event and that Box can attribute to a third-party MCP integration. Use the [MCP Tool Calls Report](/en/box-admin-tools/reporting-and-insights/mcp-tool-calls-report) to count every tool call, including calls that never appear here. The report does not include: * Identity checks, search, and listing or read-only lookup tools, such as `who_am_i`, `search_files_keyword`, `list_folder_content_by_folder_id`, `get_file_details`, and `list_hubs` * Creating a hub, copying a hub, or adding items to a hub, which cannot be tied to a specific MCP integration * Updates to a hub, which do not generate an admin event * Previews of files that are not in a renderable format Box AI queries against a hub are included. They populate the AI and file context columns. # MCP Tool Calls Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/mcp-tool-calls-report The MCP Tool Calls report shows how often users and integrations call tools on your Box MCP server. Each row is a per-day count of tool calls, not a record of the files those calls touched. This report was previously named MCP Server Activity. For a per-event record of content accessed or changed through third-party MCP integrations, use the [MCP Platform Activity Report](/en/box-admin-tools/reporting-and-insights/mcp-platform-activity-report). ## MCP Tool Calls report data columns **Date** The date, in Pacific Time (PT), of the MCP tool calls. **Integration ID** The unique identifier of the integration used to access the MCP server. **Integration Name** The name of the integration used to access the MCP server. **Integration Client ID** The client ID of the integration. **User Name** The full name of the user who performed the activity. **User Email** The Box email address of the user who performed the activity. **MCP Tool Name** The MCP tool that was executed. **Tool Usage Count** The number of times the MCP tool was called on the date. ## MCP Tool Calls report filters **Date Range** Optional. To limit the report to a specific time period, select the time period of past MCP tool calls. **Users or Groups** Optional. To limit the report to specific users, enter the names of managed users or of user groups. Default is all users and all groups. **Integrations** Optional. To limit the report to specific integrations, enter one or more integration names to include in the report. Default is all integrations. # Outbound Collaboration Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/outbound-collaboration-report The Outbound Collaboration report lists all of your managed users who are listed as collaborators in content owned outside of your Box account. If a managed user is a collaborator in more than one folder, they are listed multiple times, once for each folder. ## Outbound Collaboration report details * **File format**: comma-separated value (.csv) file * **Filename format**:`outbound_collaborations_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder):`Outbound Collaborations run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Outbound Collaboration report data columns The Outbound Collaboration Report contains the following data: | Data Column | Description | | - | - | | Account Name | User name of the managed user. | | Account Login | Email address of the managed user. | | Owner Login | The value in the *Name* field in User Account Details of the external user who invited the managed user. | | Item Name | Either "External Folder" or "External File".  This report does not reveal the names of files and folders owned outside of Box. | | Item ID | A number uniquely identifying the file or folder to which the managed user is a collaborator. | | Permission Level | The [permission level](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) of the managed user. | | Inviter Email | The value in the *Email* field in User Account Details of the user who created the collaboration. | | Invited Date | The date, in the local time of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports), that the collaboration invitation was created. | | Invite Accepted Date | The date, in the local time of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports), that the collaboration invitation was accepted. | # Platform Activity Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/platform-activity-report The Platform Activity report enables you to monitor on demand your organization’s consumption of platform resources. Using this report can help you: * Verify resource consumption for yourself, saving you the time and hassle of reaching out for support from anyone at Box * Figure out more precisely how your organization is adopting Box and how your users are integrating it into their daily work routines * Determine the growth or success of any applications your organization may have built on Box * Ascertain the overall value your Box investment is returning * Identify your most highly-consumed integrations * See how many custom apps are being built The report aggregates resources from third-party integrations (such as Slack or Salesforce), and from any custom applications your organization may have developed. Providing this information increases transparency and enables you to understand how you’re using the Box ecosystem. > [!NOTE] > > * Platform activity within the previous three days will not be included. > * Box AI API calls are not currently included in the Platform Activity report. ## Understanding Platform Activity report data The report displays your organization’s resource usage based on API calls. Each time someone uploads, downloads, modifies, or accesses a file, they generate an API call. For technical details on how Box executes API calls, go to [developer.box.com](https://developer.box.com/). The report provides a range of data: * **API Calls** measures the total number of API calls per day, including authorization requests and errors, for all users. **API Calls** displays totals for the whole enterprise, per app. * **Monthly Active Users (MAU)** provides a count of unique active platform users (app users + service accounts) in your enterprise during a calendar month. Box defines a user as an app user or service account that makes at least one API call within the reporting window. MAU is an aggregate daily total, retroactive to the beginning of each month, and each month resets to 0. For example: There are 50 unique active users and 50 repeat visitors on Monday, 50 unique users on Tuesday, and 50 unique users on Wednesday. On Tuesday, it reports on your Monday total, so MAU = 50. On Wednesday, it adds the Monday and Tuesday totals, and that sum is the value for both days, so MAU = 100. On Thursday, it totals up your unique active users for all three days, so MAU = 150. Finally, MAU is not broken out per individual application (Salesforce, Slack, a custom app, and so on). * **Storage** measures content stored, in bytes, per app user or service account. Does not measure multiple versions of the same document; only counts the final version. * **Bandwidth** measures the bandwidth, in bytes, used by the service account or user account associated with app. * **Chargeable** indicates whether an application incurs additional cost. Please see the description of Chargeable in the below Platform Activity report data columns for more details. Except for MAU, both reports also display usage broken out by application (Salesforce, Slack, Box Sync, any custom app, and so on). This helps you, for example, to examine resource consumption to see how quickly your people are adopting a new Box service, or measure how many API calls a custom app is making. ## Platform Activity report details * **File format**: comma-separated value (.csv) file * **Filename format**:`platform_activity_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder):`Platform Activity run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: Pacific Time (PT) ### Platform Activity report data columns This section describes the data columns that are generated in Platform Activity reports. #### Date The date, in Pacific Time (PT), of the consumption of the Box resource. #### Metric The type of platform resource consumed. Values can be: * API: The number of application programming interface calls made on the date. * Bandwidth: The amount of network resources used on the date by the application, in bytes. * MAU: Stands for Monthly Active Users and provides a total of the number of active platform users (app users + service accounts) in your organization per calendar month. * Storage: The amount of content stored on the date, in bytes. This value represents the size of only the most recent version of a file if the file has multiple versions. #### App ID The unique identifier of the application that used the resource. #### App Name The application that used the resource. #### Chargeable Whether or not the API call is chargeable and requires additional payment. Values can be: * No: The API call was not chargeable because it refers to API calls coming from Box Partner Integrations, such as Box for Salesforce Managed Package, Microsoft Office Integration, Slack, and Splunk, or Box Native applications, such as Mobile and Drive. These applications will be represented by an entry in the Box Integrations that clearly labels an application as non-chargeable, which Box reserves the right to update based on relationships with the builders of these applications. All API calls from these applications are included with a Box subscription as defined in a customer's agreement. * Yes: The API call was chargeable because it refers to API calls coming from custom applications, scripts, and integrations leveraging the Box API, which is defined as any app that is non-Partner and non-Native as explained above. Actions may be represented by one or many API calls, but include all actions taken by these applications, including but not limited to authentication and any interaction with content, folders, users, or policies. These API calls may be made directly via the API from the SDKs or developers tools that Box provides. Chargeable API call volumes are defined by a customer's SKU and contract. #### Value If the value of Chargeable is Yes, the value of the consumption on the date. ### Platform Activity report filters This section describes the filters that you can configure to run Platform Activity reports. #### Date Range The date range of platform activity. Select from: * Last Week * Last Month * Last Year (default) * Custom Range (and then select a start and/or end date) Last week/month/year values mean the previous week/month/year from the date the report was run. > [!NOTE] > > If you are outside the Pacific Time zone, the dates in the generated report can be one day off from the dates you select. Metrics in this report are aggregated in Pacific Time. For example, if your time zone is ahead of Pacific Time, such as Tokyo or London, and you select 2024-02-23 as the start date and 2024-02-25 as the end date, the report contains data from 2024-02-22 through 2024-02-24. #### Metric Defines which metrics will be included in the report. At least one must be selected; all four are selected by default. Select from one or more of: * API Calls * Bandwidth * Monthly Active Users * Storage See the Metric section in the Platform Activity Report Details section above for definitions of each of these metrics. #### Chargeable Defines whether to include chargeable, non-chargeable, or all (default) API calls in the report. See the Chargeable section in the Platform Activity Report Details section above for definitions of each of these values. #### App ID Determines what app API calls are included in the report. Enter one or more App IDs in the field to limit the report to API calls for only the listed apps. Leave blank to include all API calls in your organization. # Platform Insights Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/platform-insights Platform insights is an administrator dashboard that provides a comprehensive view of your organization’s platform usage. The data tiles in the dashboard give you a quick visual snapshot of recent integration activity, active platform users, API call count, and other helpful statistics. These charts and graphs in the tiles include: * Chargeable API calls * Active users * Top apps * Storage and bandwidth See [Platform Insights Data Tiles](/en/box-admin-tools/reporting-and-insights/platform-insights-data-tiles) for details about each of the data tiles. You must be an administrator or a Co-admin with the *Run new reports and access existing reports* permission enabled to view the Insights page. ![platforminsights-default-updated-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/platforminsights-default-updated.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=efd514828c7d004c2cada3872674eaa8) # Platform Insights Data Tiles Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/platform-insights-data-tiles This topic describes the data tiles that administrators can view and configure on the Platform dashboard on the Insights (**Admin Console > Insights**) page. Some data tiles are charts, presenting data graphically, and some data tiles are cards, presenting data numerically. The Platform Insights dashboard consists of the following tiles: See [About Reporting and Insights](/en/box-admin-tools/reporting-and-insights/about-reporting-and-insights) for details on how to rearrange the tiles. See the sections below for information about what data is in each tile and how to configure the data in the tiles that can be configured. ## API Calls The API Calls tile contains a line chart that gives you detailed statistics about your platform usage during the time period you select (the default is 90 days). * To see how many API calls occurred at any given time, move your pointer anywhere along the graph. * To change the date range of this graph, click and drag the endpoints of the mini graph below the main graph. The Filter button (![filter-button-png](/images/box-admin-tools/filter-button-5.png)) opens a side panel where you can select which activities to show in the chart and the date range for those activities. You must select at least one activity. For Date Range, you can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date The Download Report button (![download-report-button](/images/box-admin-tools/download-report-button-2.png)) will generate a [Platform Activity report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) with a date range that matches the configured date range of the chart. ## Chargeable AI API Calls The Chargeable AI API Calls tile is a card that shows you the total number of chargeable AI API calls that have been made within your organization to-date during the current calendar month. ## Chargeable API Calls The Chargeable API Calls tile is a card that shows you the total number of chargeable API calls that have been made within your organization to-date during the current calendar month. Text in the bottom left of the tile will display either the percentage increase or decrease of chargeable API calls in the past month, or the number of calls remaining either in your limit or over your limit. If you have surpassed your chargeable API calls limit, a link will display where you can buy more APIs. The **Run Activity Report** link will generate a [Platform Activity report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) with Chargeable API calls selected and a date range of the current calendar month. ## Pending Authorization The Pending Authorization tile is a card that shows you the number of server authentication apps awaiting admin approval in the Platform Apps Manager tab in **Admin Console > Integrations**. The **Go to Platform Apps Manager** link will take you to the Platform Apps Manager tab in Integrations. ## Pending Enablement The Pending Enablement tile is a card that shows you the number of server and user authentication apps awaiting admin enablement in the Platform Apps Manager tab in **Admin Console > Integrations**. The **Go to Platform Apps Manager** link will take you to the Platform Apps Manager tab in Integrations. ## Platform Active Users The Platform Active Users tile contains a line chart that gives you detailed statistics about how many users were active on your platform during the time period you have selected (the default is 90 days). * To see how many platform users were active at any given time, move your pointer anywhere along the graph. * To change the date range of this graph, click and drag the endpoints of the mini graph below the main graph. Click **Show Details** to view a list of the number of platform active users by day for the time period you have selected. The Filter button (![filter-button-png](/images/box-admin-tools/filter-button-5.png)) opens a side panel where you can select the date range for the chart. You can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date The Download Report button (![download-report-button](/images/box-admin-tools/download-report-button-2.png)) will generate a [Platform Activity report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) with a date range that matches the configured date range of the chart. ## Platform Bandwidth The Platform Bandwidth tile contains a line chart that gives you detailed statistics about how much bandwidth was consumed on your platform during the time period you have selected (the default is 90 days). * To see how much bandwidth was consumed at any given time, move your pointer anywhere along the graph. * To change the date range of this graph, click and drag the endpoints of the mini graph below the main graph. Click **Show Details** to view a list of the amount of bandwidth consumed by day for the time period you have selected. The Filter button (![filter-button-png](/images/box-admin-tools/filter-button-5.png)) opens a side panel where you can select the date range for the chart. You can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date The Download Report button (![download-report-button](/images/box-admin-tools/download-report-button-2.png)) will generate a [Platform Activity report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) with a date range that matches the configured date range of the chart. ## Platform Monthly Active Users The Platform Monthly Active Users tile is a card that shows you the total number of unique active users of your platform APIs to-date during the current calendar month, and the percentage of increase or decrease from the previous month. The **Run Activity Report** link will generate a [Platform Activity report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) with a date range of the current calendar month. ## Platform Storage The Platform Storage tile contains a line chart that gives you detailed statistics about how much storage was used by your platform apps during the time period you have selected (the default is 90 days). * To see how much storage was used at any given time, move your pointer anywhere along the graph. * To change the date range of this graph, click and drag the endpoints of the mini graph below the main graph. Click **Show Details** to view a list of the amount of storage used by day for the time period you have selected. The Filter button (![filter-button-png](/images/box-admin-tools/filter-button-5.png)) opens a side panel where you can select the date range for the chart. You can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date The Download Report button (![download-report-button](/images/box-admin-tools/download-report-button-2.png)) will generate a [Platform Activity report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) with a date range that matches the configured date range of the chart. ## Top Platform Apps The Top Platform Apps tile is a bar chart that shows you the top five platform apps that have made the most chargeable API calls during the past month, ordered by the app with the most activity. Hover over each bar to see the number of chargeable API calls for that app during the past month. Click **Show Details** to view a list of all of your platform apps that have made chargeable API calls during the past month and the number of chargeable API calls for each. # Report Destination Folders Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/report-destination-folders Users can select a destination folder for their report when creating reports from [Folder Insights or Content Insights](/en/box-admin-tools/reporting-and-insights/about-reporting-and-insights). The folder must meet one of the following criteria: * The user is the owner of the folder, or * The user has an upload-capable [permission level](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) of Co-owner, Editor, Uploader, Viewer Uploader, or Previewer Uploader for the folder, and the folder owner is their Box admin. Access can come from a direct collaboration or a group collaboration. If a user does not select a destination folder, the report is saved in the user's Box Reports folder by default. > [!NOTE] > > The report file belongs to the user who requests it, even when it's saved to an admin-owned folder. That user must have enough available storage to accommodate the report file size, or the report cannot be created. > [!NOTE] > > If your enterprise uses a [closed folder structure](/en/box-fundamentals/for-admins/getting-started/plan-your-folder-structure) with the *Restrict Content Creation* setting enabled, users must select a destination folder for the report. Destination folder eligibility follows the criteria above. ## View path collaborations If a collaboration on a nested folder has **view path** enabled (`can_view_path=true`), the report destination folder picker can show a parent folder at the root of All Files instead of the nested folder you were invited to. View path lets collaborators see the folder path without granting access to those parent folders. If that parent folder does not meet the destination folder criteria above, the picker filters it out. You cannot then browse to the nested folder, even when that nested folder is an eligible destination. To work around this: * In the folder picker, search by the nested folder name. Search can find and select the collaborated folder even when you cannot browse to it. * Update the collaboration to set `can_view_path` to `false` by using the Box API or Box CLI. * Remove and re-invite the collaborator without view path enabled. * Grant the user (or their group) direct access with an upload-capable role, such as Editor, on the parent folder that appears in the picker (so it is no longer filtered out), not only on the nested destination. > [!NOTE] > > View path (`can_view_path`) often does not appear in the modern invite UI. Integrations, the Box API, and the Box CLI commonly set it. If you did not enable view path yourself, prefer search or granting access on the parent folder. Turning view path off hides that path from collaborators and can affect integrations that depend on it. # Reporting on Custom URLs Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/reporting-on-custom-urls Box gives Admins the ability to report on custom URLs that are active in their account. Use these reports to find all of the links attached to content in your account and to find changes to the access level on those links. ## Reporting on all custom URLs As a Box Admin, you can run a report in the Admin Console to generate a list of all custom URLs attached to content in your organization's Box account.  To do this, follow the steps below: 1. In your Admin Console, run a Shared Link report. This generates a .xlsx file to your **Box Reports**. 2. Open the file in Office Online or on your desktop. 3. Select all columns and filter **Shared Link Status** for "Open" (these are publicly shared links) and **Custom URL** for non-blanks values (if blank, there is no Custom URL). 4. Review the results in the **Custom URL** column and validate that they are intended to be public. If running this report fails, contact your Customer Success Manager or [Product Support](http://support.box.com) to assist you further. ## Reporting on changes to custom URLs To report on changes to access levels on custom URLs: 1. In the Admin Console, navigate to **Reports > Create Report > User Activity**. 2. In the "Shared Links" section under **User Activity**, select all of the **Shared Links** options. 3. Apply the date range for the last week. Once you run this report, you can see which links have been updated in an export.  As needed, you can update the accessibility on a per-link basis. # Retention Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/retention-report [Retention policies](/en/box-governance/retention/about-retention-and-retention-policies) enable you to retain certain types of content in Box for a specified period of time, and remove content from Box that is no longer relevant. A retention report exports details of a particular retention policy, along with a list of all of the files the policy covers. Retention reports do not include files that have already met their retention requirements and been removed. > [!NOTE] > > Retention policy reports contain data up to 48 hours prior to the report being generated. ## Retention Report details * **File format**: comma-separated value (.csv) file * **Filename format**:`data_retention_[policy name]_run_on_YYYY-MM-DD__HH-MM-SS-[A|P]M.csv` * **Folder name format** (each report run is placed in its own folder):`Retention run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Retention report information Retention reports include details of a particular retention policy, along with a list of all of the files the policy covers. Retention reports include the following information about the retention policy, in addition to the report's data columns:
Retention Policy Information Description
Policy Name The name of the retention policy.
Policy Status The status of the retention policy. Values can be:
  • active: The policy is active and retaining the designated files per the policy's configuration.
  • retired: The retention policy is not retaining files.
Assignment Type The content that the policy is applied to, taken from the Apply Policy To setting value. Values can be:
  • Folder(s): When *Content within specific folders* is selected as the policy setting.
  • Metadata: When *Content with specific metadata* is selected as the policy setting.
  • All: When *All new content* is selected as the policy setting.
Retention Type The [type of retention policy](/en/box-governance/retention/about-retention-and-retention-policies#modifiable-and-non-modifiable-retention). Values can be:
  • Modifiable
  • Non-modifiable
Policy Time Period The amount of time content is retained by policy, taken from the Time Period Duration policy setting. The value is the number of days.
Policy Disposition Action The action taken on files once the policy time period ends, taken from the Disposition Action setting value. Values can be:
  • remove\_retention: When *None* is selected as the policy setting, which means retention will be released on files governed by the policy.
  • permanently\_delete: When *Permanently delete content* is selected as the policy setting, which means files governed by the policy will be irretrievably deleted.
Policy Created Date The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the retention policy was created.
### Retention report data columns This section describes the data columns that are generated in Retention reports.
Data Column Description
Parent Folder Path The path from the root of your Box instance to the folder that contains the file.
Parent Folder Path IDs A number that uniquely identifies the parent folder.
File Name The name given to the file.
File ID A number that uniquely identifies the file.
File Version ID A number that uniquely identifies the version of the file.
Created The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the file was created.
Uploaded The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the version of the file was uploaded.
Disposition Date The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, on which the policy disposition action will take place for the file.
Trashed Indicates if the file is in [Trash](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash) when the report is run. Values can be:
  • Yes
  • No
# Running Reports Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/running-reports > [!NOTE] > > Reports are available to Business plans and above. Admins can run any report while co-admins require specific [permissions](/en/box-admin-tools/reporting-and-insights/co-admin-permissions-required-to-run-reports) to run reports. Group Admins can run only a subset of available reports, dependent on [group admin permissions](/en/box-admin-tools/managing-box-users-and-admins/groups/designating-group-admins#group-admin-permissions). Reports will be saved in your Box Reports folder. You can [schedule a report](/en/box-admin-tools/reporting-and-insights/scheduling-reports), [save a report configuration](/en/box-admin-tools/reporting-and-insights/saving-report-configurations), and [subscribe managed users](/en/box-admin-tools/reporting-and-insights/subscribing-users-to-reports). More information is available in [Report Configuration Capabilities](/en/box-admin-tools/reporting-and-insights/using-reports#report-configuration-capabilities). Reports are available from a variety of locations: * [Reports sidebar](#reports-sidebar) * [Location-dependent reports](#location-dependent-reports) * [Run saved reports](#run-saved-reports) > [!WARNING] > > To prevent intentional or unintentional abuse of Box systems, you are limited to running no more than 300 reports per hour. If you exceed this limit, you may be blocked from running new reports temporarily. ## Reports sidebar From the Create Report tab, you can run the following reports as long as you have the relevant plan: * [Bandwidth Usage by Files and Folders](/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-files-and-folders-report) * [Bandwidth Usage by User](/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-user-report) * [Box Hubs](/en/box-hubs/box-hubs-for-admins/box-hubs-reports) * [Box Sign](/en/box-admin-tools/reporting-and-insights/box-sign-report) * [Classification](/en/box-admin-tools/reporting-and-insights/classification-report) * [Collaborations](/en/box-admin-tools/reporting-and-insights/collaborations-report) * [Content Recovery](/en/box-admin-tools/reporting-and-insights/content-recovery-report) * [Disposition](/en/box-admin-tools/reporting-and-insights/disposition-report) * [Folders & Files](/en/box-admin-tools/reporting-and-insights/folders-and-files-report) * [Integration Activity](/en/box-admin-tools/reporting-and-insights/integration-activity-report) * [Legal Hold Content](/en/box-admin-tools/reporting-and-insights/legal-holds-report) * [Legal Hold Custodians](/en/box-admin-tools/reporting-and-insights/legal-hold-custodian-report) * [MCP Platform Activity](/en/box-admin-tools/reporting-and-insights/mcp-platform-activity-report) * [MCP Tool Calls](/en/box-admin-tools/reporting-and-insights/mcp-tool-calls-report) * [Outbound Collaboration](/en/box-admin-tools/reporting-and-insights/outbound-collaboration-report) * [Platform Activity](/en/box-admin-tools/reporting-and-insights/platform-activity-report) * [Retention](/en/box-admin-tools/reporting-and-insights/retention-report) * [Security Logs](/en/box-admin-tools/reporting-and-insights/security-logs-report) * [Shared Links](/en/box-admin-tools/reporting-and-insights/shared-links-report) * [Shared Links OTP Access List](/en/box-admin-tools/reporting-and-insights/shared-links-otp-access-list-report) * [User Activity](/en/box-admin-tools/reporting-and-insights/user-activity-report) * [User Detail](/en/box-admin-tools/reporting-and-insights/user-details-report) * [User Engagement](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/running-the-user-engagement-report) * [User Statistics](/en/box-admin-tools/reporting-and-insights/user-statistics-report) **To run any report in this section except Legal Holds or Retention**: 1. Go to **Admin Console > Reports**. 2. Click **Create Report**. 3. Select any report type except Legal Holds or Retention. 4. Click **Next**. 5. In the Run \[Report Name] dialog box or the report Step 2 page, configure the report and set a start and end date for the report data, if available. See the page for each report type (links above) for details about what you can configure for each report. 6. Where available, optionally [save the report setting configuration](/en/box-admin-tools/reporting-and-insights/saving-report-configurations) or [schedule the report](/en/box-admin-tools/reporting-and-insights/scheduling-reports). 7. In the **Invite as viewer** field, optionally enter one or more user names (or managed users) or user groups. See [Subscribing Users to Reports](/en/box-admin-tools/reporting-and-insights/subscribing-users-to-reports) for details. 8. Click **Run**. **To run a Legal Holds or Retention report**: 1. Go to **Admin Console > Reports**. 2. Click **Create Report**. 3. Select a Legal Holds or Retention report type. 4. Click **Next**. You will be taken to the page where your existing Legal Hold or Retention policies are listed. 5. Hover your mouse cursor over the policy you want a report for and click **Report**. 6. Click **Generate**. ## Location-dependent reports Some reports are run from a designated area rather than from the Reports tab. These include: * [Access Stats Report](/en/box-admin-tools/reporting-and-insights/access-stats-report) * [Admin Insights Data Tiles](/en/box-admin-tools/reporting-and-insights/admin-insights-data-tiles) * [App Diagnostics Report](https://developer.box.com/guides/api-calls/permissions-and-errors/app-diagnostics-report) * [Box Shuttle Reports](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types) * [Folder Activity Report](/en/box-admin-tools/reporting-and-insights/folder-activity-report) * [Folder Shared Links Report](/en/box-admin-tools/reporting-and-insights/folder-shared-links-report) * [Geographic Activity Report](http://support.box.com/hc/en-us/articles/7632888163347-Geographic-Activity-Report) * [Groups Report](/en/box-admin-tools/reporting-and-insights/groups-report) * [Information Barrier Report](/en/box-admin-tools/reporting-and-insights/information-barrier-report) * [Platform Insights Data Tiles](/en/box-admin-tools/reporting-and-insights/platform-insights-data-tiles) * [Reporting on Custom URLs](/en/box-admin-tools/reporting-and-insights/reporting-on-custom-urls) * [Storage Report](/en/box-admin-tools/reporting-and-insights/storage-report) ## Run saved reports 1. Go to **Admin Console > Reports**. 2. Click the **Saved Reports** tab.\ If you are the organization Admin, you will see a list of all saved report configurations. If you are a Co-Admin or a Group Admin, you will see only the report configurations you have saved. 3. Hover the cursor over the saved report configuration, click the 3-dot button (![button\_3\_dots2.png](/images/shared/button-3-dots2.png)), and then click **Run**. ## Running reports information * Reports can take from several minutes to up to 12 hours to generate, depending on the size of the data set. However, for particularly large data sets, it can take longer. If the status of your report does not update in 24 hours, or has been in a Pending status for 24 hours, please contact [Product Support](https://support.box.com/hc/en-us/requests/new). * For all content reports, data is available for up to 24 hours before the time that the report is run. For all event reports, data is available for up to 12 hours before the time that the report is run. For the User Details report, data is available for up to 1 hour before the time that the report is run. * A single report file can contain up to 1 million rows of data. If a report generates more than a million rows of data, the report will be broken up into multiple files with the same name except for the `_Page_#` at the end of the filename. If a report is broken up into multiple files, the pagination in the filename determines the order of the data, not the order in which the files were completed and uploaded to the Reports folder. * Some reports include date and time data. See [Dates and Times in Report Data](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) for additional information. * The **Size** column, where included, is typically displayed as KB or MB. Values are displayed up to 2 digits after the decimal point and are rounded to the nearest number. For example: * In a report where the measurement is in KB, if a file is a quarter of a KB in size, this will display as 0.25. * Values smaller than 0.005 will be represented as 0.0. * Objects with no associated size (e.g. empty files or folders) will be left as blank. # Saving Report Configurations Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/saving-report-configurations When you run a report, you have to configure it first, and for some admins, the report they want to run can have a significantly complex configuration. Box allows you to save the configuration settings of a report you run so you can run the same report again in the future, with the same configuration, so you don't have to manually configure the report each time. This not only saves you time, it allows you to ensure consistent reporting over time. > [!NOTE] > > Legal Holds and Retention are not run from Reports and cannot currently have their configurations saved. **To save a report configuration** 1. Create a report as described in the *To run a report that can be scheduled and its configuration saved* procedure in [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports). 2. Enable the **Save these settings to use in the future** switch in the Save Report Filters section. ![reports-switch-save-report-settings-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/reports-switch-save-report-settings.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=e3638097b2bc847dd07a81ed4659a551) 3. Enter a name for the saved report configuration. 4. Click **Run** to run the report. Running the report is required for the configuration to be saved. The report configuration will be saved in the Saved Reports tab. # Scheduling Reports Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/scheduling-reports Box gives admins an automated and reliable way to schedule reports. Admins can set schedules for running specific reports, minimizing the work of having to run reports manually. > [!NOTE] > > Outbound Activity and Security Logs reports, as well as reports not run from Reports, Legal Holds and Retention reports, cannot currently be scheduled. **Report content and scheduling** The data included in the report depends on the report filters. * If the report filters include a date filter, such filter allows you to include data from a selected time frame.\ For example, a scheduled monthly report set to start on July 1st with a date filter of **Last Month** will include data for June 1st - July 1st. Next month, it will run on August 1st and include data from July 1st - August 1st. * If the report filters do not include a date filter, the report provides a snapshot of data as of the day it is run.\ For example, a scheduled monthly report set to start on July 1st will provide data as of July 1st. Next month, the report will include data from August 1st, and so on. Monthly reports run on the same day in the months following the start date, or the closest day in the shorter months. For example: * A report with the start date of May 31 will run on June 30, July 31, and so on. * A report with the start date of January 31 will run on February 29 in a leap year or February 28 in a common year, and then on March 31, April 30, and so on. See [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) for the breakdown of report types and details on what you can configure for each report. To schedule a report: 1. Create a report as described in the *To run a report that can be scheduled and its configuration saved* procedure in [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports). 2. Enable the **Save these settings to use in the future** switch in the Save Report Filters section. ![reports-switch-save-report-settings-png](https://mintcdn.com/product-docs/xwgKJKhu_rJvniNQ/images/box-admin-tools/reports-switch-save-report-settings.png?fit=max\&auto=format\&n=xwgKJKhu_rJvniNQ\&q=85\&s=e3638097b2bc847dd07a81ed4659a551) 3. Enter a name for the saved report configuration. 4. Click **Schedule report**. 5. Specify the timeframe when the report will run: * **Start date** specifies the date on which the report will be run for the first time. * **Repeat Every** specifies the time interval. You can choose your report to run weekly, monthly, yearly, or once only. * **End date** specifies the last day the report will be run. 6. Click **Save**. 7. Click **Schedule**. # Security Logs Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/security-logs-report Your Security Logs keep track of changes made to settings in your Admin Console. Run a Security Logs report to see what settings have been changed within a given time period, and who made said changes. This report can be useful for monitoring the actions of a Co-Admin or multiple administrators, as well as keeping track of your enterprise settings. You must define filters for the Security Logs report and select at least one Action Type (event) before you can run it. See [Security Logs Report Filters](#security-logs-report-filters) and [Security Logs Report Action Types](#security-logs-report-action-types) for more information. ## Security Logs report details * **File format**: Microsoft Excel spreadsheet (.xlsx) file (which can typically be opened and viewed in other spreadsheet applications) * **Filename format:**`security_logs_run_on_YYYY-MM-DD__HH-MM-SS-[A|P]M.xlsx` * **Folder name format**: n/a, each report run is placed in the Box Reports root folder * **Filename time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Security Logs report data columns The Security Logs report contains the following data: | Data Column | Description | | - | - | | Date/Time | The [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in the local time of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports), of the change, in the user's local time zone. | | Email Address | The email address of the user who made the change, from the value in the *Email* field in User Account Details. | | User IP | The IP address of the computer or device from which the change was initiated. | | Category | The section (left nav item) or subsection (tab) in which the change was made. | | Setting | The name of the setting that was changes. | | From | The value of the setting prior to the change. | | Changed To | The value of the setting after the change. | ### Security Logs report filters | | | | - | - | | Users or Groups | Optional. Enter one or more names of managed users or of user groups to limit the Security Logs report to activities of those users. | | Start Date | Optional. Defines the start date for change activity in the report. If omitted, the report can go back as far as 7 years, or as long as you have had an account tariff with reporting access. | | End Date | Optional. Defines the end date for change activity in the report. If omitted, the report will end with activities up to the current date. | ### Security Logs report action types Security Logs reports contain data about actions, sometimes described as events, your admins take in Box. The Action Types section is where you select which admin setting actions you want to include in the Security Logs report. Select the check box for: * **Select All** to include all admin settings * An Action Type category to select all of the admin settings in that type * Any individual admin setting At least one Action Type must be selected to run a Security Logs report.
**(Change) Action Type** **Location**
** ****Device Protection**
Enabled Device Trust Enterprise Settings > Device Protection > Device Trust >\ Create Policy\ This event is triggered when the first policy is created.
Disabled Device Trust Enterprise Settings > Device Protection > Device Trust >\ \ > Delete\ This event is triggered when the last policy is deleted.
Added new Device Trust policy Enterprise Settings > Device Protection > Device Trust >\ Create Policy
Removed Device Trust policy Enterprise Settings > Device Protection > Device Trust >\ \ > Delete
Updated Device Trust policy Enterprise Settings > Device Protection > Device Trust >\ \ > Save
Device pinning Enterprise Settings > User Settings > New User Default Settings > Device pinning
Box phone application limit Enterprise Settings > Device Protection > Application Settings > Enable Device Pinning > Box Phone Application
Box Sync limit Enterprise Settings > Device Protection > Application Settings > Enable Device Pinning > Box Sync
Box tablet application limit Enterprise Settings > Device Protection > Application Settings > Enable Device Pinning > Box Tablet Application
Notify admin on phone app activation Enterprise Settings > Device Protection > Application Settings > Enable Device Pinning > Box Phone Application
Notify admin on sync activation Enterprise Settings > Device Protection > Application Settings > Enable Device Pinning > Box Sync
Notify admin on tablet app activation Enterprise Settings > Device Protection > Application Settings > Enable Device Pinning > Box Tablet Application
Notify admin on third-part app activation Enterprise Settings > Device Protection > Application Settings > Enable Device Pinning > Browsers and Other Applications
Created connection with CrowdStrike Falcon platform Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations
CrowdStrike Falcon Platform remediation added Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > Remediation actions
CrowdStrike Falcon Platform remediation updated Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > Remediation actions
CrowdStrike Falcon Platform remediation removed Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > Remediation actions
CrowdStrike Falcon Platform connection removed Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations
CrowdStrike Falcon Platform monitoring mode enabled Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > Enforcement Action
CrowdStrike Falcon Platform monitoring mode disabled Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > Enforcement Action
CrowdStrike Falcon Platform contact email added Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > IT Help Email
CrowdStrike Falcon Platform contact email updated Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > IT Help Email
CrowdStrike Falcon Platform contact email removed Enterprise Settings > Device Protection > Endpoint Detection and Response Integrations > IT Help Email
** ****Integrations**
Added Platform App Integrations> Platform Apps Manager > Add Platform App
Changed Integration Additional Configuration Integrations> Box Integrations & Clients > Individual Integration Controls > Configure > Additional Configuration
Changed Integration Status Integrations> Box Integrations & Clients > Individual Integration Controls > Status
Changed Box Drive Mark For Offline Feature Integrations> Box Integrations & Clients > Box Drive - Mark for Offline
Changed Box and Microsoft Office Co-Authoring feature Integrations> Box Integrations & Clients > Individual Integration Controls > Box for Office Online > Configure
Changed Platform App Authorization Status Integrations> Platform Apps Manager > Server Authentication App > Authorize/Reauthorize Platform App
Changed Platform App Enablement Status Integrations> Platform Apps Manager > Server Authentication App > Disable/Enable Platform App\ Integrations> Platform Apps Manager > User Authentication App > Disable/Enable Platform App
Changed Disable integrations by default Integrations> Box Integrations & Clients > Global Integration Settings > Disable integrations by default
Changed Disable Platform Apps by default Integrations> Platform Apps Manager > Platform App Settings > Disable Platform Apps by default
Changed Require manual Admin authorization for Limited Access Platform Apps Integrations > Platform Apps Manager > Platform App Settings > Require manual Admin authorization for Limited Access Platform Apps
Changed Require web integrations to use secure connections (SSL) Integrations> Box Integrations & Clients > Global Integration Settings > Require web integrations to use secure connections (SSL)
** ****Content and Sharing**
Allow users to modify auto-deletion  
Block ownership transfer to external users Enterprise Settings > Content & Sharing > Collaborating on Content > Restrict Ownership Transfer
Required auto-deletion  
Required auto-deletion at file level  
Required auto-deletion at folder level  
Allow users to modify shared link expiration Enterprise Settings > Content & Sharing > Auto-Expiration > Allow owners and editors to modify the expiration date
Notify users before shared link expiration Enterprise Settings > Content & Sharing > Auto-Expiration > Notify owners a specified time before expiration
Shared link expiration at file level Enterprise Settings > Content & Sharing > Auto-Expiration > Apply these settings to 
Shared link expiration at folder level Enterprise Settings > Content & Sharing > Auto-Expiration > Apply these settings to 
Expire collaborations from all domains Enterprise Settings > Content & Sharing > Collaborating on Content > External collaboration
Require collaboration expiration Enterprise Settings > Content & Sharing > Auto-Expiration > Invited collaborators expiration settings
Allow users to modify collaboration expiration Enterprise Settings > Content & Sharing > Auto-Expiration > Invited collaborators expiration settings > Allow folder owners to extend the expiration date
Delete from trash access Enterprise Settings > Content & Sharing > Trash > People who can permanently delete content in Trash
Automatically delete from trash Enterprise Settings > Content & Sharing > Trash > Items in Trash are automatically deleted after
Enable content analysis menu on files page  
Enable tag filtering menu on files page Enterprise Settings > Content & Sharing > Content Creation
Prevent first-level content creation Enterprise Settings > Content & Sharing > Content Creation > Restrict content creation
Added domain to Collaboration Allowlist Enterprise Settings > Content & Sharing > Collaborating on Content > External collaboration > Limit collaboration to allowlisted domains
Disable collaboration invite links Enterprise Settings > Content & Sharing > Collaborating on Content > Enable invite links
Enable inviting group collabs to folders Enterprise Settings > Content & Sharing > Collaborating on Content > Enable group invites
External collaboration status Enterprise Settings > Content & Sharing > Collaborating on Content > External collaboration 
Removed domain from Collaboration Allowlist Enterprise Settings > Content & Sharing > Collaborating on Content > External collaboration > Limit collaboration to allowlisted domains
Restrict external collaborators Enterprise Settings > Content & Sharing > Collaborating on Content > External collaboration
Restrict external collaborators from inviting other external collaborators Enterprise Settings > Content & Sharing > Collaborating on Content > External collaboration
Restrict invites Enterprise Settings > Content & Sharing > Collaborating on Content > Restrict invites
Additional collaboration configuration Enterprise Settings > Content & Sharing > Additional collaboration configuration
Disable Custom URLs Enterprise Settings > Content & Sharing > Custom Shared Links > Allow custom shared link URLs for links with public access
  • When an Admin enables the Allow custom shared link URLs for links with public access setting, which means they are not disabling custom URLs, the event in the report contains the value enabled in the From column and the value disabled in the Changed To column.
  • When an Admin disables the Allow custom shared link URLs for links with public access setting, which means they are disabling custom URLs, the event in the report contains the value disabled in the From column and the value enabled in the Changed To column.
External link availability Enterprise Settings > Content & Sharing > Shared Links > Allow shared links for
Hide custom domain in shared links Enterprise Settings > Content & Sharing > Custom Shared Links > Show your custom domain in shared link URLs
Shared link access Enterprise Settings > Content & Sharing > Shared Links > Allow shared links for
Shared links edit Enterprise Settings > Content & Sharing > Shared Links > Edit the shared item
Shared links download Enterprise Settings > Content & Sharing > Shared Links > Links viewers can
Shared links preview Enterprise Settings > Content & Sharing > Shared Links > Links viewers can
Changed G Suite Beta feature  
Changed Metadata - Folder Level Metadata & Cascade Feature Enterprise Settings > Content & Sharing > File Request > Configure Users
Enable EID checking for company shared links Enterprise Settings > Content & Sharing > Shared Link > Allow shared links for > Definition of Company > Enterprise ID \[[only available to some enterprises](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise)]
Change shared link expiration for public links  
Allow for email uploads  
Changed File Request Feature Enterprise Settings > Content & Sharing > Forms > Configure Users
Enable File Request Required Login  
Change File Request Allowed Editors  
Changed Feed Feature  
Changed Form User Enablement Enterprise Settings > Content & Sharing > Forms
Changed Form Require Login Settings Enterprise Settings > Content & Sharing > Forms
Changed Form Branding Default Settings Enterprise Settings > Content & Sharing > Forms
Changed Form Folder Permissions Enterprise Settings > Content & Sharing > Forms
Changed Form Branding User Enablement Enterprise Settings > Content & Sharing > Forms
Changed Collections feature  
Changed Workflow Relay User Enhancement  
Changed Workflow Relay Allow Editors as Builders  
Enable Relay Users to Publish Custom Templates  
Changed Content Automation Doc Gen User Enablement  
** ****Custom Set Up**
Disable Box Logo on HTML Embed Widget  
Text updated for Terms of Service for external users  
Text updated for Terms of Service for managed users  
Use Custom Terms of Service for external users  
Use Custom Terms of Service for managed users  
** ****Executed Agreements**
Box Master Beta Agreement Signed  
Skills Addendum Signed  
G Suite Beta Agreement Signed  
Microsoft Third Party Beta Agreement Signed  
** ****Mobile**
Disable Files functionality for iOS 12.0 or below (Box EMM) Enterprise Settings > Mobile > User Permissions for Box Mobile Application
** ****Notifications**
Archive Activities  
Archive Comments  
Archive Emails  
Archive Invitations  
Archive Tasks  
Email Archive Location  
Enable Notification Email Enterprise Settings > Notifications > Email Notifications > Allow all users to receive Box notifications at an alternate notification email address
Enable User Update Notification Email Enterprise Settings > Notifications > Email Notifications > Allow all users to change their notification email
Changed Message Center Feature  
** ****Security**
Enable or disable regular FTP As of November 20, 2024, Box no longer provides this event.
Enable strong password for external collaborators  
Changed require password reset for Managed Users with exposed passwords  
Login verification  
Tracking for enterprise  
Tracking for individual  
Disable "Keep me signed in"  
Disallow users change email  
Failed login threshold  
Notify admin on user creation  
Forget password  
Normal password change Enterprise Settings > Security > Password Requirements > Password changes > Notify admins when users change passwords in Settings
Global reset  
Password history  
Password reset frequency  
Allow known weak passwords  
Minimum numeric characters  
Minimum password length  
Minimum special characters  
Require uppercase  
Session length  
Allow users to sign up on their own  
Changed Shield Trial Setting  
Initiated SSO Connection Request  
Changed SSO Test Mode Setting  
Added New SSO Verification Certificate  
Removed SSO Verification Certificate  
Scheduled enforcement of two factor authentication for external collaborators  
Disabled two factor authentication for external collaborators  
Two factor authentication for external collaboration enforcement complete  
Two factor authentication for external collaboration enforcement failed  
Changed configuration for two factor authentication for external collaborators  
** ****Sign**
Changed Sign User Enablement  
Changed Sign Users Can Create Templates  
Enabled Sign Disclosure  
Changed Sign Disclosure Type  
Changed Sign Enterprise-Specific Disclosure Text  
** ****User Settings**
Default user contact view-ability  
Default user sync availability  
Default user login activity exemption  
# Shared Links OTP Access List report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/shared-links-otp-access-list-report The Shared Links OTP Access List report lists the email addresses and domains on the Access Lists of shared links that require email verification in your enterprise. The Shared Links OTP Access List report lists the email addresses and domains on the Access Lists of active shared links in your enterprise. A shared link has an Access List when its creator requires [email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links) and selects **Only people added to the link's Access List**. Use this report to review who can access content shared through these links, and who added each entry. To find which shared links use email verification, see the **Access Security** column in the [Shared Links report](/en/box-admin-tools/reporting-and-insights/shared-links-report). Admins can run this report. Co-admins need the [permissions required to run reports](/en/box-admin-tools/reporting-and-insights/co-admin-permissions-required-to-run-reports). ## Running the report 1. Go to **Admin Console > Reports**. 2. Select **Create Report**. 3. Select **Shared Links OTP Access List**, then select **Next**. 4. Optionally, set the [report filters](#shared-links-otp-access-list-report-filters). 5. In the **Invite as viewer** field, optionally enter one or more user names or user groups. See [Subscribing Users to Reports](/en/box-admin-tools/reporting-and-insights/subscribing-users-to-reports). 6. Optionally, [save the report configuration](/en/box-admin-tools/reporting-and-insights/saving-report-configurations) or select **Schedule Report** to [schedule the report](/en/box-admin-tools/reporting-and-insights/scheduling-reports). 7. Select **Run**. For more about running reports, see [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports). ## Shared Links OTP Access List report details * **File format**: comma-separated value (.csv) file * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Shared Links OTP Access List report data columns The report contains one row for each entry on an Access List. A shared link with several entries appears on several rows, with the same item and link details on each row. The following table describes the data columns in the report: | Data column | Description | | - | - | | Item Owner Login | The login of the owner of the item. | | Item ID | A number that uniquely identifies the file or folder. | | Item Name | The name of the file or folder. | | Path | The path to the item, starting from *All Files*. For a file, the path includes the file name. For a folder, the path ends with a slash (`/`). | | Shared Item Type | The type of item shared: *file* or *folder*. | | Access Security | The additional security required to access the shared link. In this report, the value is always *OTP (Access List)*. | | Shared Link URL | The Box-generated URL of the shared link. | | Access List Entry | The email address or domain on the Access List. Domain entries start with `@`, for example `@example.com`. | | Access List Entry Type | Whether the entry is an email address or a domain. Values can be *email* or *domain*. A domain entry matches every email address at that domain. | | Added By Login | The login of the user who added the entry to the Access List. This user isn't always the item owner. | | Added Date | The [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) the entry was added to the Access List, for example *Aug 1, 2026 9:12 AM*. | > [!NOTE] > > The report contains email addresses of people outside your organization. Handle this data according to your organization's privacy and data protection policies. ### Shared Links OTP Access List report filters All filters are optional. The following table describes the filters that you can set: | Filter | Description | | - | - | | Owner | Enter one or more names or email addresses of managed users, or names of user groups, to limit the report to shared links on items owned by those users. | | Expiration Date | Select a date range to limit the report to shared links that expire within that range. | | Created Date | Select a date range to limit the report to shared links created within that range. | | Shared Link | Enter a shared link URL to report on that shared link only. | ## Related articles * [Shared Links Report](/en/box-admin-tools/reporting-and-insights/shared-links-report) * [Managing email verification (OTP) for shared links](/en/box-admin-tools/how-to-guides-for-admins/managing-email-verification-for-shared-links) # Shared Links Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/shared-links-report The Shared Links report lists all active shared links created for files or folders in your Box account. This report is useful when you want to see what content in your enterprise has been shared. You must define filters for the Shared Links report before you can run it. See [Shared Links Report Filters](#shared-links-report-filters) for more information. If you would like to report on Custom URLs attached to content in your enterprise, see [Reporting on Custom URLs](/en/box-admin-tools/reporting-and-insights/reporting-on-custom-urls). ## Shared Links report details * **File format**: comma-separated value (.csv) file * **Filename format**: `shared_links_run_on_YYYY-MM-DD-HH-MM-SS.csv` * **Folder name format**: (each report run is placed in its own folder): `Shared Links run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### Shared Links report data columns This section describes the data columns that are generated in Shared Links reports. You can select which data columns appear in the report. All columns are selected by default, and the columns marked with an asterisk and grayed out in the dialog box are required.
Data Column Description
Item Owner Login\* Required. The value in the *Name* field in User Account Details of the owner of the item.
Item ID A number that uniquely identifies the file or folder.
Item Name\* Required. The name given to the file or folder.
Path The path to the file or folder from the root of your Box instance.
Shared Item Type The type of item shared. Values in this field can be:
  • *file*
  • *folder*
  • *web\_link* (represents a [bookmark](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/creating-bookmarks))
Shared Link Status The status of the shared link. Values in this field can be:
  • *Open* - The shared link is publicly accessible and no sign in is required.
  • *Collaborators* - The shared link is available only to people who are invited as collaborators to the item.
  • *Company* - The shared link is available only to people in your company
Derived Status (calculated value) The derived status of the shared link precedes the original shared link status. It includes cases of sharing a file or folder that is controlled by an enterprise setting, individual setting, or an account setting. Values in this field can be:
  • *Open* - The shared link is publicly accessible and no sign in is required
  • *Company* - The shared link is available only to people in your company
  • *Collaborators* - The shared link is available only to people who are invited as collaborators to the item
If the [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#shared-link-restriction) security control is enabled, it will impact the value shown. Specifically, the **People in your company and invited people **restriction will appear as *Company* while the **Invited people only** restriction will show as *Collaborators*.If there is no action that overrides a shared link status, the value displayed in Shared Link Status and Derived Status will be the same.
Shared Link URL\* Required. The Box-generated URL of the shared link. If the [custom subdomain](/en/box-admin-tools/box-admin-reference/enterprise-settings-custom-setup-tab#custom-subdomain) is changed in Enterprise Settings, the updated URL will display in the report. 
Custom URL The custom URL, if any, of the shared link. The value is *None* if no custom URL.
Access Security The additional security required to access the shared link. This column replaces the *Password Set* column. Values in this field can be:
  • *None* - No password or email verification is required.
  • *Password* - Recipients must enter a password.
  • *OTP (Open)* - Recipients must verify their email address with a one-time passcode. Anyone with a verified email address can access the link.
  • *OTP (Access List)* - Recipients must verify their email address with a one-time passcode. Only people on the link's Access List can access the link. To see the entries on each Access List, run the [Shared Links OTP Access List report](/en/box-admin-tools/reporting-and-insights/shared-links-otp-access-list-report).
For more information, see [Managing email verification (OTP) for shared links](/en/box-admin-tools/how-to-guides-for-admins/managing-email-verification-for-shared-links).
Created Date The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the shared link was created.
Expiration The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, that the shared link expires. If no expiration date, the field is blank.
Permissions The permissions for the shared link. Values in this field can be:
  • *none* - for links shared with *Invited people only*; in this case, permissions are not defined in the shared link dialog box, but are inherited from the collaboration invite. 
  • *preview* - for links shared with *People with the link* or *People in your company* and the *Can view only* permission selected.
  • *preview and download* - for links shared with *People with the link* or *People in your company* and the *Can view and download* permission selected.
  • *preview, download, and edit* - for links shared with *People with the link* or *People in your company* and the *Can edit* permission selected.
> [!NOTE] > > * Restrictions applied at enterprise, folder, and user level are visible only in the **Derived Status** column. > * When the link is shared with *Invited people only*, the **Permissions** column can be disregarded. The **Permissions** field may show random values other than *none* (such as *preview*). This value should be ignored. It is a known issue in the system. ### Shared Links report filters This section describes the filters that you can configure to run Shared Links reports.
Filter Description
Owner Optional. Enter one or more names or email addresses of managed users or of user groups to limit the Shared Links report to specific owners of shared links.
Expiration Date Optional. The date range in which shared link expiration dates are set.
  • **Custom Range** (and then select a start and/or end date)
Created Date Optional. The date range in which shared links were created. Select from:
  • **Last Day**
  • **Last Week**
  • **Last Month**
  • **Last Years** (and then select a number of years from 1 to 7 or All Time, which is as long as you have had an account tariff with reporting access)
  • **Custom Range** (and then select a start and/or end date)
If you do not select a date range, the value used will be Past Years > All Time, which is equivalent to 7 years, or as long as you have an account tariff with reporting access if less than 7 years.
Shared Link Optional. Enter a specific shared link URL to get a report on that shared link.You can't fill in this filter when you don't have access permissions to the shared link. 
# Storage Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/storage-report The Storage report provides you with visibility into storage consumption for all users, including both Managed User Service Accounts and Platform Service Accounts. This report is available only to customers who have purchased [Box Institutional Storage](https://blog.box.com/box-institutional-storage-single-secure-repository-all-campus-content). ## Storage report data columns **User ID**\ The identification number associated with the user. **User Name** The name of the user, from the **Name** field in **User Account Details**. **User Email**\ The email address of the user, from the **Email** field in **User Account Details**. **Status**\ Indicates whether the user is Active or Inactive. **Account Type**\ Indicates whether the account type is a Managed User Service Account, a Platform Service Account, or All. **Storage Owned (MB)**\ Displays, in MB, active, non-archived storage that is owned by an account. Includes all sizes of files and file versions. **File & Folder Count**\ The number of files and folders for which the user is the owner, excluding trash. **Total Storage (MB)**\ Displays, in MB, the total amount of storage used by the user, including all active owned content and archived content. **Archived Storage (MB)**\ Displays, in MB, the amount of storage uploaded directly to the archive. ## Storage report filters This section describes the filters that you can configure to run Storage reports: #### Account Type Differentiates storage owned by Managed User Service Accounts from storage owned by Platform Service Accounts. #### Users or Groups Optional. Enter one or more names of managed users or of user groups to limit the Storage report to details of those users. # Subscribing Users to Reports Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/subscribing-users-to-reports The data included in reports is often needed by various functions in your company, such as security, legal, human resources, and so on, who don't have access to the Box Admin Console and who cannot generate reports themselves. Instead of an administrator having to generate a report and then manually send that report to other people in your company, you can subscribe other Box users in your enterprise to receive reports automatically when they are generated. You can subscribe users to reports you run once and reports you schedule. **To subscribe users to a report:** 1. Create a report as described in the *To run a report* procedure in [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports). 2. In the **Invite As Viewer** field, enter one or more user names (of managed users). 3. Click **Run**. If you have reports that you have scheduled or that you have saved their configuration, you can add subscribers to them or delete subscribers from them. **To add subscribers to or delete subscribers from reports:** 1. Go to **Admin Console > Reports**. 2. Click the **Saved Reports** tab. 3. Hover your cursor over the report, click the ![button-3-dots2-png](/images/shared/button-3-dots2.png) button at the right end of the line, and then click **Edit Filters**. 4. In the **Invite As Viewer** field: * To add subscribers, enter one or more user names (of managed users). * To remove subscribers, click the x for any user name. 5. Click **Save**. # User Activity Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/user-activity-report User Activity reports provide an overview of the actions your users are taking in Box. Use this report to view the actions made by your users within a given time period. You can filter the report by: * Groups or managed users * Specific folders or files * Action types (events) If you choose to export this report, a new folder will be created in your Box Reports folder containing a .csv file. This folder description in the right-hand sidebar will contain information about your report. It may take some time for the .csv file to appear. While your report is exporting, the **Status** field in the folder description will read **In Progress**. Once your report has been exported, the status changes to **Complete**. You must define [filters for the User Activity report](#user-activity-report-filters) before you can run it. ## User Activity report details * **File format**: comma-separated value (.csv) file * **Filename format**: `user_activity_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder):`User Activity run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). > [!NOTE] > > * At least one Action Type must be selected to run a User Activity report. > * When unmanaged users are converted to managed status, some pre-conversion activity relating to their user account is included in the report. > * Actions taken by External Users will be included within a User Activity Report if the report is run on the *entire Enterprise.* > * If the date range is within last year, it is usually faster to run the report in Box rather than exporting it. > * If your date range is greater than 1 year, you must export the report. The **View** button will be disabled. > * User actions may be delayed by up to one day before uploading an exported .csv report. > * A "user" with the name "Box Admin Reports" appears as a newly-created user the first time an admin runs a report. > * You cannot filter by a deleted user prior to running or exporting the report. > * Filtering for a folder displays activity for files and folders immediately within it, but not activity for content within subfolders. > * For the View report, events only within the last year are available. ### User Activity report data columns This section describes the data columns that are generated in User Activity reports. You can select which data columns appear in the report. All columns are selected by default, and the columns marked with an asterisk are required. **Date\*** Required. The [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in the local time of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports), of the action. **User Name\*** Required. The name of the user, from the value in the Name field in User Account Details. > [!NOTE] > > Box may report 'Anonymous' in the User Activity Report when: > > The activity was performed without an authenticated Box user context. For example: > > * File previews, downloads, or uploads through open shared links > * File uploads via File Request links, Upload Widget, or email upload > * File previews through an embed widget on an external website > > The activity was performed by Box internal processes or automation. For example: > > * Metadata or classification automatically applied by a policy (e.g., Shield classification) > * Internal file processing or conversion jobs **User Email** The email address of the user, from the value in the Email field in User Account Details. For anonymous recipients who accessed content through a shared link that requires [email verification](/en/box-admin-tools/how-to-guides-for-admins/managing-email-verification-for-shared-links), this column shows the email address they verified. If a recipient verified more than one email address, the report shows the first verified address that granted access to the file. **User ID** The value in the *User ID* field in the user's User Account Details, for external and managed users. **IP Address** The IP address of the computer or device from which the action was initiated. Box reports **“Unknown IP”** in the User Activity report when you: * Spoof an IP address * Use a VPN proxy * Use Box’s internal IP address **Action\*** Required. The action, or event. The [Action Types](#user-activity-report-action-types) section below lists all possible values. **Affected\*** Required. The value in this field depends on the type of user action taken. User actions are divided into two types: item events and collaboration events. * **Item events** are generated when users act on a file (for example, move, copy, preview, or download). The value is the file or folder acted on. If the action was taken on an item owned by external users, the item name gets reported as 'External File' or 'External Folder'. * **Collaboration events** are generated when files or folders are shared. The value is the email address or user ID of the collaborator. **Affected ID** The unique number that identifies the file or folder on which the action was taken. **Size (kB)** The size in kilobytes of the file or folder on which the action was taken. **Parent Folder** The path to the file or folder on which the action was taken from the root of your Box instance. If the action was taken on an item owned by external users, the item name gets reported as 'External File' or 'External Folder'. **Details\*** Required. If there are any additional details to report on the user action, they are included here. This includes: * Any exception justification the user entered when attempting to permanently delete files. * The outcome of the attempted deletion which took place under a retention exception. The **Details** column displays whether deletion was successful: * **Content deletion failed** – The content was not deleted due to another non-modifiable retention or legal hold. * **Content deletion succeeded** – The content was successfully deleted. **Classification** Available only for customers who use [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield). Shows the [classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels), if any, of the file or folder on which the action was taken. ### User Activity report filters #### Users or Groups Optional. Enter one or more names of managed users or of user groups or User IDs of external users to limit the User Activity report to activities of those users. > [!NOTE] > > * When entering names of managed users or groups, Box displays the first ten matches in alphabetical order rather than by exact match. > * When entering User IDs of external users, enter a full User ID (view external user User IDs at **Admin Console > Users & Groups > External Users**, in the User ID column) and press **Enter**, which will convert it to a name. #### Start Date Optional. Defines the start date for user activities in the report. If omitted, the report can go back as far as 7 years, or as long as you have had an account tariff with reporting access. #### End Date Optional. Defines the end date for user activity in the report. If omitted, the report will end with activities up to the current date. #### Affected Folder and Files Optional. Defines the file(s) and folder(s) for which user activity will be included in the report. If any folders or files are selected, the User Activity report will contain only user actions that affect the chosen folders or files. 1. Click **Select**. 2. Find files and folders to select: * Enter search text, which can be either a complete or partial folder name or a complete folder ID, and press Enter. If you enter all or part of a folder name, the results will contain files and folders with that text in their file and folder names. If you enter a folder ID, the folder with that corresponding ID will appear at the top of the search results, plus any files and folders with that folder ID in the file or folder name. Searching by file ID is not currently supported. At this time, only folder ID searches are supported. * Enter all or part of a user name to select one user and list all files and folders owned by that user. * You can also do both: search for files and enter and select one user to list only the files and folders owned by that user that match the search text. 3. Select one or more files and folders: * Select the check box for one or more files and folders in the list. You can also select the **Select All** check box at the top of the list to select all files and folders in the list. If you select more than one folder, only the files within the selected folders, not within any subfolders, will be included in the report. * Enable **Include Subfolders**, and then select one folder. All files within the folder and within all subfolders will be included in the report. 4. Click **Choose**. > [!NOTE] > > If you enable the Include Subfolders option, you will be able to choose only one folder. If you select more than one folder, the Enable Subfolders option will be disabled. > [!WARNING] > > When the **Includes Subfolders** feature is enabled: > > * The **View** option is not supported and will display the message **No matching results found**. You must use the **Export** button to view data for subfolders. > * The **Run** option does include events from subfolders. #### Date Range The date range of user activity. Select from: * Last Day * Last Week (default) * Last Month * Last Years (and then select a number of years from 1 to 7) * Custom Range (and then select a start and/or end date) Last day/week/month/year(s) values mean the previous day/week/month/year(s) from the date the report was run. ### User Activity report action types User Activity reports contain data about actions, sometimes described as events, your users take in Box. The Action Types section is where you select which user actions you want to include in the User Activity report. Select the check box for: * **Select All** to include all user activities * An Action Type category to select all of the user activities in that type * Any individual user activity At least one Action Type must be selected to run a User Activity report. #### AI Activity > [!NOTE] > > Box AI reporting is available for Business accounts and above. * **AI query**: User queried Box AI and received a response. * **Failed AI query**: User queried Box AI but did not receive a response. A failed AI query may result from AI itself not being able to respond or the service failure. #### Application * **Added public key to application**: Added a public key used to authenticate a custom app. * **Deleted public key from application**: Removed a public key used to authenticate a custom app. * **Application created**: Application was created. * **Enterprise App Authorization Created**: User requested App Authorization for Admin. * **Enterprise App Authorization Updated**: Admin updated App Authorization in **Admin Console > Apps**. * **Enterprise App Authorization Deleted**: Admin deleted App Authorization in Admin Console. #### Automate Workflows * **Created Workflow**: User added a new Automate workflow. * **Activated Workflow**: User activated an existing Automate workflow, including any new changes. * **Deleted Workflow**: User deleted an Automate workflow. #### Automations * **Created Automation**: User added a new Automation process in the Admin Console. * **Deleted Automation**: User deleted an existing Automation process in the Admin Console. * **Edited Automation**: User edited an existing Automation process in the Admin Console. #### Collaboration * **Accepted invite**: User accepted an invitation to join a shared folder as a collaborator. This action is the same whether the user chose to auto-accept invitations or not. Text entered in the (optional) Message field appears in the Details column of the event. * **Changed user or group role**: User has modified either their own or a collaborator's role ([access level](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels)) in a shared folder. * **Extend collaborator expiration**: User has extended the expiration date of another user's collaboration privileges. * **Removed Collaborator**: User removed a collaborator from a shared folder. * **Invited collaborator**: User added a collaborator to a shared folder. Text entered in the (optional) Message field appears in the Details column of the event. * **Rejected invite**: User rejected an invitation to join a shared folder as a collaborator. * **Collaboration expired**: User was removed from a shared folder after the collaboration expiration date (set by folder owner or enterprise admin) lapsed. * **Violated enterprise item transfer policy**: User tried to transfer ownership of a file or folder to an external collaborator in violation of the **Restrict Ownership Transfer** policy enabled at **Admin Console > Enterprise Settings > Content & Sharing > Collaborating on Content**. * **Email sent to collaborators**: User sent a message via email when [inviting](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) collaborators to a file or folder (at **Share >** enter email address(es) in *Invite People* field) or after collaboration has been created (at **More Options (3-dot) menu for the file/folder with the collaboration > More Actions > Manage Collaborators > Mail All**). Text entered in the Message field appears in the Details column of the event. #### Comments * **Created Comment**: User added a comment on a file. The text entered as the comment appears in the Details column of the event. * **Edited Comment**: User edited an existing comment on a file. The text entered as the comment appears in the Details column of the event. * **Deleted Comment**: User deleted an existing comment on a file. * **Created Annotation**: User created an annotation on a file. * **Deleted Annotation**: User deleted an annotation on a file. * **Edited Annotation**: User edited an annotation on a file. #### Endpoint Protection * **Device detected by CrowdStrike Falcon platform**: A device connecting to your Box instance was detected by the [CrowdStrike Falcon platform](/en/box-admin-tools/box-security/enabling-and-configuring-crowdstrike-for-device-protection) * **No Box Tools detected in device for CrowdStrike Falcon platform support**: A device connecting to your Box instance was detected by the [CrowdStrike Falcon platform](/en/box-admin-tools/box-security/enabling-and-configuring-crowdstrike-for-device-protection) and it was determined to not have Box Tools installed on the device. * **Box Tools outdated in device for CrowdStrike Falcon platform support**: A device connecting to your Box instance was detected by the [CrowdStrike Falcon platform](/en/box-admin-tools/box-security/enabling-and-configuring-crowdstrike-for-device-protection) and it was determined that the Box Tools version installed on the device was not sufficient to safely connect. * **Box Drive outdated in device for CrowdStrike Falcon platform support**: A device connecting to your Box instance was detected by the [CrowdStrike Falcon platform](/en/box-admin-tools/box-security/enabling-and-configuring-crowdstrike-for-device-protection) and it was determined that the Box Drive version installed on the device was not sufficient to safely connect. * **Access allowed to device not identified by CrowdStrike Falcon platform**: A device that the [CrowdStrike Falcon platform](/en/box-admin-tools/box-security/enabling-and-configuring-crowdstrike-for-device-protection) could not identify was given access to connect to your Box instance. * **Access revoked to device identified by CrowdStrike Falcon platform**: A device that the [CrowdStrike Falcon platform](/en/box-admin-tools/box-security/enabling-and-configuring-crowdstrike-for-device-protection) could identify had its access to connect to your Box instance revoked. #### Document Generation * **Document Generation Requested**: A document generation request was created. * **Document Generation Succeeded**: A document was generated. * **Document Generation Failed**: A document generation request failed. * **Doc Gen Marked File as Template**: A `.docx` file was marked as a document template. * **Doc Gen Unmarked File as Template**: A `.docx` file was unmarked as a document template. #### Domains * **Domain added**: Admin added a verified domain to your organization in [Domain Management](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment). * **Domain deleted**: Admin deleted a domain in [Domain Management](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment). * **Unverified domain added**: A domain was added to your organization in [Domain Management](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment) but the domain is not verified. This can occur when the domain was added to your organization by an admin but the verification process was not completed. * **Unverified domain deleted**: Admin deleted an unverified domain in [Domain Management](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment). * **Enable Auto Roll In For Domain**: Admin enabled [Auto Enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment) for a domain in your organization. * **Disable Auto Roll in For Domain**: Admin disabled [Auto Enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment) for a domain in your organization. #### File Management * **Copied**: User created a copy of a file. * **Moved to trash**: User moved a file to the trash. Depending on [your admin and enterprise settings](/en/box-admin-tools/how-to-guides-for-admins/customize-trash-settings-for-your-enterprise), at any time you may be able to restore files that have been moved to the trash but not yet deleted. However, when a file is deleted from the trash, you have only 14 days to recover it before it is gone permanently. (You may need Box's assistance to do this.) * **Downloaded**: User downloaded a file. * **Edit**: User made changes or saved a new version of a file. * **Locked**: User locked a file, restricting access. * **Moved**: User moved a file to a new location in Box. When a folder is moved, only one event is generated for the folder, regardless of its contents. Files and subfolders in the folder do not generate a separate event and they do not appear in the report. * **Previewed**: User previewed a file in Box. * **Renamed**: User renamed a file. * **Set file auto-delete**: User set a file to delete automatically on a certain date. * **Restored from trash**: User restored a deleted file from the trash. * **Unlocked**: User unlocked a file, permitting access. * **Uploaded**: User uploaded a file or caused a file to be uploaded (such as when an Admin runs a report). When this event is selected, the report also includes *Created* events. A *Created* event is generated when a folder was created. * **File version restored**: User restored a previous version of a file. * **File marked malicious**: User marked a file as malicious. * **Applied watermark**: User added a watermark to a file. Watermark will display the current viewer's email address or IP address, as well as time of access across the document's contents. * **Removed watermark**: User removed the watermark from a watermarked file. * **Synced folder**: User synced a folder to their desktop. * **Un-synced folder**: User un-synced a folder from their desktop. * **Extended expiration date**: User extended a retention period. When this is selected, additional details will display in the Details column of the report: * Retention Policy ID (ID of the winning policy that was extended) * Retention Policy Name (name of the winning policy that was extended) * Old Disposition Time * New Disposition Time * **Content Access**: This event occurs when: * An item is accessed by an authorized end user or programmatically by a Box application. * A thumbnail is generated for a file when a folder (in either the mobile or web app) is accessed. In some cases, you might see multiple Content Access events logged for a single activity, such as a Preview or Move. This is because, on a technical level, larger files are sometimes chunked to improve efficiency. This does not affect the user experience, but when this happens, each chunk involved is a separate Content Access event. For example, a Preview of a large PDF file might fetch the file in multiple batches of pages. While this would be one Previewed event for the file, it would be multiple Content Access events for the same file. This is quite normal; it just reveals a little bit of the technical aspects of activity in Box. Content access events for thumbnail generation do not have related events or corresponding actions. #### File Request * **Created File Request**: User created a new File Request on a folder. * **Edited File Request**: User edited an existing File Request. * **Deleted File Request**: User deleted a File Request. #### Forms * **Created Form**: User created a new form. * **Edited Form**: User edited an existing form. * **Submitted Form**: User submitted a form. * **Viewed Form Submission**: User viewed a submission. * **Deleted Form Submission**: User deleted a submission. #### Groups * **Added to group**: User added another user to an existing group. * **Created new group**: User created a new group. * **Deleted group**: User deleted an existing group. * **Edited group**: User edited a group in any way, including adding another user to the group. * **Created Group Admin**: Admin or Co-Admin appointed a [group admin.](/en/box-admin-tools/managing-box-users-and-admins/groups/designating-group-admins) * **Updated Group Admin Permissions**: Admin or Co-Admin modified [group admin permissions](/en/box-admin-tools/managing-box-users-and-admins/groups/designating-group-admins). * **Deleted Group Admin**: Admin or Co-Admin removed a group admin designation. * **Item removed from group**: User removed a group's access to a specific file or folder. * **Granted folder access**: User granted a group access to a specific folder. * **Removed from group**: User removed another user from an existing group. #### Legal Holds * **Opened legal hold case**: User created a legal hold policy in the Policies tab of the Admin Console. * **Edited legal hold case**: User edited an existing legal hold policy. * **Closed legal hold case**: User closed a legal hold policy. * **Created legal hold assignment**: User assigned another user as a custodian in a legal hold policy. A custodian is a user who may have had access to the content affected by this legal hold. * **Removed legal hold assignment**: User removed another user as a custodian in a legal hold policy. A custodian is a user who may have had access to the content affected by this legal hold. #### Login * **Admin Login**: User with Admin privileges logged into the account of one of their managed users. * **Added Device Association**: Admin pinned the Box application to a user's mobile device. You can view all devices that users have pinned by opening your Admin Console and navigating to **Enterprise Settings** > **Device Trust** tab. * **Accepted Terms of Service**: User agreed to the Box Terms of Service upon initial login. * **Failed login**: User failed to log in. User may have typed in an incorrect password. * **Login blocked: password reset required**: User is prompted to reset password if Box detected the password was part of an external data leak. * **Login**: User successfully logged into Box via any endpoint (Web application, mobile apps, Box APIs, and so on). * **Rejected Terms of Service**: User rejected the Box Terms of Service upon initial login. * **Add login app**: User logged in to the Box app in a browser from a new device or a new token is issued for an OAuth application. * **Removed login activity application**: User logged out of a device that they logged into previously. * **Removed Device Association**: Admin removed a user's device association. You can view all devices that users have pinned by opening your Admin Console and navigating to **Enterprise Settings** > **Device Trust** tab. * **Login Verification enabled**: User enabled two-step verification for their account in account settings. > [!NOTE] > > This action type was available up through November, 2021, when Box had only SMS as an additional authentication factor. When additional authentication factors were added, the *Login multi factor verification enabled* action type replaced this one. For reports spanning this date, you could see both action types. * **Login verification disabled**: User disabled two-step verification for their account in account settings. > [!NOTE] > > This action type was available up through November, 2021, when Box had only SMS as an additional authentication factor. When additional authentication factors were added, the *Login multi factor verification disabled* action type replaced this one. For reports spanning this date, you could see both action types. * **Failed Device Trust Check**: User failed a [device trust requirement](/en/box-admin-tools/box-security/setting-up-device-trust-security-requirements) set by enterprise administrator. * **OAuth2 access token created**: An OAuth2 access token, which allows secure authorized access to Box, was created for a user. This typically occurs when a user successfully completes the multi-factor authentication process. * **OAuth2 access token revoked**: An OAuth2 access token, which allows secure authorized access to Box, was revoked for a user. This typically occurs after a defined number of unsuccessful login attempts, and results in a requirement that the user re-establish valid multi-factor authentication. * **OAuth2 refresh token revoked**: An OAuth2 refresh token, which allows secure authorized access to Box, was revoked for a user. This typically occurs after a period defined by admins to require users to change credentials such as passwords. * **Login multi factor verification enabled**: User enabled two-step verification (also known as MFA, or multi-factor authentication) for their account in account settings. > [!NOTE] > > This action type replaced *Login verification enabled* in November, 2021, when Box started supporting additional authentication factors. For reports spanning this date, you could see both action types. * **Login multi factor verification disabled**: User disabled two-step verification (also known as MFA, or multi-factor authentication) for their account in account settings. > [!NOTE] > > This action type replaced *Login verification disabled* in November, 2021, when Box started supporting additional authentication factors. For reports spanning this date, you could see both action types. #### Metadata * **Added template**: User added a metadata template to a file. * **Removed template**: User removed a metadata template from a file. * **Edited Attributes**: User edited an existing metadata template, adding, removing, or editing attributes. #### Policies * **Violated share policy**: User violated a sharing policy, set by enterprise administrator. User may have shared files with an unsecured or restricted web address. * **Unusual download activity**: User has downloaded files at a rate that exceeds a download policy set by the enterprise administrator. * **Violated upload policy**: User uploaded a document containing restricted information as defined by an upload policy set by the enterprise administrator. * **Retention policy changed**: User applied a data retention policy to a file version that was already subject to another data retention policy. > [!NOTE] > > Box stopped tracking this action type in April, 2021. You can still select this action type for reports that include data before April, 2021. * **Retention policy applied**: User applied a data retention policy to a file version. This is the first time the data retention policy is applied to the file version. > [!NOTE] > > Box stopped tracking this action type in April, 2021. You can still select this action type for reports that include data before April, 2021. * **Restored quarantined file**: User has restored a file that had been moved to a **quarantine** folder as a result of a policy set by the enterprise administrator. * **Created Policy**: User created a data retention policy or a security policy in either the Admin Console or Box public API. (You can use the Box public API to create only retention policies.) * **Deleted Policy**: User deleted an existing security policy in the Admin Console. Applies to all policies except retention policies, which can only be retired. Information in the Details column includes: * Policy name * Policy type (Modifiable or Non-modifiable) * **Edited Policy**: User edited an existing data retention policy or security policy in either the Admin Console or Box public API. (You can use the Box public API to edit only retention policies.) * **Retired Policy**: User retired an existing policy in the Admin Console. Applies only to retention policies, which cannot be deleted. * **Created retention policy assignment**: User added a [folder](/en/box-governance/retention/adding-folders-to-a-retention-policy) or [metadata](/en/box-governance/retention/adding-metadata-to-a-retention-policy) to a retention policy. Information in the Details column includes: * Policy name * **Deleted retention policy assignment**: User removed a [folder](/en/box-governance/retention/removing-folders-from-a-retention-policy) or [metadata](/en/box-governance/retention/removing-metadata-from-a-retention-policy) from a retention policy. Information in the Details column includes: * Policy name #### Relay * **Created Workflow**: User created a new workflow in Relay. * **Edited Workflow**: User edited a workflow in Relay. * **Deleted Workflow**: User deleted a workflow in Relay. #### Retention * **Opened retention**: User created a retention policy in the Policies tab of the Admin Console. * **Edited retention**: User edited an existing retention policy. * **Closed retention**: User closed a retention policy. * **Created retention assignment**: User assigned another user as a custodian in a retention policy. A custodian is a user who may have had access to the content affected by this policy. * **Removed retention assignment**: User removed another user as a custodian in a retention policy. A custodian is a user who may have had access to the content affected by this policy. #### Shared Links * **Item Shared**: User created a shared link to a file or folder. * **Item Share Updated**: User updated the shared link settings for an existing shared link to a file or folder. * **Extend shared link expiration**: User extended a shared link's expiration date. * **Set shared link expiration**: User set an expiration date for a shared link. After this date, the link will no longer be valid. * **Disabled shared link**: User disabled an existing shared link. * **Shared link email sent**: User [emailed](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links#emailing-your-link) a shared link. Text entered in the Message field appears in the Details column of the event. #### Sign * **Sign Document Created**: User created a Sign document. * **Sign Document Viewed By Signer**: User viewed a Sign document. * **Sign Document Signed**: User signed a Sign document. * **Sign Document Declined**: User declined a Sign document. * **Sign Document Cancelled**: User cancelled a Sign document request. * **Sign Document Completed**: User completed a Sign document request. * **Sign Document Assigned**: User assigned Signers to a Sign document. * **Sign Document Forwarded By Signer**: Signer Forwarded Sign document to another user. #### Tasks * **Assigned a task**: User added or deleted the assignee of a task (at **Preview file > Activity tab > 3-dot menu for the task > Modify task**, then adding or deleting an assignee or adding as assignee when creating a task). * **Updated a task assignment**: User marked a task as complete (at **Preview file > Activity tab > Complete task**). * **Created a task**: User created a task. This does not mean that the task was assigned to anyone. This event occurs as a result of the following action: **Preview file > Activity tab > Add Task > General/Approval Task**. Text entered in the Message field appears in the Details column of the event. * **Updated a task**: User updated either the Message or the Due Date fields of a file task (at **Preview file > Activity tab > 3-dot menu for the task > Modify task**). Text entered in the Message field appears in the Details column of the event. #### Users * **Created new user**: Admin created another user in your Box account using the Admin Console. * **Changed admin role**: Admin changed an admin's privileges, either making a user an admin or removing a user as an admin. * **Changed primary email**: User changed their primary email address. * **Deleted user**: User deleted another user in your Box account using the Admin Console. * **Edited user**: User modified another user's information using the Admin Console. > [!NOTE] > > When an admin changes a user's primary email address in the Admin Console, this is not logged. * **Invited user to enterprise**: User invited someone outside your enterprise to join your enterprise Box account. * **Rejected enterprise invite**: User rejected an invitation to join your enterprise Box account. * **Removed secondary email**: User removed their secondary email address. * **Accepted enterprise invite**: User accepted an invitation to join your enterprise Box account. * **Added secondary email**: User added a secondary email address. * **Unmanaged user invited to enterprise**: User initiated the conversion of an unmanaged user to a managed user in your enterprise Box account using the Admin Console. The unmanaged user received a notification about joining your account in 14 days. * **Unmanaged user rolled in to enterprise**: Unmanaged user joined your enterprise Box account as a managed user. * **Unmanaged user failed to be rolled in**: Unmanaged user changed their primary email address and did not join your enterprise Box account. # User Details Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/user-details-report User Details reports provide a range of data about every user in your organization (name, emails, groups, collaboration permissions, and so on). This includes identifying whether and how many of the users in your organization are unmanaged. Managed users are your “official” Box users, people with licensed Box accounts that belong to your enterprise and who are subject to your organization’s security and compliance policies. Unmanaged users, however, use unpaid personal Box accounts to collaborate on your company-owned content. Although they are within your organization’s managed domain, they do not belong to your Box enterprise; their Box accounts are unlicensed. Most important, unmanaged users increase your security and compliance risk because their accounts are not constrained by your enterprise's Box security policies. With the help of the User Details report, you can identify your unmanaged users and close this security gap by inviting them to become managed users. Then after you do that, you may wish to remove any unwanted domains to which any unmanaged users belonged. The User Details report does not specifically call out external users. External users don’t belong to your enterprise (that is, they are not employees or in-house contractors) but do collaborate on content owned by managed users. External users could be either managed or unmanaged. Run the User Details report from the **Create Report** tab in the **Admin Console**. See [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) for more information. You can also get a user report by navigating to **Users & Groups** > **Managed Users** tab and clicking **Download Report**. However, we recommend generating this and all other reports from the Reports page (**Admin Console** > **Reports** > **Create Report**), where you can customize the report output. > [!NOTE] > > * Only Admins and Co-admins can run a User Details report. Group Admins cannot run this report. You must [define filters for the User Details report](#user-details-report-filters) before you can run it. ## User Details report details * **File format**: comma-separated value (.csv) file that lists users by last name in alphabetical order * **Filename format**: `user_details_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv` * **Folder name format** (each report run is placed in its own folder): `User Details run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). ### User Details report data columns This section describes the data columns that are generated in User Details reports. You can select which data columns appear in the report. All columns are selected by default, and the columns marked with an asterisk and grayed out in the dialog box are required. Some data is included in the report only for specific user types. The following key defines the user types and each data column name indicates which user type(s) the report includes that data for. * M: Managed users * U: Unmanaged users * E: External users #### (User) Name (M, U) The value in the *Name* field in User Account Details. #### (User) Email (M, U, E) The value in the *Email* field in User Account Details. #### Public Name (E) The value in the *Name* field in User Account Details. #### Secondary Emails (M) Any values in the *Other emails* field in User Account Details. #### Groups (M) Any groups that the user is a member of. #### Storage Allocated (M) The amount of storage allocated to the user. The value in this field can be either a number, which represents the number of GB (gigabytes), or "Unlimited," which represents no limit up to the amount of available storage your organization is allocated. #### Restrict external collaboration (M) The value in the *Restrict external collaboration* field in User Account Details. The value can be one of: * Enabled * Disabled #### Status (M) The value in the Status field in User Account Details. The value can be one of: * Active * Inactive * Cannot delete and edit * Cannot delete, edit & upload #### Storage Used By Owned Files (MB) (M) The amount of storage consumed by the content that the user owns. #### Last Password Change (M) The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, of the user's last password change. #### Storage Policy (M) The zone in which the content that the user owns is stored. This column appears in User Details reports only if you have [Zones](/en/box-zones/introducing-box-zones) enabled for your organization. #### Last Credential Entry (M) The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, of the user's last login, including logins for the Box web application in a browser, Box Drive, and the Box mobile app. #### Last Activity (M, E) The [date](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data), in UTC, of the user's last activity (view, download, upload, edit, etc.) in Box, including using the Box web application and apps such as Hubs, Canvas, and Sign, Box Drive, and the Box mobile app while logged in as the managed user. #### User Type (M, U) The type of user. The value can be one of: * Admin * Co-admin * Managed User * Unmanaged User #### Managed User Permissions (M) List of the User Access Permissions enabled for the user in User Account Details. #### Co-admin Permissions (M) If user is a Co-admin, list of the Co-Admin privileges enabled for the user in User Account Details. #### Tracking Codes (M) Any tracking codes defined in the Admin Console will get a data column for each. Any values in the tracking code fields in user accounts will appear here. These columns appear in User Details reports only if you have [tracking codes](/en/box-admin-tools/managing-box-users-and-admins/managed-users/configuring-user-tracking-codes) enabled for your organization. #### Date Converted to Managed User (M) The date when a user became a managed user. #### Account Created Date (M) The date when the account was created. #### User ID (E, M) The value in the *User ID* field in the user's User Account Details. #### Domain (E) The base domain of the external user's email address. #### Inviter Email (E) The email address of the managed user who invited the external user to collaborate on content. #### Invited Date (E) The date that the user was invited to collaborate on content in your organization. #### Enterprise Name (E) The value in the *Organization* field in User Account Details. ### User Details Report Filters This section describes the filters that you can configure to run User Details reports. #### User Type Optional. Allows you to select which user type(s) that the report will contain. Select from: * [Managed](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users) (default): Users for whom you have an account defined in the Managed Users tab of Users & Groups. If you select *Managed*, you can select additional filter options. * [Unmanaged](/en/box-admin-tools/managing-box-users-and-admins/unmanaged-users/about-unmanaged-users): Users who have your domain email, but are using that domain email with an individual Box account. If you select *Unmanaged*, the report returns values only for 3 columns: Name, Email, and User Type. * Managed and Unmanaged: Contains data for both managed and unmanaged users, but for unmanaged users, includes data in only the Name, Email, and User Type columns. * [External](/en/box-admin-tools/managing-box-users-and-admins/external-users/about-external-users): Users who have been invited to collaborate on content within your organization and who are not managed by your organization or do not have an email address with a domain that you manage. > [!NOTE] > > If the *User Type* filter is not displayed, please contact Product Support. #### Users or Groups Optional. Available only when you select *Managed users* from User Type. Enter one or more names of managed users or of user groups to limit the User Details report to details of those users. #### Last Login Optional. Available only when you select *Managed users* from User Type. Allows you to limit the report to only users whose last login is within the defined time period. Select from: * Past Day * Past Week * Past Month * Past Years (and then select a number of years from 1 to 7 or All Time, which is as long as you have had an account tariff with reporting access) * Custom Range (and then select a start and/or end date) # User Engagement Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/user-engagement-report The User Engagement report provides an overview of your users’ storage consumption, file and folder count, and collaborations. Run the User Engagement report from the **Create Report** tab in the **Admin Console**. See [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) for more information. You can also generate the User Engagement report by navigating to the **Users & Groups** > **Managed Users** tab, selecting **Download Report**, then **User Engagement**. We recommend generating the report from the **Reports** page, though, as you can customize the report output there. > [!NOTE] > > Only Admins and Co-admins can run a User Engagement report. Group Admins cannot run this report. ## User Engagement report data columns This section describes the data columns that are generated in User Engagement reports. You can select which data columns appear in the report. **User ID**\ The identification number associated with the user. **User Name** The name of the user, from the **Name** field in **User Account Details**. **User Email**\ The email address of the user, from the **Email** field in **User Account Details**. **Status**\ Indicates whether the user is Active or Inactive. **User Type**\ Indicates whether the user is an Admin, Co-admin, or a Managed User. **Last Activity**\ The date, in UTC, of the user's most recent activity in Box. **Storage**\ The total amount of storage, in MB, consumed by the user's content. Excludes trash. **File & Folder Count**\ The number of files and folders for which the user is the owner, excluding trash. **Internal Collaboration (Files)**\ The number of active internal files, including internal files within folders, in which the user is a collaborator. **External Collaboration (Files)**\ The number of active external files, including external files within folders, in which the user is a collaborator. **Internal Collaborator Count (Users)**\ The number of internal collaborators a user is collaborating with, including: * Users invited directly * Other users who have been invited to the same files or folders, even if not directly invited by the user The number includes sent and received accepted account collaboration invites. **External Collaborator Count (Users)**\ The number of external collaborators a user is collaborating with, including: * Users invited directly * Other users who have been invited to the same files or folders, even if not directly invited by the user The number includes sent and received accepted account collaboration invites. **External Domains**\ The number of external domains a user is collaborating with (calculated from unique external user email addresses). **Group Count**\ Displays the number of groups to which a user belongs. ## User Engagement Report Filters This section describes the filters that you can configure to run User Engagement reports. #### Users or Groups Optional. Available only when you select *Managed users* from User Type. Enter one or more names of managed users or of user groups to limit the User Engagement report to details of those users. ## Schedule and subscribe users to the report The User Engagement report can be scheduled by enabling **Save these settings to use in the future** during the creation process, then selecting **Schedule report**. More information is available at [Scheduling Reports](/en/box-admin-tools/reporting-and-insights/scheduling-reports). Subscribe users to the report by entering one or more usernames in the **Invite As Viewer** field during the creation process. More information is available at [Subscribing Users to Reports](/en/box-admin-tools/reporting-and-insights/subscribing-users-to-reports). # User Statistics Report Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/user-statistics-report A User Statistics report gives you a breakdown of your managed users, groups, and external users, showing how many actions they have made in Box over a given period of time. You must [define filters for the User Statistics report](#user-statistics-report-filters) before you can run it. ## User Statistics report details * **File format**: comma-separated value (.csv) file * **Filename format**: `user_statistics_run_on_YYYY-MM-DD-HH-MM-SS.csv` * **Folder name format** (each report run is placed in its own folder): `User Statistics run on YYYY-MM-DD HH-MM-SS` * **Filename and folder name time zone**: the local [date and time](/en/box-admin-tools/reporting-and-insights/dates-and-times-in-report-data) of the admin who ran the report or who set up the report [schedule](/en/box-admin-tools/reporting-and-insights/scheduling-reports). > [!NOTE] > > * You may see an "**Anonymous**" user on the User Statistics report which shows when anyone who wasn't logged into Box took an action on a Box item. This can occur for various reasons: > * [Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links): Users do not need to be logged into Box to access a shared link. Thus you may see previews, uploads, and downloads by "Anonymous". This typically relates to shared link activity. > * [Email Upload](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-through-email): Users do not need to be logged into Box to upload via email.  As a result, you may see "Anonymous" making many uploads. > * [Embed Widget](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/create-a-box-embed-widget): Users do not need to be logged into Box to preview an embed widget on a website. Thus, you may see "Anonymous" previews. > * [API](https://developer.box.com/) integration: you may see other "Anonymous" actions if you have an API integration that performs actions in your account. > * When uploads occur via File Request you may see the **folder owner as the name of the uploader** (as it is technically an anonymous uploader). To identify uploads via a file request, navigate to **User Activity Report** > **File Management** > **Uploaded** and click **View**.  Then, under **Details**,  filter by **Service = File Request**. > * If you are curious for more details around an "Anonymous" action, run a User Activity Report for that action type and select the same date range. ### User Statistics report columns The User Statistics report contains the following data about user activity. You can select which data columns appear in the report. All columns are selected by default, and the columns marked with an asterisk and grayed out in the dialog box are required. And at least one of Logins, Failed Logins, Uploads, Downloads, Previews, Edits, and Deletes (user actions captured in the report) must be selected. | Data Column | Description | | - | - | | User's Name | The name of the user, from the value in the *Name* field in User Account Details. | | User's Email | The email address of the user, from the value in the *Email* field in User Account Details. | | Logins | The number of times the user has logged in to Box during the time period encompassed by the report. | | Failed Logins | The number of times the user has attempted a login to Box and failed during the time period encompassed by the report. | | Uploads | The number of times the user has uploaded a file to Box during the time period encompassed by the report. | | Downloads | The number of times the user has downloaded a file from Box during the time period encompassed by the report. | | Previews | The number of times the user has previewed a file in Box during the time period encompassed by the report. | | Edits | The number of times the user has edited a file in Box during the time period encompassed by the report. | | Deletes | The number of times the user has deleted a file from Box during the time period encompassed by the report. | ### User Statistics report filters The User Statistics report contains user activity summarized for selected users or groups. | Filter | Description | | - | - | | Users or Groups | Enter one or more names of managed users or of user groups to limit the User Statistics report to details of those users. | | Date Range | Allows you to limit the report to only user actions within the defined time period. Select from:
  • Past Day
  • Past Week
  • Past Month
  • Past Years (and then select a number of years from 1 to 7 or All Time, which is as long as you have had an account tariff with reporting access)
  • Custom Range (and then select a start and/or end date)
| # Using Reports Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/using-reports > [!NOTE] > > Reports are available to Business plans and above. You can monitor activity and view data about your Box organization's account, the content owned by your account, and user activity within your accounts by generating reports in the Admin Console. Reports can be generated on-demand for any specified time period and these reports can go back as far as 7 years, or as long as you have an account tariff with reporting access. You must be an organization administrator to run a report. Admins can run any report. Co-admins require specific permissions to run reports. See [Co-Admin Permissions Required to Run Reports](/en/box-admin-tools/reporting-and-insights/co-admin-permissions-required-to-run-reports) for details. **The basic procedure to run reports** Click **Run** or **Set Filters** for any report. **Set Filters** will allow you to decide what data gets output to the report. See the article for each report type (links below) for details. > [!NOTE] > > Some reports, such as Legal Holds and Retention, are not run from Reports. Click **View** to be taken directly to the area of the Admin Console from which these reports can be run. 1. Go to **Admin Console > Reports**. 2. Click the **Create Report** tab. 3. In the **Run \[Report Name]** dialog box, enter any report constraints and set a start and end date for the report data, if available. 4. Optionally [save the report configuration](/en/box-admin-tools/reporting-and-insights/saving-report-configurations), [schedule the report to be run regularly](/en/box-admin-tools/reporting-and-insights/scheduling-reports), or [subscribe users to the report](/en/box-admin-tools/reporting-and-insights/subscribing-users-to-reports). 5. Click **Run**. > [!WARNING] > > To prevent intentional or unintentional abuse of Box systems, you are limited to running no more than 300 reports per hour. If you exceed this limit, you may be blocked from running new reports temporarily. Reports are uploaded to the Box Reports folder in your Box instance. Depending on the type of report, the report file may be directly in that folder or in a sub-folder. ## Report configuration capabilities With some report types, you can choose the data columns in the report, save the report configuration, schedule the report, or subscribe to the report. The following table shows which report types have these capabilities. You can also click on the report type for details about differences in running any report, the filters you can define to configure any report, and the data columns output to a report. | Report Type | Choose Data Columns | Save Configuration | Schedule | Subscribe | | - | - | - | - | - | | [Access Stats Report](/en/box-admin-tools/reporting-and-insights/access-stats-report) | | | | | | [AI Units Report](/en/box-admin-tools/reporting-and-insights/ai-units-report) | | ✅ | ✅ | ✅ | | [Bandwidth Usage by Files and Folders](/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-files-and-folders-report) | | ✅ | ✅ | ✅ | | [Bandwidth Usage by User](/en/box-admin-tools/reporting-and-insights/bandwidth-usage-by-user-report) | | ✅ | ✅ | ✅ | | [Box Hubs Report](/en/box-hubs/box-hubs-for-admins/box-hubs-reports) | | ✅ | ✅ | ✅ | | [Box Sign Report](/en/box-admin-tools/reporting-and-insights/box-sign-report) | | ✅ | ✅ | ✅ | | [Classification Report](/en/box-admin-tools/reporting-and-insights/classification-report) | | ✅ | ✅ | ✅ | | [Collaborations Report](/en/box-admin-tools/reporting-and-insights/collaborations-report) | ✅ | ✅ | ✅ | ✅ | | [Content Recovery Report](/en/box-admin-tools/reporting-and-insights/content-recovery-report) | | | | | | [Disposition Report](/en/box-admin-tools/reporting-and-insights/disposition-report) | ✅ | | | | | [Folder Activity Report](/en/box-admin-tools/reporting-and-insights/folder-activity-report) | | | | | | [Folder Shared Links Report](/en/box-admin-tools/reporting-and-insights/folder-shared-links-report) | | | | | | [Folders and Files Report](/en/box-admin-tools/reporting-and-insights/folders-and-files-report) | ✅ | ✅ | ✅ | ✅ | | [Geographic Activity Report](/en/box-admin-tools/reporting-and-insights/geographic-activity-report) | | | | | | [Groups Report](/en/box-admin-tools/reporting-and-insights/groups-report) | | | | | | [Information Barrier Report](/en/box-admin-tools/reporting-and-insights/information-barrier-report) | | | | | | [Integrations Activity Report](/en/box-admin-tools/reporting-and-insights/integration-activity-report) | | | | | | [Legal Hold Custodian Report](/en/box-admin-tools/reporting-and-insights/legal-hold-custodian-report) | | | | | | [Legal Holds Report](/en/box-admin-tools/reporting-and-insights/legal-holds-report) | | | | | | [MCP Platform Activity Report](/en/box-admin-tools/reporting-and-insights/mcp-platform-activity-report) | | | | | | [MCP Tool Calls Report](/en/box-admin-tools/reporting-and-insights/mcp-tool-calls-report) | | | | | | [Outbound Collaboration Report](/en/box-admin-tools/reporting-and-insights/outbound-collaboration-report) | | | | | | [Platform Activity Report](/en/box-admin-tools/reporting-and-insights/platform-activity-report) | | ✅ | ✅ | ✅ | | [Retention Report](/en/box-admin-tools/reporting-and-insights/retention-report) | | | | | | [Security Logs Report](/en/box-admin-tools/reporting-and-insights/security-logs-report) | | | | | | [Shared Links Report](/en/box-admin-tools/reporting-and-insights/shared-links-report) | ✅ | ✅ | ✅ | ✅ | | [Storage Report](/en/box-admin-tools/reporting-and-insights/storage-report) | | | | | | [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report) | ✅ | ✅ | ✅ | ✅ | | [User Details Report](/en/box-admin-tools/reporting-and-insights/user-details-report) | ✅ | ✅ | ✅ | ✅ | | [User Engagement Report](/en/box-admin-tools/reporting-and-insights/user-engagement-report) | ✅ | ✅ | ✅ | ✅ | | [User Statistics Report](/en/box-admin-tools/reporting-and-insights/user-statistics-report) | ✅ | ✅ | ✅ | ✅ | # Viewing Report Status Source: https://docs.box.com/en/box-admin-tools/reporting-and-insights/viewing-report-status Box enables you to view the status and details of the reports you have run in the past seven days, including reports that are currently running. 1. In the left sidebar of the Admin Console click **Reports**. 2. At the top of the Reports window, click **Report Status**. Here you can see: * The report type * Who it was generated by * When it was last updated * The status * Any applicable notes 3. To see your completed reports, go to your Box Reports folder. 4. To view a report, hover on its row, select **...** and click **View**. > [!NOTE] > > All reports are available to view in Report Status except for the Security Logs Report. ## Report status Your report can have one of the following statuses: * **Pending** — You have initiated the report, but it is not yet added to the queue. * **In Progress** — Your report is in the queue, and Box is processing it. * **Uploading** — Your report is processed, and Box is now uploading the report as a .csv file. * **Completed** — Your report is complete. You can now view it in your reports folder. * **Failed** — Your report failed to complete. To see the reason for the report's failure, hover on the failed report's row. > [!NOTE] > > If the status of your report does not update in 24 hours, or has been in a Pending status for 24 hours, please contact [Product Support](https://support.box.com/hc/en-us/requests/new). ## Failure reasons To see the reason for a report's failure, hover on the failed report's row. The failure can be due to: * Box-related issues * Customer-side issues ## Sorting your reports Box enables you to choose how to sort your reports. Currently, you can sort your reports according to when their statuses changed. **To sort reports by when their statuses changed:** * At the top of the Updated column, click **Updated**. ## Filtering your report queue Filtering enables you to choose which of your report summaries to display on the Report Status page. **To filter report summaries:** 1. In Admin Console's left sidebar, click **Reports**. 2. In the top of the Reports window, click **Report Status**. 3. In the list of reports, at the top of the Filter column, click **Filter** and select a filter type. # Box AI Basics Source: https://docs.box.com/en/box-ai/about-box-ai Box AI is available throughout the Box web application, giving you consistent access to document analysis in the AI Tab, Preview, Hubs, and Notes. Each platform adapts to the experience to fit how you work while maintaining the same core capabilities. ## Accessing Box AI in Box Web App ### AI Home ![Box AI home page with What can I help you with? search field and Summarize, Research, Analyze, Create, and Plan buttons.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/box-ai-home-page-what.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=1168a8444e3d0f128ae5896d72c31040) AI Home provides a full-page workspace accessible from the left navigation. This option offers the most complete feature set: * View and resume previous sessions from session history * Add sources from Box or from your device by dragging files to session, using the @ mention, or browsing Box * Select from available agents, including custom agents from Box AI Studio * Access the prompt library and agent gallery * Add files, folders, or Hubs as sources for your queries. You can select up to 5 Hubs as sources for a single query. ### Preview ![File preview with Box AI sidebar open showing Summarize, Find and synthesize, and Analyze suggested prompts.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/preview-box-ai-sidebar-open.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=e40a61a3a6ff16848356d68cfa7a930f) When viewing a file, select the Box AI icon from the Preview toolbar to open the sidebar. For complex responses containing tables or lengthy content, select **Switch to modal view** to expand into a larger format. The file you're previewing automatically serves as a source. Add files, folders, or a Hub for broader context. Agent selection and the prompt library are available in both sidebar and modal views. ### Multi-doc Select multiple files from the Files page, a folder, Collections, or search results, then click the Box AI button. A full-screen modal opens where you can query across all selected documents. ### Hubs ![Box AI Hub modal with Summarize, Research, Analyze, Create, and Plan buttons and Ask Box AI search field.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/box-ai-hub-modal-summarize.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=4520c25b84d8cf32767eb62aeb4863cb) Type your query directly into the Hub search bar. Box AI opens a modal using the hub's content as your source. You cannot add sources outside the current Hub. ### Notes ![Box Notes document with Box AI sidebar showing contract summary prompts and Ask Box AI input.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/box-notes-document-ai-sidebar.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=81b103d28fbb6a7c0d3bdfeadac00742) Box AI integrates with Notes through three methods: * **Sidebar**: Select the Box AI icon to open a conversation panel alongside your Note * **Modal**: Expand to a larger view for reviewing detailed responses * **Inline**: Highlight text or position your cursor to invoke Box AI with that context The current Note serves as your source. Add files, folders, or a Hub. Use the **Add to Note** feature to insert AI-generated content directly into your document. ## Working with Responses Each modal creates a new session when you open content. Select **New Session** to clear the conversation and start fresh. Available actions for responses: * **Copy**: Send the response to your clipboard * **Save as Note**: Create a new Note from the response * **Feedback**: Rate responses with thumbs up or down * **Citations**: Hover over numbered references to see source text ## Known Limitations * Session history is visible only in the AI Tab * 2MB text content limit per file * 1,000-character query limit * Non-English languages may produce lower quality results * Hubs: 40,000 file limit per Hub; 10 million file limit across all Hubs in an organization * Hubs as sources: up to 5 Hubs per Box AI query. Selecting more than 5 Hubs is not supported and can cause the request to fail with a generic error. To search across more content, narrow the selection to the 5 most relevant Hubs, or run separate queries. # Configuring Box AI Source: https://docs.box.com/en/box-ai/admins/configuring-box-ai Box AI can be made available to your users in Box Notes, Box Hubs, and when previewing files stored in your organization’s Box Service instance. ## **Access Permissions** Within the Admin Console, go to the **Box AI section** and then the **Settings** tab and set the permissions for both users and groups. If your organization has not fully enabled Box AI, you can select **Enable Box AI** to do so for all services. ![A pale blue banner reading Quickly configure AI across your organization with an Enable Box AI button on the right.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/banner-reading-quickly-configure-ai.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=cee7f9982dd6b1128d5785ef58651921) > [!NOTE] > > Business, Business Plus, and Enterprise plans will only have access to Box AI for Documents and Notes when Enable Box AI is toggled. Box AI APIs are available upon purchase of Box AI Units for Business, Business Plus, and Enterprise plans. Use these settings to control which users and user groups within your organization have access to Box AI for the following services: * AI Home * Box Preview * Box Notes * Box Hubs * Box Extract * Box AI API * Official Box Integrations * To enable Box AI for Slack for your users and for further configuration, see [Deploying the Slack Integration in your Enterprise – Box Support](https://support.box.com/hc/en-us/articles/360043697294-Deploying-the-Slack-Integration-in-your-Enterprise). Enabling Box AI for specific users has the following limitations: * 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 Box AI for the entire organization. Before enabling Box AI features in the Admin Console, you will need to review and accept some specific Box AI legal terms. Depending on your agreement terms with Box, you are shown one of the following messages: **Box AI Product Addendum Message** If you are using your first Box AI feature, when opening the **Edit Configuration** menu, you will need to review and accept the Box AI Product Addendum before enabling Box AI for your organization: ![Box AI Product Addendum modal with legal terms, acceptance checkbox, Cancel and Accept buttons.](https://mintcdn.com/product-docs/8QqqEjYxDfvboQc3/images/shared/box-ai-product-addendum-clickwrap-png.jpg?fit=max\&auto=format\&n=8QqqEjYxDfvboQc3\&q=85\&s=104abe337f2526270a0d9a0f0b4c81b7) **Review Agreement Offline Message** If, when navigating to the **Box AI** tab, the **Review Agreement Offline** message appears, contact your Box Account Team or select the link in the message to request Box AI access: ![Review Agreement Offline modal stating Box AI is not allowed under the current agreement.](https://mintcdn.com/product-docs/8QqqEjYxDfvboQc3/images/shared/box-ai-configuration-hard-deny-message.jpg?fit=max\&auto=format\&n=8QqqEjYxDfvboQc3\&q=85\&s=848aabcb564a6cc38a365976da9013a7) This message indicates that your organization has specific restrictions when using Box AI, however, as an admin, you may still request access and enable Box AI for your organization by reaching out to our account team or support.box.com. ## Configuring Box AI for users and groups ### Box AI for AI Home Defines who can use Box AI. Select **configure** and then select: * **Disable for all managed users** * **Enable for all managed users (Default)** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups ### Box AI for Files Defines who can use Box AI. Select **configure** and then select: * **Disable for all managed users** * **Enable for all managed users (Default)** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups Then select the agent capabilities you want to enable for the users and groups. * **Enable File Q\&A** — allow users to ask questions about the file content * **Enable File Metadata Autofill** — allow users to extract metadata using the Standard and Enhanced Extract Agents in Box Preview * **Enable references** — allow users to locate the supporting information for extracted metadata values, highlighted in the source document * **Enable confidence levels** — allow users to see how confident Box Extract is in each extracted metadata value References and confidence levels can be enabled independently. Both options are disabled by default. > [!NOTE] > > The Enable File Metadata Autofill option and its sub-options are disabled by default. ### Box AI for Notes Defines who can use Box AI. Select **configure** and then select: * **Disable for all managed users** * **Enable for all managed users (Default)** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups ### Box AI for Hubs Defines who can use Box AI. Select **configure** and then select: * **Disable for all managed users** * **Enable for all managed users (Default)** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups ### Box AI APIs Defines developer users who can extend Box AI capabilities via AI API to their organization’s ecosystem. Select **configure** and then select: * **Enable for all** * **Disable for all** ### Box AI for Official Box Integrations Defines who can use Box AI. Select **configure** and then select: * **Disable for all managed users** * **Enable for all managed users (Default)** * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups ### Box AI Studio Configurations Defines who can use Box AI Studio. Select **configure** and then select: * **Enable for all** * **Disable for all** ## Box Extract Box Extract is Box’s AI-powered solution for automatically and accurately extracting structured data from unstructured enterprise content at scale. Extracted data can be saved as metadata in Box or delivered through APIs to downstream systems and custom applications. Box Extract also enables users to create Custom Extract Agents, complete with sample documents, metadata templates, field settings, AI-powered instructions and prompts, choice of the Standard or Enhanced Extract Agent, extraction policy, and more. Custom Extract Agents can be applied to specific root/parent folders, as well as the subfolders within root/parent folders, to automate data extraction at scale. > [!NOTE] > > Bounding boxes and confidence levels are controlled by toggles on each Custom Extract Agent, one for bounding boxes and one for confidence levels. Both are off by default. No additional admin controls apply for Box Extract. To turn them on for an agent, see [Enable references and confidence levels](/en/box-extract/using-box-extract#enable-references-and-confidence-levels). Enterprise admins can enable Box Extract for specific users and groups within the Admin Console after [enabling Box AI](/en/box-ai/admins/configuring-box-ai). Users who have not been enabled with Box Extract do not see the **Extract** tab when they select **Automate** from the left-hand menu, and they cannot create an Extract Agent when they select **New+** in **Automate** in the Box web UI. Enterprise admins can define which users or groups can use Box Extract by selecting **Edit Configuration** and then selecting: * **Disable for all managed users** * **Enable for all managed users (recommended)** (default) * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups > [!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 Box Extract for the entire organization. # Enabling Box AI Studio and Managing Agents Source: https://docs.box.com/en/box-ai/admins/enabling-box-ai-studio-and-managing-agents > [!NOTE] > > Box AI Studio is only available for Enterprise Advanced accounts. Box AI Studio allows admins to configure and build powerful AI agents for their organizations to use in no-code solutions, enabling faster and easier collaboration. ## Admin Enablement Within the Admin Console, go to the **Box AI section** and then the **Settings** tab and set the permissions for both users and groups. If your organization has not fully enabled Box AI, you can click **Enable for All** to do so for all services. ![Box AI Settings page listing AI features with Enabled for all status and Configure access tooltip on Box AI Home.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/box-ai-settings-page-listing.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=b7b6eb1409c2fe6c4ded0d998ec56a98) ### Enabling AI Settings To enable Box AI Studio, first enable Box AI home: 1. Navigate to **Box AI -> Settings**. 2. Select **Configure** on **AI Home**. 3. Select **Enable**. Once a Box AI setting is enabled, admins can toggle between the existing Box AI Agent experience (i.e., the legacy agents experience) and the new Agent experience by enabling the AI Home in the Box AI Settings page. Considerations with AI Home: * After enabling AI Home, organizations that had AI Studio enabled with the legacy version will automatically have the new version of AI Studio enabled. * After enabling AI Home, Admins cannot create new legacy agents. However, they can still modify existing legacy agents. ## Upgrading Agents When accessing legacy agents, you can upgrade the agent to begin using updated features. When configuring a legacy agent, click **Upgrade Agent** to create a new agent that mirrors the legacy agent. ![Blue banner reading Upgrade Legacy Agent with Upgrade Agent button on the right.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/blue-banner-reading-upgrade-legacy.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=14db55a4f38437f2958fe2f200201b99) The process sets the model to **Auto** by default and copies: * Agent name and appends "(new)" to it * Description * Custom instructions (if the legacy agent has both Q\&A and Compose modes, only the Q\&A custom instruction is copied; otherwise, the entire custom instruction is copied) The new agent is **disabled** by default. The existing legacy agent remains active and unaffected unless manually disabled. > [!NOTE] > > For new and upgraded agents, API usage is not supported. ## Enabling Access for Co-Admins To enable Box AI Studio for Co-Admins: 1. Go to the **Admin Console ->** then **Users & Groups**. 2. Select **View** on the co-admin to configure. 3. Click **Edit** on the **Role and Access Permissions** section. 4. Toggle on for **AI Studio**. ## Models tab in Box AI Settings page The **Models** tab in the Box AI Settings is a catalog of all the models available for Box AI. The list displays the model name, provider, tier, whether it is available in Pro Mode, compliance badges (FRD, FRC, IL2, IL4), and query usage. As an admin, you can enable or disable models here by selecting the **...** button (**More options** menu) -> **Enable** or **Disable**. ![Enable or disable a specific model.](https://mintcdn.com/product-docs/1VNqak0e-UF218wK/images/box-ai/model-enable-disable.png?fit=max\&auto=format\&n=1VNqak0e-UF218wK\&q=85\&s=08574063140415546a51dea451f12a55) > [!WARNING] > > Currently, disabling models only impacts model selection for the Box Agent and custom agents, including the Box Agent in Automate and the Box Agent (Pro Mode). However, in the future, disabling models can also impact additional products or features, such as Box Extract, Box Automate, and Shield Pro. ## Compliance Support Customers are responsible for configuring suitable AI models based on their specific requirements. Visit [Supported AI models - Box Dev Docs](https://developer.box.com/guides/box-ai/ai-models) to see a full list of models and providers. ## Security ### Guardrails Guardrails help protect your organization from unauthorized access to sensitive content by restricting agent actions based on your organization's policies. To control the scope of an agent, you can define which content and users have restrictions. Guardrails set the operating boundaries for an agent, ensuring it only takes actions within the scope you've defined. For example, you can restrict an agent from adding external collaborators, so the agent behaves predictably regardless of how it's triggered. To configure guardrails: 1. Open guardrails settings in the agent configuration. 2. Select a section to modify: * **Create File** 3. Choose a scope: * **No restrictions**: Apply to all matching content or users. * \*\*Allow on specfic items: Apply only to the items or users you select. * **Don't allow on specific items**: Apply broadly, except for the items or users you exclude. 4. Select the folders, classifications, or users referenced by your selection. 5. Save the agent configuration to apply your guardrail changes. > [!WARNING] > > * If you create a guardrail using **Specific items only** and select classification labels, the agent can't take any action (such as uploading a file) in the session folder. > * Box plans to remove this limitation so that session folders are never blocked by guardrails. For more information on each configuration, see [Guardrails in Box AI](/en/box-ai/admins/guardrails-in-box-ai). > [!NOTE] > > * Saving the configuration applies the guardrails to new agents only. > * When you open a new agent, the guardrails are applied to the agent, but you can modify them later. > [!NOTE] > > As part of processing a query, Box can choose the best available model from the list of enabled models; however, the final generated answer always uses the user-selected model. ### Recommended setup for FedRAMP and DoW compliance 1. Navigate to **Box AI -> Settings** in Admin Console. 2. Click **Configure** on AI Home. 3. Enable AI Home only for the admin by selecting the option **Enable for selected users and groups**. 4. Go to **Box AI -> Models** tab. 5. Use the **Compliance** filter (FRD, FRC, IL2, IL4) and disable all models that do not meet your organization's compliance requirements. ![List of available compliance filters.](https://mintcdn.com/product-docs/cwJeew3iU12hOBZZ/images/box-ai/model_filters.png?fit=max\&auto=format\&n=cwJeew3iU12hOBZZ\&q=85\&s=077305818b581e62017d0bc2237c2dea) Now you can enable AI Home for a wider group of users or your whole organization. > [!NOTE] > > Government customers who must abide by the DoW order regarding restricting use of Anthropic must manually disable all Anthropic models. ## Managing Custom Box Agents in Box AI Studio To see a list of agents available, go to the **AI Studio** tab from the Box AI section in the Admin Console. ![AI Studio agents table listing Box, Marketing Agent, and HR Agent with access status and monthly queries.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/ai-studio-agents-table-listing.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=3004aee4b89eef9c8d20c1b5289d0a8a) ### Managing Legacy Agents From the legacy **Agent** view, you can see: * Name * Capabilities * Content Q\&A * Text Generation * Access * Enabled * Enabled for selected * Disabled * Monthly Queries * Last Used You can filter from: * Type * Content Q\&A * Text Generation * Access * Enabled * Enabled for selected * Disabled For additional options, hover over the right side of the agent and click on the ellipsis to: * Edit * Access * Delete * **Deleting an agent cannot be undone.** To set the AI model provider, hover over the right side of the agent and click on the ellipsis to choose between the Box Recommended option and specific providers. You can also upgrade the legacy agent from the right ellipsis button, selecting **Upgrade Agent** from the dropdown menu. ### Managing Agents To see a list of agents available, go to the AI Studio tab from the Box AI section in the Admin Console. From the **Agent** view, you can see: * Name * Access * Created By * Monthly Queries * Last Used You can filter from: * Access * Enabled * Enabled for selected * Disabled For additional options, hover over the right side of the agent and click on the ellipsis to: * Edit * Duplicate * Delete * Deleting an agent cannot be undone. # Configuring Advanced Guardrails Source: https://docs.box.com/en/box-ai/admins/guardrails-in-box-ai Guardrails let you define the operational boundaries in which an agent or workflow can act with your Box content. When you configure guardrails, you decide where an action can run, which managed users it can affect, and how it interacts with external users. This gives admins precise control over automated activity and helps keep sensitive content protected while scaling AI and workflow adoption. Guardrails are available to Enterprise Advanced customers. Not all actions referenced in this article are available in every Box product. For product-specific setup and supported actions, see: * [Creating workflows in Box Automate](/en/box-automate/creating-workflows-in-box-automate#advanced-guardrails) * [Guardrails in custom agents](/en/box-ai/creating-and-configuring-agents#guardrails) * [Guardrails for Box MCP server tools](/en/box-mcp/admin-controls#security-guardrails-for-write-tools) This article explains the constraint types you can configure, how each option behaves, and the patterns to follow when defining allowlists and denylists. ## Guardrail constraint types You can configure three types of guardrail constraints: * **Content Restrictions** — controls where the action can run. * **Managed User Criteria** — controls which internal (managed) users the action can involve. * **External User Criteria** — controls how the action interacts with external users. ## Content restrictions Content restrictions define the target location of the action. From the **Content Restrictions** dropdown, select one of the following: * **No restrictions** — no guardrails are applied to the target location. * **Allow on specific items** — define an allowlist of permitted targets. * **Don't allow on specific items** — define a denylist of blocked targets. ### Allow on specific items (allowlist) **Classification Labels:** select one or more classification labels to define the allowed target. To define criteria based on a classification label, you must first have Box Shield classification labels configured in your organization. See [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels). *Examples of using classification-based content restrictions:* * For **Delete File**, selecting **Internal Only** means only files labeled Internal Only can be deleted. * For **Move File**, selecting **Internal Only** means files can only be moved into folders labeled Internal Only. **Folders:** select one or more folders to define the allowed target. Selecting a folder allows the action to run directly within that folder only. The restriction doesn't apply to subfolders. *Example:* for **Upload File**, selecting the folder "Project Atlas" means files can only be uploaded to "Project Atlas." If "Project Atlas" contains a subfolder called "Research," uploads to "Research" aren't allowed unless you also add "Research" to the allowlist. **Hubs:** select one or more Hubs to define the allowed target. ### Don't allow on specific items (denylist) **Classification Labels:** select one or more classification labels to define the blocked target. To define criteria based on a classification label, you must first have Box Shield classification labels configured in your organization. See [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels). *Examples of using classification-based content restrictions:* * For **Delete File**, selecting **Restricted** means files labeled Restricted cannot be deleted. * For **Move File**, selecting **External Sharing** means files cannot be moved into folders labeled External Sharing. **Folders:** select one or more folders to define the blocked target. Selecting a folder blocks the action from running directly within that folder only. The restriction doesn't apply to subfolders. *Example:* for **Upload File**, selecting the folder "Project Atlas" means files can't be uploaded to "Project Atlas." If "Project Atlas" contains a subfolder called "Research," uploads to "Research" are allowed unless you also add "Research" to the denylist. **Hubs:** select one or more Hubs to define the blocked target. #### Don't allow on any externally accessible items The **Don't allow on any externally accessible items** toggle is available only when you select **Don't allow on specific items**. Enable it to prevent the action from running at any target location that is externally accessible. A location is considered externally accessible when any of the following are true: * The target, any folder in its ancestor tree, or a Hub containing it is accessible to the public through a shared link. * The target, any folder in its ancestor tree, or a Hub containing it is accessible to external collaborators. * The target is owned by an external organization or user. *Example:* with **Don't allow on any externally accessible items** enabled for **Upload File**, a file cannot be uploaded to a folder (or any ancestor folder) that has a shared link set to anyone can access, has external collaborators, or is owned by an external user. ## Managed user criteria For actions that involve internal users, use **Managed User Criteria** to define which managed users the action can target. From the dropdown, select one of the following: * **No restrictions** — no managed user guardrail is applied. * **Specific managed users only** — allowlist of permitted managed users. * **All managed users, with exceptions** — denylist of blocked managed users. After you select an option, enter user names into the **Select users** text box and select the users you want to include. Common uses of managed user guardrails: * **Add Collaborator** — allow only a specific list of managed users to be added by a workflow. * **Send Notification** — limit notifications to an approved list of managed users. ## External user criteria For actions that involve external users, use **External User Criteria** to define how the action can interact with them. From the dropdown, select one of the following: * **No restrictions** — no external user guardrail is applied. * **Specific external users only** — allowlist of permitted external users. * **All external users, with exceptions** — denylist of blocked external users. * **External users not permitted** — blocks the action from involving any external user. After you select **Specific external users only** or **All external users, with exceptions**, enter user names into the **Select users** text box and select the users you want to include. Common uses of external user guardrails: * **Add Collaborator** — select **External users not permitted** to prevent any external collaborator from being added by the workflow or agent. * **Send Notification** — limit outbound notifications to a defined list of external users. ## Known limitations * Box MCP server guardrails apply only to write tools. To control which content agents can read, use [Shield Smart Access policies](/en/box-shield/shield-smart-access-policies). * Not every action supports every constraint type. * Classification-based guardrails depend on the classification labels defined for your enterprise. See [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels). # Viewing Box AI usage in the Usage tab Source: https://docs.box.com/en/box-ai/admins/viewing-box-ai-usage The Usage tab is a page in the Box AI admin experience that brings your AI Unit balances and usage analytics together in one place. Use it to see how [AI Units](/en/box-ai/understanding-ai-units-in-box) are consumed, understand which products and users drive Box AI activity, and review the non-chargeable daily usage quotas that apply to your users. Co-admins can only view the usage analytics if they have view settings and reporting permissions. To add, edit, or delete daily usage limits, they must have edit settings permissions enabled. This article describes the usage analytics available on the Usage tab: * [Monthly Usage](#monthly-usage) * [Manage Daily Quota](#manage-daily-quota) * [Insights](#insights) * [Usage Monitoring](#usage-monitoring) * [Users Approaching Total Daily Usage](#users-approaching-total-daily-usage) ![Monthly Usage tab in the Box AI admin experience showing AI Units consumed and overage trackers](https://mintcdn.com/product-docs/FfFNOXD1EjYB5JFI/images/box-ai/Monthly-Usage.png?fit=max\&auto=format\&n=FfFNOXD1EjYB5JFI\&q=85\&s=1e00eb50cf86eb18076ebc63a52f9e01) ## Monthly usage The **Monthly Usage** section displays two progress trackers: * **AI Units Consumed** shows the number of AI Units consumed by the organization in the current calendar month. * Select **Upgrade Plan** to switch to a different plan. * **Overage AI Units** shows the number of AI Units consumed by the organization in the current calendar month that exceed your purchased entitlement. * To enable overage, select **Enable Overage**, then set the number of AI Units users can consume beyond the purchased entitlement each period. * The overage allocation starts as follows: * If the allocation is less than the current overage, it begins on the first day of the next month. * If the allocation is greater than the current overage, it begins immediately. * To begin using overage AI Units, select the check box to agree to overage usage. The allocation stays in place for each future entitlement period until you change it. Box bills usage beyond the purchased entitlement, up to the allocated amount, at the end of each entitlement period. > [!NOTE] > > The overage allocation limit is 1,000,000 AI Units per period. ## Manage daily quota Expand your organization's AI capacity using the AI Units pool. You can allocate AI Units to specific users or to the organization-wide pool. * **Organization-wide AI Units**: Allocate AI Units across the organization by setting the amount per user. * You can allocate up to 10,000 AI Units to the organization-wide pool. * **User-level AI Units**: Allocate AI Units to specific users to be used by them only. * The organization and individual allocations are not added together and are consumed separately. Users with a custom limit do not consume from the organization-wide pool, and they move to Box Agent Lite after reaching their user-level limit. ## Insights ### Usage monitoring See which users are exhausting their daily usage and how often they are doing so within the last 30 days. Use this chart to identify heavy users and to inform governance or optimization decisions. For reference, daily usage is the user's daily quota combined with the AI Units you allotted to the organization or user. ### Users approaching total daily usage The **Users Approaching Total Daily Usage** chart shows each user's daily usage as a percentage of their total daily usage. For more information on daily usage, see [Understanding AI Units in Box](/en/box-ai/understanding-ai-units-in-box#daily-box-agent-quota). * The chart shows users from most to least usage. * The horizontal axis shows usage as a percentage. * An updated timestamp shows how current the data is. ## Known limitations * AI usage data reflects an approximate delay of up to one hour and is not shown in real time. * When you manage a user's daily quota, enabling that user's AI overage can take longer than an hour. * The non-chargeable daily usage quotas by user chart applies only to Enterprise Advanced and Enterprise Plus accounts that use non-chargeable Box Agent and custom agent usage. You must have AI Home enabled to see the chart. * Usage from custom agents in Expanded Mode is not included in the daily quota chart, because Expanded Mode consumes AI Units from your organization's enterprise pool. * Monthly overage may be visible even if it is not enabled or usable. It is not charged until you enable it. * Accounts that use resellers for AI Unit purchasing cannot enable overage for their organization. # Box AI Features in Business Plans Source: https://docs.box.com/en/box-ai/box-ai-features-in-business-plans With a growing list of available Box AI features, you can enhance your team’s workflows by transforming unstructured data into actionable insights with secure, permissions-aware intelligence. Starting with the Business plans you can: * Query unlimited questions on a single document or image * Generate content with Box Notes * Have access to Box AI API (through AI unit purchases) For Enterprise and above plans, you can: * Extract metadata with Box AI Extract Agents * Query unlimited questions on multiple documents at once (Enterprise Plus and above) * Query unlimited questions within a Box Hub * Create AI agents in Box AI Studio (Enterprise Advanced only) For a comprehensive look at the available features based on customer tiers, see the chart below: | **Pricing Tier** | **Business** | **Business Plus** | **Enterprise** | **Enterprise Plus** | **Enterprise Advanced** | | - | - | - | - | - | - | | | Box AI for Documents (Single doc/image) ​ | Box AI for Documents (Single doc/image) ​ | Box AI for Documents (Single doc/image) ​ | Box AI for Documents (Single doc/image) ​ | Box AI for Documents (Single doc/image) ​ | | | Box AI for Notes​ | Box AI for Notes​ | Box AI for Notes​ | Box AI for Notes​ | Box AI for Notes​ | | | | | | Box AI for Drive | Box AI for Drive | | | | | | Multi-doc querying ​ | Multi-doc querying ​ | | | | | | Box AI for Hubs | Box AI for Hubs ​ | | | | | | Box AI for Slack​ | Box AI for Slack | | | | | | | Box AI Extract Agents via UI (Autofill dropdown) & Box Apps | | | | | | | Box Extract | | Box AI APIs: | Q\&A AI API, Text Gen AI API (incl. ability to choose your own model)   Box AI Standard Extract Agent (along with CYOM ability for both freeform & structured endpoints) Note: MDE templates not available | Q\&A AI API, Text Gen AI API (incl. ability to choose your own model)   Box AI Standard Extract Agent Box AI Enhanced Extract Agents | Q\&A AI API, Text Gen AI API (incl. ability to choose your own model)   Box AI Standard Extract Agent Box AI Enhanced Extract Agents | ​Q\&A AI API, Text Gen AI API (incl. ability to choose your own model)   Box AI Standard & Enhanced Extract Agents | Q\&A AI API, Text Gen AI API (incl. ability to choose your own model)   Box AI Standard & Enhanced Extract Agents | | Hubs API | | | Hubs API | Hubs API | Hubs API | | AI Units Allocation | Customers can purchase one-time or recurring SKU   | Customers can purchase one-time or recurring SKU | ​​1000 AI Units | 2000 AI Units | 20,000 AI Units | Contact your Box Account Manager to learn more about pricing for Enterprise Plus and Advanced AI usage. > [!NOTE] > > Business, and Business Plus customers must purchase AI Units to access Box AI APIs, while Enterprise, Enterprise Plus and Enterprise Advanced include AI Units in their plans. Visit the [pricing page to learn more about Box AI Units and AI Units](https://www.box.com/pricing/platform) Consumption
**Why did Box update the Privacy Notice?**Box updated its Privacy Notice to reflect that, effective November 4, 2025, Box AI will be enabled for net new customers as part of the Box Service for Business Starter, Business, Business Plus, Enterprise, and Enterprise Plus accounts. As an AI-first company, we want to be transparent about how Box AI features are offered and to give customers clear, up-to-date information on how data is processed when those features are used.
**What updates are included in the Box Privacy Notice?**Protecting our customer’s privacy is critical to Box. We updated the Privacy Notice to clarify how we collect and handle information and to explain customer responsibilities when using AI features. Key changes include: \* A description of the types of personal information we may collect from you and/or process when you use the Box Service and related features you choose to use.\ \* If applicable, we’ve also included additional details about Box AI, such as:
  • Your responsibilities and related guidance;
  • Your use of AI agents; and
  • Customer enabled AI models.
**Which customers does the updated Box Privacy Notice apply to?**The updated Box Privacy Notice applies to Box customers that are net new as of November 4, 2025 that will be on the following plans: Business Starter, Business, Business Plus, Enterprise, and Enterprise Plus.\  \ If you are an existing customer on or prior to November 3, 2025 the updated Privacy Notice does not apply to your organization.
**Can I turn off Box AI in my settings?**You may disable Box AI at any time by adjusting the account settings within the administrative console.  For more information on disabling Box AI, visit [Configuring Box AI](/en/box-ai/admins/configuring-box-ai).
# Box AI for Drive Source: https://docs.box.com/en/box-ai/box-ai-for-drive > [!NOTE] > > Box AI for Drive is available for Enterprise Plus and Enterprise Advanced accounts. For details, see [Box AI Features in Business Plans](/en/box-ai/box-ai-features-in-business-plans). With Box AI for Drive, a single right-click on any file or folder in Finder (macOS), File Explorer (Windows), or Box Drive Search opens Box AI Home in your browser with the selected content already attached. ![Box AI for Drive.png](https://mintcdn.com/product-docs/0awqP2b6bIC-1UC5/images/box-ai/Box-AI-for-Drive.png?fit=max\&auto=format\&n=0awqP2b6bIC-1UC5\&q=85\&s=4accf67deffba1f3f765bf920c86dedf) ## Requirements * Box Drive 2.49.257 or later for **Ask Box AI** * Box Drive 2.50 or later for **Summarize with Box AI** * Box AI enabled for your organization by your admin ## Supported file types Box AI for Drive supports the same file types as Box AI on the web, including text documents, PDFs, presentations, spreadsheets, and images. For the full list of supported file types, see [Box AI for Documents](/en/box-ai/getting-started/box-ai-for-documents). If you select an unsupported file type, Box AI Home notifies you in the browser. ## Ask Box AI Use **Ask Box AI** to ask questions about one or more files or folders stored in Box Drive. To ask Box AI a question from Box Drive: 1. In Finder (macOS), File Explorer (Windows), or Box Drive Search, navigate to the file or folder you want to query. 2. Right-click the item to open the context menu. 3. Select **Ask Box AI**. Box AI Home opens in your browser, scoped to the selected item. 4. In the message box, type your question and press **Enter** or select **Ask**. Box AI generates a response based on the content of the selected file or folder. > [!WARNING] > > You can select up to 10 items (files or folders) at a time. To select multiple files, hold **Ctrl** (Windows) or **Cmd** (macOS) while clicking each item, then right-click and select **Ask Box AI**. > [!TIP] > > If you right-click on empty space within a folder in Finder or File Explorer (rather than on a specific file or folder icon), Box AI Home opens scoped to the entire current folder. ## Summarize with Box AI Use **Summarize with Box AI** to generate a summary of one or more files without entering a prompt. Box AI Home opens in your browser, automatically runs the summarization, and displays the result. To summarize content from Box Drive: 1. In Finder (macOS), File Explorer (Windows), or Box Drive Search, navigate to the file or folder you want to summarize. 2. Right-click the item to open the context menu. 3. Select **Summarize with Box AI**. Box AI Home opens in your browser and begins generating the summary automatically. Box AI displays the summary without requiring any additional input. You can ask follow-up questions in the Box AI Home after the summary is generated. > [!NOTE] > > Multi-file summarization follows the same selection rules as **Ask Box AI**. You can select up to 10 items (files or folders). # Creating and Configuring Agents Source: https://docs.box.com/en/box-ai/creating-and-configuring-agents > [!NOTE] > > Box AI Studio is only available for Enterprise Advanced accounts. Custom agents transform how organizations interact with their content by enabling tailored AI assistants built on Box's AI Agent framework. Rather than relying on generic AI responses, agent creators can configure specialized solutions that align with specific business needs, workflows, and knowledge bases. Once you have enabled Box AI Studio, go to the AI Studio tab to see the list of agents available and start building one yourself. To get started, click on New Agent. [Advanced Settings](#advanced-settings) ## Creating a New Agent ![Custom Agent builder with Playground on the left and Configuration sidebar for Details, Instructions, and Knowledge.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/creating-and-configuring-agents/custom-agent-builder-playground-left.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=97f58740cd69b6140ea1309e89828183) ### Core Configuration Elements Every agent requires a **Name** and can be enhanced with several optional configurations: | **Element** | **Purpose** | | - | - | | **Details** | Identifies the agent (required) with name and description | | **Custom Instruction** | Defines personality, tone, behavior, constraints, and decision-making style | | **Knowledge ** | Binds the agent to specific files, or hubs for reference | | **Suggested Prompts** | Pre-defined examples shown to users to encourage interaction | | **Availability on Box** | Control where users have access to the agent | | **Advanced** | Override default AI models or let Box optimize automatically | ## Agent Configuration From the right side panel, customize the agent settings: ## Details From here you can: * Change the icon of the agent * Set the name for the agent * Explain the use and intent of the agent and its capabilities ## Custom Instructions Custom instructions shape how your agent behaves including its reasoning style, communication norms, and task approach. **What custom instructions can do:** * Set personality, tone, and voice * Enforce step-by-step workflows ("First analyze, then propose, then act") * Prioritize verification before responding * Specify output formats (headings, bullets, citations, structured JSON) * Encourage or discourage risk-taking ("When unsure, always ask a question") * Direct the agent to favor certain tools when multiple are available **What they cannot do:** * Override human approval workflows * Break safety policies enforced in code * Access restricted data or classifications * Force tool execution when permissions block them **Example:** *You're an expert in marketing campaigns. You assist copy writers by providing short, concise, and creative answers.* ### Guidelines for Box AI Questions Box AI pulls information only from the document you loaded in preview. If you ask questions outside the scope of the document, Box AI informs you that it cannot answer with the information provided. **Best practices:** * **Be as specific as possible.** Use parameters such as numbered lists, brevity, tables, and central themes or key points. * *OK:* "List key points" * *Better:* "Can you list the key points in a numbered list?" * *OK:* "What's the point of this document?" * *Better:* "Can you briefly and succinctly outline only the most important points with a list?" * **Stay within the scope of the document** * **Focus on text-based responses only** Consider adjusting the following to refine responses: * Custom instructions * Model type * Custom system prompts ### Attaching Knowledge Sources Reference knowledge using **@mentions** within custom instructions to specify what content the agent uses and how it should be applied. This approach ensures agents remain grounded in authoritative sources. **Single source example:** Reference the example below using @mention for a single sources: *When answering policy questions, reference @Company\_Handbook as the single source of truth. If information isn't found, acknowledge this and offer alternatives.* **Multi-source with priority:** Reference the example below using @mention for multiple sources: *For product questions, combine information from:* * *@ProductSpecs (highest priority)* * *@ReleaseNotes (secondary)* * *@FAQ (lowest priority)* *If conflicts exist, always use @ProductSpecs as correct.* ### Attaching Content You can attach files and Hubs as knowledge, with explicit priority rules for handling conflicts between sources. Knowledge can also be used for transformation tasks—summarizing, simplifying, or rewriting content while maintaining factual accuracy. To attach content: 1. Click **Select Content** 2. From the file viewer, select the files and/or Hubs you want to add ## Suggested Prompts Create custom prompts to use with your agent. You can add **up to 4 custom questions** that appear when users interact with Box AI. **To add suggested questions:** 1. Toggle on **Use custom suggestions** 2. Click **Add +** 3. Add your custom question (click the X icon to remove) **Example prompts for various use cases:** * *What are the top 3 differentiators of \[Product Name] for an enterprise buyer?* * *How does \[Product Name] compare to \[Competitor Name] for \[Use Case or Industry]?* * *Write a 3-sentence value proposition for \[Product Name] tailored to \[Persona, e.g., IT leaders or CMOs].* ## Availability on Box Configure where your agent appears across Box through the **Availability on Box** settings. Platforms include: * **AI Home** * **Files** * **Hubs** Availability expands as your agent passes evaluation tests for increasingly complex knowledge configurations—from single files to multiple files, and hubs. Custom Agents in expanded mode will be charged against AI Units. If expanded mode is turned off for Custom Agents, the usage will not be charged against AI units, however the query limit will be lower for simple tasks. ## Usage **Expanded Mode** is enabled by default for all Custom Agents in AI Studio, allowing queries to exceed standard capability limits for optimal results. Agent creators can disable this feature at any time. * After enabling, set a maximum limit for AI Units; default value is 1,000. ## Advanced Settings Choose what model the agent uses when answering questions: You can select **Auto** or from the list of other providers available in your organization. **Enabling Pro Mode** **Pro Mode** is **enabled by default** for all Custom Agents created in AI Studio. Agent creators can turn **Pro Mode** off from within AI Studio. When Pro Mode is enabled, the agent uses higher thinking levels and may access more capable and newer models. It supports advanced agent behaviors such as recursive reasoning and enhanced document or video analysis. ## Guardrails > [!NOTE] > > Guardrails are only available for Enterprise Advanced accounts. To control the scope of an agent, you can define which content and users have restrictions. Guardrails set the operating boundaries for an agent, ensuring it only takes actions within the scope you've defined. For example, you can restrict an agent from adding external collaborators, so the agent behaves predictably regardless of how it's triggered. To configure guardrails: 1. Open guardrails settings in the agent configuration. 2. Select a section to modify: * **Upload File** * **Upload File Version** * **Create Box Note** 3. Choose a scope: * **No restrictions**: Apply to all matching content or users. * **Specific … only**: Apply only to the items or users you select. * **All …, with exceptions**: Apply broadly, except for the items or users you exclude. 4. Select the folders, classifications, or users referenced by your selection. 5. Save the agent configuration to apply your guardrail changes. > [!NOTE] > > Guardrails don't apply to session folders. If guardrails block the agent from saving a file to another folder, the agent saves the file in the session folder instead. For more information on each configuration, see [Guardrails in Box AI](/en/box-ai/admins/guardrails-in-box-ai). > [!NOTE] > > Guardrails don't override enterprise-level or folder-level restrictions, and Box AI doesn't execute actions as the agent creator. Existing permissions still apply on top of your guardrail selections. # Box AI for Documents Source: https://docs.box.com/en/box-ai/getting-started/box-ai-for-documents > [!NOTE] > > Box AI for Documents is available in all Box tariffs Business and above. When viewing files in Box, you can ask Box AI to summarize document content, search key points, and write outline drafts. In turn, Box AI can save you time in analyzing your meeting notes, reports, and marketing assets, while giving you better insights on your documents. **Supported file types:** * Text documents (for Box Notes files, see [Box AI for Notes](/en/box-ai/getting-started/box-ai-for-notes)) * Image files * Spreadsheets (limited to text-dense files) * Presentation slides ## Querying a Single Document File With Box AI ![documents.docx preview with Box AI sidebar showing summarize and analyze suggested prompts.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/documents-docx-preview-box-ai.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=a5ac96f24de2da66584a2fda537434e9) To query a file with Box AI: * Open a file with Preview 1. Select Box AI (![Box AI atom icon with purple and blue gradient rings inside a rounded square border.](/images/box-ai/box-ai-ask-button.png)) from the Preview toolbar. 2. Ask your AI query. * **Box AI Action** * Select a file from: * Hover over the Box AI (![Box AI atom icon with purple and blue gradient rings inside a rounded square border.](/images/box-ai/box-ai-ask-button.png)) button to: * Summarize the content in the file * Ask a question ## Querying multiple documents with Box AI\* ![Multi-Doc-GA.png](https://mintcdn.com/product-docs/LzO2CV4GEJIZIaNP/images/box-ai/multi-doc-ga.png?fit=max\&auto=format\&n=LzO2CV4GEJIZIaNP\&q=85\&s=5bedd7695206d4910584070e1d6e3e4b) 1. Select multiple files from: * **Files** page, * within a folder, * **Collections**, or * search results 2. Click the Box AI button from the toolbar. 3. Ask your AI query. > [!NOTE] > > * You can select images only, or text-based files only to ask Box AI. > * The limit of files to ask on is 10. > * **\*** Querying multiple files available only on Enterprise Plus and above ## Asking AI Queries In the Box AI sidebar panel, you can select one of the suggestions provided for quick document insights. The suggestions are based on the document type and can include: * Summarize this document * What are the key takeaways? * How can this document be improved? * Are there any next steps defined? For more specific responses, enter your question or request into the *Message Box AI* text box and press **Enter** or select **Ask**. If you want to view responses in a wider space, such as when a response contains information in tables, select **Switch to modal view** (![Switch to modal view](/images/box-ai/switch-to-modal-view.png)). A dialog box will open where you can continue your query. To return to Box AI in the sidebar panel, select (![Collapse](/images/box-ai/collapse.png)) in the Box AI dialog box. ## Adding Sources If you need to narrow down what exactly the Box Agent uses as reference, you can add sources to your questions by: * Dragging and dropping from your device or external drive * Dragging from left navigation (Recents or from Collections) * Upload from your device or external drive * @ mention to choose a user or content For best results, use @ mentions in your prompt in reference to files that have been added to sources, providing specific instructions to the agent on how to use attached files and folders. ## Working with Responses After submitting the question or request, Box AI generates responses in real time. Following a response, you can ask follow-up questions to gain better insights. These questions help build context and narrow down results. To save a response, select **Copy** (![Copy](/images/box-ai/copy.png)). It is sent to your clipboard, and you can then paste it elsewhere. To give feedback on a response, see [Giving Feedback on AI Responses](/en/box-ai/users/giving-feedback-on-ai-responses). To clear the chat history, select **Clear conversation** (![Clear conversation](/images/box-ai/clear-conversation.png)), which gives you the option to start a new topic, or exit out of the document. Your chat history is refreshed when you reopen the document. To review citations, showing which parts of the source document were referenced when generating the response, hover over the number(s) in the bottom left corner of the response. A small window shows the source text from the document. ## Agents Selection > [!NOTE] > > Box AI Studio is available only for Enterprise Advanced accounts. If enabled for your organization, you can choose agents assigned to you by your admin to get more customized responses when working with Box AI. **To switch Agents or Models:** 1. Click on the Agent ![AGENT dropdown selector showing Box (Default) selected.](/images/box-ai/agent-dropdown-selector.png) button next to the Box AI icon. 2. From the list, select from available agents. 3. Ask Box AI your questions to test responses. The list of agents will depend on what your Admin has enabled for your organization. ## Guidelines for Box AI Questions Box AI pulls information only from the document you loaded in preview. If you ask any questions outside of the scope of the document, Box AI informs you that it cannot answer the question with the information provided. As you ask Box AI to analyze your document, consider these suggestions: * Be as specific as possible. Use parameters, such as asking for numbered lists, brevity, tables and central themes or key points. For example: * OK: list key points * Better: Can you list the key points in a numbered list? * OK: What’s the point of this document? * Better: Can you briefly and succinctly outline only the most important points with a list? * Stay within the scope of the document. ## Box AI Unit Usage For pricing information and AI unit usage rules, contact your Box account executive or visit our [pricing page](https://www.box.com/pricing). ## Troubleshooting If you are unable to use Box AI, check the following with your admin: * Is Box AI enabled for your organization? * Is Box AI for Documents enabled in your organization? For information on enabling Box AI as admin, see [Configuring Box AI](/en/box-ai/admins/configuring-box-ai). ## Known Limitations * Questions on, or including these topics or commands, return mixed and sometimes inaccurate information: * Calculations, table structures, and numbers * Counting words or phrases * Document metadata such as page number, authors, file size, word count, and collaborators (Box AI doesn't take into account any of these document components) * Images, charts, graphs, etc. that are within text documents (as opposed to questions when viewing images, videos, etc., directly) * Video * Audio * Depending on custom agents, questions are limited to: * 1,000 characters for legacy agents * 64,000 characters for new agents * Text content size limit is 2MB, with larger files only processing the first 2MB of text * Non-English languages may produce lower quality results * Box AI for Hubs limitations: * 20,000 file limit for Hubs * 10 million file limit across all Hubs in the organization ### Limitations With Image Files * Box AI cannot return responses on images in a Box Hub * Box AI uses a version of the image that is a maximum of 2048 x 2048 pixels. This means that very small or fine details might not be visible if the original image was larger, which could impact the response. * For image formats that support multi-page (such as .tif and .heic), Box AI will process up to 10 pages from the file ## Box AI Principles To view Box’s policies and practices surrounding using AI, visit [The Box AI Principles Page](https://blog.box.com/box-ai-principles) and [Box AI: Acceptable Use Policy & Guiding Principles](https://www.box.com/legal/boxaiacceptableusepolicy). #### See Also * [Box AI for Notes](/en/box-ai/getting-started/box-ai-for-notes) * [Box AI for Hubs](/en/box-ai/admins/box-ai-for-hubs) # About Box AI Source: https://docs.box.com/en/box-ai/getting-started/what-is-box-ai **Box AI** is an intelligent assistant built right into Box that helps you unlock the value of your content faster and easier. It uses advanced artificial intelligence to understand, summarize, and generate insights from your files—all while keeping your data secure. [Box AI | Unlock the value of your enterprise content](https://www.youtube.com/embed/-ntlWMLH03I) ### **Key Capabilities** * **Ask questions & get answers:** Quickly find key information by asking Box AI about any document or collection of files stored in Box. * **Summarize content:** Instantly create summaries or bullet points from lengthy reports, contracts, or research papers. * **Generate new content:** Draft meeting notes, emails, agendas, or outlines using AI-powered writing assistance. * **Extract metadata:** Automatically pull important details like dates, names, and clauses to speed up workflows and improve accuracy. ### **Where is Box AI?** * **In Documents:** Use Box AI to highlight main ideas or answer questions about specific files. * **In Box Notes:** Generate creative content such as agendas or announcements without leaving your note. * **Across Box Hubs:** Search and summarize across multiple documents at once for comprehensive insights. * **Metadata Templates:** Autofill structured fields based on extracted data from your files. ### **Why use Box AI?** * **Save time:** Automate repetitive tasks like reading, summarizing, and drafting so you can focus on higher-value work. * **Make smarter decisions:** Access relevant insights quickly to support confident decision-making. * **Keep your work in one place:** Works seamlessly within your existing Box workflows and supports multiple AI models for best-in-class performance. * **Stay secure:** Box AI respects all user permissions and enterprise security policies—your data never trains the AI models without explicit permission. ### **How to Get Started** Simply look for the **AI icon** throughout the Box Web App. ![agent-icon-for-box-default](https://cdn01.boxcdn.net/app-assets/aistudio/avatars/logo_default_boxAi24.svg) Click it to ask questions, generate content, or extract data—no extra setup required. Whether you’re working on a single file or managing large projects, Box AI is your smart partner for making content work harder for you. ### **What to Learn Next?** Learn how you can use AI to gather insights, draft new content, and more without leaving Box — click [here](https://support.box.com/hc/en-us/articles/45022158252819). # Understanding Box AI Usage: Daily Quotas and AI Units Source: https://docs.box.com/en/box-ai/understanding-ai-units-in-box An AI Unit is a standardized metric used to measure the consumption of chargeable Box AI features. AI Units simplify capacity planning by condensing complex technical details, such as token counts (text read by the AI) and model latency, into a single, easy-to-understand value. Whether an action consumes AI Units depends on the action and the mode of use (user-driven vs. automated/at-scale). ## AI Units included Upgrading your Box subscription tier unlocks advanced foundational reasoning, orchestration capabilities, and larger baseline AI Unit allocations. | **Box Plan** | **Included AI Units per month** | **Features** | | - | - | - | | **Business** | Available for purchase | Standard single-file Box AI Q\&A and content generation. | | **Business Plus** | Available for purchase | Standard single-file Box AI Q\&A and content generation. | | **Enterprise** | 1,000 | Box Hubs integration. | | **Enterprise Plus** | 2,000 | Integrated **Box Agent** (UI-driven, multi-step task execution),and Multi-file Box AI Q\&A. | | **Enterprise Advanced** | 20,000 | **Box Agent in Pro Mode** (advanced reasoning/extended contexts), **Box AI Studio** (Custom Agent creation), and **Metadata Extraction** (Standard & Enhanced Extract Agents). | | **Box Shield Pro (Add-on)** | N/A (Included) | Agentic **AI Classification Agent** and **AI Threat Analysis Agent** to automate context-driven content security at scale. | **Key Capacity Considerations:** * **Entitlements:** AI Units are allocated for a defined entitlement period (e.g. monthly) and are comprised of your base plan allotment plus any additional units purchased via a service order. * **No Rollover:** Unused AI Units expire at the end of each entitlement period and do not roll over to the next period. * **Aggregated Use:** If you utilize multiple chargeable AI features (e.g., Q\&A AI API and Text Gen AI API), your unit consumption is aggregated against your enterprise-level entitlement pool. ## Included vs. Chargeable Features To manage your budget effectively, it is critical to understand what triggers an AI Unit charge. Chargeability is determined by the feature and mode of access (Box Web App UI vs API). ### Features included in your plan In plan interactions do not deduct from your monthly AI Unit pool: * **Box Agent (Standard Mode):** Standard interactive end-user prompts within the UI. * **Box Agent (Pro Mode):** Exclusive to Enterprise Advanced. When enabled, the agent utilizes advanced reasoning capabilities for complex tasks like strategic analysis or coding. Note: Responses may take longer due to increased processing, but it remains included in your plan when run interactively by a user in the Web App. The Box Agent via API is chargeable, however. * **Custom Agents (Standard Mode):** Tailored agents used within the Web App, provided they are not configured in Expanded Mode. * **Box Apps and Search:** Built-in platform conversational search capabilities. * **Box Shield Pro & Auto-Classification:** Includes native security classifications, the **AI Classification Agent**, and the **AI Threat Analysis Agent**. These automated protections run in the background at zero AI Unit cost. AI Units do not apply to free Box AI features, such as Box Agent in Standard Mode (not Expanded Mode). Actions using the Box Agent or custom agent in Standard Mode do not count toward AI Units. > [!NOTE] > > While these features do not consume your monthly AI Unit allocation, Box enforces a [daily Box Agent quota](#daily-box-agent-quota) on in-plan features to maintain performance stability. ### Model Context Protocol (MCP) Partners Integrations For third-party platform integrations connected via the MCP framework, capacity metering is split by call type and feature category: * **Only AI Usage Consumes AI Units:** Traditional platform transactions (such as file fetches, folder navigation, or standard structural metadata requests) triggered by an MCP app do not affect your AI pool. * **AI Extraction is Always Chargeable:** Any metadata extraction (MDE) task orchestrated by an MCP tool is executed via API and consumes AI Units under standard extraction rules. * **AI Q\&A and Text Generation Metering:** * **Current State:** Because MCP integrations function as API-driven developer access, all Q\&A and text generation tasks orchestrated through the Box MCP server consume AI Units. (Note: Standard interactive use of Box AI directly within the native Box Web App UI remains included in your plan). * **Future State:** The metering framework will transition to differentiate between Published MCP Apps (from the public marketplace) and Custom-Built MCP Apps, altering how unit deductions are calculated. ### Chargeable Features (Consumes AI Units) AI Units are consumed when actions are performed at scale, are automated, are not directly managed user-driven, or leverage advanced enterprise configurations: * **Box AI APIs:** Any access via the Q\&A AI API or Text Gen AI API. * **Box Automate Workflows:** Any agent execution integrated into an automated Box workflow process. * **Expanded Mode Agents:** An optional configuration in Box AI Studio for Box or Custom Agents that removes standard query restrictions, allowing the agent to process massive, content-heavy datasets. * **Standard and Enhanced Extract Agents:** A tool designed for simple, structured, or short documents (e.g., receipts, invoices, passports, salary slips, or resumes typically under 5 pages). It is optimized for high-volume, time-sensitive pipelines where information can be directly read or normalized without complex reasoning or calculations. * **Metadata Templates:** Using Box AI to generate a new metadata template. See [Using Box Extract](https://docs.box.com/en/box-extract/using-box-extract#create-a-custom-extract-agent) to learn more. > [!NOTE] > > **Admin Console model labeling and Auto selection:** Within the Admin Console and Box AI Studio, models are explicitly labeled as **Standard** or **Premium** to remove any guesswork. When building or configuring a custom agent, selecting the **Auto** model configuration defaults to a **Standard model tier** to optimize performance speed and unit cost-efficiency. Choosing a **Premium** model increases the rate of AI Unit consumption, but only when paired with one of the chargeable features listed above. ## Monitoring AI Unit usage Only Account Admins have visibility into AI Unit consumption. To view current consumption against your monthly entitlement: 1. Go to the **Admin Console**. 2. Select **Home** > **AI Insights** to open the [AI Insights dashboard](/en/box-admin-tools/reporting-and-insights/ai-insights). 3. Locate the **AI Units** card. > [!NOTE] > > To access historical data, Admins can now download the historical AI units consumption report with an ability to filter by date, user and AI Capability from the Reports page in the **Admin Console**. > [!NOTE] > > **Important Tracking Discrepancies to Note:** > > * **Data Lag:** The AI Unit Insights card operates with an approximate 2-hour data lag. It does not track consumption in absolute real-time. > * **AI Studio Dashboard Window:** The "Monthly Queries" chart within the AI Studio dashboard reflects a rolling 30-day window, whereas your official AI Unit allocation resets strictly on the first day of the calendar month. > * **User-Level Auditing:** Admins can download detailed User Activity Reports to break down unit spend by individual user or specific agent. (Data is available retroactively to January 1, 2026). ## Reaching AI Units Quota Box notifies admins at the following consumption thresholds: ### On track to exceed entitlement * **What happens:** The admin sees a purple warning banner in the Admin Console. * **Recommended action:** Contact your Box account manager to purchase an expansion block before operations are interrupted. ### At full entitlement: * **What happens:** Paid/chargeable AI features are blocked until the next entitlement period or until additional units are purchased. Free/included in plan Web App features remain fully functional. * **Admin view:** A persistent red warning banner appears in the Admin Console, and an automated email notification is sent. * **User view:** Users receive an error message ("AI unit entitlement has been reached") if they attempt to trigger a blocked feature. > [!NOTE] > > **Minor overages:** You may occasionally notice that your final monthly usage slightly exceeds your allotment (e.g., 20,320 / 20,000). This occurs due to the 2-hour processing lag and internal business rules designed to let active, in-flight requests finish rather than breaking an active user's session mid-task. New requests are blocked immediately following. ## Daily Box Agent quota The daily Box Agent quota applies to included usage for the Box Agent and custom agents not in Expanded Mode, and resets automatically each day at midnight in the user's local timezone. These quotas are set globally, allocated on a per-user basis, and are not shared across users in the organization. ### How Box Agent usage varies by type of work Box Agent supports a wide range of enterprise workflows, from quickly finding information to performing complex analysis across large volumes of content. The amount of daily quota used depends on the complexity of the task, the content being analyzed, and the level of reasoning required. | **Level of work** | **Example enterprise use cases** | **Estimated daily quota usage\*** | | :- | :- | :- | | **Everyday questions and content tasks** — Find information, summarize content, and answer questions about specific files or topics | **Contract intelligence:** Identify key obligations, dates, and agreed-upon terms across business documents. **Vendor management:** Find renewal terms and termination clauses across vendor agreements. **Document understanding:** Answer questions about policies, contracts, and project documents. | Enterprise Plus: \~1–6% Enterprise Advanced: \~0.5–3% | | **Analysis and insights** — Connect information across multiple documents to identify patterns, compare information, and support decisions | **RFP response generator:** Cross-reference an incoming security questionnaire against Trust documentation and draft response statements. **Customer insights:** Analyze customer feedback to identify top themes and emerging product opportunities. **Business intelligence:** Identify patterns across incident reports, contracts, and business documents. | Enterprise Plus: \~4–10% Enterprise Advanced: \~2–5% | | **Complex research and large-scale analysis** — Analyze large volumes of content, perform multi-step tasks, and generate comprehensive outputs | **M\&A due diligence:** Extract change-of-control clauses, termination periods, and liability caps across agreements. **Executive pre-read synthesizer:** Analyze quarterly earnings materials to identify guidance metrics, risks, and strategic initiatives. **Compliance analysis:** Review regulatory filings, policies, and contracts to identify potential risks. | Enterprise Plus: \~8–20% Enterprise Advanced: \~4–10% | > [!NOTE] > > These percentages are planning estimates and are subject to change. Actual daily quota usage varies based on the complexity of the request, the amount of content analyzed, and the level of reasoning required. ### After a user's daily Box Agent quota is used When a user reaches their daily quota while working with the Box Agent, they are automatically transitioned to **Box Agent Lite** across all surfaces (Box AI Home, Box Documents, Box Notes, and Box Hubs). * Box Agent Lite is a simplified Box AI experience where you can continue asking for insights on your files. * Box Agent Lite remains the AI experience until the quota resets automatically and the user returns to the full Box Agent. * You can continue getting insights on your content across AI Home, Documents, Notes, and Hubs. ### AI experiences not affected by the daily quota The following AI capabilities do not use a user's daily Box Agent quota because they consume your organization's AI Unit allotment instead: * Custom agents running in Expanded Mode * Box Automate * Box Extract * Box AI APIs * MCP Server AI workflows * CLI AI workflows ### Expanded Mode and the daily quota Agents in Expanded Mode are not subject to a user's daily Box Agent quota. Queries consume your organization's shared AI Unit allotment and remain available while AI Units are available. ### Recommended action If your users regularly reach their daily Box Agent quota, consider one of the following: * Use custom agents with Expanded Mode for higher-volume AI workflows. * Use Box Automate for repetitive or background AI tasks. * Contact your Box administrator or Box account team to discuss the best option for your organization. ## AI Unit consumption For information on how AI Units are consumed across Box AI APIs, agents, and Automate workflows, reference the [Box AI Units consumption table](https://cloud.app.box.com/file/1758172906969?v=box-ai-units-consumption-table). | **Important:** Any agent run within an Automate workflow is charged against your AI Unit allocation. | | - | ## Chargeability & Exhaustion Matrix To manage your budget effectively, it is critical to look at both the feature name and how it is being executed. The table below outlines the definitive chargeability status and the expected operational behavior if your organization exhausts its monthly AI Unit allocation. | Feature | Box Web App UI Chargeability Status | Box Web App UI Status When Exhausted | API Chargeability Status | API Status when Exhausted | | :- | :- | :- | :- | :- | | **Box Agent (Standard Mode)** | Nonchargeable | Available (if included in plan) | Chargeable | 🚫 Blocked | | **Box Agent (Pro Mode)** *(Enterprise Advanced)* | Nonchargeable | Available (if included in plan) | Chargeable | 🚫 Blocked | | **Custom Agents (Standard Mode)** | Nonchargeable | Available (if included in plan) | Chargeable | 🚫 Blocked | | **Expanded Mode Agents** | Chargeable | **🚫** Blocked | Chargeable | 🚫 Blocked | | **Standard Extract Agent (Metadata Extraction / MDE)** | Chargeable | 🚫 Blocked | Chargeable | 🚫 Blocked | | **Enhanced Extract Agent** | Chargeable | 🚫 Blocked | Chargeable | 🚫 Blocked | | **Box Apps & Conversational Search** | Nonchargeable | Available (if included in plan) | *N/A* | | | **Box Shield Pro** *(AI Protections)* | Nonchargeable | Available (if included in plan) | Nonchargeable | Available (if included in plan) | ## Best practices for efficient AI Unit management * **Choose models intentionally:** Use Standard models (or select the **Auto** setting) for routine tasks, bulk processing, and basic summarization to optimize cost-efficiency. Reserve Premium models for complex reasoning, multi-step tasks, and long-document analysis. * **Configure Custom Agents smartly:** Prevent unexpected drawdowns by setting a maximum query length cap, disabling agents that are not actively used, and restricting agent folder scope (fewer scanned files equals fewer AI Units consumed). * **Monitor proactively:** Review the **AI Units** card on the [AI Insights](/en/box-admin-tools/reporting-and-insights/ai-insights) dashboard weekly. Identify heavy users through the **Top AI Users** chart on the [AI Insights](/en/box-admin-tools/reporting-and-insights/ai-insights) dashboard or in the [AI Units report](/en/box-admin-tools/reporting-and-insights/ai-units-report). ## How the entitlement resets * **Calendar reset:** Entitlements reset at the start of each entitlement period. Unused units do not carry over. * **Mid-period purchases:** If you purchase additional AI Units mid-period, access to blocked features is restored shortly after the purchase is processed. These add-on units will carry over through the end of your contract order date. * **To purchase more:** Contact your Box account manager or reach out directly to the sales team at [sales@box.com](mailto:sales@box.com) for baseline pricing tiers and subscription blocks. ## Box AI Units FAQs > **Do unused AI Units roll over to the next period?** > > No. AI Units operate on a "use it or lose it" basis and reset on the first day of each entitlement period (e.g. monthly). > **Why does my AI Studio dashboard say I have exceeded my queries if my entitlement period just restarted?** > > The AI Studio dashboard displaying **Monthly Queries** tracks usage on a rolling 30-day window, which functions independently of your strict entitlement period (e.g. calendar month). > **Do AI Units apply to Box AI for documents and notes in the user interface?** > > No. Standard document interactions, standard Custom Agents, and Pro Mode within the Box Web App UI are user-driven and are included in the plan. AI Units are primarily consumed by API calls, Automate workflows, Expanded Mode configurations, and Metadata Extraction Agents. > **Is Box Agent Pro Mode available on all plans?** > > No. Box Agent in Pro Mode (and access to Box AI Studio for Custom Agents) requires an upgrade to the **Enterprise Advanced** tier. > **Are the AI features in Box Shield Pro chargeable against my AI Unit pool?** > > No. The background AI tools included with Box Shield Pro (like the AI Classification Agent and AI Threat Analysis Agent) are native security features covered by the Shield Pro license and do not deplete your monthly AI Units. > **How do I know if my custom agent is using a Standard or Premium model?** > > Box explicitly labels all model options in the Box AI Studio configuration dropdown as either Standard or Premium. If you select **Auto**, the agent dynamically defaults to a Standard model tier to protect your unit allocation. > **Why did our organization manage to spend over our rigid quota?** > > Box employs a \~2-hour data processing lag and chooses not to terminate in-flight active processes mid-query to avoid data corruption. Once those active sessions conclude, new chargeable requests are blocked. > **Does the daily quota apply to all AI experiences?** > > No. The following do not count toward a user's daily Box Agent quota because they use your organization's shared AI Units instead: > > * Custom agents running in Expanded Mode > * Box Automate workflows > * Box Extract > * AI workflows accessed through the Box AI APIs, MCP Server, or CLI > **Is Expanded Mode unlimited?** > > Expanded Mode is not subject to a user's daily Box Agent quota. Instead, queries consume your organization's shared AI Units and are limited by your organization's available AI Unit allocation. > **What should I do if I see the error "AI unit entitlement has been reached"?** > > Contact your organization's Box Administrator. The administrator can contact Box Sales to purchase an immediate allotment block or coordinate internal workflows until the entitlement resets. > **Can I keep using AI after hitting my daily Box Agent quota?** > > Yes. AI remains available in Notes, Documents, Hubs and AI Home. After reaching the daily Box Agent quota, AI requests continue through the standard AI experience until the user's daily quota resets. If Expanded Mode is available, users can also use a custom agent running in Expanded Mode. # Accessing Box AI Source: https://docs.box.com/en/box-ai/using-box-ai Box AI is available across the Box web application, including AI Home, Preview, Hubs, and Notes, giving users consistent access to document analysis and content generation. At the center is AI Home, a workspace accessible from the left navigation bar. AI Home offers a comprehensive session history, a central prompt library, and the ability to aggregate context from files, folders, and Hubs — making it ideal for complex, multi-source queries. You can seamlessly aggregate context by dragging files directly into a session, using @ mentions, or browsing Box to add files, folders, and entire Hubs as sources. This workspace is designed for complex multi-source queries, giving you the flexibility to select from an agent gallery to tailor the AI's expertise to your specific business needs. > [!NOTE] > > You can select up to 5 Hubs as sources for a single Box AI query. Selecting more than 5 Hubs is not supported and can cause the request to fail. To search across more content, narrow the selection to the 5 most relevant Hubs, or run separate queries. ## Box AI Home and across platforms AI Home provides a full-page workspace accessible from the left navigation. This option offers the most complete feature set: * View and resume previous sessions from session history * Add sources from Box or from your device * Select from available agents, including custom agents from Box AI Studio * Access the prompt library and agent gallery This AI agent experience is shared across the following platforms: * [Preview](/en/box-ai/getting-started/box-ai-for-documents) * [Notes](/en/box-ai/getting-started/box-ai-for-notes) * [Hubs](/en/box-ai/admins/box-ai-for-hubs) * [Files](/en/box-ai/getting-started/box-ai-for-documents#querying-multiple-documents-with-box-ai) See each of the specific uses for the platforms above. ![Box AI home page with What can I help you with? search field and Summarize, Research, Analyze, Create, and Plan buttons.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/box-ai-home-page-what.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=1168a8444e3d0f128ae5896d72c31040) ## Working with Box AI When starting, you can begin working on your content by entering your prompt or request into the text box and pressing **Enter**. After you submit your request, the Box Agent searches through all content accessible to you through permissions and collaboration settings and provides a response to which you can continue to work on, or clear to begin again. See [working with responses](#working-with-responses) to see more options. To specify how you want to work on your content, you can use the prompts below the text box to: * Summarize content * Research files * Analyze patterns * Create templates, drafts, outlines, etc. Clicking on the options gives you template prompts to use as is or modify for your use case. ### Pro mode Users can enable Pro Mode by using the toggle in the prompt entry box. When Pro Mode is enabled, the agent uses deeper reasoning for tasks like strategic analysis or complex coding. Responses can take longer to generate as the Box Agent is creating more robust plans and executing tasks using increased reasoning capacity. ![Pro toggle switch turned on with briefcase icon.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/pro-toggle-switch-turned-briefcase.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=e1f21dc2f74155fde00538a61ebc4d96) Pro Mode can also be used with AI Studio created agents by selecting which mode you want your agent to operate in. Note: users will be unable to toggle to another mode different than what was selected during agent creation. ## Adding sources If you need to narrow down what exactly the Box Agent uses as reference, you can add sources to your questions by: * Dragging and dropping from your device or external drive * Dragging from left navigation (Recents or from Collections) * Upload from your device or external drive * @ mention to choose a user or content For best results, use @ mentions in your prompt in reference to files that have been added to sources, providing specific instructions to the agent on how to use attached files and folders. ## Working with responses After submitting the question or request, Box AI generates responses in real time. Following a response, you can ask follow-up questions to gain better insights. These questions help build context and narrow down results. **Saving response** To save a response, select Copy. It is sent to your clipboard, and you can then paste it elsewhere. You can review past responses and prompts by clicking on the **History** button in the top left corner of the model, where you can see recent chat logs or view full history. **Giving Feedback** To give feedback on a response, see [Giving Feedback on AI Responses](/en/box-ai/users/giving-feedback-on-ai-responses). **Clearing Sessions** To clear the chat history, click on the edit icon on the top right corner of the page. To delete the session, click on the trash icon in the far right corner of the page. Doing so **permanently deletes** the chat history and cannot be undone. **Sources and citations** To review citations, showing which parts of the source document were referenced when generating the response, hover over the number(s) in the bottom left corner of the response. A small window shows the source text from the document. ## Agent and model selection > [!NOTE] > > Choosing your own model is available only for Enterprise Advanced tier customers. The Box AI Agent is selected by default when using AI Home. If you have another agent you would prefer to use, either made by your admin or another model, you can change the agent to tailor your use case. **To switch agents or models:** 1. Click on the **Agent** button next to the sources button. 2. From the list, select from available provider models and custom agents. 3. Begin prompting the selected agent. A custom agent can have Pro Mode enabled by default based on its settings. The list of available agents depends on what your Admin has enabled for your organization. > [!NOTE] > > As part of processing your query, Box can choose the best available model from the list of enabled models; however, the final generated answer always uses the user-selected model. ## Troubleshooting If you are unable to use Box AI, check the following with your admin: * Has your organization been provisioned for Box AI? * Is **AI Home** enabled in your organization? * If the **Pro** toggle is missing, check if your organization is on the Enterprise Advanced tier or if the specific agent creator has disabled Pro Mode for that agent. For information on enabling Box AI as admin, visit [Configuring Box AI](/en/box-ai/admins/configuring-box-ai). ## Box AI Principles To view Box’s policies and practices surrounding using AI, visit [The Box AI Principles page](https://blog.box.com/box-ai-principles) and [Box AI: Acceptable Use Policy & Guiding Principles](https://www.box.com/legal/boxaiacceptableusepolicy). # Box AI for Hubs Source: https://docs.box.com/en/box-ai/admins/box-ai-for-hubs > [!NOTE] > > Box AI for Hubs is available only for Enterprise Plus and Enterprise Advanced accounts. With Box AI for Hubs, you can ask questions across multiple files in a Box Hub. Quickly find and summarize answers all in one place, making it a one-stop source for gathering information. In turn, Box AI for Hubs saves you time by analyzing content in a Hub, such as meeting notes, reports, and marketing assets, and then providing summaries and key insights across your content. ## Use Box AI in a Hub Box AI opens in a panel on the right side of the Hub. The panel stays open while you read and move through the Hub, so you can check content without losing your conversation. To open Box AI: 1. In the left sidebar, select **Hubs**. 2. In the Hubs gallery, select the Hub you want. 3. In the Hub header, select **Box AI**. The Box AI panel opens next to your Hub content. ![Box AI panel docked on the right side of a Hub, showing a close icon, suggested prompts, a Prompt library link, and the Ask Box AI field, with Hub pages and content visible on the left.](https://mintcdn.com/product-docs/p-bRoDCipYrL8CzU/images/box-ai/box-ai-hubs-side-panel.png?fit=max\&auto=format\&n=p-bRoDCipYrL8CzU\&q=85\&s=c56f1c497124b5c49a30781cf6041e99) 4. In the Box AI panel, select a suggested prompt, such as **Summarize this Hub**, or enter your own prompt in the **Ask Box AI** field and press **Enter**. To find more prompts, select **Prompt library**. ### Work with the Box AI panel * **Resize the panel:** Drag the divider between the Hub content and the panel to make the panel wider or narrower. * **Keep working in the Hub:** Scroll, select pages in the Hub navigation, and open content while the conversation stays open. * **Close the panel:** In the upper-right corner of the panel, select **Close** (X), or press **⌘ / Ctrl** + **J**. Your conversation is still there when you reopen the panel. * **Reopen the panel:** In the Hub header, select **Box AI**, or press **⌘ / Ctrl** + **J**. You can also open Box AI from the collaboration invitation email. When you're added to a Hub, the email includes an **Explore with Box AI** button. Select it to open the Hub with the Box AI panel already open and a Hub summary on its way, so you can start exploring right away. ![Hub collaboration invitation email with the Explore with Box AI button.](https://mintcdn.com/product-docs/0awqP2b6bIC-1UC5/images/box-ai/Email.png?fit=max\&auto=format\&n=0awqP2b6bIC-1UC5\&q=85\&s=337befd9a910154c36d5175e33d2bc87) > [!NOTE] > > The **Explore with Box AI** button displays in the collaboration email only when Box AI for Hubs is enabled for your enterprise. ## Adding sources To narrow down which content Box AI uses as a reference, add sources to your question. Type **@**, and then select a user or content. ## Working with responses After submitting the question or request, Box AI generates responses in real time. Following a response, you can ask follow-up questions to gain better insights. These questions help build context and narrow down results. To save a response, select **Copy** (![Copy](/images/box-ai/copy.png)). Box AI copies the response to your clipboard, so you can paste it elsewhere. To give feedback on a response, see [Giving Feedback on AI Responses](/en/box-ai/users/giving-feedback-on-ai-responses). To start a new topic, select **Clear conversation** (![Clear conversation](/images/box-ai/clear-conversation.png)). This clears the chat history in the Box AI panel. Box AI also clears the chat history when you reload the page or leave the Hub. Closing the panel doesn't clear it, so you can reopen the panel and continue the same conversation. To review citations, showing which parts of the source document were referenced when generating the response, hover over the number(s) in the lower-left corner of the response. A small window displays the source text from the document. ## Agent selection > [!NOTE] > > Box AI Studio is available only for Enterprise Advanced accounts. If enabled for your organization, you can choose agents assigned to you by your admin to get more customized responses when working with Box AI. To switch agents or models: 1. Select the **Agent** ![AGENT dropdown selector showing Box (Default) selected.](/images/box-ai/agent-dropdown-selector.png) button next to the Box AI icon. 2. From the list, select an agent. 3. Ask Box AI your questions to test responses. The list of agents depends on what your admin has enabled for your organization. ## Pro Mode To enable Pro Mode, use the toggle in the prompt entry box. When Pro Mode is enabled, the agent uses deeper reasoning for tasks like strategic analysis or complex coding. Responses might take longer to generate because the agent creates more robust plans and executes tasks with increased reasoning capacity. ![Pro toggle switch turned on with briefcase icon.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/pro-toggle-switch-turned-briefcase.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=e1f21dc2f74155fde00538a61ebc4d96) You can also use Pro Mode with agents created in Box AI Studio by selecting the mode you want the agent to operate in during agent creation. After the agent is created, users can't switch it to a different mode. ## Guidelines for Box AI questions Box AI pulls information from the files in the Hub you are viewing. If you ask any questions about information not contained in the Hub, Box AI informs you that it cannot answer the question based on the information in the Hub. As you ask Box AI to analyze information in your Hub, consider these suggestions: * Be as specific as possible. * Use parameters, such as: * Numbered lists * Length * Central themes * Key points * Tables * Stay within the scope of the documents in the Box Hub. * Focus on text-based responses only. For more guidelines, visit [Best Practices with Box AI](/en/box-ai/users/best-practices-with-box-ai). > [!WARNING] > > Box AI can only read and synthesize information from content you can access. If there is content with Box Shield classifications, depending on who has access to that content, Box AI might not use that content to generate responses. ## Box AI unit usage For pricing information and AI unit usage rules, contact your Box account executive or visit our [pricing page](https://www.box.com/pricing). ## Troubleshooting If you are unable to use Box AI, check the following with your admin: * Is Box AI enabled for your organization? * Is Box AI for Hubs enabled in your organization? (Enterprise Plus and Enterprise Advanced) * Do you have the correct permissions to view the files and folders? For information on enabling Box AI as an admin, visit [Enterprise Settings: Box AI Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-box-ai-tab). ### File indexing delays Files added to a Hub can take up to an hour to be indexed. Most files are indexed within minutes, but larger Hubs might experience some delay. **This delay in indexing may cause a temporary pause when using Box AI.** Wait a few moments and retry your questions. ## Known limitations **Supported file types:** * Box AI for Hubs supports the following file types: * Text files (up to 4 MB of text representation per file) * Spreadsheet files * Box AI for Hubs doesn't support spreadsheets that are embedded **within** text files. **Content limitations:** * Questions about the following topics or commands can return mixed and sometimes inaccurate information: * Calculations, table structures, and numbers * Counting words or phrases * Document metadata, such as page number, authors, file size, word count, and collaborators * Images, videos, charts, and graphs * File names * List-type questions, such as "*please provide a list of \[your condition]*" * Following up on chat history from a previous session is not supported * Box AI can't use questions or answers from an earlier session, because the chat history is cleared when you reload the page or leave the Hub * Non-English languages might produce lower-quality results * Questions or requests in Japanese might not cite the intended document **Hub limitations:** * 20,000 file limit per Hub * 10 million file limit across all Hubs in the organization ## Box AI principles To view Box’s policies and practices surrounding using AI, visit [The Box AI Principles Page](https://blog.box.com/box-ai-principles) and [Box AI: Acceptable Use Policy & Guiding Principles](https://www.box.com/legal/boxaiacceptableusepolicy). # Box AI for Mobile Source: https://docs.box.com/en/box-ai/box-ai-for-mobile > [!NOTE] > > Box AI for mobile is available for Business and above accounts. When using Box on your mobile device, you can easily ask Box AI to summarize document content, search for key points, and create outline drafts from your files. Box AI helps you save time by analyzing meeting notes, reports, and marketing materials, providing better insights into your documents. **Supported file types:** * Text documents, including Box Notes * Image files * Spreadsheets (limited to text-dense files; see [Known Limitations](#known-limitations)) * Presentation slides ## Querying a Document File with Box AI ![Box AI for Mobile.png](https://mintcdn.com/product-docs/0MHSMKpuGINy-pBt/images/box-ai/box-ai-for-mobile.png?fit=max\&auto=format\&n=0MHSMKpuGINy-pBt\&q=85\&s=d6d5e9cbf05871f68c4fddcd65dc4856) 1. Select a supported file type (see above) to open. 2. Select Box AI ![Box AI atom icon inside a rounded square border.](/images/box-ai/box-ai-atom-inside.png) from the bottom toolbar. 3. Ask your AI query using one of these methods. * Typing in your question * Using voice dictation by selecting the microphone icon ![Microphone icon for voice input.](/images/box-ai/microphone-voice-input.png). **Available only after you have given Box access to your device’s microphone.** * Using one of the suggested questions: * Summarize this document * What are the key takeaways? * How can this document be improved? ## Querying Multiple Files with Box AI If you have an Enterprise Plus account, or higher, Box enables you to query up to ten files. When querying multiple files, you can select only image files or text-based files. **To query multiple files:** 1. Select multiple files from: * **Files** page, * within a folder, * **Collections**, or * search results 2. Tap the Box AI button on the toolbar. 3. Ask your AI query using one of these methods: * Typing your question. * Using voice dictation by selecting the microphone icon ( ![Mic\_Icon.png](/images/box-ai/Mic_Icon.png)). This option is available only after you have given Box access to your device’s microphone. * Using one of the suggested questions: * Summarize this document * What are the key takeaways? * How can this document be improved? ## Working with Responses After submitting the query, Box AI generates a response in real time. You can ask a follow-up question to the response, which will be kept until leave the document. To clear the chat history, exit out of the document. Your chat history is refreshed when you reopen the document. If you want to save a response, tap on the ![copy icon](/images/box-ai/copy-icon.png) copy icon to add it to your clipboard and paste elsewhere. To give feedback on a response, see [Giving Feedback on AI Responses](/en/box-ai/users/giving-feedback-on-ai-responses). To clear the chat history, tap Clear conversation (![clear icon](/images/box-ai/clear-icon.png) / ![clear icon](/images/box-ai/clear-icon-2.png)). This action **cannot** be undone. Your chat history is refreshed when you reopen the document. To review citations, which shows which parts of the source document were referenced when generating the response, tap the number(s) in the bottom left corner of the response. A small window shows the source text from the document. ## Agents Selection > [!NOTE] > > Box AI Studio is available only for Enterprise Advanced accounts. > > If enabled for your organization, you can choose agents assigned to you by your admin to get more customized responses when working with Box AI. **To switch Agents or Models:** 1. Tap on the Agent ![Box AI Default dropdown selector with atom icon and chevron.](/images/box-ai/box-ai-dropdown-selector.png) tab from the top of the window 2. From the list, select from available agents. 3. Ask Box AI your questions to test responses. The list of agents will depend on what your Admin has enabled for your organization. ## Guidelines for Box AI Queries Box AI pulls information specifically from the document being reviewed. Asking queries outside the scope of the document will prompt Box AI to use general knowledge to answer your query. **The responses may not be accurate and need additional verification before using the responses.** As you ask Box AI to analyze your document, consider these suggestions: * Be as specific as possible. Use parameters, such as asking for numbered lists, brevity, tables, and central themes or key points. For example: * OK: list key points * Better: Can you list three key points in a numbered list? * OK: What’s the point of this document? * Better: Can you briefly and succinctly outline only the most important points with a list? * Stay within the scope of the document. * Focus on text-based responses only. ## Box AI Unit Usage For pricing information and AI unit usage rules, contact your Box account executive or visit our [pricing page](https://www.box.com/pricing). ## Troubleshooting If you are unable to use Box AI, check the following with your admin: * Is Box AI enabled for your organization? * Do you have the correct permission for the file? For information on enabling Box AI as admin, visit [Enterprise Settings: Box AI Tab – Box Support](/en/box-admin-tools/box-admin-reference/enterprise-settings-box-ai-tab) ## Known Limitations * Questions on, or including these topics or commands, return mixed and sometimes inaccurate information, such as: * Calculations, table structures, and numbers * Counting words or phrases * Document metadata such as page number, authors, file size, word count, and collaborators * Images, videos, charts, graphs, etc * Limited to 1,000 characters per question * Text content size limit is 2MB, with larger files only processing the first 2MB of text * Non-English languages may produce lower quality results ## Box AI Principles To view Box’s policies and practices surrounding using AI, visit [The Box AI Principles Page](https://blog.box.com/box-ai-principles) and [Box AI: Acceptable Use Policy & Guiding Principles](https://www.box.com/legal/boxaiacceptableusepolicy). # Box AI for Notes Source: https://docs.box.com/en/box-ai/getting-started/box-ai-for-notes > [!NOTE] > > Box AI for Notes is available in all Box tariffs Business and above. When working on a Box Note, you can ask Box AI to generate draft outlines, meeting agenda templates, email announcements, and numerous other content ideas. In turn, Box AI can save you time when getting started on your sales, marketing, or team projects. ## Using Box AI Get started creating or refining content with Box AI for Notes by opening a new or existing note. ## One Box AI Conversation Per Note While a note is open, the inline Box AI composer and the Box AI sidebar panel share a single conversation. You can start a request on one surface and continue it on the other without repeating context. For example, ask Box AI about a highlighted passage inline, then open the sidebar to ask a follow-up that builds on that same exchange. The sidebar holds the full conversation, including the requests you made inline. ## Content Generation 1. Select the plus icon and select Box AI from the context menu. * Alternatively, you can use keyboard shortcut ⌘/Ctrl + Shift + I. ![Vertical sidebar with Box AI atom icon at top and plus button below.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/vertical-sidebar-box-ai-atom.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=9b29bd2e0d8c8f54735a5ec8bba5c063) ![The insert menu in Box Notes opened from the plus button, with Box AI highlighted above Table and Divider Line options.](https://mintcdn.com/product-docs/LzO2CV4GEJIZIaNP/images/box-ai/opening-box-ai-in-notes.png?fit=max\&auto=format\&n=LzO2CV4GEJIZIaNP\&q=85\&s=2b119e731db730ceb0de1bbac38a3774) 1. Enter a request in the textbox and press enter or select the “Ask” button. After submitting the request, Box AI generates the response in real time. ![Box AI agent prompt bar with placeholder text What are you trying to create? and send button.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/box-ai-agent-prompt-bar.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=d97966b316c9a2034400b177ce4c4670) 1. * Sample prompts to use: * Create a meeting agenda for \[topic] * Draft a blog post for \[topic] * Generate a template for meeting regarding \[topic] 2. To use the text, select “Add to Note”. If you need to improve or change the response, see the **Content Refinement** below. ## Content Refinement If you need to improve upon the responses, follow these steps: 1. After a response, or if for other text, highlight the text to edit and select the Box AI button ![Box AI button with Box AI label pointing to dark square with white atom icon.](/images/box-ai/box-ai-button-label-pointing.png). 2. Ask to refine the selected text and include these parameters for better results: * Length * Tone * Details * Reading level 3. After two revisions, you can select the arrow button ![Search result navigation showing 2 of 2 with up arrow active and down arrow disabled.](/images/box-ai/search-result-navigation-active-down.png) to see previous questions. 4. Once you’re satisfied with the results, select * **Add to Note** * **Replace** * **Copy** (![Copy icon showing two overlapping document pages.](/images/box-ai/copy-two-overlapping-document.png)) ## Content Questions In addition to refining text, you can ask questions on the highlighted content such as: * What is the summary of the text? * Can you list what the key points are? * What is the central theme of the text? After asking inline, you can continue the same conversation in the Box AI sidebar panel without repeating the context. ## Asking AI Queries from the Side Panel In the Box AI sidebar panel, you can select one of the suggestions provided for quick document insights. The suggestions are based on the document type and can include: * Summarize this document * What are the key takeaways? ![Box Notes with Box AI in Notes Fast Facts document open, showing Summarize this Note and related prompt buttons.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/box-notes-ai-fast-facts.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=be0bdac81a3bd9d96ee8d8fba5d24e63) For more specific responses, enter your question or request into the *Message Box AI* text box and press **Enter** or select **Ask**. The sidebar shows the full conversation for the note, including the requests you made in the inline composer. Inline requests appear with an **Inline Box AI** label, and if you highlighted text when you asked, that selection is attached to the request. While an inline response is still generating, the sidebar keeps your current view and reveals the inline question and answer together once the response is ready. ## Adding Sources If you need to narrow down what exactly the Box Agent uses as reference, you can add sources to your questions by: * Dragging and dropping from your device or external drive * Dragging from left navigation (Recents or from Collections) * Upload from your device or external drive * @ mention to choose a user or content For best results, use @ mentions in your prompt in reference to files that have been added to sources, providing specific instructions to the agent on how to use attached files and folders. ## Working with Responses After submitting the question or request, Box AI generates responses in real time. Following a response, you can ask follow-up questions to gain better insights. These questions help build context and narrow down results. While Box AI is generating a response on one surface, you cannot submit a new request from the other until that response finishes. If you ask a question from the sidebar while the inline composer is open, the composer closes. To save a response, select **Copy** (![Copy](/images/box-ai/copy.png)). It is sent to your clipboard, and you can then paste it elsewhere. To give feedback on a response, see [Giving Feedback on AI Responses](/en/box-ai/users/giving-feedback-on-ai-responses). To clear the chat history, select **Clear conversation** (![Clear conversation](/images/box-ai/clear-conversation.png)), which gives you the option to start a new topic, or exit out of the document. Your chat history is refreshed when you reopen the document. If you want to add the results to your note, select **Add to Note**. The results, including text, tables, bullet points, and diagrams, are added to the note where your text cursor is located. To review citations, showing which parts of the source document were referenced when generating the response, hover over the number(s) in the bottom left corner of the response. A small window shows the source text from the document. ## Agents Selection > [!NOTE] > > Box AI Studio is available only for Enterprise Advanced accounts. If enabled for your organization, you can change agent to get more customized responses when working with Box AI. **To switch Agents or Models:** 1. Select the Agent ![AGENT dropdown pill showing Box (Default) selected.](/images/box-ai/box-ai-notes-button-3.jpg) button next to the Box AI icon. 2. From the list, select from available agents. 3. Ask Box AI your questions to test responses. The list of agents will depend on what your Admin has enabled for your organization. ## Pro Mode > [!NOTE] > > Box AI Studio is available only for Enterprise Advanced accounts. Users can enable Pro Mode by using the toggle in the prompt entry box. When Pro Mode is enabled, the agent uses deeper reasoning for tasks like strategic analysis or complex coding. Responses may take longer to generate as the Box Agent is creating more robust plans and executing tasks using increased reasoning capacity. ![Pro toggle switch turned on with briefcase icon.](https://mintcdn.com/product-docs/pLC-uWMnSTtWjsJb/images/box-ai/pro-toggle-switch-turned-briefcase.png?fit=max\&auto=format\&n=pLC-uWMnSTtWjsJb\&q=85\&s=e1f21dc2f74155fde00538a61ebc4d96) Pro Mode can also be used with AI Studio created agents by selecting which mode you want your agent to operate in. Note: users will be unable to toggle to another mode different than what was selected during agent creation. ## Guidelines for Box AI inquiries Box AI for Notes can generate, refine, and analyze text within a note. As you ask Box AI to generate text, consider these suggestions: * Be as specific as possible. Use parameters, such as asking for numbered lists, brevity, tables, and central themes or key points. For example: * OK: list some ideas on \[product]; * Better: Can you create a numbered list of ideas for advertising \[product]? * OK: draft an email on \[topic] * Better: Can you draft an outline for an email to my team regarding our recent quarterly earnings? * OK: generate a job description template * Better: Can you generate a template for a job posting on software development? * Stay within the scope of the document. * Always refine your response if it’s not exactly what you’re looking for, as it may take a few reiterations to get the results you want. ## Box AI Unit Usage For pricing information and AI unit usage rules, contact your Box account executive or visit our [pricing page](https://www.box.com/pricing). ## Troubleshooting If you are unable to use Box AI, check the following with your admin: * Has your organization been provisioned for Box AI? * Is Box AI for Notes enabled in your organization? For information on enabling Box AI as admin, visit [Enterprise Settings: Box AI Tab – Box Support](/en/box-admin-tools/box-admin-reference/enterprise-settings-box-ai-tab) ## Known Limitations * Questions on, or including, these topics or commands return mixed and inaccurate information: * Calculations, table structures, and numbers * Counting words or phrases * Images, videos, charts, graphs, etc. within text documents * Video and images * When asking questions in the side panel, Box AI answers questions based on the whole document and not highlighted text. Highlight text to ask questions on specific content. * Depending on custom agents, questions are limited to: * 1,000 characters for legacy agents * 64,000 characters for new agents * Limit of selecting 10,000 characters for content refinement * Non-English languages may produce lower quality results * The shared conversation lasts only while the note is open. Switching to another note clears it. * Refreshing the page does not resume the previous conversation. ## Box AI Principles To view Box’s policies and practices surrounding using AI, visit [The Box AI Principles Page](https://blog.box.com/box-ai-principles) and [Box AI: Acceptable Use Policy & Guiding Principles](https://www.box.com/legal/boxaiacceptableusepolicy). # Box AI for Slack Source: https://docs.box.com/en/box-ai/getting-started/box-ai-for-slack With Box AI for Slack, you can generate answers based on the contents of Box files you share in Slack. When Admins have Box for Slack enabled and have enabled Box AI for Slack in the Admin Console, users can query Box AI on Box files shared in Slack and will be able to receive, refine, and share Box AI’s answers without ever having to leave Slack. ## Using Box AI Get started asking Box AI questions with the following methods: * Sharing a file and clicking the ‘Ask Box AI’ button * Using the ‘Ask Box AI’ message shortcut * Typing ‘@Box \[your question]’ in a thread under a shared Box document or directly in any channel with bookmarked Box files Once selected, you can type your question in the Box AI window. You can also include bookmarked files in the context of your inquiry by checking the box below the text box. > [!NOTE] > > You may need to authorize Box for Slack to access your Slack account when asking Box AI to include bookmarks as context. ![screenshot-2-7-2024-15721-www-figma-com-jpeg](https://mintcdn.com/product-docs/LzO2CV4GEJIZIaNP/images/box-ai/screenshot-2-7-2024-15721-www-figma-com.jpg?fit=max\&auto=format\&n=LzO2CV4GEJIZIaNP\&q=85\&s=41c46f82e5c27b6640b0deaeda53fb36) For private channels, you will need to invite the @Box app bot, allowing Box AI to generate responses from your questions in the channel. **To use Box AI in Slack’s AI App assistant view:** If you need to ask Box AI questions in a private chat, click on the Box Icon in the top right corner. Once the chat is open, you can type your question to Box AI. ![screenshot-6-9-2024-16451-www-figma-com-jpeg](https://mintcdn.com/product-docs/LzO2CV4GEJIZIaNP/images/box-ai/screenshot-6-9-2024-16451-www-figma-com.jpg?fit=max\&auto=format\&n=LzO2CV4GEJIZIaNP\&q=85\&s=2418cc88ac0fd67f27b5cf7281e5f2d6) See [Content Referenced within Responses](#content-referenced-within-content) to understand what content is used when asking Box AI questions ## Working with responses After a response has been generated by Box AI, you can either post it to the Slack thread directly or refine your question to Box AI’s response. > [!WARNING] > > If you decide to post Box AI’s response, be sure the channel audience is appropriate as there may be channel members who do not have access to the document(s) that Box AI queried in generating the response. If needed, once Box AI’s response is posted, you can remove it by clicking **Remove Box AI Response** from the shortcut menu in the message. For reference, you can see what file(s) Box AI used when generating the response at the top next to **Files**. ## Guidelines for Box AI questions Box AI pulls information from the files shared in the Slack channel you are viewing. If you ask any questions about information not contained in files shared in the channel, Box AI will inform you that it cannot answer the question. As you ask Box AI to analyze information of files shared in your channel, consider these suggestions: * Be as specific as possible. * Use parameters, such as: * numbered lists, * length, * central themes, * key points * Stay within the scope of the files in the Slack channel. * Focus on text-based responses without calculations only. For more guidelines, visit [Best Practices with Box AI](/en/box-ai/users/best-practices-with-box-ai) ## Content Referenced within Content Depending on how you asked Box AI in Slack a question, the following content is referenced: * "Ask Box AI" from a shared file in the thread * Content referenced * Initial Box file(s) shared * (Optionally) Channel bookmarks * (Optionally) Other files shared in the thread * ‘Ask Box AI’ shortcut * Content referenced * Box files in the message * (Optionally) Bookmarked Box files * (Optionally) Box files shared in the thread * @Box in a thread under a shared Box document or directly in any channel with bookmarked Box files * Content referenced: * Box files linked in the question directly * Box files shared in the thread * If no files are shared, then bookmarked Box files * Using Box AI in assistant view * Content referenced: * Box files linked in the question and chat directly * Bookmarked Box files within the selected channel * Recently shared files in the related channel/conversation > [!WARNING] > > * Box AI can only read and synthesize information from content you can access. If there is content with Shield classifications, depending on who has access to that content, Box AI may not use that content to generate responses. > * Box AI does not have access to Slack messages in the conversations between users in Slack channels or threads. > * Box AI only has access to your messages that started with @Box or were posted in the AI assistant chat. Box AI for Slack does not have support for password-protected shared links. ## Troubleshooting If you are unable to use Box AI, check the following with your admin: * Is Box AI enabled for your organization? * Is Box AI for Slack enabled in your organization? (Enterprise Plus and Enterprise Advanced) * Do you have the correct permissions to view the files and folders? For information on enabling Box AI as admin, visit [Enterprise Settings: Box AI Tab  – Box Support](/en/box-admin-tools/box-admin-reference/enterprise-settings-box-ai-tab) ## Known Limitations * Questions on, or including these topics or commands, return mixed and sometimes inaccurate information, such as: * Calculations, table structures, and numbers * Counting words or phrases * Document metadata such as page number, authors, file size, word count, and collaborators * Images, videos, charts, graphs, etc * Limited to 1,000 characters per question * Text content size limit is 2MB, with larger files only processing the first 1MB of text * Non-English languages may produce lower quality results **Box AI for Slack limitations:** * Slack channels with restricted posting permissions will apply to Box AI for Slack. * Box AI for Slack can currently access up to 50 Box files in its source reference. * Using @Box mention is not available within direct conversations between two users or multiparty direct messages. * Box AI is not available within Slack Connect channels. * Box AI responses are limited to approximately 2,500 characters * Box AI currently does not support a Box folder as the question’s context. ## **Box AI Principles** To view Box’s policies and practices surrounding using AI, visit [The Box AI Principles Page](https://blog.box.com/box-ai-principles)  and [Box AI: Acceptable Use Policy & Guiding Principles](https://www.box.com/legal/boxaiacceptableusepolicy). ## Slack Policy and Agreements Response generated with Box AI in Slack may be subject to Slack’s Workplace policies regarding message and data retention. See [Privacy Policy | Legal | Slack](https://slack.com/trust/privacy/privacy-policy#retention) for more information. # Best Practices with Box AI Source: https://docs.box.com/en/box-ai/users/best-practices-with-box-ai With Box AI, you can transform your content strategy and unlock the full potential of your unstructured data. Plus, you maintain the same enterprise-grade security, compliance, and privacy you know and trust with Box. Get more value from your content by summarizing large amounts of information in seconds and surfacing business insights quickly, generating new content, and more. ## General principles for writing good prompts To get the most from Box AI, start with building a good prompt. By taking time to carefully construct your prompts, you can communicate your intentions better and enhance the effectiveness of Box AI when it comes to generating content, answering questions, and providing recommendations. * **Be specific and clear**: State your request or question clearly. Avoid ambiguity or overly broad queries. The more specific your prompt, the better the response. * **Provide context**: Briefly explain the context of your request. This helps Box AI understand what you’re looking for and deliver a more relevant answer. * **Ask open-ended questions**: Avoid yes/no questions and instead ask questions that encourage detailed responses. * For example, “Can you explain the process of...” rather than “Is this possible?” * **Iterate and experiment**: Revise your prompt if the initial response is not what you expected. You can rephrase or clarify your request to get a more accurate answer. * **Avoid biased language**: Be mindful of the language you use to avoid any unintentional biases. Clear and neutral language is generally best. * **Limit length**: Be clear and specific — avoid extremely long prompts. A concise, well-structured question is more likely to yield a focused response. * **Ask for explanations**: Ask for an explanation or reasoning behind an answer to better  understand the content. * For example, “Why is this the case?” or “Can you elaborate on...” ## Best practices for prompts with Box AI for Documents * Ask questions that can stand alone, because questions asked in previous Box AI conversations are not taken into account (if you ask a follow-up question, however, Box AI factors in previous questions) * Remember answers pertain only to document text (Box AI does not access metadata such as file size, page, and word count) * Box AI does not follow hyperlinks inside the document’s content * Avoid asking Box AI to count the number of times a specific word or topic appears in a document * Avoid asking for answers of a specific length, whether in words or paragraphs Visit [Box AI for Documents](/en/box-ai/getting-started/box-ai-for-documents) for additional instructions ## Best practices for prompts with Box AI for Notes * Specify the format for output (a list, a step-by-step explanation, pros and cons, or examples) * Include relevant details for context if your question or instruction refers to a specific topic or previous conversation * Craft prompts with three sentences that specify how the response should look to receive higher-quality results * Begin your conversation with a brief introduction to help set the context and guide the model’s response * Generate creative ideas outside the norm by explicitly asking for creativity in your request * Specify a length or word count to avoid overly verbose or long answers, such as “up to X words” * Ask Box AI to provide supporting information that backs up responses with sources or evidence. However, it’s important to independently validate responses. Visit [Box AI for Notes](/en/box-ai/getting-started/box-ai-for-notes) for additional instructions ## Writing good prompts for different use cases **Box AI for content generation** The more detail you include in the prompt, the better the output. For example: * Asking Box AI to “write an agenda for a customer call” generates a basic response. * Asking Box AI to “write an agenda for a customer call to introduce a new AI product release around metadata extraction” generates a more accurate and specific response. **Box AI for content refinement** The content you select for refinement should be substantial and meaningful. For example: * Highlighting general text that says “I don’t know” or “Sure, no problem!” — then asking Box AI to expand on it — does not yield effective results. * Well-defined content such as “The S\&P 500 has risen today” or “Christmas Day is one of eleven federal holidays recognized nationwide by the United States government” yields much better results. **Box AI for specific industry writing** Clarify if you are working within a specific industry (or writing about a specific industry). For example: * If you work for a consulting company, use an industry-specific prompt such as “Draft an agenda for a client call about reducing costs for a soda brand.” * If you work for a nonprofit, consider this sort of prompt: “Brainstorm 10 different ideas to encourage volunteers to take action about climate change.” Lastly, be sure to experiment. Remember that writing a good prompt often involves a bit of trial and error. Try out different techniques, and adjust your prompts to get the most accurate and useful responses from Box AI. # Giving Feedback on AI Responses Source: https://docs.box.com/en/box-ai/users/giving-feedback-on-ai-responses To give feedback on a Box AI response, in the lower-right of that response, select: ### **Helpful** () The response met your inquiry needs. No further feedback is required. ### **Not Helpful** () Response did not meet your inquiry needs. In Preview, Hubs, and Multidoc queries, if your [admin enabled feedback response](/en/box-admin-tools/box-admin-reference/enterprise-settings-user-settings-tab#user-submitted-text-feedback) you can provide written feedback to improve future responses. Select the option to specify feedback: * Incorrect answer * Did not follow my request * Other > [!WARNING] > > * No data is collected related to the content of the file, the question, or the response. > * Written feedback is enabled by default. Not available for GxP and Federated companies. > * Please avoid placing sensitive or confidential information in any written feedback responses. # Writing Effective AI Prompts for Better Results Source: https://docs.box.com/en/box-ai/users/writing-effective-ai-prompts-for-better-results Using Box AI effectively starts with knowing how to communicate clearly with it. Just like talking to a helpful colleague, the quality of your questions or instructions—called prompts—directly impacts the usefulness of the AI’s responses. ### **Why are good prompts important?** Box AI is a powerful assistant that understands natural language, but it doesn’t read minds. The clearer and more specific your prompt, the better the AI can understand your intent and deliver accurate, relevant, and useful answers. Poorly written prompts often lead to vague, incomplete, or off-target responses, which means more back-and-forth and wasted time. By contrast, well-crafted prompts guide Box AI precisely, making your experience faster, smoother, and more productive. ### **Principles for writing effective prompts** **1. Be Specific and Clear** State exactly what you want. Avoid ambiguous or overly broad requests. For example: * Instead of: “Tell me about this document.” * Try: “Give me 3 bullet points summarizing the main findings of this report.” **2. Provide Context** Briefly explain the background or purpose behind your request to help Box AI tailor its response. * For instance: “Summarize the risks identified in this financial report related to market volatility.” **3. Ask Open-Ended Questions** Encourage detailed explanations rather than simple yes/no answers. * For example: “Can you explain the process described in this contract?” * Rather than: “Is this contract valid?” **4. Iterate and Experiment** If the first answer isn’t quite right, rephrase or add details to your prompt. Prompting is an interactive process — don’t hesitate to refine your question until you get the desired result. **5. Avoid Ambiguity and Overly Broad Queries** Vague prompts like “Explain this” or “What do you think?” don’t give enough direction. Be precise about what you want explained or analyzed. **6. Encourage Creativity When Needed** If you want creative ideas or brainstorming, explicitly ask for it. * For example: “Generate 5 creative email subject lines for a product launch.” **7. Limit Length and Complexity** Keep prompts concise and focused. Extremely long or complex prompts may overwhelm the model or exceed context window limits. ### **Common Pitfalls to Avoid** 1. Asking multiple unrelated questions in one prompt 2. Using jargon or abbreviations without explanation 3. Expecting AI to infer unstated assumptions 4. Requesting exact counts or lengths (Box AI may not reliably count words) ### **Tools to Enhance Your Prompting Experience** #### **Feedback Mechanisms** Use the thumbs up/down buttons on Box AI responses to provide feedback. This helps improve accuracy over time by signaling which answers were helpful or not. #### **Custom Instructions via Box AI Studio** For power users or teams, Box AI Studio allows setting custom instructions that influence how AI responds consistently across interactions. You can specify tone, style, formatting preferences, or behavioral rules to align AI outputs with your brand voice or workflow needs. To learn more about AI Studio, click [here](/en/box-ai/creating-and-configuring-agents). ### **What to Learn Next?** Learn how you can use AI to gather insights, draft new content, and more without leaving Box — click [here](/en/box-ai/creating-and-configuring-agents). # About Box Apps Source: https://docs.box.com/en/box-apps/box-apps-for-box-admins/about-box-apps Create no-code applications using metadata with Box Apps! Automate processes such as contract management, onboarding, asset management, invoicing, and more, by providing your teams with easy to navigate, practical, graphic apps. Box Apps utilizes the power of different Box products: [Box Relay](https://support.box.com/hc/en-us/p/Product_Page_2023?section-id=21356759103507), Box Forms, [Box Doc Gen](/en/box-doc-gen/about-box-doc-gen/introducing-box-doc-gen), [Box Sign](https://support.box.com/hc/en-us/p/Product_Page_2023?section-id=21356750924563), and [Box AI](https://support.box.com/hc/en-us/p/Product_Page_2023?section-id=22012531180947). For example, in contract management, Box Relay kicks off the process with Box Forms, where you provide basic information about the contract, then Box Doc Gen generates the contract, and Relay routes it to Box Sign for approvals and signatures. See [Sending a document for signature](/en/box-sign/sending-a-document-for-signature) to learn more about the Box Sign approval process. #### Use Cases Example use cases for Box Apps can be: * Documenting processes by creating apps * Contract management * Digital assets * Brand assets * Property management * Invoicing * Customer deals * Creating enterprise libraries * HR * IT * Compliance * Sales * Marketing ## Box Apps Admin settings As a Box Apps Admin, you can: * Upload content from the **Files** level. * Apply metadata to selected content. * Create, edit, customize, delete apps, and configure display criteria for apps. * Search, refine search results, and save searches. You can upload content to Box Apps directly from the app level. To learn how to upload content from the **Files** level, see the [Uploading and Downloading Files and Folders to Box](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-with-the-file-browser) section in our documentation. **Prerequisites** Pick or create a folder for your content. To do so: 1. Go to your app and create a **File or Folder** block. 2. Add your folder in the **Pick a file or folder** dialog on the **File or Folder** block. 3. Click the **New** button once you are in the correct folder and select one of the two options: **File Upload** or **Folder**. ### File Upload Click **Select Files** or drag and drop your content in the **Uploading** modal. You can upload a single file or folder, or multiple files or folders using both options. If you choose the **Select Files** option, press Shift on MacOS or Ctrl on Windows to select more than one file. Add metadata during the upload process using AutoFill in the **Current File** tab. To check the upload progress, go to the **Uploads** tab. ### Folder Choose your **Folder Name**, add **Invited People**, select **Permission** for the collaborators, and click **Create**. See [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) for more information on permissions. # Box Apps Permissions Source: https://docs.box.com/en/box-apps/box-apps-for-box-admins/box-apps-permissions ## **Permissions** There are six levels of permissions in Box Apps: Enterprise Admin, Box Apps Manager, Owner, Co-Owner, Editor, and Viewer. See [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) for more information on permissions. > [!NOTE] > > * Enterprise Admin can only enable Box Apps access and Box Apps management for specific users or user groups. > > * Box Apps Manager can create new Apps and duplicate existing ones, as well as manage metadata on multiple items at once. > > * The owner is the user that created a given App. > > * Co-Owner has the same permissions as an Owner. > > * Editor has the same permissions as a Co-Owner, except for deleting and renaming an App. > > * Viewers can’t make any changes to the App they are invited to. File permissions are managed separately from App permissions. App Viewer can edit files or metadata within an App when they have access rights to those files. > [!WARNING] > > The files, folders, and other content you view in a Box App respect the permissions you have already on that content in Box. The permissions described here refer to what you can do with the App itself, and not the content and metadata you will encounter in Views, Forms, and so on. Below tables list all actions each of them can perform in Apps. **Enterprise level permissions** | | | | | - | - | - | | | **Enterprise Admin** | **Box Apps Manager** | | **Admin Console actions** | | | | **Enable Apps access for certain users or groups of users** | ✓ | | | **Enable Apps management for certain users or groups of users** | ✓ | | | **Create metadata templates** | ✓ | | | **Box Apps actions** | | | | **Manage metadata on multiple items at once** | | ✓ | | **Create an App** | | ✓ | | **Duplicate an App** | | ✓ | **App level permissions** | | | | | | - | - | - | - | | | **Owner / Co-Owner** | **Editor** | **Viewer** | | **See the App in Apps gallery** | ✓ | ✓ | ✓ | | **Rename the App** | ✓ | | | | **Edit the App (and View)** | ✓ | ✓ | | | **Delete the App** | ✓ | | | | **View the App** | ✓ | ✓ | ✓ | | **Share the App** | ✓\* | ✓\* | | \*The editor can invite others as Viewer or Editor. Owner / Co-Owner can invite others as Viewer, Editor or Co-Owner. # Enabling Box Apps Source: https://docs.box.com/en/box-apps/box-apps-for-box-admins/enabling-box-apps As a Box Admin, you can enable Box Apps for your enterprise. ## Enabling Box Apps 1. Navigate to **Admin Console -> Enterprise Settings -> Content & Sharing**. 2. Scroll down to the **Box Apps** section. 3. Click **Edit Configuration** to choose which users can access Box Apps: * **Disable for all managed users (default)**. * **Enable for all managed users (recommended)**. * **Enable for select users or groups**, then enter one or more user names, email addresses, or groups. * **Enable for everyone except select users and groups**, then enter one or more user names, email addresses, or groups. 4. Click **Configure Management** to select who can be the Box Apps Admin and manage Box Apps. The available options are: * **Disable for all Box Apps users**. * **Enable for all Box Apps users**. * **Enable for select Box Apps users or groups**, then enter one or more user names, email addresses, or groups. * **Enable for all Box Apps users except select users and groups**, then enter one or more user names, email addresses, or groups - choosing this option excludes specific users or groups from managing Apps.\ For example: if you don't want new joiners to create new apps, you can either add them as single users to the exception list, or create a group for them and add a whole group. Once you enable Box Apps and configure who can edit and manage it, check if you have any [metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) created. If not, see the **Creating metadata templates** section in [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) to learn how to create them. You can find more information about metadata management in [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) and [Introduction to metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/introduction-to-metadata). # Creating an app Source: https://docs.box.com/en/box-apps/using-box-apps/apps/creating-an-app To create an app: 1. Go to **Box Apps**. 2. Select **New**. 3. Name your app. You land on a page with an empty section. 4. Name the first section. 5. Configure the app by adding blocks to your first section and/or adding more sections. 6. When you finish adding sections and blocks, select **Done** to save your app. > [!NOTE] > > The **Done** button is inactive if you forget to add parameters to any of the sections or blocks. ## Configuring a section 1. Choose how you want to display the blocks in your section: * In the **Section** area under **Configure App**, select **Grid** or **List**. ![Configure App Section panel with Grid and List layout options.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-apps/configure-app-section-panel-grid.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=d89eaf61d404d5cbfd82183a042077ee) * Select a section, then select **List Layout** or **Grid Layout** from the toolbar. ![Toolbar with grid layout drop-down open, with Grid Layout selected and List Layout available.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-apps/toolbar-grid-layout-dropdown-open.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=85d145184bf6f485b4107ff0b7a24ced) The grid view displays blocks in your section next to each other. The list view displays blocks in your section one under another. 2. In the **Add a description** area, enter any text that you want to display, and then format the description by double-selecting the content and choosing from the available options in the contextual menu. ![Section description field with formatting options in the contextual menu.](https://mintcdn.com/product-docs/LzO2CV4GEJIZIaNP/images/box-apps/apps-section-description.png?fit=max\&auto=format\&n=LzO2CV4GEJIZIaNP\&q=85\&s=8cd050bb6a6229293b22128e6164bbfc) To delete a section, select it and select the trash icon from the context menu. ## Adding, deleting, and configuring blocks To add a block, drag and drop it to your section from the Blocks area under **Configure App**, or choose the **+ Add Blocks** drop-down list in a section to add a new block to your app. > [!NOTE] > > To delete a block, select it and select the trash icon from the context menu. ![Floating toolbar with delete trash can and duplicate copy icons.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-apps/floating-toolbar-delete-trash-duplicate.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=b1b296deeda45b3dc6881a3cdacd28e8) You can add the following blocks: * View * Bar * Donut * Breakdown * Item List * Metric * Media * File or Folder * Form * App * Autofiler * Shortcut * Button * Page Filter ![Blocks panel listing View, Chart, File or Folder, Form, App, AutoFiler, and Shortcut blocks to drag into sections.](https://mintcdn.com/product-docs/Ykz2nd2qNh_U6YPG/images/box-apps/blocks-panel-drag-drop.png?fit=max\&auto=format\&n=Ykz2nd2qNh_U6YPG\&q=85\&s=2d668c5d447d954876eefe51f9e5470a) ![Add Block drop-down menu listing View, Bar, Donut, Breakdown, Item List, Metric, Media, File or Folder, AutoFiler, and Shortcut.](https://mintcdn.com/product-docs/Ykz2nd2qNh_U6YPG/images/box-apps/add-block-dropdown-menu-listing.png?fit=max\&auto=format\&n=Ykz2nd2qNh_U6YPG\&q=85\&s=c09b572850201650989677fdf573b9f8) ### Required and optional block parameters There is one required parameter for all blocks: **Title/Tile Name**. You need to add it to every tile to save your app. Other required parameters differ depending on the block type. Optional parameters are the same for every block type: * **Description** – select **Add Optional Description** to display the **Description** field. To add more lines to the field, press **Enter**. Select **Hide Description** or delete the contents of this field if you want to remove it. * **Theme** – choose a color theme. Select **Light** to choose a color for the block icon. Select **Dark** to choose a color for the whole block. The default values for block names are: * **View**: **Create a View** * **Chart**: **Chart Title** * **File or folder**: **Create a file or folder** * **Form**: **Create a form** * **App**: **Link to an App** * **Shortcut**: **Create a shortcut** * **Autofiler**: **Create an Autofiler** * **List**: **Configure Item List to see preview** * **Metric Card**: **Create a metric card** * **Media**: **Create a media** ## Block types Choose the block types you want for your app. ### View Choose the **Create** tab in **Create a new View** to configure the View block. Add the following parameters: * **View Name** – name your View * **Metadata Template** – choose one of the available templates from the drop-down list Select **Create** to finish adding a new view block. Select the **Hide Item Count** toggle if you don’t want to display the exact number of view results. > [!WARNING] > > Once you set the View name and choose the metadata template, these options can’t be changed. See [Configuring views in Box Apps](/en/box-apps/using-box-apps/configuring-view-in-box-apps) for more information about **View** blocks. You can also duplicate a view block. To do so: 1. Select the **Duplicate** tab in **Save Views & Parameters**. 2. Add a name to your View. 3. Select a recent View from the **Duplicate settings from** drop-down list. 4. Select **Duplicate** to save your View. You can also add the optional description and a theme to the duplicated view block. ### Bar With the Bar block, you can create a bar chart based on the configuration details that you provide. For more information, see [Using charts in Box Apps](/en/box-apps/using-box-apps/using-charts-in-box-apps). ### Donut With the Donut block, you can create a donut chart based on the configuration details that you provide. For more information, see [Using charts in Box Apps](/en/box-apps/using-box-apps/using-charts-in-box-apps). ### Breakdown With the Breakdown block, you can create a breakdown chart based on the configuration details that you provide. For more information, see [Using charts in Box Apps](/en/box-apps/using-box-apps/using-charts-in-box-apps). ### Item list Lists are customizable saved searches based on metadata. Name your list and choose the metadata template you want to use. After creating a list block, you can add filters to it. The filters depend on the metadata template you use. Select the cogwheel icon in the **Customize** section to set up filters, choose columns you want to display in your list view, and configure display settings. Toggle on or off the options in the **Presentation** section: **Show Item Count**, **Show Borders**, or both. A list block is designed to have feature parity with the View block tooling, but some features are still in development. If you can't find an option in the List block, select the icon in the top-right corner to open the corresponding View. ### Metric Use the metric card block to display a calculated value for a selected metadata attribute. Choose a metric card from the **Blocks** area when you edit your app. To configure a metric card: 1. Create and link a view that defines the dataset for the calculation. Filters on the linked view apply to the metric calculation. A view created from a metric card can't be renamed or edited from the view page directly (same behavior as a chart block). 2. Choose a metadata template, then choose one integer or decimal metadata field. Other field types aren't available. 3. Choose a calculation type: * **Item count** — number of items where the selected metadata value isn't empty * **Sum** — total of all values * **Average** — average of all values * **Maximum** — highest value * **Minimum** — lowest value 4. Choose a metric format: **Number**, **USD**, **JPY**, **CAD**, **EUR**, or **GBP**. You can also set a custom format with a prefix (up to 4 characters) and suffix (up to 12 characters). Set the number of decimals from 0 (default) to 2. 5. Optionally turn on: * **Abbreviate large numbers** — for example, 44K or 22.34M * **Allow users to open underlying View** If a value doesn’t fit in the block, or is abbreviated, hover over the metric to see the full value. The subtitle uses the **Item Count** variable (the number of items in the calculation). ### Media Use the Media block to embed Box-stored media on an app page. Supported file types include images, videos, audio files, Box Notes, and PDFs. Media renders inline in the block, so you don’t open a separate preview. To configure a Media block: 1. Choose a supported file from Box. 2. Set the block size. The default size is 3×2 in an 8-column layout. The minimum size is 2×2. 3. Configure the title: * **Use Item Name for Block Title** — enabled by default. When enabled, the title uses the selected file name. When disabled, you must enter a title. * **Show block title** — enabled by default. When disabled, the title is hidden on the Media block. After you choose a file, its preview displays in the Media block. If the content is larger than the block, a scrollbar displays. You can play video or audio and scroll through a PDF. Images are static and not interactive. ### File or folder When you add a file or folder block, you need to specify a root folder where app users add new content. Select **Select Content** under **Choose from Box**. In the next window, a standard search field and your **Files** view display. Select a folder, then select **Choose** to go back to block configuration. > [!NOTE] > > When you add a name, it changes the folder name in the block. The original folder name in your **Files** is not changed. ### Form In a form block, you need to provide a Box Form to use and decide how you want to present it. Select the search field under **Choose a Box Form**, or start typing the name of the form to get a suggestion. The **Presentation** parameter has two options: **Overlay / Pop-Up** and **Open in New Tab**. ### App The app tile links to another app you or another Box Apps Admin created. Select the **Select an App** field under **Choose from Box** to display the available apps. ### Autofiler Add metadata to files or folders while they are uploading. You can add metadata in the **Current File** tab. Select the desired **Metadata Template** from the drop-down list. ### Shortcut Add a link in the **Enter a URL** field. ### Button Add a configurable button to the app section header. You can choose from a list of predefined actions and define an icon and label. To add a button, choose it from the available blocks, select **Add** in the header, or drag and drop it to a section. To configure a button, select it and use the configuration panel: * **Button Icon** — choose an icon from the list of available icons. * **Button Label** — required; enter a label for the button. * **Button Action** — choose from the drop-down list: **Form** or **Shortcut**. For the **Form** action type, select the form you want to use. When an app user selects a **Form** button, the form submission modal appears. For the **Shortcut** action type, select the URL you want to use. When an app user selects a **Shortcut** button, they are redirected to the URL. ### Page filter Add the **Page Filter** block to filter the content of the app page. This block is not part of any section. You can add it only to the app actions row. Users can add filters by picking it up from the sidebar. To add a page filter block, select or drag and drop it from the sidebar, or select **Add** in the app actions row. By default, the page filter block automatically populates all metadata templates used on the app page, so users only choose from the available templates. Select which filters you want available in view mode. If an app page uses multiple metadata templates, a tooltip displays the related metadata template when you hover over a filter value. The app editor can change the order of the filters by dragging and dropping them in the configuration panel or by selecting the **Move Up** or **Move Down** action. **Filtering options** For **Date** and **Number** field types, the filter drop-down provides two options: **Replace existing filter** (default) and **Narrow existing filter**. 1. **Replace existing filter** (default): * The page filter value becomes the *only* active filter on that field. * The block's existing range or filter criteria are overwritten. 2. **Narrow existing filter**: * The block filter and the page filter apply together. * The block displays the overlap of its original range and the page filter range. **Filter presets** You can configure predefined values for each filter. When presets are set, users in view mode can select only those values. Filter presets are supported for the following field types: * **Date** * **Text** * **Number** > [!NOTE] > > Applied filters are not permanent. They reset when you refresh the page or close the tab. You can also reset the filter state by selecting **Reset**. When the user applies a filter, only the blocks that contain the selected filter value display. ## Adding pages You can add multiple pages when you’re creating or editing your apps. To add more pages: 1. Select **New App** or navigate to an existing app and select **Edit**. 2. Select **Add Page** under the app name. 3. Name your new page. The name has to be unique and no more than 50 characters long. After you create the new page, you can populate it with blocks. Any new pages you create are added to the right. Select the **More Options** (ellipsis) menu to display the page actions: * **Duplicate** — duplicate page name is *original page name(1)* * **Rename** * **Move Left** * **Move Right** * **Delete** > [!NOTE] > > By default, your app has one page and only the first two options from the **More Options** menu are available. When your app has multiple pages and they no longer fit in the visible navigation bar, a **More** drop-down displays. Select it to access the rest of your pages. When you reach the 15 page limit, the **Add Page** button becomes unavailable. Long page names display when you hover over the name. ### Sharing a page You can share specific pages from your app. To do so: 1. Share your app like any other Box product. 2. After you [invite a collaborator](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators), open the **More Options** menu in your app. 3. Choose the **Manage Collaborators** option. 4. Select the correct [access level](/en/box-apps/box-apps-for-box-admins/box-apps-permissions) in the **Permission** column. 5. Choose the pages you want to share with the collaborator in the **Added To** column — only available for the Viewer role. By default, every new collaborator has access to the whole app (**All current and future pages**). If you want to restrict the collaborator’s access, select the Viewer access level for them and follow the instructions above. > [!NOTE] > > If a collaborator with the Viewer access removes themself from a page, they lose access to the whole app. # Editing an App Source: https://docs.box.com/en/box-apps/using-box-apps/apps/editing-an-app To edit your app, go to **Apps –>** \[your app] –> **Edit**. In the editing mode, you can perform these actions on your app: * [Add more sections/blocks](/en/box-apps/using-box-apps/apps/creating-an-app#adding-deleting-and-configuring-blocks) * Delete sections and blocks * Delete app * Copy app * Rename app * Edit sections and blocks * Reorder the sections and blocks The main app menu contains: * **Trash** icon * **Copy** icon * **Rename** button * **Cancel** button * **Done** button ### Editing sections or blocks To edit a section or block, click it and select one of the options from its context menu or modify its parameters like you did during the creation process. You can select the [display options for a section](/en/box-apps/using-box-apps/apps/creating-an-app#configuring-a-section), and delete or duplicate the section and blocks. The context menu contains: * **Layout** - only for sections * **Trash** icon * **Duplicate** icon ### Reordering the sections and blocks To reorder items on your app, drag and drop them before or after each other. ### Copying an app To copy an app, click the copy icon  ![Copy icon showing two overlapping documents inside a rounded square.](/images/box-apps/copy-two-overlapping-documents.png) from the main app menu. ### Renaming an app To rename your app, click the **Rename** option from the main app menu. Add the new name for your app in the pop-up window and click **Rename**. ### Deleting sections or blocks To delete a section or a block, select it and click the trash icon from the context menu. ### Deleting an app To delete an app, click the trash icon  ![Trash can delete icon inside a rounded square.](/images/box-apps/trash-delete-inside-rounded.png) from the main app menu. ### Sharing an app Sharing a specific App works as in all Box products: you can [invite someone as a collaborator](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators). See [Box Apps Permissions](/en/box-apps/box-apps-for-box-admins/box-apps-permissions) for more information about Box Apps permission levels. #### Notifications Box Apps automatically sends an email to a user when someone invites them as a collaborator to an App. The email notification contains basic information but can also contain a message from the inviting user and an App description, if there is one. Click the **Open App** button in the email to access the app. # Configuring View in Box Apps Source: https://docs.box.com/en/box-apps/using-box-apps/configuring-view-in-box-apps Select the View block in your [Box App](/en/box-apps/using-box-apps/apps/creating-an-app) that the Box Apps Admin created. Now you can configure the display settings. To do so: 1. Select **Edit** on the View results page. 2. You land on a **Filters** tab. Choose what filters you need for this View. 3. Go to the **Columns** tab. Select or deselect chosen columns. 4. Edit the detailed display settings of specific columns. > [!NOTE] > > Filter and column names depend on the fields specified in the metadata template your Box Admin created. Once you are done with the view configuration, select the **Save** button. ## Saving as a new view If you don't edit the view, you can save it as new by selecting the **Save as New** option. This opens the **Save as a new View** dialog where you need to provide a name for your new view. You can also check the metadata template your view uses. Select **Create** to add the new view to your Box App. ## Editing the view Select the ellipsis button to **Delete** or **Rename view**. The name change of the view is reflected on the View block on your Box App immediately. If you choose to **Delete view**, you need to confirm it in the dialog with the following information appears: **Are you sure you want to delete this view?** **This view will be deleted and all the settings will be lost.** To delete the view, check the box **I acknowledge this action cannot be undone** and select **Delete**. Select **Edit** to edit the display settings of the view. ## Text wrapping You can adjust the column width and number of lines visible in your view. Locate the slider with + and - symbols to increase or decrease the number of lines in the columns. The text is wrapped in the field when you increase it. Drag the border of a column in the header row of your view to show more or less contents of the field. ## Searching your app You can search the Box App content and filter the results. See [Search for Files, Folders, and Content](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/search-for-files-folders-and-content) for details. > [!NOTE] > > Metadata search in **View** filters in Box Apps supports partial match. Searching in View utilizes Box AI. ### Prerequisites To use Box AI in your View search, you need to first enable Box AI for files in the admin console. For more information, see [Configuring Box AI](/en/box-ai/admins/configuring-box-ai). Type your query into the search box and use the **Filter** option for Box AI to narrow the results that match your prompt. The **Search** option allows you to perform a plain text keyword search. ![Search field with new typed showing Filter and Search dropdown options.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-apps/search-field-new-typed-filter.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=9fbacb2e6a5397b79858b345e2b55d28) Box chooses the best model for your AI-powered search in Apps. Currently there is no option to change the model manually. ### Example You create a Box App that contains all the contracts with your partners and customers that need to be reviewed. Each contract has a start date assigned and a status: *new*, *under review*, *approved*, *rejected*.\ You want to display all rejected contracts that are starting next quarter. You type “rejected contracts starting next quarter” in the search window. Box AI analyzes your content and filters it to show you only the contracts with *rejected* status. > [!NOTE] > > You can also search the whole contents of the Box App with the AI Search. In order to do so, use the search bar at the top of the App. The default order of view results is **Last Modified**. To change it, hover over a column name to see if you can sort the view results by parameter specified in the column. The view results can be displayed as a list (default) or a grid. To switch between the list and grid view, select the **Switch to Grid/List View** icon. When you select the grid view, you can use the slider to choose how big you want the grid items to be: either drag and slide the dot on the slider, or select **Decrease** (minus) or **Increase** (plus) icons. To select all the view items in the list, select the checkbox next to the column names. To select all the view items in grid view, select **select all**. When you select single or multiple items, new buttons appear next to the **Save** option: **Workflow**, **Move**, **Download**, **AI**, and **Metadata**. If you do not select any files or folders, you only have the options to delete, rename, or save the view and manage the display settings. > [!NOTE] > > You can use Box AI in views for single and multiple file queries. Hover over the file name and select the **Box AI** icon in quick actions for a single file query, or select the **Box AI** button in the toolbar for both single and multiple file queries. For more information, see [Box AI for Documents](/en/box-ai/getting-started/box-ai-for-documents). # Managing metadata in Box Apps Source: https://docs.box.com/en/box-apps/using-box-apps/managing-metadata-in-box-apps Manage single or multiple metadata fields in view mode. ## Managing multiple metadata fields in view 1. Open your Box App. 2. Click the **View** tile with predefined search configuration. 3. Hover over a file to display the **More Options** menu and a check box. 4. Click the check boxes for the files whose metadata you want to edit. 5. Click the **Metadata** button. 6. Click the pencil icon ![Pencil edit icon.](/images/box-apps/pencil-edit.png) and edit the metadata you need. Some of the fields can have **multiple values**, as they can differ between the selected files. You can also change value settings: 1. Click the cogwheel icon next to the value. 2. Click one of the available options: 1. **Append** – add another entry to the existing value. 2. **Clear All & Replace** – remove all entries in the selected value and replace them with the data you want. 3. **Remove Entered** – remove the entered value. 4. **Replace Entered** – replace the entered value with a new one that you can type or choose from a drop-down list. The available options listed above vary depending on the value type. > [!NOTE] > > To add metadata, you can also select files or folders from the **File or Folder** block. ## Applying metadata to single files and folders To apply metadata to a single file or folder: 1. Open your Box App. 2. Click the **View** tile with predefined search configuration. 3. Find the file or folder you want to apply metadata to on the list. 4. Hover over the file or folder to display options. 5. Click the check box. * New action buttons display next to the **Save** button: **Move**, **Download**, and **Metadata**. 6. Click the **Metadata** button. 7. Click **Add**, then choose the applicable metadata template. > [!NOTE] > > As a Box Apps admin, you can also use the **Manage Metadata** button on the Apps main screen. ## Autofilling metadata from a file With Autofill Metadata, you can use Box AI to automatically add metadata, as suggested values, into the file's metadata templates. Your enterprise's Box admin must enable this feature on your account. See [Using Metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) for more information. ## Editing metadata inline You can edit metadata inline if this option is enabled for your app. 1. Open your Box App. 2. Click the **View** tile with predefined search configuration. 3. Find the file or folder you want to edit metadata for on the list. 4. Click the value you want to edit. If the inline edit for a column is not available: 1. Go to **Display Settings** > **Columns**. 2. Find the column name and click it. 3. Toggle the **Inline Editing** option on. You can edit dates, text, and numbers, and choose values from drop-down lists. ## Exporting metadata to CSV To export metadata from your app: 1. Open your Box App. 2. Click the **View** tile with predefined search configuration. 3. Click the **More Options** (ellipsis) menu. 4. Click **Export** and choose a location where you want to save the CSV file. 5. Confirm by clicking the **Export** button. > [!NOTE] > > Your export can take some time. You receive an email when your export is ready. App owners and co-owners can limit the export capability with an app-level toggle **Allow viewers to export metadata** in app settings. ![Allow viewers to export metadata app setting.](https://mintcdn.com/product-docs/2xmjSQVGktIflAJO/images/box-apps/export-metadata.png?fit=max\&auto=format\&n=2xmjSQVGktIflAJO\&q=85\&s=ccd51c2d59a4d6bbac56f0850711e207) Export is available for all app users by default. ### Known limitations * You cannot pick a shared folder for the exported file. * You can export up to 10,000 items in a view. # Notifications in Box Apps Source: https://docs.box.com/en/box-apps/using-box-apps/notifications-in-box-apps As a Box Apps user, you can configure and modify your notification settings. > [!NOTE] > > Notifications for App invitations (shares) are only sent to users, not groups. ## **Setting up notifications** First, set up the notifications. To do so: 1. Go to **Apps**. 2. Open the specific App you want to configure notifications for. 3. Click on the view you want to receive notifications about. * This action activates notification with default settings: daily, one item, item added. 4. Click **Notify on View changes** (the **bell icon** ![Bell with slash icon indicating muted notifications.](/images/box-apps/bell-slash-muted.png) ) 5. Click **Settings** on the success banner to modify the notification settings, or 6. Click the bell icon. A drop-down menu appears. Choose **Configure Notification**. 7. Select **Type of Change**. 8. Choose the **Change Threshold** — the default option is **Any Change**, but you can also define a custom setting. 9. Select the **Frequency** with which you want to receive notifications. The available options are: * Daily. * Weekly. * Monthly. Click **Apply** to save the notification settings. > [!NOTE] > > App View notifications are supported only for Views up to 1000 results. You can’t create new notifications for bigger Views. If users already subscribed to receive notifications and the View exceeded 1000 results later, they receive an error email instead. ## **Email notifications** Box Apps automatically sends an email to a user when someone invites them as a collaborator to an App. The email notification contains basic information: * App icon — the default Apps icon. * \{inviting person} — name of the person who shared the App with you. * \{App Name} — name of the App you're invited to. * \{App Description} — optional, only visible if it's set. * \{Share message} — optional, only visible if the inviting person added one. When you receive the email notification, click the **Open App** button in the email to access the app. ## **In-app notifications** When you invite a user to a specific app, they get a message in their **Notifications** section of the Box website or mobile application under the bell icon. In-app notifications contain the following information: * \{inviting person}'s avatar. * \{inviting person} — name of the person who shared the App with you. * \{App Name} — name of the App you are invited to. * \{Date} — when the \{inviting person} shared the App with you. #### Related documentation [Enterprise Settings: Notifications Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-notifications-tab) [Configuring Email for Box Notifications](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications) [Changing Your Notification Email Address](/en/box-fundamentals/for-users/user-login-and-settings/changing-your-notification-email-address) [What Box Email Notifications Cannot Be Disabled?](/en/box-fundamentals/for-users/getting-started/what-box-email-notifications-cannot-be-disabled) [Configure Notification and Security Settings on Box for Android](/en/box-mobile/box-for-android/configure-notification-and-security-settings-on-box-for-android) [Using the Box Notification Center on Mobile](/en/box-mobile/how-to-guides-for-mobile/using-the-box-notification-center-on-mobile) # Using AutoFiler in Box Apps Source: https://docs.box.com/en/box-apps/using-box-apps/using-autofiler-in-box-apps AutoFiler allows you to add Metadata to your files during the upload process. When your files are uploading, you can add Metadata to them in the **Current File** tab. Select the **Metadata Template** from the drop-down list. Other required fields depend on the metadata template your Box Admin created. Click **Apply to All** - a **Confirm Apply To All** dialog appears with the following text: **Applying these changes will apply the entered Metadata values to all remaining files.** Click **Apply to All** again. You can also **Cancel** this action. ## Informational and error messages File upload success message: **\[number] documents uploaded**. File upload fail message: **\[number] upload failed**. If you try to upload a file with the same name as another file in the folder, the following message appears: **Item failed to upload. Item with the same name already exists.** For more information on metadata, see [Using Metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata). # Using Charts in Box Apps Source: https://docs.box.com/en/box-apps/using-box-apps/using-charts-in-box-apps The **Chart** block allows you to create bar and donut charts based on the configuration details that you provide. **To start working with charts:** 1. Select the **Grid** layout. 2. Add the **Chart** block. 3. Select the **Metadata Template** that you want to use. 4. Under **Setup**, select the **Attribute to Visualize** option. Your chart renders. You can also create a chart in the list view, but it shows as a table. To display it as a donut or bar chart, change the view to grid. ## Configuring a donut chart Each segment of a donut chart is interactive. Hovering over it displays a hover card legend for that segment. Clicking it opens the **View** for that segment. For a donut chart, you can: * Add filters and columns by clicking the **Configure View** button. * Select how many categories you want to display on your chart (max 8). * Choose if you want to display the remaining categories as **Others**. > [!NOTE] > > Each legend item is interactive. Clicking it opens the **View** of that value. ## Configuring a bar chart For a bar chart, you can configure the same options as for a donut chart, and select the chart orientation: **Horizontal** or **Vertical**. # Viewing Box Solutions Source: https://docs.box.com/en/box-apps/using-box-apps/viewing-box-solutions Box Solutions provides a set of Box capabilities that enable you to better manage your content-driven use cases. These capabilities are grouped in categories based on the tasks they support, and can include advanced Box AI, Workflows, Apps, and Sign setups tailored to specific business tasks. Currently, Box Solutions includes capabilities to support tasks like Digital Asset Management (DAM), Contract Lifecycle Management (CLM), Invoicing, and more. Box displays the Solutions catalog in the left panel of your Box account window. Box Consulting works with you so you can start using the Solutions that you need. Solutions are not currently downloadable. During the next couple of quarters, Box provides Solutions as referenceable categories designed to help you adopt faster, incorporate best practices, and focus on outcomes. This initial phase of the Box Solutions release makes Solutions visible and helps you understand the different ways in which Box’s key capabilities can be configured to solve real business problems. In the future, Box will release Solutions with deeper capabilities and easier deployments. **To see an overview of available Box Solutions:** 1. In the left sidebar of your Box account window, click **Solutions**. The Solutions window displays the names of available Solution categories, and provides a brief description of each. 2. Click the name of a Solution. Box displays an overview of the Solution. 3. At the bottom of the overview window, click **Contact Box**. Box displays a Box Consulting form. 4. Complete and submit the Box Consulting form. To search for an item in the Solutions window: at the top of the window, click in the Search Solutions field and type the name of a category, keyword, or tag. # Archiving Files and Folders Source: https://docs.box.com/en/box-archive/admins/archiving-files-and-folders Archives must have edit permissions for co-admins to edit content. Users cannot edit Archived content. The Box Archive feature: * Removes all collaborations on the content and backs up the Archived content. * Removes Delete and Edit permissions from the Archived content. * Moves entire files to your Archive, including all versions of the files. * Restores items trashed from folders, and adds those items to the Archive. * Disables Shared Links to Archived content. When you move content to an Archive, the following key information is retained and searchable: * Previous collaborations and file paths. * Visibility of metadata. * Access history. The Box Archive feature preserves: * All search options currently available in Content Manager. * All metadata and versions associated with the file. * Retention, Disposition, and Legal Hold policies. * Shield classifications and access policies. * Zones ## Creating Archives **To create an Archive:** 1. In the **Admin Console**, click **Content**. 2. Select the **Content Manager** tab. 3. Click **Archive**. 4. At the bottom of the left panel, click **New Archive+**. If no Archives exist, in the main display panel, click **New Archive**. 5. In **Archive Name**, type the Archive's name. * If Box Zones are enabled for your enterprise, you can set a zone for your Archive. Select a zone from the drop down list, or leave it as the default zone. 6. Click **Create**. The new archive will appear at the top of the Archives list. ## Archiving from Searches After creating an Archive, you can Archive files and folders from a variety of places in your Content Manager window. ### Archiving from the Archive File and Folder Picker **To Archive files and folders from a content search:** 1. In Admin Console, in the left panel click **Content**. 2. In the top of the window, click **Content Manager**. 3. Click the **Archive** slider. 4. Click on an Archive. 5. Click either **Add Files & Folders** or **Add+**. Box displays the content search window. 6. To search for a file or folder, in the **Search** field, type the name of the file or folder. To search for a user, in the **User** field type the user's name or email address. 7. Hover on the file or folder's name, then check the checkbox. 8. Click **Add**. 9. Box displays **Trashed items will be archived**. If you agree, click **Confirm**. ### Archiving from Content Manager **To Archive content from Content Manager:** 1. In Admin Console, in the left panel click **Content**. 2. In the top of the window, click **Content Manage**r. 3. Click the **Users** slider. 4. Click on a folder. Box displays the contents of the folder. 5. Hover on a file or folder, click the ellipsis ("**...**"), then click **Archive**. To Archive multiple files, check the checkbox for each file or folder. 6. Select the Archive. If no Archives exist, Box prompts you to create one. 7. Click **Archive** 8. Box displays **Trashed items will be archived**. If you agree, click **Confirm**. ### Archiving from a Content Manager Search **To Archive content from a Content Manager search:** 1. In Admin Console, in the left panel click **Content**. 2. In the top of the window, click **Content Manager**. 3. In the search field at the top of the Content Manager window, type a string or use the metadata search filters. Box displays the search results window. 4. Hover on a file or folder, click the ellipsis ("**...**"), then click **Archive**. To Archive multiple files, check the checkbox for each file or folder. 5. Select the Archive. If no Archives exist, Box prompts you to create one. 6. Click **Archive**. 7. Box displays **Trashed items will be archived**. If you agree, click **Confirm**. ## Archive zones * Archiving a file removes the file's zone assignment. * Currently, it is only possible to change the zone of an Archive via API. Please refer to the following documentation to learn more: * [Assign zone (storage policy)](https://developer.box.com/reference/post-storage-policy-assignments) * [Change zone (storage policy)](https://developer.box.com/reference/put-storage-policy-assignments-id) * [Unassign zone (storage policy)](https://developer.box.com/reference/delete-storage-policy-assignments-id) # Configuring Access to Archives Source: https://docs.box.com/en/box-archive/admins/configuring-access-to-archives Box enables you to grant co-admins permissions to view and edit Archives. **To grant a co-admin permission to view and edit Archives:** 1. In Admin Console, in the left panel click **Users & Groups**. 2. In the top of the window, click **Managed Users**. 3. Click on a co-admin's name. 4. Scroll down to and click **Roles and Access Permissions.** 5. Click **Edit**. 6. Scroll down to **Co-Admin Permissions**. 7. Next to **Files and Folders**: * Check **View Archives and users' content**, and/or * Check **Edit Archives and users' content**. 8. Click **Save**. # Delete from Archive Source: https://docs.box.com/en/box-archive/admins/delete-from-archive Admins and co-admins with the permission to [Edit Archives and users’ content](/en/box-archive/admins/configuring-access-to-archives), can permanently delete files and folders directly from the archive. Deleted content is removed immediately and does not move to Trash. Once deleted, the content cannot be recovered. All deletions are enforced in accordance with existing Box Governance policies, including [retention](/en/box-governance/retention/about-retention-and-retention-policies) and [legal hold](/en/box-governance/legal-holds/about-legal-hold-policies) requirements. ## Delete archived content 1. Go to the **Admin Console**, then click **Content**. 2. In the **Content Manager** tab, click **Archives**, then click an archive's name. 3. Hover over a file or folder, then click the **Trash** icon. 4. In the confirmation window, click **Delete**. This permanently deletes the selected content and cannot be undone. Items retained by Governance policies cannot be deleted. # Known Archive Limitations Source: https://docs.box.com/en/box-archive/admins/known-archive-limitations ### Archive Limit * The Box Archive feature enables you to create a maximum of 10,000 top-level Archive folders. ### Bookmarks * A bookmark, if Archived alone, can't be restored to its original location. * Archived bookmarks don't appear in the Archive search filter. * Archived bookmarks don't have archive dates, so a retention policy cannot trigger off that date. ### Box API * Renaming an Archive via the Box API doesn't block duplicate names. * Renaming an Archive via the Box API doesn't change the owner's name. ### Unsupported Box Products * **Drive**: The Box Archive feature does not support Drive. * **Mobile**: The Box Archive feature is not available in the Box mobile app. # Restoring Archived Content and Deleting Archives Source: https://docs.box.com/en/box-archive/admins/restoring-archived-content-and-deleting-archives ## Restoring Archived Content When you restore content from an Archive: * The Box Archive feature enables you to either * restore Archived content to its original location in Box, or * choose a new location in Box. * Box suppresses notifications to the item's original collaborators. * Box does not put restored content in the Hubs where the restored content was previously linked. The user must add the content to the Hub again. * Box does not place previously trashed content back into trash. * Box recreates unexpired collaborations that were originally on the Archived content.  Box does not restore expired collaborations. * Box restores unexpired shared links as downgraded to Collaborator.  Box does not restore expired shared links. * Box suppresses notifications for the recreation of the collaborations. **To restore Archived content:** 1. In Admin Console, in the left panel click **Content**. 2. In the top of the window, click **Content Manager**. 3. At the top of the window, click **Archives**. 4. Click on an Archive's name. 5. In the Archive window, hover on a file or folder then click the restore icon. 6. In the confirmation window, click either **Restore** to move the item to its original location in Box, or **Select Location** and then choose a location in Box to which to move the item. ## Deleting an Empty Archive The Box Archive feature enables you to delete an empty Archive. * You cannot delete a populated Archive.  To delete content, you must restore the content to an active location to be trashed. * When Retention policies meet a trigger disposition date, Box deletes files from Archives. **To delete an empty Archive:** 1. In Admin Console, in the left panel click **Content**. 2. In the top of the window, click **Content Manager**. 3. At the top of the window, click **Archives**. 4. Click on the empty Archive's name. 5. At the top of the window, click the trash icon.  Box asks whether you want to permanently delete the Archive. 6. Click **Delete**. # Understanding Archive Reporting Source: https://docs.box.com/en/box-archive/admins/understanding-archive-reporting The [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report) (UAR) logs archival actions as standard "move" events, showing content moved from one folder  to another; for example, from folder A to folder B.  The UAR does not explicitly label the action as an Archive or the destination folder as an Archive. As a result, to determine whether a file or folder has been Archived, Admins must recognize the name of their Archives to verify that the destination folder is an Archive. # Understanding Archives in Downgraded Accounts Source: https://docs.box.com/en/box-archive/admins/understanding-archives-in-downgraded-accounts If your business is * temporarily upgraded to an Enterprise Advanced account during beta testing or trial periods, and then downgraded to a lower account, or * downgraded from an Enterprise Advanced account to a lower account for any other reason, files and folders that were placed into Box Archives become orphaned and inaccessible to your business's Box admins. ### Preventative Options To prevent loss of access to Archived content after your business is downgraded from Enterprise Advanced to a lower account, restore all Archived content * before the beta test period concludes, or * before downgrading from your Enterprise Advanced account. ### Remediation Process If your business's Enterprise Advanced account is downgraded with content remaining in a Box Archive, contact [Box Customer Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=https://support.box.com/hc/en-us).  Box will migrate all content from your Box Archive to a destination of your choice, and then remove your business's Box Archive storage. An admin's subsequent requests via API to move content into Archive, with the token credentials to do so, moves content to the Archive folder but doing so does not trigger the typical archival flows like removing collaborators and marking the Archived content with Archive metadata. # Viewing and Searching Archives Source: https://docs.box.com/en/box-archive/admins/viewing-and-searching-archives Box displays Archives in alphabetical order. When you select an Archive, Box enables you to browse the Archive's displayed content. ## Viewing an Archive **To view an Archive:** 1. In Admin Console, in the left panel click **Content**. 2. In the top of the window, click **Content Manager**. 3. At the top of the window, click the **Archives** slider. 4. In the list of Archives, click on an Archive's name. ## Search Content in Archives When searching Archives, you can filter search results based on * Users, * Type, * Date Range, * Location, * Metadata, and * File Name. **To perform a filtered search of Archives:** 1. In Admin Console, in the left panel click **Content**. 2. In the top of the window, click **Content Manager**. 3. At the top of the admin console window, in the search field click the search icon. 4. Click **Locations**. 5. Click **In the selected locations**. 6. Check **Archives**. 7. Select  search filters as needed. 8. Click **Search**. 9. In the search results, Box displays a purple folder icon (![purple-folder-1-png](/images/box-archive/purple-folder-1.png)) beside Archived content. # About Box Archive Source: https://docs.box.com/en/box-archive/getting-started/introducing-box-archive > [!NOTE] > > Box Archive is available only for **Enterprise Advanced** accounts. Your organization must be entitled to Box Archive to create and use archives. Box Archive lets admins work in Content Manager to create archives that live outside your organization’s main Box environment. You can move files and folders into an Archive for long-term preservation, search what you have archived, restore content back to active storage when appropriate, and delete Archives when you no longer need them—so you can support retention, compliance, and cleanup without losing control of important content. ## What you can do with Box Archive With Box Archive you can: * **Create archives** and **move** Box files and folders into them when content should leave day-to-day collaboration spaces but stay under your governance. * **Configure access** so the right co-admins and roles can manage archives alongside your main deployment. * **View and search** archived content when you need to locate or audit material. * **Restore** archived content to your main environment or **delete** archives when policy allows. Box Archive can help your organization reduce clutter and redundant or outdated content, support multi-phased retention strategies, manage long-term compliant storage, reduce legal exposure of long-lived content, and keep important long-lived content in a dedicated archival context. ## Example use cases | Scenario | How Box Archive helps | Where to start | | - | - | - | | **Retention and compliance** | Keep long-term copies separate from active workspaces while staying able to search and report on what is archived. |
  • [Archive content](/en/box-archive/admins/archiving-files-and-folders)
  • [View/search](/en/box-archive/admins/viewing-and-searching-archives)
  • [Reporting](/en/box-archive/admins/understanding-archive-reporting)
| | **Operational cleanup** | Move stale or low-touch content out of folders people use every day without destroying the record. |
  • [Archive content](/en/box-archive/admins/archiving-files-and-folders)
  • [View/search](/en/box-archive/admins/viewing-and-searching-archives)
| | **Lifecycle and recovery** | Bring content back when it is needed again, or remove archives when your process says they can go. |
  • [Restore/delete](/en/box-archive/admins/restoring-archived-content-and-deleting-archives)
  • [Next steps](#next-steps)
| | **Account and plan changes** | Know how archives behave if your subscription or account situation changes. |
  • [Downgraded accounts](/en/box-archive/admins/understanding-archives-in-downgraded-accounts)
  • [Limitations](/en/box-archive/admins/known-archive-limitations)
| ## Getting started for admins Use this sequence when you first enable Box Archive for your organization. **1. Control who can use archives** Use [Configuring access to archives](/en/box-archive/admins/configuring-access-to-archives) so the right admins and co-admins can create and work with archives. **2. Create archives and move content** Follow [Archiving files and folders](/en/box-archive/admins/archiving-files-and-folders) to set up archives and move Box content into them. **3. Find what you archived** Use [Viewing and searching archives](/en/box-archive/admins/viewing-and-searching-archives) to locate and review archived items. **4. Restore or delete when appropriate** When content should return to active storage—or an archive should be removed—use [Restoring archived content and deleting archives](/en/box-archive/admins/restoring-archived-content-and-deleting-archives). **5. Review reporting** See [Understanding Archive reporting](/en/box-archive/admins/understanding-archive-reporting) for how reporting applies to your Archives. **6. Plan for edge cases** Read [Known Archive limitations](/en/box-archive/admins/known-archive-limitations) and [Understanding Archives in downgraded accounts](/en/box-archive/admins/understanding-archives-in-downgraded-accounts) before you rely on Archives in unusual plan or migration scenarios. ## Using Box Archive Day-to-day archive management happens in the Admin Console through Content Manager. If you are not an admin or co-admin with archive access, ask your IT or Box admin to assign access. If you **do** have permission to work with archives: **1. Locate archived content** Use [Viewing and searching archives](/en/box-archive/admins/viewing-and-searching-archives). **2. Restore or clean up** Only as your role allows, use [Restoring archived content and deleting archives](/en/box-archive/admins/restoring-archived-content-and-deleting-archives). For who may use archives, see [Configuring access to archives](/en/box-archive/admins/configuring-access-to-archives). ## Next steps Go deeper with these topics: > **[Configuring Access to Archives](/en/box-archive/admins/configuring-access-to-archives)** > **[Archiving Files and Folders](/en/box-archive/admins/archiving-files-and-folders)** > **[Viewing and Searching Archives](/en/box-archive/admins/viewing-and-searching-archives)** > **[Restoring Archived Content and Deleting Archives](/en/box-archive/admins/restoring-archived-content-and-deleting-archives)** > **[Understanding Archives in Downgraded Accounts](/en/box-archive/admins/understanding-archives-in-downgraded-accounts)** > **[Understanding Archive Reporting](/en/box-archive/admins/understanding-archive-reporting)** > **[Known Archive Limitations](/en/box-archive/admins/known-archive-limitations)** *** ## Related Information [Box Archive product page](https://www.box.com/archive) [Troubleshooting & FAQs](https://support.box.com/hc/en-us/search?query=Box+Archive) # About Box Automate Source: https://docs.box.com/en/box-automate/about-box-automate Box Automate is an agentic workflow automation solution built natively on the Box content platform. It provides a drag-and-drop visual builder with parallel and conditional branch routing, logic, loops, and a comprehensive set of triggers and outcomes to power business process automation. Box Automate integrates natively with Box AI, Box Extract, Box Forms, Box Doc Gen, Box Hubs, and Box Sign. Depending on your plan, you can build end-to-end content workflows that span document generation, e-signatures, AI-driven metadata extraction, and multi-stage approvals within a single platform. ## Visual workflow builder You can build workflows using a visual builder that supports a robust set of triggers, conditional branch routing, parallel and merge branches, loops, dynamic variables, and agentic steps. ## Triggers Triggers define what starts a workflow. Supported types include: * File or folder events * Task completion or status changes * File Request * Metadata Events * Form submissions * Manual start * Sign events * Schedule trigger ## Outcomes Outcomes define what happens when a workflow runs: * **File and folder actions** — move, rename, copy files, or create folder structures * **Metadata actions\*** — apply, update, or extract metadata using AI * **Task and notification actions** — assign approval or general tasks and send email notifications * **Box Doc Gen\*\*** — generate documents from templates * **Box Sign\*\*** — route documents for e-signature * **AI Agent outcomes\*\*** — run custom AI agents or Box Extract agents for metadata extraction at scale * **Multi-agent orchestration** — coordinate multiple AI agents in a single workflow * **HTTPS Request\*\*** — call external APIs directly from a workflow \* Enterprise / Enterprise Plus \*\* Enterprise Advanced only ## Agentic AI Box Automate brings AI directly into your workflows with AI agents, automated metadata extraction, AI-based routing, human-in-the-loop validation, and continual learning that adapts to new document formats over time. Including an approval task to review AI outcomes can help ensure accuracy. > [!NOTE] > > Querying AI agents inside Automate workflows is charged against AI units. Contact your Box administrator to check your AI usage limit. ## Collaboration and administration You can share workflows with role-based permissions and track workflow runs. ## Integrations Box Automate connects natively with Box Forms, Box Doc Gen, Box Sign, Box Extract, Box Hubs, Box AI Studio, and Box Apps. | Use case | Description | | - | - | | Procurement | Vendor data is posted to Box, where an AI extraction agent pulls key metadata. An employee reviews the extracted values, and a purchase order is generated using Box Doc Gen. | | Employee onboarding | New employees upload required documents such as a driver's license or I-9 form to Box. An AI agent supports validation of the documents, expiration dates are tracked as metadata, and notifications are sent automatically before documents expire. | | Multi-stage approvals | Teams create SOPs or marketing materials and route them through multi-stage approval workflows. Approvers receive tasks with approval or rejection options, and the workflow branches based on each decision. | | Financial document intake | A finance team submits documents via a file request. Box Automate renames, tags, and moves each file into the appropriate folder based on metadata such as store number or account. | | Tax return data extraction | Financial documents are received weekly. Box Extract pulls key fields such as amount payable, refundable amount, and financial year. Emails are auto-generated for admin review. | | Loan and lease processing | A new opportunity is opened and a document is uploaded to Box. AI extracts metadata, an employee verifies accuracy, and the extracted metadata updates the corresponding record. | | Project management | A new project is added to the roadmap and relevant documents are uploaded to Box. The workflow creates a Jira ticket linked to the Box file and notifies stakeholders. | | Scientific publications management | Research institutions ingest, manage, route, and secure publication records and technical reports across workflows and external reporting endpoints. | ## Known limitations Templates are not available for Box Automate. ### Classification If the classification policy set within the Admin Console restricts **Apply Classification** to the Owner role, all Apply Classification outcomes in Automate workflows are blocked from running. ### Workflow runs * Max 10 branches (including ELSE) and max 20 conditions per IF are supported. * Workflow deactivation does not terminate workflows that are already in progress. * The Agent outcome works only when a File/Folder ID is referenced, not the name. * When the folder or enterprise setting is **Only folder owners and co-owners can send collaborator invites**, the following outcomes fail: * **Task Assignment** * **Add/Remove Collaborator** * **Lock** and **Unlock** * **Move**, **Copy**, and **Create folder** operations * **Apply Classification** when the policy requires higher privileges ### Collaboration and permissions * The Add/Remove Collaborator outcome does not support external email addresses and groups. * Groups with permission type **Admin** and **Group members** are not yet supported in the outcome in Automate. ### Variables and metadata * There is no support for metadata from Current Outcome. As a workaround, use a metadata variable without linking to an outcome ID. * Hidden metadata templates are not supported in the Add Metadata outcome or metadata conditions. * You cannot add all metadata form field values to created files or folders as metadata without mapping them individually. ### Box Sign integration * Sign does not support tracking status via metadata for **in progress** status. * The Sign outcome supports only signers from the email field in Forms, not from any text field. * There is no File Name variable from the Sign outcome. ### Automate interoperability * Automate workflows are not fully interoperable with Box features such as Information Barriers, Governance, Box Shield, Box Zones, and Box Keysafe. * The **Move and copy content to a folder** control in the Admin Console (**Prevent collaborators from moving or copying content to a folder where they have a higher permission level**), as described in [Enterprise Settings: Content & Sharing tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#move-and-copy-content-to-a-folder), does not apply to Automate workflows. Moving or copying content into folders via an Automate workflow may still result in some users being granted a higher permission level. You can mitigate this by allowing users to create workflows only on folders where they have Owner or co-owner permission in Box Automate enablement settings. # Box Automate Features in Business Plans Source: https://docs.box.com/en/box-automate/automate-features-in-business-plans Box Automate is Box’s no-code workflow automation solution that helps teams streamline business processes directly within Box. It supports file, folder, task, and sign-based automations, with advanced capabilities like conditional routing, looping, metadata workflows, and Box AI Agents as plans scale. It is built for both simple and enterprise-scale workflows. ## Product features | Feature | Business / Business Plus | Enterprise / Enterprise Plus | Enterprise Advanced | | - | - | - | - | | File events and actions | ✔ | ✔ | ✔ | | Folder events and actions | ✔ | ✔ | ✔ | | Task events and actions | ✔ | ✔ | ✔ | | Sign events | ✔ | ✔ | ✔ | | Manual start workflows | ✔ | ✔ | ✔ | | Multi-step outcomes | ✔ | ✔ | ✔ | | Notifications and reminders | ✔ | ✔ | ✔ | | Activity and history reporting | ✔ | ✔ | ✔ | | File Request integration | ✔ | ✔ | ✔ | | Scheduled workflows | ✔ | ✔ | ✔ | | Dynamic file/folder naming | ✔ | ✔ | ✔ | | Looping workflow steps | ✔ | ✔ | ✔ | | Metadata events and actions | — | ✔ | ✔ | | Automated classifications | — | ✔ | ✔ | | Transfer workflow ownership | — | ✔ | ✔ | | Conditional/parallel branching | — | ✔ | ✔ | | Advanced variables | — | ✔ | ✔ | | Workflow sharing and collaboration | — | ✔ | ✔ | | End user reporting/monitoring | — | ✔ | ✔ | | Box Forms integration | — | — | ✔ | | Box Doc Gen integration | — | — | ✔ | | Box Sign Signature Request outcome | — | — | ✔ | | Box Apps integration | — | — | ✔ | | Standard/enhanced/custom Box Extract agent support | — | — | ✔ | | Box AI Agents and custom Box agent support | — | — | ✔ | | Hubs support | — | — | ✔ | | Custom HTTP request | — | — | ✔ | ## Pricing notes * AI Unit pricing applies for any AI Agents called in Automate workflows. * Platform API pricing applies for Automate APIs used. Contact your Box Account Manager to learn more about pricing for Enterprise Plus and Enterprise Advanced Automate usage. # Creating workflows in Box Automate Source: https://docs.box.com/en/box-automate/creating-workflows-in-box-automate This guide provides end users with a complete walkthrough for building, configuring, and managing workflows using the Box Automate builder. ## Getting started with the workflow builder To begin creating a workflow: 1. Navigate to the **Box Automate** section of your Box account. 2. Select **New+**. 1. Select **Workflow** to begin building in Automate. 3. Configure the settings below: * **The Header:** Where you name your workflow and manage publishing states. * **The Builder Canvas:** A visual, drag-and-drop workspace where you map out your process logic. * **The Side Panel:** Your library of available Triggers, Outcomes, and Branching options. * **Workflow Settings:** Set the name and description of the workflow. 4. Add a Trigger. Drag a trigger event from the **Flow Triggers** section in the side panel onto the canvas. This is the event that kicks off your automation. 5. Define Outcomes. Once a trigger is placed, the canvas shows a **+** helper node. Drag outcomes or select the node to add steps that should follow the trigger. ## Understanding triggers Triggers are specific events that initiate an Automate workflow. In Box Automate, triggers are designed to be content-aware and can be scoped to specific folders or metadata conditions. ### Trigger types * **File Events:** * **Uploaded** * **Moved** * **Copied** * **Downloaded** * **Watermarked** * **Unlocked** * **Deleted** * **Previewed** * **Locked** * **Watermark Removed** * **Collaborator Added** * **Classification Applied**. Select: * The classification to be applied * The folder from which to trigger the workflow * Apply to all sub-folders * **Folder Events:** * **Created** * **Moved** * **Copied** * **Downloaded** * **Deleted** * **Collaborator Added** * **Classification Applied**. Select: * The classification to be applied * The folder from which to trigger the workflow * Apply to all sub-folders * **File Request:** Launches a workflow when someone completes the [File Request](/en/box-admin-tools/managing-content/file-requests/managing-file-requests) form and uses it to submit content to the designated Box folder. * **Manual Start:** Initiate the workflow from a file in Box. * **Metadata Event:** Select a file or folder to trigger the workflow, then configure the metadata condition: * Folder: Select a folder to trigger the workflow and choose to apply to all sub-folders if needed * Trigger: Any metadata is applied or specific metadata is applied * **Box Sign:** Trigger sign events such as **Completed, Declined, Expired, Cancelled** * **Form Submissions:** If enabled (Enterprise Advanced accounts only), a workflow starts every time a designated [Box Form](/en/box-forms/creating-a-form) is submitted. * **Scheduled event:** Runs a workflow on a recurring schedule. Configure a start date, repeat frequency (daily, weekly, or monthly), and an end condition (never, on a specific date, or after a set number of repetitions). * **Task Events:** Workflows can start when a **General Task** or an **Approval Task** (Accepted or Rejected) is completed. ## Configuring outcomes Outcomes are the automated steps performed by the workflow. Box Automate allows you to chain multiple outcomes together and use dynamic variables to pass data between steps. ### Key outcome capabilities * **File Outcomes:** Actions taken on a file are: * **Move** * **Copy** * **Rename** * **Delete** * **Lock** * **Unlock** * **Watermark** * **Removed Watermark** * **Add Collaborator** * **Remove Collaborator** * **Classification Apply** * **Folder Outcomes:** Actions taken on a folder are: * **Move** * **Create** * **Copy** * **Rename** * **Delete** * **Restore** * **Add Collaborator** * **Remove Collaborator** * **Classification Apply** * **Hubs Actions:** Select a Hub to: * **Add File** * **Add Folder** * **Add Collaborator** * **Invite as Editor or Viewer** * **Remove Collaborator** * **Task Assignments:** Assign **Approval Tasks** or **General Tasks** to specific users or groups. You can include custom instructions and set due dates. > [!NOTE] > > When using an AI outcome, consider including an approval task so you can verify the AI outcome results. * **Notifications:** Send automated email notifications to specific recipients. You can customize the subject and message body using variables, for example including the name of the person who started the workflow. * **Box Agent:** ([Enterprise Advanced accounts only](/en/box-automate/automate-features-in-business-plans)) For any AI-related outcomes, include an approval task to review AI outcomes and confirm the results as needed: * Document summarization: Select an agent for responses, and include prompt instructions if needed. * **Extract Agent:** Select a custom agent that applies metadata to the file or a generic agent that extracts file information without metadata. * **Document Generation:** ([Enterprise Advanced accounts only](/en/box-automate/automate-features-in-business-plans)) Select from a metadata template, enter a name or variable for the document, and folder location. * **Requesting Signatures:** Select a file and recipients to sign, then add a subject line and message. * **HTTPS connector:** Box Automate integrates with Box tools, third-party connectors, and via APIs. * **Metadata**: Apply, update, or extract metadata using AI for files and folders. > [!NOTE] > > * Automate does not execute workflow actions as the user who created the workflow. As a result, any enterprise-level or folder-level settings that restrict what editors can do, such as restricting sharing or disabling certain actions, apply to workflows. > * Agent outcomes run as the workflow owner and can use content the workflow owner can access. See [Agent outcomes and the workflow owner](/en/box-automate/managing-workflows#agent-outcomes-and-the-workflow-owner). > [!WARNING] > > Review agent-generated content for accuracy. Agent outputs may be unpredictable. Add a human-in-the-loop review Task Assignment step to review and verify agent output as needed prior to triggering the next action. ## Advanced guardrails > [!NOTE] > > Enterprise Advanced accounts only To control the scope of a workflow outcome, you can define which content and users have restrictions. Advanced Guardrails set the operating boundaries for a workflow outcome, ensuring it only takes actions within the scope you've defined. For example, you can restrict an outcome from adding external collaborators, so the workflow behaves predictably regardless of how it's triggered. You can configure guardrails in three sections: * Target Criteria * Managed User Criteria * External User Criteria Managed and External User Criteria apply to the target user for the action, not the person who started the workflow. To configure Guardrails: 1. Open your workflow in the Automate builder. 2. Add an outcome; this field activates **Action Guardrails**. 3. In the **Action Guardrails** section, open each section (**Target Criteria**, **Managed User Criteria**, **External User Criteria**) and choose a scope: * **No restrictions**: Apply to all matching content or users. * **Specific … only**: Apply only to the items or users you select. * **All …, with exceptions**: Apply broadly, except for the items or users you exclude. * **External users not permitted** (External User Criteria only): Exclude external users entirely. 4. Select the folders, classifications, or users referenced by your selection. 5. Publish the workflow to apply your guardrail changes. > [!NOTE] > > Guardrails do not override enterprise-level or folder-level restrictions, and Automate does not execute actions as the workflow creator. Existing permissions still apply on top of your guardrail selections. ## Logic, branching, and variables Box Automate supports complex, non-linear business processes through advanced routing. ### Branching Use conditional logic to route the workflow down different paths. For example, if a task is "Rejected," move the file to a different folder than if it were "Approved." * **Split:** Divides one workflow path into two or more parallel paths that execute simultaneously. * **Conditional Split:** Executes a single path based on specified criteria. * **Loop Back:** Send the flow back to a previous step with a configurable max loop count. Learn more about loops below. * **Loop Over:** Loops are designed to handle repetitive, conditional, and dependent actions directly inside a workflow. Learn more about loops below. * **Merge:** Allows multiple parallel or conditional branches to connect back into a single path of execution once the branch outcomes are completed. ### Use cases **Invoice processing** Invoices are uploaded into an "Under Review" folder, where Box AI extracts key invoice metadata (such as the department or line of business) and populates a predefined template. * **Branching logic:** A conditional split is configured to route the invoice to different department leads or managers based on the extracted metadata. For example: * **Branch A:** IT department, assign an approval task to Leslie. * **Branch B:** Marketing department, assign an approval task to Tom. * **Outcome:** Once approved, the file is automatically moved to a corresponding department-specific folder. **Contract approval process** A contract is submitted for review, initiating an approval step within the workflow. * **Branching logic:** An approval-based conditional split routes the workflow along different paths depending on the outcome of the task: * **Approved Branch:** If the contract is approved, it remains in the current folder or is moved to an "Approved Contracts" folder. * **Rejected Branch:** If the contract is rejected, the workflow automatically sends a notification with the rejection reason to the workflow initiator, allowing them to make corrections and restart the process. ### Process multiple files with Loop Over The branching step **Loop Over** lets you process multiple files automatically in a workflow by looping over them. When a user uploads multiple files through a form or when a folder contains multiple files, a loop ensures each file gets processed individually (extracted, tagged, moved, or analyzed) rather than only handling the first one. To set up a Loop Over step: 1. Start with a trigger that is a good fit for a loop, such as **Form Submission**, **File Request**, or **Manual Start**. 2. Add the **Loop Over** action from the **Branching** section. There are three options for a Loop Over step: 1. **List of Files:** Use when you need to loop over multiple files that have been uploaded via a form or file request. Select the appropriate trigger variable to loop over. 2. **List of Users:** Use when you need to take action related to multiple users in a group. You must have a group created to use this option. 3. **Files in a Folder:** Use when you need to loop through all of the files in a specific folder. When referencing the looped file, select the Loop File (`loop.item`) variable. **Best practices for file loops** * Use loops when a form allows multiple file uploads * Required when a trigger monitors a folder with multiple files, such as File Request or Manual Start * Best for batch operations, such as extracting data from multiple invoices, tagging multiple contracts, or moving multiple reports * Essential when you build a workflow that handles more than one file at a time ### Troubleshooting loops **I have a form with a files drop zone, but I don't see file variables from the trigger.** You need to add a Loop Over event after the form trigger. The form returns an array of files. Add a Loop event, set it to loop over the form's file field, then reference the loop variable in subsequent steps. **How do I reference files inside a loop?** Use the loop variable created by **Loop Over** > **List of Files**. Then, for the outcomes inside the loop, you have a new variable menu **Loop variables** with File ID and other properties. In general, choose `loop.item` to select the file. **My workflow stalls when users don't upload any files (optional upload) via a form. How do I fix this?** Create a check box in a form to display file upload only if a user needs to submit additional documents. Then, add a **Conditional Split** before the loop. Check if the check box form field is not empty. If it is empty, route to a different branch so the workflow continues without entering the loop. ### Start processes over with Loop Back The branching step **Loop Back** lets you return to an earlier step so that the workflow can continue if a step needs to be repeated. This is particularly useful when an approval step is rejected and another review has to happen. To set up a Loop Back step, select the **Loop Back** action in the **Branching** section. Add it to the workflow and select the step to return to. You must select the maximum number of times a loop back can happen. Currently the maximum is 20 times. ### Variables Variables allow outcomes to use information from earlier steps. For example, a **Rename** outcome can use a metadata value extracted by a previous AI step or the name of the user who uploaded the file. Variables are organized into four categories: * **System Variables:** Predefined, constant variables that describe workflow details. * Examples include `workflowId`, `workflowOwnerId` (or owner ID / workflow starter), `workflowName`, `workflowVersion`, `workflowCreatedTime`, and `workflowModifiedTime`. * **Trigger Variables:** Dynamic variables generated by the specific event that starts the workflow. * A file upload trigger exposes the file name, file ID, file owner, parent folder ID, and trigger timestamp. * A Form Submission trigger exposes form fields, attachments, drop zones, and submitter details. * **Outcome Variables:** Variables created by downstream actions executed within the workflow. * For instance, a **Create Folder** outcome generates `folderId` and `parentFolderId` variables, which can then be referenced by subsequent steps. * **Metadata Variables:** Attributes pulled dynamically from metadata templates applied to files or folders. You can select a template and map specific attribute values (such as text, numbers, or dates) to be used in conditional branching or downstream outcomes. ### Supported data types and formatting Variables support the following data types: * **String/Text:** Used for names, emails, and general text. Supports operations like Equals, Doesn't Equal, Contains, Starts with, Is Empty, and Is Not Empty. * **Number:** Supports positive and negative integers and decimals, enabling mathematical comparisons (greater than, less than, greater than or equal to, and less than or equal to). * **Date/Time:** Supports timestamps and dates, allowing builders to apply custom formatting options (such as representing dates in specific formats like YYYY/MM). * **Other Types:** User Fields, File IDs, Folder IDs, List of Files, List of Users, and Dropdowns. ### Variable use cases * **Dynamic content insertion:** Variables can be dynamically inserted into text fields, such as customizing notification email subjects and messages, task descriptions, or generating dynamic file and folder names. * **Conditional branching:** Builders can use variables (including structured agent outputs or metadata values) within a **Conditional Split** or logic builder to route workflows dynamically. For example, routing a file to a different folder if a metadata "Contract Value" exceeds a certain threshold. * **Task assignment:** Assigning tasks dynamically at runtime using email or user ID variables (such as the file owner or form submitter). ## Saving and publishing * **Saving Drafts:** You can select **Save** at any time to store your progress. Drafts can be saved even if they contain errors or incomplete configurations. Additionally, if a workflow draft is saved while the previous is active, you need to reactivate the draft to update it to the newest version. * **Publishing:** Select **Publish**, validating and then activating the workflow. ## Monitoring and tracking After a workflow is active, you can monitor its performance through the **Tracking** page. This provides a granular, step-by-step history of every execution, including timestamps, variable values used at each step, and the current status of active tasks. This allows stakeholders to troubleshoot issues and monitor process efficiency effectively. # Differences Between Box Automate and Box Relay Source: https://docs.box.com/en/box-automate/differences-between-box-automate-and-box-relay Box Automate is the next-generation workflow automation platform that replaces Box Relay. While Relay provides a straightforward approach to content-centric automation, Automate introduces a modern visual builder, AI-powered agentic capabilities, conditional logic, and a comprehensive suite of tools designed for end-to-end business process automation. This document highlights the key differences between the two products. ## Workflow builder * Box Relay uses a **linear workflow builder** where you add triggers and outcomes in a sequential list. You cannot branch workflows or create conditional paths. Each workflow follows a single, straight-line execution from start to finish. * Box Automate replaces this with a **drag-and-drop visual builder** in a flowchart format. Depending on your plan (see the matrix below), you can create **conditional branching** (synchronous, conditional, and parallel paths) **for each loops** to iterate over lists of users or files, and **loop back steps** that send the flow back to a previous point with a configurable maximum loop count. This enables you to build complex, multi-path workflows that respond dynamically to different conditions. ## AI and agentic capabilities * **Box Relay** has **no AI or agent integration**. All workflow outcomes are rule-based and static. * Box Automate introduces **AI-powered agentic outcomes**. This allows workflows to respond to what content actually means. You can embed **Box Agents** directly into workflows for tasks such as summarizing content, researching files, analyzing patterns, and extracting metadata. You can also create **Custom Agents** in AI Studio and use them as workflow steps. > [!NOTE] > > * AI and agent capabilities are available only on the Enterprise Advanced plan. > * Agent outputs may be unpredictable. Add a human-in-the-loop review step to review and verify agent output as needed prior to triggering the next action. ## Variables and logic * Box Relay offers **limited variables support** with no conditional logic. * Box Automate provides an **advanced variables framework** that includes workflow variables, trigger variables, outcome variables, and custom variables. You can reference and pass data between steps, use variables in conditional branch routing, and build dynamic workflows that adapt based on real-time data. ## Collaboration and sharing * In Box Relay, workflows are **locked to a single user**. Only the workflow owner can view, edit, or monitor a workflow. There is no way to share or collaborate on workflow design. * Box Automate introduces **workflow sharing and collaboration**, allowing multiple participants to work on a single workflow. This makes it possible for teams to co-develop, review, and manage workflows together. ## Triggers * Both products support file and folder event triggers, metadata-driven triggers, Manual Start, Forms triggers, Sign completion triggers, and task completion triggers. * Box Automate adds a **Metadata Event Trigger** that enhances metadata-based triggering with the variables framework ## Outcomes and actions * Box Relay supports standard outcomes including file and folder operations (move, copy, rename, lock, unlock), metadata application, task assignment, notifications, collaborator management, watermarking, Box Sign, and Box DocGen. * Box Automate carries forward all Relay outcomes and adds: * Box Agent and Extract Agent outcomes * Extract outcome for structured metadata extraction * For each loop and loop back steps * Box Hubs support * Custom HTTPS workflow step with connection management (API Key, OAuth 2.0, Basic Auth) > [!WARNING] > > Box Automate is turned on by default at GA. Your organization must manually disable Automate through the Admin Console if you do not want your users to use it regardless of your prior Relay settings. ## Automate plan availability | Feature | Business & Business+ | Enterprise & Enterprise+ | Enterprise Advanced | | - | - | - | - | | Core Workflow Builder | ✅ | ✅ | ✅ | | Box Sign Events | ✅ | ✅ | ✅ | | Conditional & Parallel Branching | Limited | ✅ | ✅ | | Workflow Sharing & Collaboration | ❌ | ✅ | ✅ | | Advanced Variables | ❌ | ✅ | ✅ | | AI Agents in Workflows | ❌ | ❌ | ✅ | | Extract | ❌ | ❌ | ✅ | | Forms | ❌ | ❌ | ✅ | | DocGen | ❌ | ❌ | ✅ | | Box Hubs Support | ❌ | ❌ | ✅ | | Box Sign Outcome | ❌ | ❌ | ✅ | ## Relay vs Automate known gaps * Add collaboration outcome doesn't support "Co-owner" role. * Sign outcome does not support tracking status via metadata. * There is no support for current outcome metadata variables. * While the metadata may be available, Automate does not support referencing the metadata values from the outcome variables. * Hidden metadata templates not supported in Add Metadata outcome. * Sign outcome supporting only signers from email field in Forms trigger, not any text field. * There is no File Name variable from Sign outcome. * Workflow deactivation doesn't terminate "In progress" workflows. * There are no Templates for Box Automate. * There is the ability to map form metadata fields with one-click to add a metadata outcome. Each form field should be mapped separately in the add metadata outcome. # Enabling Box Automate Source: https://docs.box.com/en/box-automate/enabling-box-automate Box Automate streamlines business processes through automated workflows. This guide provides administrators and co-admins with the necessary steps to enable, govern, and delegate workflow management across the enterprise. ## Managing Box Automate access To manage Box Automate for end users, admin must configure the enablement settings within the Admin Console. ### Configuring Box Automate 1. Navigate to the **Admin Console** > **Enterprise Settings**. 2. Select the **Content & Sharing** tab. 3. Scroll to the **Box Automate** section. 4. Click **Edit configuration**. 5. Under **User Access:** * **Enable** for all users * **Disable** for all * **Enable** for some users * **Disable** for some users 6. Click **Save** to apply changes. > [!NOTE] > > * Disabling Box Automate at the enterprise level will immediately pause all active workflows. Use caution when modifying global enablement settings. > * The setting within Admin Console - Content & Sharing labeled Prevent collaborators from moving or copying content to a folder where they have a higher permission level is not applicable to actions performed by Automate Workflows executions. ## Governance and security considerations Administrators can maintain robust oversight of automated workflows to ensure security and compliance standards are met. ### Access and approval controls * **User Access Management**: Use the allowlist settings in Enterprise Settings to ensure only authorized personnel or specific departments can build automations. ### Monitoring enterprise activity Once permissions are granted, co-admins can access the **Automate** tab to monitor the status of all enterprise workflows. # Managing workflows Source: https://docs.box.com/en/box-automate/managing-workflows This article describes how to manage the lifecycle of Box Automate workflows, from admin enablement to end-user management and long-term governance. ## Managing your workflows After Automate is enabled, you can create, edit, and monitor personal or team workflows from the Box web application. ### Creating and editing workflows 1. In the left sidebar, click **Automate**. 2. To create a workflow, click **New+**. 3. To edit an existing workflow, open it and select **Edit**. 4. Adjust triggers (for example **File Uploaded**) and outcomes (for example **Move File**). 5. Click **Activate** to begin the automation. > [!TIP] > > Use descriptive workflow names so their purpose is easy to see in the management dashboard. ### Workflow tracking You can review recent workflow activity to confirm runs completed successfully. If a workflow fails, check the activity log for errors related to file permissions or folder paths. To monitor activity: 1. In the left sidebar, click **Automate**. 2. Find the workflow. In the **Status** column, click **Tracking**. ## Workflow sharing and collaboration ### Sharing a workflow When you create a workflow, you are its **Owner**. You can invite collaborators to help build and manage it. 1. Go to **Automate** and open the workflow. 2. In the header, click **Share**. 3. Enter a Box user or Box group. 4. Choose a role: **Editor**, **Viewer**, or **Initiator** (where available). 5. Click **Send**. ### Collaborator roles * **Owner** — Full control, including ownership transfer. Only one owner per workflow. * **Editor** — Can modify workflow logic, share the workflow with viewers and initiators, as well as publish and deactivate the workflow. * **Viewer** — Can view configuration and execution history only. ### Permissions by role | Action | Owner | Editor | Viewer | | - | - | - | - | | View workflow and executions | ✔ | ✔ | ✔ | | Initiate (manual start) | ✔ | ✔ | — | | Edit | ✔ | ✔ | — | | Share (add/remove users) | ✔ | ✔\* | — | | Publish | ✔ | ✔ | — | | Deactivate | ✔ | ✔ | — | | Delete | ✔ | — | — | | Duplicate | ✔ | — | — | | Transfer ownership | ✔ | — | — | \*Editors can add or remove viewers and initiators but cannot change the owner. > [!WARNING] > > Sharing a workflow does not grant access to the files and folders referenced in it. Collaborators only see content they already have permission to access in Box. > [!NOTE] > > A Box Agent outcome and a custom agent outcome run as the workflow owner. The agent can use content the workflow owner can access. ### Content permissions in shared workflows * Collaborators only interact with files and folders they can already access in Box. * Removing a collaborator from a workflow does not remove their Box permissions on those items; the workflow can continue to run. * The role a user has when they first assign a file or folder in the workflow definition determines what the workflow can do with that content and cannot be changed after the initial assignment. * When sharing a workflow, workflow editors can act on the existing file and folder permissions already configured in the workflow. Any outcomes an editor adds or modifies operate under those existing permissions. * If a workflow editor adds a new folder to the workflow, the workflow owner and other editors act on that folder with the permissions the workflow editor has on it. Additionally, the workflow owner receives viewer access to all content in the workflow they previously didn't have permission to access. > [!NOTE] > > Workflow sharing is available within the same enterprise only. Concurrent editing is not supported; only one user can edit a workflow at a time. ## Governance and lifecycle management Deactivate or delete workflows that are no longer needed to avoid unintended actions on content. ### Deactivating and deleting workflows **To deactivate:** 1. Click **Automate** in the left sidebar. 2. Find the active workflow, open the **More options** (ellipsis) menu. 3. Select **Deactivate**. > [!WARNING] > > Deactivating stops future triggers but does not stop runs that are already in progress. **Delete** permanently removes a workflow and its history and cannot be undone. ### Ownership transfers If an owner leaves the organization, transfer ownership of critical workflows to another user to avoid interruptions. # Migrating from Box Relay to Box Automate Source: https://docs.box.com/en/box-automate/migrating-from-box-relay-to-box-automate With Box Automate now generally available, you can migrate existing Box Relay workflows to Box Automate. Migration lets you keep running and updating your Relay workflows while you adopt Automate for new work, so nothing breaks during the transition. Review the considerations below before you begin, then follow the steps to migrate a workflow. ## Before you migrate Consider the following before starting a migration. ### General considerations * The **Relay** tab in Box is renamed to **Automate**. You can still create new Relay workflows from this tab, and existing Relay workflows remain editable from within the new Automate tab. * Workflows are migrated **1:1 as-is**. Migration converts the existing workflow rather than redesigning it. * Disabling Automate does not disable Relay. If you turn off Automate, existing Relay workflows continue to run, but your users cannot access the new Automate builder or migrate workflows. ### Who can migrate workflows * Only the workflow owner can migrate a Relay workflow, because they are the only user with access to it. * Relay migration is available only in the Box web app. * As an admin, go to **Users & Groups** > **Managed Users**, select the **More Options** menu next to the user, and select **Log in to this account**. From there, you can migrate that user's workflows. ## Migrating a workflow ![Box Automate Migration](https://mintcdn.com/product-docs/TxWogT3y8bO8J7nD/images/box-automate/Box-Automate-Migration.png?fit=max\&auto=format\&n=TxWogT3y8bO8J7nD\&q=85\&s=bb9b5375cfaa16db16fa607a50ca3236) A workflow in the **Automate** tab. 1. Open the workflow list in the **Automate** tab. 2. Hover over the Relay workflow you want to migrate. * If the selected workflow can be migrated, a **Migrate** button appears. * If the **Migrate** button does not appear, the selected workflow cannot be fully transferred with all its components. ![Note on migration](https://mintcdn.com/product-docs/TxWogT3y8bO8J7nD/images/box-automate/note-on-migration.png?fit=max\&auto=format\&n=TxWogT3y8bO8J7nD\&q=85\&s=4773b4385806c9ddcc4dd8c5367ec1a6) 3. Review the Automate draft to confirm the following: * Triggers and outcomes * Workflow name * Variables * Conditions * Branches * Loop-backs 4. Select **Activate** to run the workflow, or **Save** to keep working on it. * If you only **Save** the workflow, disable the original Relay workflow after you activate the new Automate version so the two do not run in parallel. * If you select **Activate** during migration, the original Relay workflow is deactivated automatically. * If you do not **Save** or **Activate** during migration, the Automate workflow is not created. You can still migrate the workflow later. * If activation fails, one or more Automate workflows created during migration has a validation issue. Resolve the issue in the affected workflow, manually activate the Automate workflow, and deactivate the corresponding Relay workflow. After activation, the migrated workflow runs in Automate. The original Relay workflow is disabled and retains its execution history for reference. > [!TIP] > > Inventory your Relay workflows before migrating and flag any that use metadata triggers or current-outcome variables. Those workflows may need to be rebuilt in Automate. ## Known limitations Consider the following gaps before migrating: * Workflows with multiple flows are converted into separate Automate workflows, each named **Workflow name**. * Trigger conditions from Relay are extracted into Automate conditional logic and can be configured with conditional gateways. * File and folder copy outcomes do not have a built-in rename option. Relay copy outcomes are migrated to Automate as two outcomes: a **Copy** step followed by a **Rename** step. * Automate does not support multiple-file operations for all outcomes. Where an outcome does not support multiple files (for example, Move File or Folder, Add Metadata), the Relay outcome is migrated as a loop in Automate. * Manual Start workflows in Automate must be shared with other users so they can view and trigger them from Files. Verify the Automate workflow is shared with the appropriate group before deactivating the Relay workflow. * If **Apply Classification** is enabled only for admin, co-admin, or owner roles, classifications are not available for the Automate workflow. Confirm these settings are not in use in your organization before migrating. # Using Box Custom Connectors Source: https://docs.box.com/en/box-automate/using-box-custom-connectors A Box Custom Connector lets your organization's users reach a third-party application's functionality from **Box Automate** workflows (for example via custom HTTP steps). Box admins can: * Add connectors by specifying a name and domain. * Enable or disable a Custom Connector. * Allow workflow builders to use a third-party application from Automate. ## Creating a Custom Connector 1. In the Admin Console left menu, click **Integrations**. 2. At the top of the Integrations window, click **Connectors**. 3. Click **Add Custom Connector**. 4. In **Connector Name**, enter a display name. 5. In **Domain**, enter the URL where Box Automate can reach the third-party application. Each connector must use a unique domain; you cannot create multiple Custom Connectors with the same domain. 6. Click **Save**. ## Enabling or disabling a Custom Connector Enabling a connector allows workflow builders to use it in new or existing Automate workflows. Disabling prevents that use. 1. In the Admin Console, go to **Integrations**. 2. Open the **Connectors** tab. 3. Hover on the connector name. 4. In **Availability Status**, click the status. 5. Select the status you want. Box applies the change automatically. ## Enabling and disabling creation of new Custom Connectors When creation of new Custom Connectors is enabled, workflow builders can create connectors for use in Automate. When disabled, builders use only connectors created by Box admins. 1. Go to **Integrations**. 2. Open the **Settings** tab. 3. In the **Connectors** section, click **Configure**. 4. Select the desired status. 5. Click **Save**. # Configuring Box Canvas Source: https://docs.box.com/en/box-canvas/box-canvas-for-admins/configuring-box-canvas As a Box Admin, you can enable or disable [Box Canvas](http://www.box.com/canvas) for all your managed or selected users and groups. ## Enabling Canvas To configure Box Canvas, open the admin console and navigate to **Enterprise Settings** → **Content and Sharing**. Scroll down to the **Canvas** section. There are four configuration options available for Canvas: * Disable for all managed users, * Enable for all managed users, * Enable for select users and groups, * Enable for everyone except select users and groups. ![canvas-configuration-png](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/canvas-configuration.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=ab758b7a027bd0ff97a7bc354e66a389) Pick the option that suits your needs the most and save your changes. After saving, the option you chose is displayed next to the **Canvas** section in the admin console. ![image-2023-04-19-11-04-00-098-png](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/image-2023-04-19-11-04-00-098.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=4ec77cf6ee3d49f7622bdf5230748bd9) You can change the configuration in the same section if necessary. > [!NOTE] > > Enabling Box Canvas for specific users has the following limitations: 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 Canvas for the entire organization. # About Box Canvas Source: https://docs.box.com/en/box-canvas/box-canvas-for-admins/introducing-box-canvas Box Canvas enables you to create visual whiteboards as a creative and flexible way to collaborate with anyone, in real time or asynchronously. You can use it to visualize your team’s latest project, create mind maps, host engaging, interactive trainings and workshops, or to note down all your creative ideas. Box Canvas is integrated into your Box Content Cloud. Intuitive toolset, easy navigation, unlimited Canvases, great security solutions, and integration with other Box Content Cloud products make Canvas a perfect tool for working in all circumstances: whether your team is co-located, hybrid, or fully remote. With Box Canvas, you can: * Create unlimited whiteboards, * Securely share your Canvases with anyone, anywhere, * Work simultaneously or asynchronously, * Add various objects to your Canvas: * Sticky notes - use them to brainstorm and vote for your favorite ideas with your team, * Shapes - add various shapes to your Canvas to map out a process flow or create diagrams, * Text input - add and move text anywhere on your Canvas, * Connectors - use them to connect ideas, or combine them with shapes to map out flows, * Pen drawing - use it to free-form draw or scribble your thoughts onto the Canvas, * Icons - use them to create more efficient and effective wireframes and mockups, * Upload images - upload png, jpg, jpeg, and bmp images to bring your Canvas to life, * Use templates - use one of the pre-made templates to get started faster on Canvas. ## Known issues * If a collaborator on a Canvas changes their name, the change is not reflected on the Canvas screen. # Adding Drawings, Shapes and Icons to Canvas Source: https://docs.box.com/en/box-canvas/creating-and-editing-box-canvas/adding-drawings-shapes-and-icons-to-canvas Draw free-form content to your Canvas on your desktop. Create process flows or architecture diagrams using the shapes tool to easily map out processes and systems at scale. Create more efficient and effective wireframes and mockups with icons. # Adding drawings **To add a drawing to your Canvas:** 1. Click the pen icon ![pen-icon](/images/box-canvas/pen-icon.png) in the Canvas toolbar. 2. Choose the desired setting from the following options: * Pen color, * Pen size, * Pen tool, * Eraser tool, * Cancel. ![drawings-context-bar](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/drawings-context-bar.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=0ea345854ca3a9a82d32de77a6e5cdea) > [!NOTE] > > The default color of a pen drawing is black, and the default size of the pen is medium. To erase your drawing, open the **Eraser** tool, click, hold, and slide it over your drawing. # Adding shapes **To add a shape to your Canvas**: 1. Click the shapes icon ![shapes-icon](/images/box-canvas/shapes-icon.png) in the Canvas toolbar.  A context menu with different shapes appears. 2. Choose a shape. 3. Click anywhere on Canvas.  Box places the shape where you clicked.  If you didn't select a specific shape, the default shape is placed on Canvas. > [!NOTE] > > When you select a shape, your cursor will change into the selected shape. > The default shape is a square with a black outline and white fill. ## Editing shapes Double click inside your shape to add text to it. To further edit a shape you placed, click on it. ![shapes-context-bar-image](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/shapes-context-bar-image.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=91232e2797fbd4d0ded22730446edfbe) A context bar appears where you can choose the following: * color of the outline and fill for the shape, * text options: * color, * highlight color, * font size, * format text, * add hyperlink, * change text alignment: * vertical (align to top, middle, or bottom), * horizontal (align to left, center, or right), * create a bulleted or numbered list, * more options: * copy, * send to front, * send to back, * delete. # Adding icons **To add an icon to your Canvas:** 1. Click the shapes icon in your toolbar. 2. Click **View All** to open a scrollable gallery of shapes and icons in a side panel. 3. Select the icon you want to use. When you select an icon, it will appear next to your cursor. 4. Click anywhere on Canvas.  Box places the icon where you clicked. You can browse the whole icons gallery by scrolling through it, or you can search a specific icon(s) by using the search bar in the icons gallery. If no icons are found in the gallery, you can see a message that your search was not successful. To clear the entered search terms, click on the X button in the search bar. ## Editing Icons A context bar appears when you place the icon on Canvas. Here you can: * change the icon’s color, * copy the icon, * send the icon to front, * send the icon to back, * delete the icon. To change the icon’s size once you place it on your Canvas, drag its corner. Example icons are a house, a calendar, a smiling face emoji. # Adding images to Box Canvas Source: https://docs.box.com/en/box-canvas/creating-and-editing-box-canvas/adding-images-to-box-canvas Upload a local file to your Canvas to express your ideas visually. Box Canvas supports the following image file types: png, jpeg, jpg, and bmp. ## Uploading an image to Canvas To add an image to your Canvas, you can: * Drag and drop an image from your device, * Click the file upload button in the toolbar at the bottom of your Canvas ![icon-png](/images/box-canvas/icon.png) and choose the image from your device’s file picker modal, * Copy the image from your device and paste it into your Canvas. > [!NOTE] > > You can add an unlimited number of images to your Canvas. The maximum size of one image file is 20 MB. Once you upload the image, you will see it on Canvas and all collaborators will be able to preview the uploaded image. You can: * Resize the image preview if necessary, * Move the file on the Canvas, * Copy and paste the uploaded image in the Canvas. > [!NOTE] > > If the Canvas file is copied, all uploaded images are also copied over to the new file. # Adding Text to Canvas Source: https://docs.box.com/en/box-canvas/creating-and-editing-box-canvas/adding-text-to-canvas Add text boxes to a Canvas to organize content on your Canvas: label groups, sections, and other objects. ## Adding text To add a text box to your Canvas: 1. Click the text icon ![text-icon-image](/images/box-canvas/text-icon-image.png) in the Canvas toolbar. 2. Click anywhere on the Canvas to place the text box. 3. Enter text. ## Editing To edit the entered text, click on the text box. ![text-box-with-context-bar-image](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/text-box-with-context-bar-image.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=66b444a8eec65e1c534af6af43826fdd) A context bar appears where you can choose the following: * font and highlight color, * font size, * font style, * add hyperlink, * change text alignment: * vertical (align to top, middle, or bottom), * horizontal (align to left, center, or right), * create a bulleted or numbered list, * more options: copy, send to front, send to back, delete. # Connector Tool in Canvas Source: https://docs.box.com/en/box-canvas/creating-and-editing-box-canvas/connector-tool-in-canvas Add connector lines to your Canvas to connect objects and items in process flow diagrams. ## Adding a connector line To add a connector to your Canvas: 1. Click the connector icon ![The connector line icon in the Box Canvas toolbar used to add connectors between objects.](/images/box-canvas/adding-connector-line-canvas.png) in the Canvas toolbar. 2. Choose the type of connector you need - line or arrow. ![A Box Canvas toolbar menu showing four connector styles: straight arrow, curved arrow, elbow arrow, and plain line.](/images/box-canvas/connector-canvas-toolbar-choose.png) 3. Click anywhere on your Canvas to place the connector. Your cursor changes to a plus sign with a small icon of the connector you chose. > [!NOTE] > > The default connector is a black arrow. ## Connecting objects There are two ways to connect objects. ### From object 1. Select the first object. 2. Click one of the blue dots that appear on each side of the object. 3. Click and drag the connector to the second object. 4. Attach the connector to one of the blue dots that appear on the second object. ![A selected orange square on a Box Canvas with blue connection dots on each side and resize handles at the corners.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-canvas/select-first-object-one-blue.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=dea672b89b37b615550d22301b31cd5c) ### From connector 1. Place the connector on the Canvas. 2. Click one of the dots at the end of your connector. 3. Drag the dot to the first object you want to connect. 4. Drag the opposite dot to the second object and attach it to one of the blue dots that appear on the second object. > [!NOTE] > > When you select the dot, your cursor changes to a hand. ## Editing To edit the connector, click on it. ![A selected connector line on a Box Canvas with a formatting toolbar for color, style, arrowheads, and line weight.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-canvas/editing-canvas.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=a67eddfcc8a3bd7d749d7d1462bfdf7b) A context bar appears where you can: * choose the connector color, * change the connector type on its left and right side, * swap connector end styles, * choose connector options: style, curve, and weight, * open more options: copy, send to front, send to back, delete. # Creating Sticky Notes on a Canvas Source: https://docs.box.com/en/box-canvas/creating-and-editing-box-canvas/creating-sticky-notes-on-a-canvas Express your ideas during a team brainstorming session by using the sticky notes feature in canvas. ## Adding a sticky note to Canvas To add a sticky note: 1. Click the sticky note icon ![sticky-note-icon](/images/box-canvas/sticky-note-icon.png) in the Canvas toolbar. 2. Choose the desired color of your sticky note. 3. Click anywhere on your Canvas to place the note. > [!NOTE] > > The default color of a sticky note in Box Canvas is yellow. When you click on the sticky note icon in the toolbar, a menu with available colors is displayed, and your standard cursor changes to a sticky note cursor. Navigate anywhere on the Canvas to place a sticky note. If you have previously added a sticky note to a Canvas and you're adding a new one, it has the same color as the previous one. If you're adding the first sticky note, it's added in the default color, yellow. ## Using sticky notes Double click on the sticky note to add text to it. Font size adjusts automatically based on the number of characters that fit into the sticky note. ### Context bar Click once on the sticky note to display the context bar. ![context-bar-image](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/context-bar-image.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=5e86d5e615b5274481db34f102761612) In the context bar you can: * change the sticky note color, * change text color and add highlight, * adjust font size, * format text, * add hyperlink, * change text alignment: * vertical (align to top, middle, or bottom), * horizontal (align to left, center, or right), * create a bulleted or numbered list, * send the sticky note to front or back, * copy or delete the sticky note. # Using templates in Canvas Source: https://docs.box.com/en/box-canvas/creating-and-editing-box-canvas/using-templates-in-canvas Box Canvas templates help to organize content on your Canvas, without manually adding each object. ## Template picker To open the template picker in Canvas, click the templates icon ![The templates icon in the Box Canvas toolbar used to open the template picker.](/images/box-canvas/box-canvas-templates-help-organize.png) in the Canvas toolbar. The template picker displays pre-filled, available templates assigned to their respective categories, for example: mind map (brainstorming), two truths and a lie (icebreaker), RACI chart (business). Each template tile shows its name, layout, and category it is assigned to. ![The Canvas Templates picker showing Mind Map and Good, Bad, Start, Stop Retrospective tiles with their category labels.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-canvas/each-template-tile-its-name.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=a3a1e724fbc21eb96312b998a854a35b) When you click on the template you want to use, a modal with detailed description of the template and its layout appears. To go back to the template picker, click the arrow in the top left corner of the modal. To insert the selected template, click **Insert Template**. # Creating and Sharing Box Canvas Source: https://docs.box.com/en/box-canvas/working-together-in-box-canvas/creating-and-sharing-box-canvas From the web app, create a Canvas by * Clicking the + icon next to Box Canvas from the left side menu or * Clicking New + on the home page and selecting Canvas. Additionally, if you want to create another Canvas while on the current canvas, click the ellipsis dots at the top right corner of the page and select New Canvas. After creating a Canvas, the file is automatically titled "Canvas \{YYYY-MM-DD HH:MM:SS}.boxcanvas". If you create your first Canvas by either clicking on the Box Canvas + left navigation menu or the ellipses of an existing Canvas, a new folder is automatically created for you named "My Canvases". Any new Canvases created this way are stored in the "My Canvases" default folder. You can view the folder by clicking on the back button at the top left corner of the page. > [!NOTE] > > If your company restricts content creation in the top level folder, then instead of having your first Canvas saved in the default folder "My Canvases", you will be prompted to select a default folder to save your new Canvases that are created from the Box Canvas + left navigation menu or from the ellipses of an existing Canvas file. ## Sharing To share your Canvas, click the **Share** button in the top right corner of your screen. You can share Canvas as other Box files - by inviting collaborators or creating a shared link and choosing a specific level of access for each option. ![The Share dialog for a Box Canvas with fields to invite people and configure a shared link with edit permissions.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-canvas/share-canvas-button-top-right.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=4bcc3a1576d163f71558994390aaa999) ## Exporting Canvas Export your Canvas to a .PNG file to share in an email or upload it to other applications. To export your Canvas: 1. Open the **More Options** menu. 2. Select **Export** from the dropdown list. ![the-more-options-menu](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/the-more-options-menu.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=c4cfcbaf5e6818ba3fdaff86f0eb1e26) 3. Select the area you want to export. By default, all contents of your Canvas are selected, but you can crop it to include only some parts or expand to include the whole Canvas. ![part-of-canvas-selected](https://mintcdn.com/product-docs/DTOHMH05H6pIRQke/images/box-canvas/part-of-canvas-selected.png?fit=max\&auto=format\&n=DTOHMH05H6pIRQke\&q=85\&s=03001864dec867948dcf9e12f058dd62) 4. Click **Export PNG** to save your selection. # Undo/Redo in Box Canvas Source: https://docs.box.com/en/box-canvas/working-together-in-box-canvas/undoredo-in-box-canvas Undo or redo any changes you made to one or more objects on Canvas. To do so, click the undo or redo button ![Undo and redo circular buttons used to reverse or restore changes made on a Box Canvas.](/images/box-canvas/undo-redo-any-changes-made.png) located in the bottom left corner of your Canvas or use the keyboard shortcuts: * Undo: cmd + Z on Mac, ctrl + Z on Windows, * Redo: cmd + shift + Z on Mac, ctrl + Y on Windows. Keep in mind that: * If you’re the only person working on the Canvas, you can undo/redo all previous actions, * If a few people, including you, work on the same Canvas, you can undo/redo the changes until the first conflicting change (see the example), * You can’t undo/redo other user’s changes, * You can only undo/redo actions made in one session. If for example you refresh the page, the set actions you can undo and redo gets reset. > [!WARNING] > > If you delete an annotation, a global comment, or a reply, you can’t undo this action and the element is deleted permanently. You will receive a dialog box where you need to confirm that you want to delete one of these elements. ## Example You’re working on a Canvas with other users. You changed a sticky note, and after a while you realize that your changes are obsolete. In the meantime another user changed the color of said sticky note. In this case you can’t undo your changes, as the note has been changed by someone else. The same goes for groups of objects - if an object in the group was modified after your last changes, you won’t be able to undo your edits. # GxP Sandbox and Controlled Feature Releases Source: https://docs.box.com/en/box-compliance/gxp/gxp-sandbox-and-controlled-feature-releases A GxP sandbox is a type of [developer sandbox](/en/box-platform/managing-developer-sandboxes-for-box-admins) designated to contain specific Box functionality that has been released over the course of the previous quarter so GxP customers can test and validate that functionality before making it available to their users. This process is often known as *controlled release*. The creation of a GxP sandbox enrolls the GxP customer into the controlled release process, starting with the Box quarter following enrollment. In the controlled release process, a controlled release feature is not made generally available to all customers when feature development is complete. Rather, controlled release is split: * For GxP customers with at least one GxP sandbox defined, controlled release features are held throughout the quarter and then released to the GxP sandboxes after the quarter is complete. 30 days later, these features become available to all of your users. * For GxP customers who do not have a GxP sandbox defined, as well as all other Box customers, controlled release features become available to all of your users at feature release. Feature releases that are not subject to controlled release will be made available to all customers, including GxP customers, at release time. > [!NOTE] > > Whenever a new GxP is added to your instance, a GxP sandbox is automatically created and enrolled in the Controlled Release process. The GxP sandbox is a test environment, meant to be a way for GxP customers to validate the intended use of Box for regulated content before release to production. For GxP customers, most customer-facing features, the controlled release features, across Box will be held until the end of each quarter, and then will be released for preview into their GxP sandbox environment in bulk (along with a set of release notes). Customers will have a 30-day preview period where they can validate these features in their GxP Sandbox Test Environment before the features in the GxP sandbox are released to their production environments. This differs from the typical SaaS (software as a service) process where as features are completed, they are generally released to be available. The GxP sandbox does not replace Box's automated daily testing of Box functionality, which GxP customers view and monitor on the [GxP Insights](/en/box-compliance/gxp/gxp-validation#gxp-insights) page. > [!NOTE] > > * GxP customers enrolled in the controlled release process will not be given access to any beta versions of any features. They will only receive the feature when it is released into their GxP sandbox as part of the regular controlled release schedule. Withholding beta versions from controlled release customers is Box's due diligence as a vendor in protecting our GxP customer environments from unintentionally violating their validated state. > * If you choose not to participate in the GxP controlled release program, your current Box environment will still remain GxP compliant and the Box product release process will remain as it always was. ## GxP Controlled Release Criteria Box uses the following definitions to decide what feature releases will be subject to controlled release: * Major product launch with full marketing support. * Product/feature release with high customer impact. Standalone release or bundle of related releases. * Feature/integration release with medium customer impact. Standalone release or bundle of releases. Feature/integration releases or EOLs with low customer impact or component releases that are part of a larger launch bundle are examples of feature releases that will not be controlled. Bug fixes are also not controlled. These will be released upon completion, as is typical of SaaS software, but will also be included in GxP release notes for review at the end of a quarter. Desktop products, such as Box Drive and Tools, are not part of the GxP controlled release program. Bug fixes and security patches are also not controlled. ## GxP Controlled Release Process The GxP controlled release process is as follows: 1. For enrolled GxP customers, features meeting a specified criteria are held for release throughout a quarter. 2. All held features are released to the GxP sandbox on the first business day following the end of the previous quarter. GxP release notes are also released at this time. 3. Thirty days after held features were released to the GxP sandbox, they are made generally available for GxP customers. ## GxP Sandbox Release Schedule The approximate general GxP sandbox release schedule is as follows: * **Begin Feature Hold**: First day of each Box fiscal quarter (Feb 1, May 1, Aug 1, Nov 1) * **Features Released to Sandbox**: First day after the last day of each Box fiscal quarter, or the first business day after that if the date falls on a weekend or Box holiday * **Features Released to Production**: 30 days after the *Features Released to Sandbox* date, or the first business day after that if the date falls on a weekend or Box holiday Specific dates for upcoming quarters are included in the quarterly GxP release notes. A draft of GxP release notes, with most of the quarterly updates included, is typically published to GxP customers 4-5 days before the end of each quarter. The final version of GxP release notes is published to GxP customers typically within 3 business days after the released-to-sandbox dates. ## Plan/Tariff Upgrades and Controlled Releases When a GxP customer subscribed to the controlled release program upgrades to a plan/tariff with additional Box products and features, the controlled release program applies to those products and features as well, such that any of those products and features that are subject to controlled release would not be available to the customer in their production environment on the upgrade date, but would be available for them to test in the post-quarter sandbox and then available in their production environment after the sandbox period ends. For example, you upgrade in the middle of the quarter. Four products/features specific to the new plan/tariff were released prior to your upgrade but *within the current quarter* and are subject to controlled release. Those four products/features would not be available in your production environment at the time of upgrade. Three more products/features specific to the new plan tariff are released during the quarter and are also subject to controlled release. All seven of those product/features would be available to test in the post-quarter sandbox, and then subsequently released to your production environment. ## Creating a GxP Sandbox 1. [Create a developer sandbox](/en/box-platform/managing-developer-sandboxes-for-box-admins). Give the sandbox a name that helps you recognize it as a GxP sandbox. 2. Check **Enable GxP sandbox**. 3. Click **Create Sandbox**. > [!NOTE] > > You can also convert an existing developer sandbox into a GxP sandbox. Note the EID of the existing sandbox and then contact your Box representative. # GxP Validation Source: https://docs.box.com/en/box-compliance/gxp/gxp-validation > GxP is a general abbreviation for "good practice" quality guidelines and regulations. The "x" stands for the various fields, including the pharmaceutical and food industries. > >  - Wikipedia Box GxP Validation enables life sciences organizations to validate Box functionality so they can use Box to work with, manage, and distribute all of their clinical, lab, and manufacturing content. GxP Validation provides: * Validation Accelerator Pack, which includes validation lifecycle documents, with guidance for validating the Box platform to be used for regulated content. * Automated compliance, where Box shares an automated testing report with Box GxP customers twice monthly: the second and last Thursday of every month. The report contains results from a comprehensive set of tests of Box functionality, assuring customers that Box is operating “as intended.” * Quarterly GxP-specific release notes, which include information about changes to Box functionality so that GxP customers can adapt any compliance validation that they perform. * Optional added auditing via paid onsite auditing and third-party auditing. Information about tests and their results is available for Governance customers on a GxP Insights page in the Box Admin Console. > [!NOTE] > > If you use Box Drive, you must be using Box Drive version 2.16.298 or newer to be GxP compliant. ## GxP Insights The GxP Insights page, sometimes referred to as the GxP Dashboard, lists all GxP daily tests and test failures during the selected time period (the default view is the current day) and provides a way to view reports and release notes. ### View GxP Insights Only administrators and co-administrators can view GxP Insights. Co-administrators must also have the *View GxP Dashboard* permission enabled. 1. Go to the Admin Console. 2. Click **GxP** in the left navigation. With the list of tests, you can: * View the number of tests run and how many passed and failed. * View the tests that failed in the most recent report. * [Filter the list of tests by test category.](#filter-the-list-of-tests-by-test-category) * [View tests by date run](#view-tests-by-date-run) (the default view is the current day). * [Export and download the current view](#export-and-download-the-current-view). * Sort the table view by clicking on any of the column headers. The **Test Outcome** section shows the total number of tests that were completed within the selected time period, as well as the number of tests that passed and failed. The **TestsFailures** section lists the names of any tests that have failed since the last test run. ### Filter the List of Tests By Test Category The Category list displays either All Categories when no categories are selected or the number of categories selected when one or more are selected. * Click the Category list, and then select a category. Repeat to select additional categories. Click the Category list and select **Clear All** to clear all selections and view all categories. ### View Tests By Date Run * Click the Date list, and then select: * Most Recent * Last 30 Days * Custom Date Range, then select a Start Date and an End Date, and then click **Select**. The maximum range is 90 days. ### Export and Download the Current View * Click **Export**. A .csv (comma-separated values) file will be automatically downloaded to your browser's default download location. The filename will be `gxp_dashboard_test_results_YYYY-MM-DD.csv` and will contain all the columns and rows of the current view. ## View Reports, VAP, and Release Notes In addition to information about daily test reports, the GxP Insights page is where you can view: * [Test reports](#view-the-test-reports) * [VAP documents](#view-the-vap-documents) * [Release notes](#view-gxp-release-notes) ### View the Test Reports 1. Click **Reports Folder**. This will open the **Files** > **Box Reports** > **GxP** folder in your enterprise. Each report is a Microsoft Excel spreadsheet file with a name in the format of `gxp_test_results_YYYY_MM_DD.xlsx`. ### View the VAP Documents Box provides a set of Validator Accelerator Pack (VAP) documents for each GxP customer. 1. Click **Reports Folder**. This will open the **Files > Box Reports > GxP** folder in your enterprise. 2. Click the **GxP Validation Report (VAP)** folder. ### View GxP Release Notes Box publishes a set of GxP release notes after the end of each fiscal quarter. 1. Click **Reports Folder**. This will open the **Files > Box Reports > GxP** folder in your enterprise. 2. Click the **Release Notes** folder. Each release note is a PDF document with a name in the format of `GxP_Release_Notes_YYYY_#Q.pdf`. Box has a fiscal year of February through January, so the release notes cover updates according to the following schedule: | Quarter | Months | Availability to GxP Customers | | - | - | - | | 1Q | February, March, April | Early May | | 2Q | May, June, July | Early August | | 3Q | August, September, October | Early November | | 4Q | November, December, January | Early February | # About KeySafe Source: https://docs.box.com/en/box-compliance/keysafe/about-keysafe KeySafe is Box's key management service (KMS) that enables you to use your encryption keys to secure your content stored in Box. By leveraging customer-managed encryption keys, KeySafe provides: * Independent key control * Unchangeable audit log * Content kill switch KeySafe supports Amazon Web Services (AWS) KMS, Google Cloud Platform (GCP) KMS as well as both platforms' Hardware Security Modules (HSM), integrating seamlessly with existing workflows. > [!WARNING] > > [Multi-region AWS KMS](/en/box-compliance/keysafe/enabling-keysafe-with-amazon-web-services#multi-region-aws-kms) is available if you provide your multi-region AWS KMS and give Box permission to use your backup and primary keys. ## KeySafe and Box functionality Customer understands and acknowledges that certain functionality of the Box Service may be limited as a result of implementation of KeySafe KMS. This section codifies specific limitations and supported scenarios when using KeySafe with Box. ### KeySafe file encryption Customer understands and acknowledges that KeySafe KMS encrypts file content uploaded to the Box Service, excluding Box Notes. ### Known limitations This section describes Box functionality limitations when using KeySafe: * **Box AI and file content**: File content processed by Box AI is decrypted securely at query time using customer-managed keys, so individual file content remains under KeySafe protection. * **AI session data**: AI session data and related metadata are not currently KeySafe-compatible. * **Vector store and search capability**: The vector store and search capability that power Box AI are not currently KeySafe-compliant. * **Box AI for Hubs embeddings**: Vector embeddings for Box AI for Hubs are encrypted with Box-managed keys, not customer-managed keys. Customers can disable Box AI for Hubs if desired. * **Full-text search**: Full-text search indexes are encrypted with Box-managed keys. Customers can disable full-text search if desired. * **Metadata**: Comments, descriptions, and Metadata are encrypted with Box-managed keys. ### Migration from Box If a customer decides to disable KeySafe, their files will be re-encrypted using Box's standard encryption keys. This process replaces the customer-managed encryption keys with Box-managed encryption keys at a rate of approximately 100 files per second. ### See Also * [KeySafe KMS Technical Requirements](/en/box-compliance/keysafe/keysafe-kms-technical-requirements) * [Enabling KeySafe with Amazon Web Services](/en/box-compliance/keysafe/enabling-keysafe-with-amazon-web-services) * [Enabling KeySafe with Google Cloud Platform](/en/box-compliance/keysafe/enabling-keysafe-with-google-cloud-platform) # Enabling KeySafe with Amazon Web Services Source: https://docs.box.com/en/box-compliance/keysafe/enabling-keysafe-with-amazon-web-services KeySafe must be configured initially by Box Support and the [Amazon Web Services (AWS) requirements for KeySafe](/en/box-compliance/keysafe/keysafe-kms-technical-requirements#amazon-web-services-requirements-for-keysafe-kms) must be met before you can enable KeySafe with Amazon Web Services. 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Security** tab. 3. In the KeySafe section, click **Enable**. 4. Enter your *AWS Account ID* and *Key ID*. 5. Select **Enable**. 6. Select **Save**. > [!WARNING] > > **Important: Enable KeySafe with caution** > > When using KeySafe, you alone are responsible for maintaining your encryption key. Box Support cannot decrypt your content in case of access issues, which may result in a complete loss of access for all users. Box Support will be unable to restore access except in limited circumstances. ### Multi-region AWS KMS To enable multi-region AWS KMS: 1. Provide your multi-region AWS KMS to Box. 2. Give permission in AWS for Box to use your backup and primary keys. With multi-region AWS KMS: * Box automatically detects the primary and backup keys. * If there is a temporary outage in one of the KMS locations, Box KeySafe automatically switches to using one of the other locations to ensure seamless Box use. * If your primary AWS KMS location is inoperable, Box continues to operate using your backup locations, so data remains accessible. * Box automatically uses the nearest KMS location to ensure the lowest possible latency to decrypt content. ### Optimize zone based on location Provision your primary key in the AWS region that is closest to your default Box Zone. You can create replica keys in the AWS regions nearest to the Box Zones where your users are located, so they are ready when Box support for multi-region KeySafe is available. Our recommendation for the AWS KMS region is based on minimizing latency between Box’s infrastructure and the KMS location, as lower latency directly contributes to a better experience: | **Default Zones Location** | **Recommended AWS KMS Region** | | - | - | | Australia | ap-southeast-2 | | Canada | us-west2 | | France | eu-central-1 | | Germany | eu-central-1 | | Israel | il-central-1 | | Japan | ap-northeast-1 | | Singapore | ap-southeast-1 | | Switzerland | eu-central-2 | | United States | us-west2 | | UK | eu-west-2 | We recommend the us-west2 region in the U.S. as it offers lower latency and significantly higher default request quotas compared to other regions. If you provision KMS in regions with lower request quotas, you should work with AWS to match your quota to that of us-west2. Otherwise you may encounter issues during traffic surges. # Enabling KeySafe with Google Cloud Platform Source: https://docs.box.com/en/box-compliance/keysafe/enabling-keysafe-with-google-cloud-platform KeySafe must be configured initially by Box Support and the [Google Cloud Platform (GCP) requirements for KeySafe](/en/box-compliance/keysafe/keysafe-kms-technical-requirements#google-cloud-platform-requirements-for-keysafe-kms) must be met before you can enable KeySafe with Google Cloud Platform. 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Security** tab. 3. In the KeySafe section, click **Enable**. 4. Enter your *GCP Project ID*, *Key ID*, *KeyRing ID*, and *Location ID*. 5. Select **Enable**. 6. Select **Save**. > [!WARNING] > > **Important: Enable KeySafe with caution** > > When using KeySafe, you alone are responsible for maintaining your encryption key. Box Support cannot decrypt your content in case of access issues, which may result in a complete loss of access for all users. Box Support will be unable to restore access except in limited circumstances. # KeySafe Keyless Authentication Source: https://docs.box.com/en/box-compliance/keysafe/keysafe-keyless-authentication KeySafe keyless authentication is the current default method for connecting Box's encryption service to your cloud KMS. With keyless authentication, Box connects to your Customer Master Key (CMK) using short-lived credentials and cloud-native identity - without storing any long-lived AWS access keys or secrets. This article explains how keyless authentication works, how it compares to previous authentication methods, and what upgrading means for your enterprise. > [!NOTE] > > * In KeySafe documentation, ‘authentication’ refers to how Box proves its identity to your KMS when performing encrypt and decrypt operations. It does not refer to Box user login, SSO, or application sessions. > * This article covers keyless authentication for AWS KMS. Contact your Box representative for the latest information on GCP Cloud KMS keyless authentication availability. ## What keyless authentication is With keyless authentication, Box proves its identity to your KMS without any customer-issued credentials: 1. You grant Box's cloud identity access in your CMK key policy - a standard, auditable AWS-native mechanism. 2. Box authenticates to your KMS using short-lived credentials obtained through its own cloud workload identity. No customer-issued credentials are involved. 3. Your KMS key policy controls access. You can review and modify it at any time directly in AWS. Box stores only a key identifier and configuration metadata for your enterprise. No customer AWS secrets are stored at Box. The encryption architecture is unchanged. Only the trust mechanism between Box and your KMS is different: | | **Previous authentication** | **Keyless authentication** | | - | - | - | | How Box authenticates | Long-lived customer AWS credentials stored by Box | Box's cloud identity using short-lived credentials | | What you provide | IAM access keys, role ARNs, or credential material | CMK key policy granting access to Box's identity | | What Box stores | Your AWS access key and secret, or role details | A key identifier and configuration metadata only | | Credential rotation | Required periodically; coordinated with Box credentials | Not required - no customer credentials to rotate | | Revocation method | Delete IAM users/keys and coordinate with Box | Edit your KMS key policy directly in AWS | ## Previous authentication methods Historically, KeySafe on AWS required customers to share long-lived AWS credentials or establish standing IAM trust with Box. Regardless of the specific mechanism used - dedicated IAM user, cross-account role assumption, or key-policy with stored credential chains - these approaches all required Box to store customer credential material that remained valid until manually rotated. This created operational overhead: credential rotation required coordinated steps between your team and Box, each region could multiply separate credential sets, and revoking access required bilateral coordination rather than a unilateral policy change. ## Benefits of keyless authentication * All KMS access is logged in your AWS CloudTrail — the same audit surface as any other KMS consumer. * Aligns with zero-trust and short-lived credential best practices. * Simplifies audit narratives: no third-party credentials to rotate or manage. * Multi-region deployments use a single trust model (key policy per regional CMK) rather than separate credential sets per region. * Reduces coordination touchpoints between your team and Box for routine security operations. ## Multi-region considerations For enterprises using [multi-region AWS KMS](/en/box-compliance/keysafe/enabling-keysafe-with-amazon-web-services#multi-region-aws-kms), keyless authentication simplifies operations by replacing per-region credential management with a consistent key-policy-based trust model. Each regional CMK receives a key policy statement granting access to Box's identity, eliminating the need for separate credentials in each region. ## Upgrading to keyless authentication Upgrading from a previous authentication method to keyless is an authentication-only change: * Your CMK does not change. * Your encrypted data does not change. * No re-encryption (rekey) is required by default. Key rotation - replacing or migrating the CMK itself - is independent of authentication method and is unaffected by this upgrade. The upgrade involves updating your KMS key policy to trust Box's identity and Box completing a verification on their side. The process is designed to be non-disruptive. This upgrade will need to be performed via a mandatory Box Consulting engagement, who will manage the process to verify the new configuration works before finalizing the change. After your upgrade is confirmed, you can remove the dedicated IAM user, access keys, or role that was previously used by Box. The timing of this would be coordinated with your Box Consulting representative. > [!WARNING] > > KeySafe configuration changes, including upgrades to keyless authentication, are not self-service. Contact your Box account team to begin an upgrade. ## Revoking Box access With keyless authentication, you revoke Box's access by editing your KMS key policy in AWS to remove the statement that grants access to Box's identity. Once removed: * All file operations (upload, download, preview) for your enterprise will fail. * Content is not deleted - it remains encrypted and intact. * Access can be restored by re-adding Box's identity to the key policy. ## See also * [About KeySafe](/en/box-compliance/keysafe/about-keysafe) * [KeySafe KMS Technical Requirements](/en/box-compliance/keysafe/keysafe-kms-technical-requirements) * [Enabling KeySafe with Amazon Web Services](/en/box-compliance/keysafe/enabling-keysafe-with-amazon-web-services) * [Enabling KeySafe with Google Cloud Platform](/en/box-compliance/keysafe/enabling-keysafe-with-google-cloud-platform) # KeySafe KMS Technical Requirements Source: https://docs.box.com/en/box-compliance/keysafe/keysafe-kms-technical-requirements These KeySafe KMS Technical Requirements (“**KMS Technical Requirements**”) apply to Customer’s purchase and use of KeySafe KMS, and Customer understands and acknowledges that in order to achieve a successful and trusted enterprise key management deployment and maintenance, there are on-going requirements that it needs to meet. Failure to undertake these requirements may result in failure of Customer’s KeySafe KMS and Box assumes no liability for any such failure by Customer. Box may change these KMS Technical Requirements at any time by posting an updated version here, and such updates will be effective upon posting. ## General Requirements Customer must take reasonable steps to ensure that the Customer-owned key encryption keys (“**C-KEK**s”) are properly protected. ## Customer Information Enabling KeySafe KMS on a Customer's instance of the Box Service requires Customer to provide certain information to Box to enable setup and support for KeySafe KMS, including but not limited to: * Encryption KeyID * Access Key * Secret Access Key ## Third Party Provider Requirements * In consultation with the Box consulting team (“**Box Consulting**”), Customer must contract with a Box KeySafe-approved Hosting Partner to achieve high availability and durability of the C-KEKs. For the avoidance of doubt, KeySafe KMS can only be hosted with a Box KeySafe KMS-approved Hosting Partner. * Customer is required to maintain a separate and unique Box-approved KeySafe KMS-Hosting Partner account specifically dedicated to KeySafe KMS. For clarity, such account may not be utilized for any purpose other than KeySafe KMS. * Customer is required to maintain dedicated encryption key(s) in KeySafe KMS solely for the purpose of encryption and decryption operations performed by Box. For clarity, KeySafe KMS encryption key(s) must not be shared with other applications or services for encryption and decryption operations. * Customer is required to purchase and maintain support from a Box-approved Hosting Partner for KeySafe KMS. ## Hosting Partners for KeySafe KMS Customers can use the following Box-approved hosting partners for KeySafe KMS: * Amazon Web Services (AWS) * Google Cloud Platform (GCP) ### Amazon Web Services Requirements for KeySafe KMS * For AWS as the Hosting Partner, Customer may choose to purchase from AWS either Enterprise or Business Support as described [here](https://aws.amazon.com/premiumsupport/) ([https://aws.amazon.com/premiumsupport/](https://aws.amazon.com/premiumsupport/)) at all times while using KeySafe KMS with AWS as a Hosting Partner. * If Customer uses AWS CloudHSM for storing C-KEK as part of the AWS KMS Custom Key Store offering, the Customer is required to purchase a minimum of three (3) instances of AWS CloudHSM and place them in different availability zones. Box recommends Customer works closely with Box to monitor the usage during onboarding of additional User Accounts to determine if additional instances of AWS CloudHSM(s) are needed to achieve high availability and durability of the C-KEKs. In any event, if Customer anticipates (a) more than 100,000 User Accounts; (b) material data migration; or (c) material changes in its use of KeySafe, then Customer will engage with Box Consulting to determine the minimum instances of AWS CloudHSMs. * Customer is required to provision KeySafe KMS in either: * AWS us-west-1 region * AWS us-west-GovCloud > [!WARNING] > > [Multi-region AWS KMS](/en/box-compliance/keysafe/enabling-keysafe-with-amazon-web-services#multi-region-aws-kms) is available if you provide your multi-region AWS KMS and give Box permission to use your backup and primary keys. ### Google Cloud Platform Requirements for KeySafe KMS * Customer is required to provision KeySafe KMS in either: * Single region: us-west1, us-west2, us-west3 and us-west4 * Multi-region: nam8 (Los Angeles, Oregon, and Salt Lake City) ## Data Center Requirements * In the event Box relocates the Box data centers within the United States, and in order to maintain KeySafe KMS functionality and performance, Customer may be required to transition KeySafe KMS to a hosting location in close proximity to the relocated Box data centers within sixty (60) days of written notice from Box. * Customer shall engage with Box Consulting prior to migration between any KeySafe Service Provider Hosting Locations. All such migrations require the assistance of Box Consulting and the separate purchase of professional and training services from Box. ## Log Aggregation Tool To purchase and use KeySafe KMS, it is recommended that customers own and maintain a log aggregation tool (“**Aggregation Tool**”), and consume the KeySafe KMS logs through that Aggregation Tool. # How Box Doc Gen works Source: https://docs.box.com/en/box-doc-gen/about-box-doc-gen/box-doc-gen-building-blocks A Box Doc Gen template is a customized document template that contains published content as well as Box Doc Gen template tags that automatically generate content based on data sourced from multiple sources. Template examples include: * Invoice templates to send invoices to customers * Sales contracts template to send contracts to customers * Offer letter templates to send offer letters to new hire candidates When you create a document template using Box Doc Gen template tags, you must mark it as a Box Doc Gen template when you upload it to Box. ## Box Doc Gen template tags To dynamically generate custom documents based on data from a preferred data source, such as a custom application, you must incorporate Box Doc Gen template tags within the Box Doc Gen template in Microsoft Word, and upload that template into Box Doc Gen natively in Box to generate documents automatically. Box Doc Gen template tags include text, images, tables, lists, or blocks of content, all of which can be added conditionally. Box Doc Gen template tags can also be used to generate dynamic content based on specific conditional logic, or even perform arithmetic calculations. When Box Doc Gen initiates a document generation process, it automatically identifies the Box Doc Gen template tags, matches them with the fields in the input JSON data, and replaces the template tags with data sourced from your preferred data source. ![Diagram comparing document template with placeholder tags to output document with filled customer data.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/diagram-comparing-document-template-placeholder.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=a6c3f12f5bf0c69ec6caa1d47e471df0) ## Input data Input data holds all the dynamic information that gets replaced by actual data when a Box Doc Gen template is used. Box Doc Gen uses the input data to replace the template tags when generating an output document. ## Output document The output document is generated once the JSON data merges with the template. > [!NOTE] > > Box Doc Gen enables you to generate documents in the **.pdf** format. You can specify the folder location when making your API call for generating the document from your upstream systems. # About Box Doc Gen Source: https://docs.box.com/en/box-doc-gen/about-box-doc-gen/introducing-box-doc-gen Box Doc Gen enables you and your teams to dynamically generate custom documents instantly, such as offer letters, sales contracts, invoices, and so on. > [!NOTE] > > * Box Doc Gen is available only for Enterprise Advanced accounts. > * Box Doc Gen only supports the ability to use English template tags when creating and leveraging Box Doc Gen templates. We recommend that customers test and review that Box Doc Gen supports their desired language requirements when generating documents. You can author Box Doc Gen templates, upload them to Box, and generate documents directly in Box using Box Doc Gen API. Example use cases include: | | | | - | - | | **Department** | **Example Use Cases** | | Sales | Sales contracts, sales commissions reports, quotes, and invoices | | Legal | NDAs, master services agreement, legal engagement letters, partnership and revenue share agreements | | HR | Employee offer letters, promotions letters, stock allotment agreements, and employee contracts | | Procurement / Operations | Invoices, RFPs and bids, work orders, and vendor agreements | | Marketing | Partner marketing agreements, speaker agreements, and agency contracts | | Finance | Investor reports, quarterly business reviews, and tax-related documents | ## Enabling Box Doc Gen As an admin, you must enable Box Doc Gen for your managed or selected users and groups before they can generate documents. For steps, see [Enabling Box Doc Gen](/en/box-doc-gen/box-doc-gen-installation/enabling-box-doc-gen). ## Generating documents using Box Doc Gen You can instantly generate documents from document templates uploaded to Box, or Box Doc Gen templates, with data fields that can be dynamically populated using the Box Doc Gen API. The process includes the following steps: 1. [Author your Box Doc Gen Template](/en/box-doc-gen/box-doc-gen-templates/managing-box-doc-gen-templates): 1. Use the [Doc Gen Template Creator add-in for Microsoft Word](/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word) to create a Box Doc Gen template. 2. Edit the template in one of the following ways: * Compose Box Doc Gen templates by starting with your own JSON data and preparing your data set to automatically generate tags. You can either upload your own JSON file or manually add JSON data. * Use [Box Doc Gen's tagging script to author the template](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples) and your own Box Doc Gen tags, including text tags, image tags, conditional logic, calculated logic, custom tables and lists, as well as the ability to include [Box Sign template tags](/en/box-sign/templates/creating-templates-using-tags). 2. [Add the template to Box](/en/box-doc-gen/box-doc-gen-templates/managing-box-doc-gen-templates) using the following methods: * Upload the template that was created in Microsoft Word, or any other Word document, into your preferred save location folder, right-click the file, and select **Mark as Doc Gen template**. * Upload the template directly within Box Doc Gen by selecting **Relay** in the left-hand pane, and then, on the **Doc Gen** tab, select **New > Doc Gen Template**. 3. [Generate the document](https://developer.box.com/guides/docgen/generate-document/) using Box Doc Gen API. ![Three-step Box Doc Gen workflow: author template, add to Box, and generate document via API.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/three-step-box-doc-gen.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=9e74924e7cf9153f2e0c8e12c6655fbd) > [!NOTE] > > To use Box Doc Gen, you must have access to Microsoft Word, as it is required for creating and authoring Box Doc Gen templates. You can utilize the Box Doc Gen Template Creator add-in in Microsoft Word to apply tagging scripts within Microsoft Word to prepare your Box Doc Gen templates. Box Doc Gen is designed to facilitate the dynamic generation of business documents, but it is important to note that Box does not have control over users’ access to Microsoft Word. Users must ensure they have the necessary permissions and access to Microsoft Word to create and author document templates effectively. # Enabling Box Doc Gen Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-installation/enabling-box-doc-gen Before your users can generate documents, you must enable Box Doc Gen for your managed or selected users and groups. > [!NOTE] > > Box Doc Gen is available only for Enterprise Advanced accounts. ## Enabling access 1. Go to **Admin Console** > **Enterprise Settings** > **Content & Sharing**. 2. In the [Enterprise Settings: Content & Sharing tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#box-doc-gen), configure access for your managed or selected users and groups. 3. Select **Save**. # Installing the Template Creator add-in for Microsoft Word Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word The [Box Doc Gen Template Creator add-in for Microsoft Word](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview) enables teams to create and author Box Doc Gen templates that use Box Doc Gen placeholder tags to dynamically generate content and automatically format the generated document with data from custom and third-party applications through the Box Doc Gen API. With the add-in you can create conditional logic, arithmetic calculations, and dynamic, self-formatting tables and lists when dynamically generating custom documents. When configuring Box Doc Gen templates, you can either [upload structured JSON data](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json) to populate content with tags or [create the tags manually](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-manually). > [!NOTE] > > To use Box Doc Gen, you must have access to Microsoft Word, as it is required for creating and authoring Box Doc Gen templates. You can utilize the Box Doc Gen Template Creator add-in in Microsoft Word to apply tagging scripts within Microsoft Word to prepare your Box Doc Gen templates. Box Doc Gen is designed to facilitate the dynamic generation of business documents, but it is important to note that Box does not have control over users’ access to Microsoft Word. Users must ensure they have the necessary permissions and access to Microsoft Word to create and author document templates effectively. ## Installation The Box Doc Gen Template Creator add-in installation process differs depending on whether you are using the desktop application or online version of Microsoft Word. ### Microsoft Word Desktop 1. Open an existing document or create a new document. 2. From the menu ribbon, select **Home** > **Add-ins.** ![Add-Ins icon used to access the list of add-ins.](https://mintcdn.com/product-docs/lM3GWp49ggVaJ4QF/images/box-doc-gen/add-ins-icon-used-to-access-the-list-of-add-ins.png?fit=max\&auto=format\&n=lM3GWp49ggVaJ4QF\&q=85\&s=5185032f9691a44c76918e9c9884bdd4) 3. Select **More Add-ins**. Box redirects you to **Microsoft AppSource**. 4. Look for **Box Doc Gen Template Creator.** ![Doc Gen Add-in in the Microsoft AppSource.](https://mintcdn.com/product-docs/lM3GWp49ggVaJ4QF/images/box-doc-gen/microsoft-appsource-doc-gen.png?fit=max\&auto=format\&n=lM3GWp49ggVaJ4QF\&q=85\&s=5b6f0ae5b9b56bda571751d96f3e4620) 5. Follow the instructions to install the Add-in. ### Microsoft Word Online 1. Open an existing document or create a new document. 2. From the menu ribbon, select **Home** > **Add-ins.** 3. Select the **Box Doc Gen Template Creator** from the list. ![Doc Gen Add-in selection for Word Online.](https://mintcdn.com/product-docs/lM3GWp49ggVaJ4QF/images/box-doc-gen/word-doc-gen.png?fit=max\&auto=format\&n=lM3GWp49ggVaJ4QF\&q=85\&s=f932f668bf8f8047569a113b008ebe6a) After successfully installing the Box Doc Gen Template Creator add-in, it will be available in the menu ribbon. Once you select the Add-in button, the Box Doc Gen panel will appear on the right. If you cannot view the panel, select the **Box Document Generation** icon to activate it. ![Doc Gen Add-in available in the MS Word ribbon.](https://mintcdn.com/product-docs/lM3GWp49ggVaJ4QF/images/box-doc-gen/ms-word-doc-gen.png?fit=max\&auto=format\&n=lM3GWp49ggVaJ4QF\&q=85\&s=c8e97ae2072410abae776a953ed77cca) # Adding template tags Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-templates/adding-template-tags After successfully generating the [Box Doc Gen template tags from JSON data](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json) or Box Doc Gen template tags in the [Box Doc Gen Template Creator add-in](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-manually), you can insert those tags in your document. The Box Doc Gen template tags can be used to dynamically insert text, images, tables, lists, calculations, conditional logic, and more. The sample JSON data below contains fields that can be used as tags within your template. ```json theme={null} { "order": { "id": "Inv1203", "date": "18-08-2023", "customerName": "Example Corporation", "currency": "$", "amount": 5060.5, "billingAddress": { "street": "Example street", "city": "Example city", "zip": "EX-456" }, "products": [ { "id": 1, "name": "A4 Papers", "quantity": 100, "price": 29, "amount": 2900 }, { "id": 2, "name": "Ink Cartridge", "quantity": 40, "price": 39, "amount": 1560 }, { "id": 3, "name": "Adhesive tape", "quantity": 20, "price": 30, "amount": 600.5 } ] } } ``` ## Text tags Text tag types include: **Text**, **Date**, or **Number**. To insert a Text tag: 1. In the Box Doc Gen Template Creator add-in, go to **Document Tags** > **Text Tags**. 2. In the document, place the cursor in the area where you want to insert a text tag (for example, **order.id**). 3. Select the text tag. This action inserts the **\{\{order.id}}** text tag in the specified area of the document. For more template tag examples, see [Template tags reference and examples](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples). > [!NOTE] > > Box Doc Gen template tags do not support spaces or hyphens between key words in the tag. For example, **\{\{company name}}** or **\{\{company-name}}** are not supported. ## Image tags Image tags can be added to the Box Doc Gen template, and can be dynamically auto-populated by Box Doc Gen during the document generation process. A base64-encoded string from JSON data is automatically recognized by the Box Doc Gen Template Creator add-in as an image and applies the image to the document. To insert an Image tag: 1. In the Box Doc Gen Template Creator add-in, go to **Document Tags** > **Image Tags**. 2. In the document, place the cursor in the area where you want to insert an Image tag. 3. Double-click the image tag to insert it. This action inserts a placeholder image, which can be dynamically replaced by the input data from the Box Doc Gen API, workflows, or any other upstream systems. > [!NOTE] > > The dimensions, and alignments of the placeholder image can be altered using Microsoft Word functions. These properties are retained in the output document. Alternatively, before inserting the image, you can define properties such as width, height, and alt text. ## Tables and lists An array from the input data can be used to dynamically build a table or a list. Any data such as invoice items, order lists or sales orders, can be dynamically transcribed in a table. For example: * **Products** is an array that can be rendered as a dynamic table or a dynamic list. * **Id, name, quantity, price, amount** are the variables within the array that can be rendered as individual columns to the dynamic table. ### Inserting a table 1. In the Box Doc Gen Template Creator add-in, go to **Tables & Iterations > Tables.** 2. In the **Table Record** section, view the arrays that are included in the JSON data (for example, **products**). 3. Select the array that will provide the table data. 4. For the **Column Record**, select the fields that will serve as columns (for example, **id**, **name**, **quantity**, and **price**). 5. Select **Insert Table**. ![Word document with products table tags and Box Document Generation Table panel set to products columns.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/word-document-products-table-tags.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=91b77060150789dadd77caf2713ab689) This action inserts a table with the following dynamic fields: **id**, **name**, **quantity**, and **price**. ### Inserting a list 1. In the Box Doc Gen Template Creator add-in, go to **Tables & Iterations > Lists.** 2. Under **Format**, specify if the list should have **Bullets**, **Numbers** or **No formatting**. If you select **Bullets** or **Numbers**, you can additionally select **Style** for these list types. 3. Under **List Record**, select the array that holds the items to populate the list. 4. Under **Fields**, select the values that will serve as list items. 5. Select **Insert List**. ![Word template with product list loop tags and Box Document Generation List and Loops panel set to products fields.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/word-template-product-list-loop.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=c283ff77c34767753abc63fe3d79962b) For more tag examples, see [Template tags reference and examples](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples). ## Logic ### Conditions Conditional logic enables you to show or hide content based on data or conditions that are achieved within the document generation process. You can use this to include or exclude sections of a document. To insert a condition: 1. In the Box Doc Gen Template Creator add-in, go to **Logic > Conditions.** 2. Under the **IF** statement, create a desired condition using **Field** and **Value** (for example, **if the country code is US**). 3. You can add more conditions using **AND** or **OR** operators. 4. To add another statement, select the **ELSE IF** operator and add further conditions. 5. Use **ELSE** for conditions that do not match **IF** and **ELSEIF**. ![Word template with if/else condition tags and Box Document Generation Conditions panel for order.country.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/word-template-else-condition-tags.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=cb38288446bcd319e5d0a0c8ff0c3099) ### Conditions with tables Doc Gen enables you to conditionally render any content including tables, images, and so on. \{\{ if invoice.customerId isPresent }}
**Id****Name****Qty****Price**
\{\{tablerow item in invoice.items}}
\{\{item.id}}\{\{item.name}}\{\{item.quantity}}\{\{item.price}}
\{\{endtablerow}}
\{\{ endif }} ### Calculations Box Doc Gen templates support dynamic calculations. You can either write the computation code to the tagging language manually, or use the Box Doc Gen Template Creator add-in. Examples: * Determining the net invoice amount from individual line items in invoices: *Sum (Individual Line item amounts in the invoice)* * Capping the maximum sourcing amount: *5% \* Net Order Value* To insert a calculation: 1. In the Box Doc Gen Template Creator add-in, go to **Logic > Calculations.** 2. Under **Field**, select the tag you want to perform the arithmetic aggregation operations. 3. Select the operation you want to perform between the first field and the next. 4. Select the next tag. 5. To perform an aggregation operation, select the ***fx (function)*** drop-down menu for a specific tag and select an aggregation operation. 6. As you build the calculations, the preview section displays a quick preview of the expression that you composed. 7. To insert the expression, select **Insert Calculation**. For more tag examples, see [Template tags reference and examples](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples). ## Box Sign tags You can add [Box Sign template tags](/en/box-sign/templates/creating-templates-using-tags) to the Box Doc Gen template if you want to send the generated document for e-signature or approval. To insert Box Sign template tags: 1. In the Box Doc Gen Template Creator add-in, go to **Box Sign tags**. 2. Select the **Number of Recipients** required to sign or approve the final document generated from the Box Doc Gen template. 3. You can insert the Box Sign template tag that is required for each recipient who needs to sign or approve the generated document: 1. When selecting the Box Sign template tags, you can also specify if the field is mandatory or optional for the selected recipient to fill or sign. 2. You can change the size of the text, date, and signature fields vertically by adjusting the size of the font and horizontally by adding spaces between the curly brackets. 3. For best results, insert the tags into a table or modify the tags to have a different text style than the body of the document. 4. Once you have inserted all the necessary Box Sign template tags into the template, change the font color of the tags to white to ensure they are not overlaid on top of the generated Box Sign fields in the final document, and are only replaced by signature fields. > [!NOTE] > > It is not possible to set the signing order within the Box Sign template tags. The signing order must be configured in the Box Doc Gen Template Creator add-in when defining the Box Sign template tag properties. The number displayed in the Box Sign template tag refers to the recipient in the document, not the signing order position. ## Additional template tag examples For more tag examples, see [Template tags reference and examples](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples). # Box Doc Gen limitations Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-templates/box-doc-gen-limitations Box Doc Gen has several limitations across APIs, security, performance, language support, and template features that you should consider when implementing document generation. ## API limitations | **Item** | **Limit** | | - | - | | Maximum template size | 100 MB | | Maximum JSON data size | 100 KB | | Number of tags | No fixed limit | ## Box security limitations Box Doc Gen must be able to access templates to generate documents. If a template is restricted by a Box Shield classification policy, document generation fails. Ensure your Box Shield classification policy allows Doc Gen access to required templates. ## Performance limitations Performance varies based on template size and document complexity. For templates smaller than 1 MB: * Most documents (95%) generate in under 15 seconds when processing up to 50 documents per minute per enterprise. * The system remains stable at up to 80 documents per minute, but generation time can exceed 15 seconds at higher volumes. ## Language limitations Box Doc Gen supports English-only template tags. Other content can use any language. | **Component** | **Language support** | | - | - | | Template tags | English only | | JSON data and document content | Any language | | Computations, conditions, and calculations | English strings or numeric values only | Box recommends testing templates to confirm language compatibility for your use case. ## Template limitations Box Doc Gen uses Microsoft Word as the template authoring environment. Some Word features are not supported. | **Microsoft Word feature** | **Supported** | | - | - | | Headers and footers | Yes | | Tags with comments | No | | Developer controls (text box, check box, combo box, options, frame, protected forms) | No | | Link tags | No | | Bookmarks | No | | Different headers/footers per page | No | | Emojis | No | | Custom fonts | No | | [Text layout](https://learn.microsoft.com/en-us/globalization/fonts-layout/text-layout) | No | | [Text directionality](https://learn.microsoft.com/en-us/globalization/fonts-layout/text-directionality) | No (Left-to-right only) | | [Text boundaries](https://learn.microsoft.com/en-us/globalization/fonts-layout/text-boundaries) | No | | [Text alignment and pagination](https://learn.microsoft.com/en-us/globalization/fonts-layout/pagination) | No | | [Text justification](https://learn.microsoft.com/en-us/globalization/fonts-layout/text-justification) | No | | [Line and word breaking](https://learn.microsoft.com/en-us/globalization/fonts-layout/line-and-word-breaking) | No | | [Ruby characters and text annotation](https://learn.microsoft.com/en-us/globalization/fonts-layout/ruby) | No | | Objects, shapes, 3D models, icons, graphs | No | | Media, video or audio | No | # Creating a template from JSON Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json The [Box Doc Gen Template Creator add-in for Microsoft Word](https://appsource.microsoft.com/nl-nl/product/office/wa200007137?tab=overview) enables teams to create and author Box Doc Gen templates that use Box Doc Gen placeholder tags to dynamically generate content and automatically format the generated document with data from custom and third-party applications through the Box Doc Gen API. With the add-in you can create conditional logic, arithmetic calculations, and dynamic, self-formatting tables and lists when dynamically generating custom documents. When configuring Box Doc Gen templates, you can either upload structured JSON data to populate content with tags or [create the tags manually](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples). This article covers how to generate insertable tags from sample JSON data. ## Prerequisites Before you begin creating Box Doc Gen Templates, make sure you [install the Box Doc Gen Add-in for Microsoft Word](/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word). After successfully installing the add-in, it will be available in the menu ribbon within Microsoft Word. Once selected, the Box Doc Gen panel will appear on the right. ## Creating a Doc Gen template Follow these steps to create a Box Doc Gen template: 1. Open an existing Microsoft Word document or create a new document. You can either use the Microsoft Word desktop application or Microsoft Word Online. 2. Begin drafting and configuring content as part of your Box Doc Gen template. 3. Once you complete the draft, insert the Box Doc Gen variables using the Box Doc Gen Template Creator add-in. Select **Start with your data** to use tags extracted from a JSON file. ![Box Document Generation welcome screen with Start with your data and Create your own tags buttons.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/box-document-generation-welcome-start.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=7025a40fe583d90cd33db07963214278) ## Creating tags using JSON data **To upload a JSON file:** 1. Select **Upload File** > **Upload**. 2. Select the JSON file and open it. **To add a JSON schema manually**: 1. Select **Manually Add**. 2. Paste the JSON schema. Once the schema is placed in the designated area, select **Generate tags**. The resulting data within the JSON file will be transformed into Box Doc Gen tags.
JSON Tags
```json theme={null} { "invoice":{ "id": "Inv1203", "date": "18-08-2023", "customerName": "Example Corporation", "currency": "$", "amount": 5060.50, "billingAddress":{ "street": "Example street", "city": "Example city", "zip": "EX-456" }, "products": [ { "id": 1, "name": "A4 Papers", "quantity": 100, "price": 29, "amount": 2900 }, { "id": 2, "name": "Ink Cartridge", "quantity": 40, "price": 39, "amount": 1560 }, { "id": 3, "name": "Adhesive tape", "quantity": 20, "price": 30, "amount": 600.50 } ] } } ``` ![Document Tags panel showing invoice fields, billingAddress subfields, and Logic Calculations and Conditions buttons.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/document-tags-panel-invoice-fields.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=4190e2f852b00be97042330be9ac5a44)
## Next step The next step is to [add the created tags to the Box Doc Gen template.](/en/box-doc-gen/box-doc-gen-templates/adding-template-tags) The Box Doc Gen tags can be used to insert dynamic texts, images, tables, lists, calculations, blocks of content, conditional logic, and more. # Creating a template manually Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-templates/creating-a-template-manually The [Box Doc Gen Template Creator add-in for Microsoft Word](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview) enables teams to create and author Box Doc Gen templates that use Box Doc Gen placeholder tags to dynamically generate content and automatically format the generated document with data from custom and third-party applications through the Box Doc Gen API. With the add-in you can create conditional logic, arithmetic calculations, and dynamic, self-formatting tables and lists when dynamically generating custom documents. When configuring Box Doc Gen templates, you can either [upload structured JSON data](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json) to populate content with tags or create the tags manually. This article covers how to generate insertable tags manually. ## Prerequisites Before you begin creating Box Doc Gen templates, make sure you [installed the Box Doc Gen Template Creator add-in for Microsoft Word.](/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word) After successfully installing the add-in, it is available in the menu ribbon within Microsoft Word. Once selected, the **Box Document Generation** panel appears on the right. ## Create a Box Doc Gen template Follow these steps to create a Box Doc Gen template: 1. Open an existing Microsoft Word document or create a new document. You can either use the Microsoft Word desktop application or Microsoft Word Online. 2. Begin drafting and configuring content as part of your Box Doc Gen template. 3. Once you complete the draft, insert the Box Doc Gen variables using the Box Doc Gen Template Creator add-in. Select **Create your own tags** to create tags from scratch. ![Box Document Generation welcome screen with Start with your data and Create your own tags buttons.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/box-document-generation-welcome-start.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=7025a40fe583d90cd33db07963214278) ### Creating tags manually Within the Box Doc Gen template creation experience, you can use **Document Tags**, **Logic**, **Tables & Iterations**, as well as **Box Sign Tags**. ![Box Document Generation Create Template panel with Upload JSON file, Text Tags, and Image Tags sections.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/box-document-generation-create-template.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=e297eb4e4f2fe02cdc1a6175afe647c5) ### Text tags Text tags can be added to the Box Doc Gen template, and can be dynamically auto-populated by Box Doc Gen during the document generation process. Text tag types include: Text, Date, and Number. To create a Text tag: 1. In the **Text Tags** section, select **Create New**. 2. Specify a **Tag Name** (for example, **companyName**). 3. Select the **Type** (for example, **Text**). 4. Select **Create Tag**. This will create a Text Tag (companyName), as shown below. To add the tag to the Microsoft Word document, move the cursor to the insertion point where you want the dynamic text to be inserted and select the text tag name to apply the tag. > [!NOTE] > > Box Doc Gen template tags do not support spaces or hyphens between key words in the tag. For Example, **\{\{company name}}** or **\{\{company-name}}** is not supported. ![Creating companyName text tag and showing it listed under Document Tags in Create Template panel.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/creating-companyname-text-tag-listed.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=5f3eebd39550599d2ea63d1db8503fe3) For a list of Box Doc Gen template tags that you can add to your templates, as well as specific instructions, see [Adding tags to the Box Doc Gen templates](/en/box-doc-gen/box-doc-gen-templates/adding-template-tags). ### Image tags Image tags can be added to the Box Doc Gen template, and can be dynamically auto-populated by Box Doc Gen during the document generation process. To create an Image tag: 1. In the **Image Tags** section, select **Create New**. 2. Specify a **Tag Name** (for example, **companyLogo**). 3. Select and upload the image from your local device. 4. (Optional) Specify an ALT text, height, and width. 5. Select **Create Tag**. This will create an Image Tag (companyLogo). To add the image tag to the Microsoft Word document, move the cursor to the insertion point where you want the image to be inserted and select the tag to apply it. A placeholder image with the specified dimensions will be inserted into the document. When viewing the Alt text of the placeholder image, the Alt text of the placeholder contains an image-path of ***companyLogo***, along with the Alt text that you specified. When you create an API request to generate a document, the JSON data against **companyLogo** will contain your image values in base64. Example: ```json theme={null} { "image-path": "companyLogo", "alt-text": "Your Alt text goes here" } ``` ![Doc Gen image tags listed under Document Tags in the Create Template panel.](https://mintcdn.com/product-docs/lM3GWp49ggVaJ4QF/images/box-doc-gen/docgen-image-tags.png?fit=max\&auto=format\&n=lM3GWp49ggVaJ4QF\&q=85\&s=78f1dd8bb0bc2eb25893af54c171bdcd) ## Next steps The next step is to [add the created Box Doc Gen tags to your template.](/en/box-doc-gen/box-doc-gen-templates/adding-template-tags) The Box Doc Gen tags can be used to insert dynamic texts, images, tables, lists, calculations, blocks of content, conditional logic, and more. # Marking a document as a Doc Gen template Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-templates/managing-box-doc-gen-templates Before generating documents, you must add your template to Box Doc Gen. You can do this by: * Marking an existing file already stored in your Box account as a Doc Gen template. * [Uploading a template](/en/box-doc-gen/box-doc-gen-templates/uploading-templates-to-doc-gen). This article covers marking existing documents as templates. ## Prerequisites To generate documents automatically, the template must already contain Box Doc Gen template tags. Use one of the following approaches to add the tags: 1. Use the [Box Doc Gen Template Creator add-in for Microsoft Word](/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word) to create a Box Doc Gen template without any code. 2. Use the [Box Doc Gen tagging script](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples) to manually author the template. ## Marking an existing document in Box as a Doc Gen template You can leverage an existing .docx file within your Box account as a Box Doc Gen template by marking it as a Box Doc Gen template. To mark an existing document as a Doc Gen template: 1. Right-click the file to open the menu. 2. Select **Mark as Doc Gen Template**. ![Box file menu for Contract Template.docx with Mark as Doc Gen Template option highlighted.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/box-menu-contract-template-docx.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=e631e5fc7efbc5af67ad85ab76450e0a) After that, the file is marked as a Doc Gen template and is ready to be used to dynamically generate custom documents. > [!NOTE] > > You can access the template from the folder where it is stored, and the **Doc Gen** tab in **Automate**. ## Unmarking Box Doc Gen templates To unmark the template: 1. Go to **Automate** > **Doc Gen**. 2. Hover over the template you wish to unmark and select the ellipsis (![More options ellipsis icon with three horizontal dots.](/images/box-doc-gen/more-options-ellipsis-three.png)). 3. Select **Unmark Template**. ![Doc Gen tab template list with context menu showing Download and Unmark Template for Contract Template.docx.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/doc-gen-tab-template-list.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=c7439232c227a1e5634aa518158b6585) After that, the template is removed from the Box Doc Gen template list. It is available as a regular file in the designated save location folder. # Template tags reference Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples > [!NOTE] > > Box Doc Gen template tags currently support English only. Test your templates to verify they meet your language requirements before production use. Template tags let you create document templates that automatically fill in with data. When you generate a document, Box Doc Gen finds the tags in your template, matches them to fields in your JSON input, and replaces each tag with the corresponding value. ## 1. Text tags A text tag is any data field of type, string, number, or date. In the example below, you can turn `id`, `date`, `customerId`, `customerName`, `currency`, `amount` into text tags. ```json theme={null} { "invoice":{ "id": "Inv1203", "date": "13-03-2023", "customerId": "90158", "customerName": "Acme Inc", "currency": "$", "amount": 5060.50 } } ``` In the output document generated, all the template tags will be replaced with the input data. > [!NOTE] > > Box Doc Gen tags do not support spaces or hyphens between key words in the tag. For example, `**{{first name}}**` or `**{{first-name}}**` are not supported. | **Document template** | **Output document** | | - | - | | **Invoice** **Invoice id: **`{{invoice.id}}` **Invoice date:** `{{invoice.date}}` **Customer details:** Customer id: `{{invoice.customerId}}` Customer name: `{{invoice.customerName}}` **Amount Payable:** `{{invoice.currency}}{{invoice.amount}}` | **Invoice** **Invoice id: **Inv1203 **Invoice date:** 13-03-2023 **Customer details:** Customer id: 90158 Customer name: Acme Inc **Amount Payable:** **\$5060.50** | ### Optional tags | **Input format** | **Input data** | **Output data** | | - | - | - | | `{{invoice.customerName}}` | - | \{\{invoice.customerName}} | | `{{invoice.customerName :: optional}}` | - | | ### Default values | **Input format** | **Input data** | **Output data** | | - | - | - | | `{{invoice.customerName}}` | - | \{\{invoice.customerName}} | | `{{invoice.customerName :: default(“Box Inc”)}}` | - | Box Inc | ### Formatting text tags | **Input format** | **Input data** | **Output data** | **Supported ** **via script** | **Supported ** **via Add-in** | | - | - | - | - | - | | `{{invoice.customerName :: uppercase}}` | Acme Inc | ACME INC | Yes | No | | `{{invoice.customerName :: lowercase}}` | Acme Inc | acme inc | Yes | No | | `{{invoice.date :: format(` `“dd-mm-yyyy”) }}` | 13-03-2023 | 13-03-2023 | Yes | No | | `{{invoice.date :: format(“mm-dd-yyyy”) }}` | 13-03-2023 | 03-13-2023 | Yes | No | | `{{invoice.date :: format(“dd-mmm-yy”) }}` | 13-03-2023 | 13-Mar-22 | Yes | No | | `{{invoice.id :: format(“xxx-xxxx”) }}` | Inv1203 | Inv-1203 | Yes | No | | `{{invoice.amount :: format(“EU-Number”) }}` | 300000 | 300.000 | Yes | No | | `{{invoice.amount :: format(“US-Number”) }}` | 300000 | 300,000 | Yes | No | ### Rich text Box Doc Gen enables you to generate documents with rich text. If the input JSON data contains HTML tags such as bold, italic, underline, line breaks, paragraphs, anchors, or images, Doc Gen automatically interprets them as rich text and applies the relevant formatting.
**HTML Tags****JSON data****Output**
**Bold**`{ "company": "Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999" }`**Acme Inc.** A fictional company that features prominently in the Road Runner show as a running gag. Phone: **999-999-9999**
**Italic**`{ "company": "Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999" }`*Acme Inc*. A fictional company that features prominently in the Road Runner show as a running gag. Phone: *999-999-9999*
**Underline**`{ "company": "Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999" }`Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999
**Bold, Italic and Underline**`{ "company": "Acme Inc.A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999" }`***Acme Inc**.* A fictional company that features prominently in the Road Runner show as a running gag. Phone: ***999-999-9999***
**Strong**`{ "company": "Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999" }`**Acme Inc.** A fictional company that features prominently in the Road Runner show as a running gag. Phone: **999-999-9999**
**Span**`{ "company": "Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999" }`Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999
**Emphasized**`{ "company": "Acme Inc. A fictional company that features prominently in the Road Runner show as a running gag. Phone: 999-999-9999" }`*Acme Inc*. A fictional company that features prominently in the Road Runner show as a running gag. Phone: *999-999-9999*
**Line breaks**`{ "company": "Acme Inc.  \n A fictional company that features prominently in the Road Runner show as a running gag. \n Phone: 999-999-9999" }`**Acme Inc. ** \ A fictional company that features prominently in the Road Runner show as a running gag. \ Phone: **999-999-9999**
**Paragraphs**`{ "company": "Acme Inc. 

A fictional company that features prominently in the Road Runner show as a running gag.

 

Phone: 999-999-9999"

}`		**Acme Inc. **\ A fictional company that features prominently in the Road Runner show as a running gag. \ Phone: **999-999-9999**
**Ordered list**`
  1. Blue
  2. Green
  3. Red
`
  1. Blue
  2. Green
  3. Red
**Unordered list**`
  • Blue
  • Green
  • Red
`
  • Blue
  • Green
  • Red
*** ## 2. Image tags Doc Gen enables you to embed any image file in Box into the generated document. To do this, you will need to follow the following steps: ### 1. Upload the image file to Box The image file being used for document generation has to be uploaded to Box. **Generating documents via API** If you are using a service account to generate the document via APIs, ensure the service account has access to the file. ### 2. Author the Doc Gen template Doc Gen enables you to generate documents using images in the following ways: * Generating documents from a placeholder image * Generating documents with HTML images #### Generating documents from a placeholder image **Authoring a Doc Gen template using Add-in for Microsoft Word** To insert an Image tag using the add-in: 1. In the Box Doc Gen Template Creator add-in, create an image tag using your desired placeholder image 2. Navigate to the **Document Tags** > **Image Tags**. 3. In the document, select the area to insert an Image tag. 4. Double-click the image tag to insert it. The result is a placeholder image, which can be dynamically replaced by the input data from the Box Doc Gen API, or any other upstream systems. ![Gray placeholder image with a circle and two mountain shapes.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/placeholder-empty-gray.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=25561cadd437d05515ecc54f047d6b34) The dimensions, and alignments of the placeholder image can be altered using Microsoft Word functions. These properties are retained in the output document. The placeholder image has the following code added to the image under "Alt Text". To view it, select the image, right-click, and then select **View Alt Text**. ```json theme={null} { "image-path": "singleImage", "alt-text": "" } ``` > [!NOTE] > > * The image-path - is the key field for the Image from the JSON Payload used to make a request to Generate a document. > * You can also add a placeholder image by simply dragging and dropping it into the document or inserting an image placeholder. However, make sure to manually include the required code in the ALT TEXT field. **Repeating images within a for-loop:** To generate a document with multiple images in a for-loop, ensure the image is wrapped in a ***For function*** as below, ```auto theme={null} {{ for item in multipleImages }} { "image-path": "{{ item.id }}", "alt-text": "" } {{ endfor }} ``` **Repeating images within a table-loop:** To generate a document with multiple images in a table-loop, ensure the image is wrapped in a ***Table function*** as below,
`{{ tablerow item in multipleImages }}`
`{{ item.name }}`Embedded image whose Alt Text includes JSON with `image-path`
`{{ endtablerow }}`
> [!NOTE] > > Ensure to include the image path in the ALT TEXT section of the image ```json theme={null} { "image-path": "singleImage", "alt-text": "" } ``` #### Generating documents with HTML images To generate a document with an HTML image from the JSON payload, include a text tag in the template. ```auto theme={null} For example: {{htmlImage}} ``` > [!NOTE] > > This method only supports generation of simple images, and does not support generation of repeating images in For-loops and Table-loops. ### 3. Create the JSON payload to generate the document #### Generating documents from a placeholder image To generate a document with an image file in Box, use the following schema: 1. **Key** used in the Placeholder image (Ex: singleImage) 2. **id** - to pass the file id of the Image file in Box 3. **type** - to signify that this is an image file to be embedded in the document ```json theme={null} { "singleImage": { "id": "1948600448426", "type": "image", "name": "Title for image 1" } } ``` > [!NOTE] > > The image file id mentioned here should refer to your file id in Box. ```json theme={null} { "image-path": "singleImage", "alt-text": "" } ``` **Generating a document from a Placeholder with multiple images** To generate a document with multiple image files in Box, run an array of image schema as shown below, ```json theme={null} { "multipleImages": [ { "id": "1948600448426", "type": "image", "name": "Title for image 2" }, { "id": "1948600448427", "type": "image", "name": "Title for image 3" }, { "id": "1948600448428", "type": "image", "name": "Title for image 4" } ] } ``` #### Generating documents with HTML images To include an image from Box in your document using an HTML image tag, define the JSON schema in the following format: ```json theme={null} { "htmlImage": "Sample product image" } ``` In this example: * **file://\[FILE\_ID]** refers to the file ID of the image stored in Box * **height** and **width** define the display size of the image * **alt** specifies the alternative text for the image ### 4. Make a document generation request Doc Gen enables you to create documents with embedded images sourced directly from Box. You can include images in your generated documents using one of the following methods: * **Box Doc Gen API** – Generate documents with images programmatically. Refer to the Box Doc Gen API documentation for step-by-step guidance. * **Box Doc Gen Web App** – Create documents with embedded images through the web interface. See the documentation for detailed instructions. **Salesforce Integration** – Generate documents with images by referencing a Box file ID. Ensure the required JSON schema pattern is followed. For setup and usage, refer to the Salesforce integration documentation. *** ## 3. Table tags An array from the input data can be used to generate and dynamically format a table. In the following example: * `items` is an array that can be rendered as a dynamic table. * `id`, `name`, `quantity`, `price`, `amount` are the variables within the array that can be rendered as individual columns to the dynamic table. ```json theme={null} { "invoice":{ "number": "Inv1203", "date": "13-03-2023", "customerId": "90158", "currency": "$", "amount": 5060.50, "items": [ { "id": 1, "name": "A4 Papers", "quantity": 100, "price": 29, "amount": 2900 }, { "id": 2, "name": "Ink Cartridge", "quantity": 40, "price": 39, "amount": 1560 }, { "id": 3, "name": "Adhesive tape", "quantity": 20, "price": 30, "amount": 600.50 } ] } } ``` ### Document Template The document template with inserted tags will look as follows:
**Id****Name****Qty****Price**
`{{tablerow item in invoice.items}}`
`{{item.id}}``{{item.name}}``{{item.quantity}}``{{item.price}}`
`{{endtablerow}}`
### Output Box Doc Gen automatically identifies the table tags added to the document template, matches them with the fields in the input JSON data, and performs a few iterations to generate a complete table for the input data. The output table on the generated document will look as follows: | **Id** | **Name** | **Qty** | **Price** | | - | - | - | - | | 1 | A4 Papers | 100 | 29 | | 2 | Ink Cartridge | 40 | 39 | | 3 | Adhesive tape | 20 | 30 | *** ## 4. Nested tables Nested tables let you generate a dynamic table inside another dynamic table using related nested JSON arrays. Key points: * `tablerow … endtablerow` repeats table rows. One item becomes one row. * `for … endfor` repeats text in place. Use it inside a cell, or around a whole table. * `expenses[0]` is the first expense. Counting starts at 0, so the second expense is `expenses[1]`. The sample data has four levels: * **Event**: name, date, and currency * **Expenses**: `Food & Supplies` in Amsterdam, and `Furniture` in London * **Category items**: the line items of each expense, such as Apples and Chairs * **Extra items**: trays, cartons, packets, and boxes for each line item The following JSON serves as input for the nested table examples: > **Sample JSON for nested tables** > > ```json theme={null} > { > "eventName": "Developer Conference", > "currency": "$", > "eventDate": "2026-05-12", > "expenses": [ > { > "categoryName": "Food & Supplies", > "categoryValue": 50, > "city": "Amsterdam", > "categoryItems": [ > { > "itemName": "Apples", > "itemQty": 60, > "itemValue": 30, > "extraItems": [ > { "itemName": "Trays", "itemValue": 5 }, > { "itemName": "Cartons", "itemValue": 3 } > ] > }, > { > "itemName": "Napkins", > "itemQty": 200, > "itemValue": 20, > "extraItems": [ > { "itemName": "Packets", "itemValue": 2 } > ] > } > ] > }, > { > "categoryName": "Furniture", > "categoryValue": 2000, > "city": "London", > "categoryItems": [ > { > "itemName": "Chairs", > "itemQty": 40, > "itemValue": 800, > "extraItems": [ > { "itemName": "Boxes", "itemValue": 15 } > ] > }, > { > "itemName": "Tables", > "itemQty": 10, > "itemValue": 1200, > "extraItems": [ > { "itemName": "Boxes", "itemValue": 20 } > ] > } > ] > } > ] > } > ``` ### Example 1: List the items inside the category row The table has one row per expense. The last cell lists the items of that expense, one field per line, so the items stay stacked in that cell.
`{{ tablerow x in expenses }}`
`{{x.categoryName}}``{{x.categoryValue}}``{{x.city}}``{{ for y in x.categoryItems }}`\ `{{y.itemName}}`\ `{{y.itemValue}}`\ `{{ endfor }}`
`{{ endtablerow }}`
**Output** | **Category** | **Value** | **City** | **Items** | | - | - | - | - | | Food & Supplies | 50 | Amsterdam | Apples 30 Napkins 20 | | Furniture | 2000 | London | Chairs 800 Tables 1200 | ### Example 2: Display only the first expense The table reads items from `expenses[0]` only, which is `Food & Supplies` in Amsterdam. The `Furniture` expense is left out.
`{{ tablerow a in expenses[0].categoryItems }}`
`{{a.itemName}}``{{a.itemQty}}``{{a.itemValue}}`
`{{ endtablerow }}`
To print the London items instead, use `expenses[1].categoryItems`. **Output** | **Item** | **Qty** | **Value** | | - | - | - | | Apples | 60 | 30 | | Napkins | 200 | 20 | ### Example 2.1: Display one row per item for every expense An inner table loop sits inside an outer table loop. Box Doc Gen prints the Amsterdam items first, then the London items.
`{{ tablerow x in expenses }}`
`{{ tablerow a in x.categoryItems }}`
`{{a.itemName}}``{{a.itemQty}}``{{a.itemValue}}`
`{{ endtablerow }}`
`{{ endtablerow }}`
Example 2 prints the first expense only. This example prints every expense. **Output** | **Item** | **Qty** | **Value** | | - | - | - | | Apples | 60 | 30 | | Napkins | 200 | 20 | | Chairs | 40 | 800 | | Tables | 10 | 1200 | ### Example 3: Add the event name, date, and currency Rows above the table loops print once. The `currency` tag sits in the repeating row, so it prints on every item.
`{{eventName}}`
`{{eventDate}}`
`{{ tablerow x in expenses }}`
`{{ tablerow b in x.categoryItems }}`
`{{b.itemName}}``{{b.itemQty}}``{{currency}} {{b.itemValue}}`
`{{ endtablerow }}`
`{{ endtablerow }}`
**Output**
Developer Conference
2026-05-12
Apples60\$ 30
Napkins200\$ 20
Chairs40\$ 800
Tables10\$ 1200
### Example 4: Display every category name on each item row This template produces the same item rows as Example 3, plus a cell that lists every category name with `for z in expenses`.
`{{eventName}}`
`{{eventDate}}`
`{{ tablerow x in expenses }}`
`{{ tablerow c in x.categoryItems }}`
`{{c.itemName}}``{{c.itemQty}}``{{currency}} {{c.itemValue}}``{{ for z in expenses }}`\ • `{{z.categoryName}}`\ `{{ endfor }}`
`{{ endtablerow }}`
`{{ endtablerow }}`
The loop reads the full `expenses` list, so both category names appear on every row. The event name and date still print once above these rows. **Output**
Developer Conference
2026-05-12
Apples60\$ 30• Food & Supplies\ • Furniture
Napkins200\$ 20• Food & Supplies\ • Furniture
Chairs40\$ 800• Food & Supplies\ • Furniture
Tables10\$ 1200• Food & Supplies\ • Furniture
### Example 5: Add extra items for each line item The `extraItems` array sits inside the line item. The loop in the last cell prints the extra items for that row only.
`{{eventName}}`
`{{eventDate}}`
`{{ tablerow x in expenses }}`
`{{ tablerow d in x.categoryItems }}`
`{{d.itemName}}``{{d.itemQty}}``{{currency}} {{d.itemValue}}``{{ for w in d.extraItems }}`\ `{{w.itemName}} {{w.itemValue}}`\ `{{ endfor }}`
`{{ endtablerow }}`
`{{ endtablerow }}`
**Output**
Developer Conference
2026-05-12
Apples60\$ 30Trays 5\ Cartons 3
Napkins200\$ 20Packets 2
Chairs40\$ 800Boxes 15
Tables10\$ 1200Boxes 20
### Example 6: Create one table per expense The `for` loop sits outside the table. Box Doc Gen repeats the whole table once per expense, so the output has two tables. `{{ for x in expenses }}`
`{{ tablerow e in x.categoryItems }}`
`{{e.itemName}}``{{e.itemQty}}``{{e.itemValue}}`
`{{ endtablerow }}`
`{{ endfor }}` **Output** | **Item** | **Qty** | **Value** | | - | - | - | | Apples | 60 | 30 | | Napkins | 200 | 20 | | **Item** | **Qty** | **Value** | | - | - | - | | Chairs | 40 | 800 | | Tables | 10 | 1200 | > [!TIP] > > These tables have no heading of their own. To label each one, add `{{x.categoryName}}` inside the `for` loop, on the line above the table. *** ## 5. List tags An array from the input data can be used to dynamically generate an ordered or unordered list. In the following example: * `items` is an array that can be rendered as a dynamic list. * `id`, `name`, `quantity`, `price`, `amount` are the variables within the array that can be rendered as a repetitive field in the list. ```json theme={null} { "invoice":{ "number": "Inv1203", "date": "13-03-2023", "customerId": "90158", "currency": "$", "amount": 5060.50, "items": [ { "id": 1, "name": "A4 Papers", "quantity": 100, "price": 29, "amount": 2900 }, { "id": 2, "name": "Ink cartridge", "quantity": 40, "price": 39, "amount": 1560 }, { "id": 3, "name": "Adhesive tape", "quantity": 20, "price": 30, "amount": 600.50 } ] } } ``` The input data can be used to generate different types of lists: | **Use case** | **Document template** | **Output document** | | - | - | - | | **Adding a bullet list** | **List of products:** `{{ for item in invoice.items }}` • `{{item.name}}` `{{ endfor }}` | **List of products:** • A4 Papers • Ink cartridge • Adhesive tape | | **Adding a bullet list with one or more variables** | **List of products:** `{{ for item in invoice.items }}` • `{{item.name}}, {{item.quantity}}` `{{ endfor }}` | **List of products:** • A4 Papers, 100 • Ink cartridge, 40 • Adhesive tape, 20 | | **Adding a squared bullet list with one or more variables** | **List of products:** `{{ for item in invoice.items }}` • `{{item.name}}, {{item.quantity}}` `{{ endfor }}` | **List of products:** • A4 Papers, 100 • Ink cartridge, 40 • Adhesive tape, 20 | | **Adding a white bullet list with one or more variables** | **List of products:** `{{ for item in invoice.items }}` • `{{item.name}}, {{item.quantity}}` `{{ endfor }}` | **List of products:** • A4 Papers, 100 • Ink cartridge, 40 • Adhesive tape, 20 | | **Adding a numbered list with one or more variables** | **List of products:** `{{ for item in invoice.items }}` 1. `{{item.name}}, {{item.quantity}}` `{{ endfor }}` | **List of products:** 1. A4 Papers, 100 2. Ink cartridge, 40 3. Adhesive tape, 20 | | **Adding a roman numbered list with one or more variables** | **List of products:** `{{ for item in invoice.items }}` 1. `{{item.name}}, {{item.quantity}}` `{{ endfor }}` | **List of products:** 1. A4 Papers, 100 2. Ink cartridge, 40 3. Adhesive tape, 20 | | **Adding an alphabetical list with one or more variables** | **List of products:** `{{ for item in invoice.items }}` 1. `{{item.name}}, {{item.quantity}}` `{{ endfor }}` | **List of products:** 1. A4 Papers, 100 2. Ink cartridge, 40 3. Adhesive tape, 20 | ### Formatting lists Box Doc Gen templates support a wide range of custom codes that you can use in the document template. Taking the following JSON input data as an example, you can introduce different separators and delimiters. ```json theme={null} { "items": ["A4 Papers", "Ink cartridge", "Adhesive tape"] } ``` | **Type of list** | **Document template** | **Output document** | | - | - | - | | **List - with comma separator ** | `{{ items :: delimiter(“,”)}}` | A4 Papers, Ink cartridge, Adhesive tape | | **List - with semicolon separator ** | `{{ items :: delimiter(“;”)}}` | A4 Papers; Ink cartridge; and Adhesive tape | | **List - with custom separator** | `{{ items :: delimiter(“~”)}}` | A4 Papers\~ Ink cartridge\~ Adhesive tape | | **List - with Comma and last delimiter** | `{{ items :: delimiter(“,”) , lastdelimiter (“, and”)}}` | A4 Papers, Ink cartridge, and Adhesive tape | | **List - with semicolon and last delimiter** | `{{ items :: delimiter(“;”) , lastdelimiter (“; and”)}}` | A4 Papers; Ink cartridge; and Adhesive tape | | **List - with custom separator and last delimiter** | `{{ items \| delimiter(“”) , lastdelimiter (“ and”)}}` | A4 Papers\~ Ink cartridge\~ and Adhesive tape | *** ## 6. Conditions You can use conditions to add input to the output document. The Box Doc Gen Template Creator add-in can help you define these conditions within the document template. ### Supported conditions and operators
**Tag type****Conditions supported****Operators supported to chain conditions**
String==(is equal to), !=(is not equal to), isPresentAND, OR
DateisPresentAND, OR
Number\<, >, ==, !=, >=, \<=AND, OR
The following JSON serves as input for defining conditions for the Box Doc Gen template. ```json theme={null} { "invoice":{ "number": "Inv1203", "date": "13-03-2023", "customerId": "90158", "currency": "$", "amount": 5060.50, "paymentMethod": "Cheque", "paymentTerms": "Net60", "deliveryDate": "23-03-2023", "items": [ { "id": 1, "name": "A4 Papers", "quantity": 100, "price": 29, "amount": 2900 }, { "id": 2, "name": "Ink cartridge", "quantity": 40, "price": 39, "amount": 1560 }, { "id": 3, "name": "Adhesive tape", "quantity": 20, "price": 30, "amount": 600.50 } ] } } ``` | **Use case** | **Document template** | **Output document** | | - | - | - | | **Introducing content based on payment method and payment terms** | **Payment terms:** `{{ if invoice.paymentMethod == “Online Transfer” AND invoice.paymentTerms == “Net30” }} ` • The invoice must be paid within 30 calendar days of the invoice date. • The payment reference should contain the invoice number as reference. `{{ elseif invoice.paymentMethod == “Cheque” AND invoice.paymentTerms == “Net60” }} ` • The invoice must be paid within 60 calendar days of the invoice date. • The payment reference should contain the invoice number as reference. • **CHECK MADE PAYABLE TO: **Box Inc, 900 Jefferson Ave, Redwood City, CA 94063, United States. `{{else}}` • The invoice must be paid within 7 calendar days of the invoice date. `{{endif}}` | **Payment terms:** • The invoice must be paid within 60 calendar days of the invoice date. • The payment reference should contain the invoice number as reference. • **CHECK MADE PAYABLE TO: **Box Inc, 900 Jefferson Ave, Redwood City, CA 94063, United States. | | **Adding processing fees based on invoice amount, and payment method** | **Processing fees:** `{{ if invoice.amount >  1000 AND invoice.amount < 5000 AND invoice.paymentMethod == “Cheque” }} ` • There will be an additional 1% processing fee that will be added to your account. • The processing fee will be included to your next invoice. `{{ elseif invoice.amount > 5000 AND invoice.paymentMethod == “Cheque”}} ` • The invoice can be paid via check or online transfer without any added processing fees. `{{else}}` • The invoice must be paid within 7 calendar days of the invoice date. `{{endif}}` | **Processing fees:** • The invoice can be paid via check or online transfer without any added processing fees. | | **Adding delivery terms based on delivery date on invoice** | **Delivery terms:** `{{ if invoice.deliveryDate isPresent }} ` • Your order shall be delivered on `{{ invoice.deliveryDate}}`. • Orders delivered can be returned within 10 days of delivery. `{{else}}` • Your order shall be delivered within the next 7 days. • Orders delivered can be returned within 10 days from the date of delivery. | **Delivery terms:** • Your order will be delivered on **23-03-2023**. • Orders delivered can be returned within 10 days of delivery. | ### Conditions with tables Doc Gen enables you to conditionally render any content including tables, images, and so on. `{{ if invoice.customerId isPresent }}`
**Id****Name****Qty****Price**
`{{tablerow item in invoice.items}}`
`{{item.id}}``{{item.name}}``{{item.quantity}}``{{item.price}}`
`{{endtablerow}}`
`{{ endif }}` ### Conditions inside tables Doc Gen enables you to conditionally render content with a column in a table. **Examples**
**Id****Name****Qty****Price**
`{{ tablerow item in invoice.items }}`
`{{ item.id}}``{{ item.name}}``{{ item.quantity}}``{{ if item.price isPresent}}{{item.price}}{{ else }}-{{ endif }}`
`{{ endtablerow }}`
### Skip table rows based on conditions When you generate documents from arrays of data, such as invoices, statements, or packing lists, you often need to include only the rows that meet certain business rules. For example, you might want to hide line items that are out of stock, below a threshold, or flagged in a particular way. Use the `skip-row-if` modifier to attach a condition to a table row template. When Box Doc Gen generates the document, it evaluates each item in the source array against the condition: * If the condition is true, Box Doc Gen discards the entire row, and the row doesn't display in the output. * If the condition is false, the row renders as usual. This is a row-level operation. Even though you add the modifier to a single field, it removes the whole row: every column in that row is dropped, not only the field that has the modifier. The following JSON serves as input for the examples: ```json theme={null} { "invoice":{ "number": "Inv1203", "date": "13-03-2023", "customerId": "90158", "currency": "$", "amount": 6560.50, "items": [ { "id": 1, "date": "13-03-2023", "name": "A4 Papers", "type": "Standard", "quantity": 100, "price": 29, "amount": 2900 }, { "id": 2, "date": "14-03-2023", "name": "Ink cartridge", "type": "Fragile", "quantity": 40, "price": 39, "amount": 1560 }, { "id": 3, "date": "15-03-2023", "name": "Adhesive tape", "type": "Standard", "quantity": 20, "price": 30, "amount": 600.50 }, { "id": 4, "date": "16-03-2023", "name": "Desk lamp", "type": "Fragile", "quantity": 60, "price": 25, "amount": 1500 } ] } } ``` **Example 1: Skip rows based on a single condition** The following template skips every item with the type `Fragile`.
**Item id****Date****Quantity****Amount**
`{{ tablerow item in invoice.items }}`
`{{ item.id}}``{{ item.date}}``{{ item.quantity}}``{{item.amount::skip-row-if(item.type == "Fragile")}}`
`{{ endtablerow }}`
The output table omits items 2 and 4: | **Item id** | **Date** | **Quantity** | **Amount** | | - | - | - | - | | 1 | 13-03-2023 | 100 | 2900 | | 3 | 15-03-2023 | 20 | 600.50 | **Example 2: Skip rows based on multiple conditions** You can chain conditions with the `AND` and `OR` operators. The following template skips items with the type `Fragile` and a quantity of 50 or less.
**Item id****Date****Quantity****Amount**
`{{ tablerow item in invoice.items }}`
`{{ item.id}}``{{ item.date}}``{{ item.quantity}}``{{item.amount::skip-row-if(item.type == "Fragile" AND item.quantity <= "50")}}`
`{{ endtablerow }}`
The output table omits only item 2. Item 4 is also `Fragile`, but its quantity is greater than 50, so it renders: | **Item id** | **Date** | **Quantity** | **Amount** | | - | - | - | - | | 1 | 13-03-2023 | 100 | 2900 | | 3 | 15-03-2023 | 20 | 600.50 | | 4 | 16-03-2023 | 60 | 1500 | *** ## 7. Calculations Box Doc Gen templates support dynamic calculations. You can either write the computation code to the tagging language manually, or use the Box Doc Gen Template Creator add-in. Sample code calculations include: * Invoice: Determining the net invoice amount from individual line items. **Example:** *Sum (Individual Line item amounts in the invoice)* * Purchase order: Capping the maximum sourcing amount. **Example:** *5% \* Net Order Value* * Sales contracts: Defining penalty on SLA breach. **Example:** *10% \* Total Sales Value* **Supported operations** | **Arithmetic operations** | **Aggregation operations** | | - | - | | % | Percent | | + | SUM | | \* | AVERAGE | | - | COUNT | The following JSON serves as input for adding calculations to the document template. ```json theme={null} { "invoice":{ "number": "Inv1203", "invoiceDate": "13-03-2023, 12:10 PM", "deliveryDate": "23-03-2023", "customerId": "90158", "currency": "$", "taxRate": 3, "taxAmount": 151.8, "shippingCharge": 15, "grossAmount": 5060, "penaltyRate": 10, "billCap": 25, "items": [ { "id": 1, "name": "A4 Papers", "quantity": 100, "price": 29, "amount": 2900 }, { "id": 2, "name": "Ink cartridge", "quantity": 40, "price": 39, "amount": 1560 }, { "id": 3, "name": "Adhesive tape", "quantity": 20, "price": 30, "amount": 600 } ] } } ``` Examples: | **Use case** | **Document template** | **Output document** | | - | - | - | | To calculate net amount from the given ***Gross Amount*** and ***Tax Amount*** **Arithmetic calculation** | **Net Amount:** `{{ invoice.grossAmount + invoice.taxAmount}}` | **Net Amount:** 5211,8 ***Annotation:*** *5060 (grossAmount) + 151.8 (taxAmount)* | | To calculate net amount from the given ***Gross Amount***, ***Tax Rate*** and ***Shipping Charge*** **Arithmetic calculation** | **Net Amount:** `{{ invoice.grossAmount + invoice.taxAmount + invoice.shippingCharge}}` | **Net Amount:** 5226.8 ***Annotation:*** *5060 (grossAmount) + 151.8 (taxAmount) + 15 (shippingCharge)* | | To calculate tax amount from the given ***Tax Rate*** and ***Gross Amount*** **Arithmetic calculation** | **Tax Amount:** `{{ invoice.taxRate % * invoice.grossAmount}}` | **Tax Amount:** 151.8 ***Annotation:*** *3% (taxRate)  \* 5060 (grossAmount)* | | To calculate gross amount from ***individual line item amounts*** **Aggregation calculation** | **Gross Amount:** `{{ $sum(invoice.items.amount) }}` | **Gross Amount:** 5060 ***Annotation:*** *Sum (2900+1560+600)* | | To calculate number of line items **Count calculation** | **Count:** `{{ $count(invoice.items.amount) }}` | **Count:** 3 | | To calculate average of line items | **Average Amount:** `{{ $average(invoice.items.amount) }}` | **Average Amount:** 1686.66 | | To calculate net amount from the ***given Line Item Amount***, and ***Tax Rate *** **Arithmetic + Aggregation calculation** | **Net Amount:** `{{ sum(invoice.items.amount)}}` | **Net Amount:** 5211,8 ***Annotation:*** *Sum (2900+1560+600) + * *3% \* Sum (2900+1560+600)* | *** ## 8. Box Sign template tags [Box Sign template tags](/en/box-sign/templates/creating-templates-using-tags) can be added to the Box Doc Gen template for the output document created via Box Doc Gen to be sent for e-signature. The table below lists the tags available in the Box Doc Gen Template Creator add-in and the tagging script. | **Field** | **Box Sign’s template code** | **Supported ** **via tagging script** | **Supported ** **via add-in** | | - | - | - | - | | Text field | `[[t\|0]]` | Yes | Yes | | Date field | `[[d\|0]]` | Yes | Yes | | Checkbox field | `[[c\|0]]` | Yes | Yes | | Signature field | `[[s\|0]]` | Yes | Yes | | Stamp field type | `[[st\|0]]` | Yes | Yes | | Initials field type | `[[i\|0]]` | Yes | Yes | | Name field type | `[[n\|0]]` | Yes | Yes | | First name field type | `[[fn\|0]]` | Yes | Yes | | Last name field type | `[[ln\|0]]` | Yes | Yes | | Company field type | `[[co\|0]]` | Yes | Yes | | Email field type | `[[e\|0]]` | Yes | Yes | | Title field type | `[[ti\|0]]` | Yes | Yes | | For an attachment field type | `[[a\|0]]` | Yes | Yes | # Uploading templates to Doc Gen Source: https://docs.box.com/en/box-doc-gen/box-doc-gen-templates/uploading-templates-to-doc-gen Before generating documents, you must add your template to Box Doc Gen. You can do this by: * [Marking an existing file already stored in your Box account as a Doc Gen template](/en/box-doc-gen/box-doc-gen-templates/managing-box-doc-gen-templates). * Uploading a template. This article covers uploading templates. When uploading a template, you can either create a new template from scratch or upload an existing file that you've already authored with template tags. ## Creating a new Doc Gen Template from scratch To create a new Doc Gen template in Box: 1. Navigate to **Automate** > **Doc Gen** tab. 2. Select **New** > **Doc Gen Template**. 3. In the new window, select **New file**. 4. Provide a name for your template. 5. Specify the destination folder where you want to store the template. 6. Select **Create**. A new Box Doc Gen template is created in the provided folder and automatically marked as a Box Doc Gen template. It is also visible under the **Doc Gen** tab in **Automate**. After that, you need to add Box Doc Gen template tags to your template. Use one of the following approaches: 1. Use the [Box Doc Gen Template Creator add-in for Microsoft Word](/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word) to create a Box Doc Gen template without any code. 2. Use the [Box Doc Gen tagging script](/en/box-doc-gen/box-doc-gen-templates/template-tags-reference-guide-and-examples) to manually author the template. ## Creating a Doc Gen Template from an existing file To upload an authored Box Doc Gen template to Box: 1. Navigate to **Automate** > **Doc Gen** > **New** > **Doc Gen Template**. 2. In the new window, select **Existing file**. 3. Select either **Choose from Box** or **Upload File**. 4. Specify the destination folder where you want to store the template. 5. Select **Create**. After that, the template is added to the provided folder and automatically marked as a Doc Gen template. It is also visible under the **Doc Gen** tab in **Automate**. # About Box Doc Split Source: https://docs.box.com/en/box-doc-gen/doc-split/about-doc-split Box Doc Split breaks a multi-page PDF stored in Box into smaller sub-documents and saves the results to a Box folder. Use Box Doc Split when you need to: * Break a multi-page PDF into page ranges you define yourself with a [manual split](/en/box-doc-gen/doc-split/manual-split) * Have Box group pages based on natural language instructions with a [smart split](/en/box-doc-gen/doc-split/smart-split) > [!NOTE] > > Box Doc Split is available through the Box API only. To split documents, work with your development team or see [Box Doc Split](https://developer.box.com/guides/docgen/doc-split/) in the Box Developer Documentation. Before you split documents, an admin must enable the required settings. See [Enabling Box Doc Split](/en/box-doc-gen/doc-split/enabling-box-doc-split). ## Example use cases Box Doc Split suits any process where a single PDF arrives as a bundle that has to be separated before anyone can act on it. | Team | Example | | - | - | | Sales | Split multi-deal packets into individual quotes | | Legal | Isolate signatures and ID proofs from contract packages | | Finance | Extract invoices from a multi-invoice PDF | | Operations | Split scan batches at QR code separators | | HR | Separate onboarding packet sections | ## How it works Splitting a document follows the same sequence regardless of the split type you choose: 1. Identify the source PDF in Box. 2. Choose a destination folder. You need write access to this folder. 3. Select the manual or smart split type. 4. Run Box Doc Split through the Box API. 5. Review the split documents in the destination folder. ## Split types Box Doc Split supports 2 split types. The type you choose determines what you supply along with the source PDF. | Split type | Best for | You provide | | - | - | - | | [Manual](/en/box-doc-gen/doc-split/manual-split) | Known page ranges | A start and end page for each output document | | [Smart](/en/box-doc-gen/doc-split/smart-split) | Content-based or marker-based boundaries | A natural language prompt | > [!TIP] > > Use a manual split when you already know the page numbers, because the results are the same every time. Use a smart split when the boundaries are easier to describe than to calculate. A smart split consumes AI Units. For details on how Box meters AI usage, see [Understanding AI Units in Box](/en/box-ai/understanding-ai-units-in-box). # Enabling Box Doc Split Source: https://docs.box.com/en/box-doc-gen/doc-split/enabling-box-doc-split Before your users can split documents, enable the settings that Box Doc Split depends on. Which settings you need depends on the split type and on how you run Box Doc Split. | Setting | Manual split | Smart split | | - | - | - | | [Box Doc Gen](#enable-box-doc-gen) | Required | Required | | [Box AI](#enable-box-ai-for-smart-split) | Not required | Required | | [Manage Doc Gen app scope](#add-the-required-scopes-to-your-app) | Required for API requests | Required for API requests | | [Manage AI app scope](#add-the-required-scopes-to-your-app) | Not required | Required for API requests | ## Enable Box Doc Gen Box Doc Split is part of Box Doc Gen, so Box Doc Gen must be enabled for both split types. 1. Go to **Admin Console** > **Enterprise Settings** > **Content & Sharing**. 2. In the **Box Doc Gen** section, select **Edit Configuration**. 3. Enable Box Doc Gen for your managed users, or for selected users and groups. 4. Select **Save**. For more details, see [Enabling Box Doc Gen](/en/box-doc-gen/box-doc-gen-installation/enabling-box-doc-gen). ## Enable Box AI for smart split A smart split uses Box AI to decide how to group pages, so Box AI must be enabled for the users who run smart splits. A manual split does not need Box AI. 1. Go to **Admin Console** > **Box AI** > **Settings**. 2. Under **Access Permissions**, make sure these services are enabled: * **Files** * **AI via API/MCP/A2A/CLI** 3. Save your changes. For more details, see [Configuring Box AI](/en/box-ai/admins/configuring-box-ai). ## Add the required scopes to your app If you split documents through the Box API, the app that makes the request needs the **Manage Doc Gen** scope. For smart splits, the app also needs the **Manage AI** scope. 1. In the Developer Console, go to **Platform Apps** and select your app. 2. On the **Configuration** tab, go to **Application Scopes** > **Content Actions**. 3. Select **Manage Doc Gen**. 4. For smart splits, select **Manage AI**. 5. Save your changes. ## Next steps * [Manual split](/en/box-doc-gen/doc-split/manual-split) * [Smart split](/en/box-doc-gen/doc-split/smart-split) # Splitting a PDF with a manual split Source: https://docs.box.com/en/box-doc-gen/doc-split/manual-split A manual split divides a PDF into sub-documents using the exact page ranges you define. Use a manual split when you already know which pages belong together, such as a standard packet layout, a file someone has reviewed, or page ranges supplied by another system. > [!NOTE] > > Box Doc Split is available through the Box API only. To split documents, work with your development team or see [Manual split](https://developer.box.com/guides/docgen/manual-split/) in the Box Developer Documentation. ## Before you begin Make sure you have: * Box Doc Split enabled. See [Enabling Box Doc Split](/en/box-doc-gen/doc-split/enabling-box-doc-split). * A source PDF already stored in Box * A destination folder in Box that you can write to * The page ranges for each output document If you are unsure which pages to use, review the PDF first. If the boundaries depend on content or markers rather than fixed page numbers, use a [smart split](/en/box-doc-gen/doc-split/smart-split) instead. ## What you define A manual split request includes the following: | Setting | Description | | - | - | | Source file | The PDF you want to split | | Destination folder | The folder where Box stores the output documents | | Split type | Manual | | Split definition | One or more page ranges, each with a start page and an end page | Each page range creates one output document. Page numbers start at 1, and both the start page and the end page are included in the output. ## Example You have a 14-page sales packet and want 2 files: * Pages 1 to 5 for the order summary * Pages 6 to 14 for the exhibits and terms The split definition looks like this: | Output | Start page | End page | | - | - | - | | Document 1 | 1 | 5 | | Document 2 | 6 | 14 | After Box Doc Split runs, Box saves both files to the destination folder. ## Best practices * Use page ranges that do not overlap, so each page belongs to only one output document. * Order your ranges by page number to match the reading order of the source PDF. * Choose a manual split whenever you already know the page numbers, because the results are the same every time. * Give destination folders meaningful names, such as `Splits / Customer A / 2026-07`, so reviewers can find the output quickly. ## When to use a smart split instead Choose a [smart split](/en/box-doc-gen/doc-split/smart-split) when: * QR codes or separator pages mark the break points. * You need to keep only certain types of content, such as signatures and ID proofs. * Page ranges vary from file to file and are easier to describe than to calculate. # Splitting a PDF with a smart split Source: https://docs.box.com/en/box-doc-gen/doc-split/smart-split A smart split uses a natural language prompt to decide how Box groups the pages of a PDF into output documents. Clear, specific prompts produce more reliable splits. Use a smart split when the boundaries between documents depend on what is on the page rather than on fixed page numbers. > [!NOTE] > > Box Doc Split is available through the Box API only. To split documents, work with your development team or see [Smart split](https://developer.box.com/guides/docgen/smart-split/) in the Box Developer Documentation. > [!NOTE] > > A smart split consumes 1 AI Unit for every 4 pages processed. For details, see [Understanding AI Units in Box](/en/box-ai/understanding-ai-units-in-box). ## Before you begin Make sure you have: * Box Doc Split and Box AI enabled. See [Enabling Box Doc Split](/en/box-doc-gen/doc-split/enabling-box-doc-split). * A source PDF already stored in Box * A destination folder in Box that you can write to * A prompt that describes how to group the pages ## What you define A smart split request includes the following: | Setting | Description | | - | - | | Source file | The PDF you want to split | | Destination folder | The folder where Box stores the output documents | | Split type | Smart | | Prompt | A natural language description of how Box analyzes the source PDF and identifies the splits | ## Writing an effective prompt Follow these guidelines when you write a prompt: * State that the Box file you supply is the source document. * Describe the splitting rule, such as a page count, a marker like a QR code, or a content criterion. * Prefer sequential ranges when order matters, such as contract exhibits followed by signature pages. * Call out the pages or sections to include, and where it helps, the ones to skip. * Avoid ambiguous language such as "split somehow" or "use whatever makes sense." ## Example prompts ### Explicit page groups Use this approach to split a file into 2 documents whose ranges you describe in natural language. ```text theme={null} Use this document as the source, and split the documents into 2 parts. Pages 1-3 should be the first document, and pages 5-8 should be the second document. ``` This produces 2 documents, one for pages 1 to 3 and one for pages 5 to 8. > [!TIP] > > If you already know the exact ranges, use a [manual split](/en/box-doc-gen/doc-split/manual-split) instead. The results are the same every time. ### QR code as a break point Use this approach to treat each QR code page as a separator between documents. Pages before a QR code form one output document, and Box excludes the QR code page itself unless you say otherwise. ```text theme={null} Use this document as the source. Identify individual pages that contain a QR code, and use each QR code page as a breaking point between document splits. Build the split definition so that if a QR code appears on page 5, pages 1-4 are the first document. If the next QR code appears on page 11, pages 6-10 are the second document. Continue this pattern through the rest of the file. ``` This produces sequential ranges bounded by the marker pages. In the example, markers on pages 5 and 11 produce documents for pages 1 to 4 and pages 6 to 10. ### Content-based contractual pages Use this approach to keep only the pages with substantive contractual content, such as ID proofs, signatures, and executed terms, and to skip boilerplate terms and conditions. ```text theme={null} Use this document as the source. Identify all pages that contain real contractual details, such as ID proofs of the signers, signatures of the signers, and other executed contractual details. Skip pages that only contain terms and conditions. Split the retained sections sequentially. For example, if ID proofs are on pages 1-3 and executed signatures are on pages 4-6, produce two documents: pages 1-3 and pages 4-6. ``` This produces one output document for each continuous block of content that matches the criteria. In the example, that means documents for pages 1 to 3 and pages 4 to 6. ## When to use a manual split instead Choose a [manual split](/en/box-doc-gen/doc-split/manual-split) when you already know the page ranges. A manual split does not consume AI Units and returns the same result every time. # Generating documents using the Box web app Source: https://docs.box.com/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-using-box-web-app You can manually generate documents from the Box Doc Gen interface in Relay. This method is ideal for one-off document generation or testing your templates. To manually generate a document in Box Doc Gen: 1. Go to **Relay** > **Doc Gen**. 2. Select the template, and then select the ellipsis (...). 3. Select **Generate Document**. 4. Use either the **Form View** to manually fill in data that auto-populates within the Box Doc Gen template placeholder text tags or leverage the **JSON Editor** to copy, paste, or upload JSON data to generate the placeholder tags to auto-populate within the generated document. > [!NOTE] > > The **Form view** enables you to generate documents using only text tags. To generate document features such as dynamic lists, tables, and images, we recommend using the JSON Editor view. **Form View** ![Relay Generate Document Form View with contract.date, customerName, and signer fields to complete.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/relay-generate-document-form-view.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=3750c34b0074e1a6e2f61bdc86a4b5cc) **JSON View** ![Relay Generate Document page with template selected, JSON Editor active, and Generate Document button.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-doc-gen/relay-generate-document-page-template.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=3011da8f63c1ec9aad3f242fa771beab) # Generating documents using Doc Gen Source: https://docs.box.com/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-using-doc-gen After [adding your template to Box Doc Gen](/en/box-doc-gen/box-doc-gen-templates/uploading-templates-to-doc-gen), you can generate documents using one of four methods. Choose the method that best fits your workflow and technical requirements. 1. **Generating documents using the Box Doc Gen API**. For developers and automated workflows, you can generate documents programmatically using the Box Doc Gen API. See the [Box Doc Gen API documentation](https://developer.box.com/guides/docgen/generate-document/) for detailed instructions. 2. **Generating documents using Box Relay**. You can automate document generation as part of your business workflows using Box Relay. See [Generating Documents with Box Doc Gen and Box Relay](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-with-box-doc-gen-and-box-relay) for step-by-step instructions. 3. **Generating documents using the Box Doc Gen UI**. You can manually generate documents directly from the Box Doc Gen interface in Relay. [Learn how to generate documents using the UI](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-using-box-web-app). 4. **Generating documents using Box for Salesforce**. If you use Salesforce, you can generate Box Doc Gen documents directly from Salesforce records. See the [Box for Salesforce documentation](/en/box-doc-gen/generating-documents-using-doc-gen/setting-up-box-doc-gen-in-salesforce) for configuration and usage instructions. # Generating documents with Box Doc Gen and Box Relay Source: https://docs.box.com/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-with-box-doc-gen-and-box-relay If your organization is on the Enterprise Advanced plan, you have access to Box Doc Gen and Box Forms within Box Relay, enabling you to: * Seamlessly collect data with web and mobile-friendly forms. * Dynamically generate custom documents based on data submitted through: * Box Forms, * workflow variables in Relay, * metadata, and * manual data entry. * Automatically send documents generated by Box Doc Gen for e-signature and approval with Box Sign in Relay. ## Overview Here's a summary of how to create an end-to-end document generation workflow in Box Relay: 1. Create a Doc Gen template within Microsoft Word using the [Box Doc Gen Template Creator add-in](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview). You can create the template using [JSON data](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json) or [manually](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-manually). 2. Upload the Doc Gen template within the Box Doc Gen entry point in Box Relay. Alternatively, upload the template within a preferred folder by right-clicking the template and selecting **Mark as Doc Gen Template**. 3. Create a new Box Relay workflow and set the trigger to be a Box Forms submission. 4. Configure a Generate Document workflow outcome; select the Doc Gen template you want to use; configure the workflow variable mappings; save the location folder in which you want to save the generated document; and name the generated document. 5. Create an approval or review task. 6. Create a Request Signature outcome; configure the file that you want to send for signature, the recipient mappings, recipient roles, and specify the signing order. You can also select a metadata template to track the signature request status in real time. ## Creating the Relay Workflow Follow these steps to create and configure the Relay workflow. ### Step 1: Create your Doc Gen template To create your Doc Gen template, you must use the [Box Doc Gen Template Creator add-in](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview) in Microsoft. Learn about installing the template creator [here](/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word). To create your Doc Gen template, do one of the following: * [Use sample JSON data and the Box Doc Gen Template Creator add-in](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json), or * [Create a Doc Gen template manually with the Box Doc Gen Template Creator add-in](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-manually). ### Step 2: Upload the Doc Gen template to Box **To upload an authored Doc Gen template to Box:** 1. In Box, to use an existing file, navigate to **Relay > Doc Gen Templates > New Doc Gen Template > Existing file**. To create a new file, select: **New > Doc Gen Template > New file > provide a name for the template > Destination folder > Create**. Box creates a new Doc Gen template and Word file that you can modify using Microsoft Word in Box. 2. Select your Doc Gen template. 3. Select the destination folder in Box. 4. Select **Create**. Box uploads the template to Box and marks it as a Doc Gen template. ![Relay Doc Gen workflow step 2: uploading the Doc Gen template to Box and selecting a destination folder.](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step2.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=cf3139ac865e042709bfcd75b174ed3d) **If the template already exists in Box:** 1. Select the docx file. 2. Select the ellipsis (**…**), and then select **Mark as Doc Gen template**. ![Marking an existing Box file as a Doc Gen template from the file's ellipsis menu.](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step2-markcomplete.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=86012d5ccafe5e570763bdec3c7ef48c) ### Step 3: Create a workflow that starts from a Form submission **To configure a workflow initiated by a Form submission:** 1. In Box, navigate to **Relay > New Workflow**. 2. In the **Trigger** section, under **What starts the workflow**, select **Form Submission**. 3. Select the Box Form that initiates the workflow. ![Relay workflow trigger set to a Box Forms submission.](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step3.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=14401c53ee83943add7aa0d8516d8c3d) ![Selecting the Box Form that starts the Relay workflow.](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step3-4.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=23f4ead5d80cbb9b7c7e723b934d6845) ### Step 4: Set up Document Generation as an Outcome in Relay To use the form responses to dynamically create documents, select **Generate Document** as your first outcome. Relay searches for all dynamic fields associated with your Doc Gen template, and enables you to map those fields from the Box Form submission to workflow variables and Doc Gen tags in your Doc Gen template. When a Box Forms submission initiates the Box Relay workflow, Relay uses the configured template mapping between the Doc Gen template tags and the Box Form submission data to identify what content to add from the Box Form into the generated document. **To configure Document Generation as an Outcome to the workflow:** 1. Under **Outcome**, select **Generate document**. 2. Choose a Doc Gen template to configure. 3. Map the fields from the selected Form to the variables in the Doc Gen template. 4. Select the destination folder where Relay will save the generated documents. ![Configuring the Generate Document outcome and mapping Box Form fields to Doc Gen template tags.](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step4.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=b20fd56f372becad7797b54c84bc1033) ![Selecting the destination folder where Relay saves the generated documents.](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step-4-2.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=a66a2fa6d4944679cf1742764fbed909) The document you generate through a Relay outcome becomes available in all subsequent: * File outcomes, * Metadata outcomes, * Task assignment outcomes, and * Signature request outcomes, which enable you to send the generated documents automatically for signature with [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign). * Signature request file and signing log become available after initial outcome. ### Step 5: Create a Review Task Box recommends customers manually review the automatically generated document before using it in a subsequent business process. To do this, use the **Assign a Task** outcome. After configuring the Form Submission trigger and Generate Document outcome, create an additional Assign a Task outcome. **To assign a Task in Relay:** 1. Select **+ Outcome**, and then select **Assign a Task**. 2. Follow the steps from [Task outcome options](/en/box-relay/building-basic-workflows/understanding-triggers-and-outcomes-in-relay#task-outcome-options). 3. Within **Assign the task to a file**, select the file generated from Outcome 1. ![Assigning a review task for the generated document in Relay.](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step5.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=5de873583982704da6d342e16a26eaa3) ### Step 6: Automatically send the generated document for signature with Box Sign Box Relay enables you to send the generated document for e-signature or approval with the Box Sign outcome. > [!WARNING] > > To use the Request Signature outcome in Relay, you must create and input Box Sign template tags within the Doc Gen template in Microsoft Word, using the [Box Doc Gen Template Creator add-in](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview). **To send the generated document for e-signature or approval with Box Sign:** 1. Select the **Request Signature** outcome. 2. Select the file generated by Outcome 1. 3. Under **Add Recipients**, add signers and approvers by either using dynamic variables or by manually inputting an email address. For example, if you added an email address field within your Box Form, you can dynamically leverage the email address entered within that field to send the generated document for signature or approval. 4. For each recipient, specify one of the following Box Sign recipient roles: **Signer**, **Approver**, or **Get a copy**. To learn more about Box Sign recipient roles see [this article](/en/box-sign/sending-a-document-for-signature/roles-for-signers). 5. For multiple recipients, specify the signing order by enabling **Specify Signing Order**, and adding a number next to each signer's name that corresponds to the desired signing order. > [!WARNING] > > Ensure you do not use the same email twice (for example, by using a dynamic variable and an email input) because doing so causes the workflow to fail. 6. Update metadata on the signed files to include real-time signature request status during the signature request process. To do this: 1. Select **Select a metadata template for tracking signature requests (optional)**. 2. Specify the metadata template and the metadata attribute that Relay will populate with signature request status. Signature request status values include: **In progress**, **Signed**, **Cancelled**, and **Expired**. 7. Select **Activate**. ## Your Workflow in Action After you activate your Relay workflow, when someone submits a Box Form your workflow automatically: * Generates the document using the Doc Gen template. * Auto-populates and formats the document with the relevant content from the submitted Box Form and the data you configured in the Doc Gen outcome in Creating the Relay Workflow, Step 4. * Saves the document in the folder you defined in Creating the Relay Workflow, Step 2. * If you configured the Request Signature outcome, Box automatically sends the generated document for signature or approval to the recipients you defined in Creating the Relay Workflow, Step 6. * For the workflow to continue, the recipient(s) needs to complete the signature requests. Otherwise, if the recipient(s) cancels, declines, or leaves the request to expire, then the workflow ends. # Setting up Box Doc Gen in Salesforce Source: https://docs.box.com/en/box-doc-gen/generating-documents-using-doc-gen/setting-up-box-doc-gen-in-salesforce ### Overview **Box Doc Gen for Salesforce** enables teams to automatically generate custom documents directly from Salesforce records using dynamic templates stored in Box. By merging Salesforce data into pre-configured templates, organizations can generate consistent, accurate documents in seconds without leaving Salesforce. This reduces manual document preparation, eliminates repetitive data entry, and helps teams accelerate business processes such as approvals and contracts. Documents are generated using Salesforce data and Box templates, allowing teams to produce formatted, error-free documents in seconds. **Common use cases include:** * Generating sales proposals or quotes from Opportunity data * Creating contracts, agreements, or NDAs from Account or Contact records * Customer onboarding documentation * Automatically generating documents that are sent for signature using Box Sign within Salesforce ### Pre-requisites > [!WARNING] > > The instructions below may vary depending on changes made to the Salesforce interface which is outside of Box’s control. * You have completed [Installing and Configuring Box For Salesforce](https://support.box.com/hc/en-us/articles/360044195713) for your organization. This means: * The Box Service Account is signed in * The Box User is signed in, and is a different user than the Box Service Account * The Box for Salesforce Root Folder exists * Applicable permissions are assigned to Users ![Box Salesforce Settings Quick Setup with steps to connect accounts, assign root folder, and set permissions.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/setting-up-box-doc-gen-in-salesforce/box-salesforce-settings-quick-setup.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=6762d2e7bf14b277cdcef762a2460f22) * Your organization is eligible to use Box Doc Gen (please reach out to your Account Manager for more information.) * Box Doc Gen is enabled in the Box Admin console (**Enterprise Settings > Content & Sharing > Box Doc Gen > Edit Configuration**) * After Box Doc Gen is enabled, the Salesforce Admin needs to re-connect the Box Service Account and Box User, to approve the new Doc Gen application scopes. > [!NOTE] > > * The document generation is by default run by the Box User account, so they require access to the Doc Gen folder under the Salesforce root folder. > * When a user attempts to generate a document, they will automatically be added as a collaborator to both the record folder and the Doc Gen template within Box. > * The document generated is stored in the applicable Box for Salesforce folders. > * Viewing documents and UI elements are run as the specific/standard Box users. ### Assign Box Doc Gen Permission Sets Box Doc Gen for Salesforce enables you to assign specific users in Salesforce to: 1. Create and manage the templates used in Salesforce and/or 2. Use the templates to generate documents. To do this, you will need to assign applicable users custom Box permission sets. As the Salesforce Admin: 1. In the Salesforce App Launcher, search for and navigate to **Box Settings.** 2. In the Assign Permissions section, select **Assign**. 1. For Box Doc Gen Template Manager, select **Manage Assignments** and [manage the permission set](https://help.salesforce.com/s/articleView?id=platform.perm_sets_manage_assignments.htm\&type=5) for users who create, edit, or set up Box Doc Gen templates. > [!NOTE] > > This permission set allows these users to see **Box Doc Gen** and **Box Doc Gen Templates** from the App Launcher. 2. For Box Doc Gen Users, select **Manage Assignments** to manage the permission set for users who can generate documents in Salesforce. ### Adding Box Doc Gen Templates to Salesforce In the **Box Doc Gen Templates** tab, Box enables users with Box Doc Gen Template Manager permissions to create and manage templates for generating documents. The Box Doc Gen Templates tab displays a list of all available templates, including sObject, status, and folder ID. As a user with the Box DocGen Template Manager permission set: 1. From the App Launcher, search and navigate to **Box Doc Gen Templates.** 2. In the top right corner, select **New** to launch the template manager. 3. While in the **Create Template** step: 1. In **Template Name**, choose a name for the template in Salesforce 2. In **Generated File Name**, choose the name you want the generated file to be named 3. In **Object**, choose the Salesforce Object associated with the template. 4. Select **Next**. 4. In the **Download JSON** step: 1. Select **Download JSON File** to download a file named \{ObjectName}DocGen.json. This is used to pull the tags into the Microsoft Word add-in. 2. Select **Next**. 5. Create and edit your template in the [Box Doc Gen Template Creator, Microsoft Word Add-in](https://appsource.microsoft.com/en-us/product/office/WA200007137?tab=Overview). (See next step) 6. In the **Upload Template** step: 1. Attach your template as a docx or pdf file. 2. Select **Upload**. 3. Once the upload is complete, select **Next**. 7. (Optional) In the **Preview** step, test your template on a sample record. 1. In Sample Record, search and select the record you would like to test your template on. 2. Select **Preview**. 3. Select **Next**. 8. In the Settings step, you can finalize the template settings: 1. Select the **Available for Box Sign** checkbox to make it available for approval and signature. 2. In **Output type**, choose the desired file type to be generated. 3. Select **Save and Finish**. On completion, the Box Doc Gen Template tab displays the details, tabs for previewing the document, previous jobs ran, and tags within the document. ### Creating a Template with the Box Doc Gen Template Creator in Microsoft Word To create and edit Box Doc Gen templates, Box recommends using the [Box Doc Gen Template Creator](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview) Word Add-in. For more information on how to create a Box Doc Gen template, see [here](https://support.box.com/hc/sections/36152031104147-Box-Doc-Gen-Templates). To begin using Salesforce tags in the Box Doc Gen Template Creator, you will first need to import the tags. To import tags: 1. Open the file that will be your template in Microsoft Word, and open the Box Doc Gen Template. 2. Select **Start with your data**. 3. Upload the JSON file you previously downloaded. 4. Select **Generate tags**. 5. Search and select the appropriate fields to build your own template. The tags are displayed next to your cursor. ### Adding and Displaying the Box Doc Gen button in Objects Before your users can generate documents, you need to create a button and add it to your applicable Object page(s). 1. Navigate to **Setup** by selecting the gear icon in the top-right hand corner of your Salesforce instance. 2. In the upper-left, navigate to **Object Manager** tab. 3. Select the Object(s) where you want to add the button for your users to generate documents. 4. Go to **Buttons, Links, and Actions** in the left-hand side-bar. 5. Select **New Action** from the upper right corner. * In the **Action Type** dropdown, select **Lightning Component**. * In the **Lightning Component** dropdown, select “box:dgRecordPage”. * In the **Label** field, type in the name you want to call your Button (example: “Generate Doc”) 1. Optionally, edit the pre-populated **field (without spaces.)** 2. Optionally, change the Icon to a different logo. 6. Once complete, select **Save**. ![Creating a Lightning component action for the Box Doc Gen button in Salesforce Object Manager.](https://mintcdn.com/product-docs/BpniauWeEu-w034B/images/setting-up-box-doc-gen-in-salesforce/Create-DocGen-button-gif.gif?s=a519517f709d106cb3a1058acc51be34) Once you’ve added the Box Doc Gen button to the applicable Object(s), you can begin editing the pages where you want to add the Box Doc Gen button. 1. From Salesforce Object Manager, in the applicable Object(s), navigate to **Page Layouts**. 2. Select the applicable Page Layout. 3. Select **Mobile and Lightning Actions**. 4. From the palette, find the Box Doc Gen button you have created, and drag it down to the desired position in **Salesforce Mobile and Lightning Experience Actions**. (Box recommends pointing to the button to confirm it is the created Box button. There is also a standard button named **Generate Document**.) 5. Select **Save**. ![Adding the Box Doc Gen button to a Salesforce page layout.](https://mintcdn.com/product-docs/BpniauWeEu-w034B/images/setting-up-box-doc-gen-in-salesforce/Add-DocGen-Button-gif.gif?s=300a306ea767441612e7088f9e2ebcd8) ### Setting up Batch Doc Gen You can also enable users to generate documents for multiple records for a given object at once, from a Salesforce [List View](https://help.salesforce.com/s/articleView?id=xcloud.basics_understanding_list_views_lex.htm\&type=5). First create a button and add it to your applicable List View(s). First, create the Batch DocGen button: 1. Navigate to **Setup**. 2. Navigate to **Object Manager**, nested under **Objects**. 3. Select the Object(s) where you want to add the button for your users to generate documents. 4. In the left-hand side-bar, go to **Buttons, Links, and Actions**. 5. In the upper right corner, select **New Button or Link**. * In **Label**, select a label to call your Button * In **Name**, select a Name (or edit the pre-populated Name field - without spaces) * For **Display Type**, select **List Button** * Populate the formula with “/flow/box/Generate\_Box\_Documents?retURL=001/o” 6. Select **Save**. ![Salesforce custom list button setup for Generate Documents pointing to the Box document generation flow URL.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/setting-up-box-doc-gen-in-salesforce/computer-description-automatically-generated.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=41276c7b972c1e5f23785437d3bb3c7e) > [!NOTE] > > * [retURL](https://help.salesforce.com/s/articleView?id=sf.flow_distribute_internal_url_retURL.htm\&type=5) will be specific to the object type. > * "Enable Lightning runtime for flows" in Process Automation Settings is required. ![Creating a Batch Doc Gen list button in Salesforce Object Manager.](https://mintcdn.com/product-docs/BpniauWeEu-w034B/images/setting-up-box-doc-gen-in-salesforce/Create-List-Button-gif.gif?s=1a3f44313d56146083902af785465299) After you create the Batch DocGen button, make an Object's List View to be viewable to your users. To edit an Object's List View: 1. In the Object manager, select the Object where you want to add the List View button. 2. In the left-hand sidebar, navigate to **List View Button Layout.** 3. In the **List View** row, select the dropdown, and then select **Edit**. 4. Scroll to the **Custom Buttons section**, select the newly created button, and then select the **Add** arrow to add the button. 5. Select **Save**. ![Adding the Batch Doc Gen button to a Salesforce List View.](https://mintcdn.com/product-docs/BpniauWeEu-w034B/images/setting-up-box-doc-gen-in-salesforce/Add-List-button.gif?s=4291770ad4675537ca3f41da30d55b5b) Now the button is available in your users’ List views. ### (optional) Additional Customization Administrators and developers can customize document generation and other Box workflows using Salesforce Flow Actions provided by the [Box for Salesforce Developers](https://developer.box.com/guides/tooling/salesforce-toolkit/flow-actions) toolkit. **Box Doc Gen Flow Actions** Box provides several Flow Actions specifically for document generation workflows, including: * **Create Doc Gen Template (**`**createDocGenTemplate**`**)** – Create a new document generation template. * **Generate Doc Gen For Record (**`**generateDocGenForRecord**`**)** – Generate a document for a specific Salesforce record. * **Submit Doc Gen Batch (**`**submitDocgenBatch**`**)** – Generate documents for multiple records in a batch process. * **Get Doc Gen Batch Status (**`**getDocgenBatch**`**)** – Retrieve the status of a batch document generation job. When using Flow Actions from the Box for Salesforce toolkit, administrators can configure operations to run using the **Box Service Account** rather than the currently logged-in Salesforce user. Running actions as the service account can be useful for: * Allowing automated processes to access Box content even if the triggering user does not have direct access * Centralizing content management under the integration service account # Generating documents from an HTML template Source: https://docs.box.com/en/box-doc-gen/html-templates/generating-documents-from-an-html-template Box Doc Gen can dynamically generate HTML or PDF documents from an HTML template, such as email templates or licenses. ## Generating HTML or PDF files from an HTML template Generate HTML or PDF files in Box from an HTML template, using data from your external systems or responses collected through Box Forms. Box Doc Gen supports two output types for an HTML template: HTML and PDF. To generate documents from an HTML template, follow these steps: 1. Create your Box Doc Gen HTML template. 2. Add the template to Box in one of the following ways: * Upload the template to your preferred folder, select the ellipsis icon (…), and then select **Mark as Doc Gen template**. * Upload the template directly in Box Doc Gen: select **Automate** in the left sidebar, and then, on the **Doc Gen** tab, select **New** > **Doc Gen Template**. 3. Generate the document using the Box Doc Gen API or the Generate document UI. > [!NOTE] > > To learn more about the tags you can use in an HTML template, see [Supported HTML features](/en/box-doc-gen/html-templates/supported-html-features). ## Next steps For more information on document generation, see: * [Generating documents using the Box Doc Gen API](https://developer.box.com/guides/docgen/generate-document/) * [Generating documents using Box Relay](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-with-box-doc-gen-and-box-relay) * [Generating documents using the Box web app](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-using-box-web-app) # Supported HTML features Source: https://docs.box.com/en/box-doc-gen/html-templates/supported-html-features Box Doc Gen lets you generate documents from an HTML template using text tags. This article describes the supported tag type and how to use it. ## Supported tag types Box Doc Gen supports the following tag type in an HTML template: * Text tags ## Support by generation method Support for the tag type depends on how you generate the document. | Tag type | API | Automate | Box web app | | - | - | - | - | | Text tags | Yes | No | Yes | ## Text tags A text tag is any data field of type string, number, or date. In the following example, fields such as `companyName`, `subscriptionPlan`, `renewalDate`, and `expiryDate` are used as text tags. ```json theme={null} { "companyName": "Acme Inc", "subscriptionPlan": "E-Advanced", "tcv": "100K", "renewalDate": "12-12-2026", "seatCount": "300", "expiryDate": "12-12-2026", "AETitle": "Senior Accounts Manager", "devCount": "30", "customAppsApiCallsAvg": "10000", "customApps": 15, "AccountExecutive": "John Doe" } ``` Create an HTML template that includes the fields you want to replace dynamically. During generation, Box Doc Gen replaces the fields in double curly braces with your data. ### Formatting text tags You can format a text tag value inline using the `::` operator. The following table displays example input formats and their output. | Input format | Input data | Output data | | - | - | - | | `{{invoice.customerName :: uppercase}}` | Acme Inc | ACME INC | | `{{invoice.customerName :: lowercase}}` | Acme Inc | acme inc | | `{{invoice.date :: format("dd-mm-yyyy")}}` | 13-03-2023 | 13-03-2023 | | `{{invoice.date :: format("mm-dd-yyyy")}}` | 13-03-2023 | 03-13-2023 | | `{{invoice.date :: format("dd-mmm-yy")}}` | 13-03-2023 | 13-Mar-22 | | `{{invoice.id :: format("xxx-xxxx")}}` | Inv1203 | Inv-1203 | | `{{invoice.amount :: format("EU-Number")}}` | 300000 | 300.000 | | `{{invoice.amount :: format("US-Number")}}` | 300000 | 300,000 | # Authoring a PDF template Source: https://docs.box.com/en/box-doc-gen/pdf-templates/authoring-a-pdf-template Box Doc Gen uses a PDF AcroForm as the template for generating documents. This article explains which PDF form type to use and how to prepare your template. ## PDF form types There are two types of PDF forms: AcroForm and XFA. Box Doc Gen supports any PDF AcroForm as a template for generating documents. * **AcroForm** is the standard format used by Adobe Acrobat and most PDF tools. * **XFA** is an older format from Adobe LiveCycle. XFA forms look the same on screen, but Box Doc Gen cannot fill them in. > [!NOTE] > > Not sure which type your PDF is? Open it in Adobe Acrobat, and then go to **File** > **Properties** > **Advanced** to view the form type. If it shows XFA, convert the PDF before you use it. ## Setting up your PDF template Box Doc Gen assumes your PDF template is a fillable PDF form that is already tagged and labeled with overlay fields, such as an income declaration form, revenue form, or tax form. If your PDF template is not a fillable PDF form, use a PDF editor to tag and label the fields. Popular tools include Adobe Acrobat Pro, Apryse, and Sejda. > [!TIP] > > Most PDF forms published by government agencies are designed for manual completion, so their form fields are often not configured or tagged for programmatic data population. Tools such as Adobe Acrobat Pro, Apryse, and Sejda help you identify, map, and configure these fields, making it easier to populate the forms dynamically and automate document generation. # Generating documents from a PDF template Source: https://docs.box.com/en/box-doc-gen/pdf-templates/generating-documents-from-a-pdf-template Box Doc Gen can dynamically fill and generate regulatory or compliance documents from a PDF template, such as income declaration forms, revenue forms, and tax forms. ## Generating documents using Box Doc Gen Generate regulatory and compliance documents in Box from a PDF template, using data from your internal systems or responses collected through Box Forms. To generate documents from a PDF template, follow these steps: 1. Author your Box Doc Gen template. Box Doc Gen assumes your PDF template is a fillable PDF form that is already tagged and labeled with overlay fields, such as an income declaration form, revenue form, or tax form. * If your PDF template is not a fillable PDF form, use a PDF editor to tag and label the fields. Popular tools include Adobe Acrobat Pro, Apryse, and Sejda. 2. Add the template to Box in one of the following ways: * Upload the template to your preferred folder, select the ellipsis icon (…), and then select **Mark as Doc Gen template**. * Upload the template directly in Box Doc Gen: select **Automate** in the left sidebar, and then, on the **Doc Gen** tab, select **New** > **Doc Gen Template**. 3. Generate the document using the Box Doc Gen API, Box Automate workflows, or the Generate document UI. > [!NOTE] > > PDF templates are not supported in the Box for Salesforce app. > [!NOTE] > > To learn more about the field types you can use in a PDF template, see [Supported PDF features](/en/box-doc-gen/pdf-templates/supported-pdf-features). ## Next steps For more information on document generation, see: * [Generating documents using the Box Doc Gen API](https://developer.box.com/guides/docgen/generate-document/) * [Generating documents using Box Relay](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-with-box-doc-gen-and-box-relay) * [Generating documents using the Box web app](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-using-box-web-app) # PDF template limitations Source: https://docs.box.com/en/box-doc-gen/pdf-templates/pdf-template-limitations Not all PDF files behave the same way. This article explains each PDF type you might encounter, what Box Doc Gen can and cannot do with it, and how to fix a PDF that does not generate. ## Standard AcroForm PDF Supported. This is the standard format, and it works fully. AcroForm is the default used by Adobe Acrobat and most PDF authoring tools. Box Doc Gen supports all field types. ## XFA forms Not supported. XFA forms look identical on screen, but they store their fields in a different internal format that Box Doc Gen cannot read. You can preview the form, but no fields are detected and generation fails. To fix this, open the PDF in Adobe Acrobat Pro and go to **Tools** > **Prepare Form**. Acrobat offers to convert the XFA fields to AcroForm fields. Save the result as a new file and use that as your template. ## PDF/A format Not supported. PDF/A is an archival format. Many PDF/A files use XFA internally, so neither preview nor generation works, and Box Doc Gen reports a failure immediately. To fix this, open the PDF/A file in Adobe Acrobat Pro and select **File** > **Save As Other** > **Optimized PDF** to convert it. Confirm that the result uses AcroForm fields before uploading. ## PDFs with digital signature fields Supported. These PDFs generate successfully, and all regular fields are filled correctly. However, digital signature fields are converted to plain text fields in the output, and the signature itself is not carried over. > [!TIP] > > If the document needs a valid digital signature, apply it after generation using a signing service such as Box Sign. Do not rely on the signature field in the template. ## Password-protected PDFs Not supported. Box Doc Gen cannot open a password-protected PDF. It cannot read inside the file at all, so it reports no tags and fails. The message "This document has no tags" is misleading; it simply means the file is locked. To fix this, remove the password before uploading. In Adobe Acrobat Pro, go to **File** > **Properties** > **Security**, set **Security Method** to **No Security**, and save. > [!NOTE] > > A password-protected PDF is different from a security-restricted PDF. A security-restricted PDF has some actions disabled, such as printing or copying, but does not require a password to open. Box Doc Gen works fine with security-restricted PDFs. ## Security-restricted PDFs Supported. Security-restricted PDFs work fully. Usage restrictions, such as print-disabled or copy-disabled, do not affect generation, and no changes are needed. ## Summary of PDF types | PDF type | Generation | Notes | | - | - | - | | Standard AcroForm | Succeeds | Fully supported | | Security-restricted | Succeeds | Restrictions do not affect processing | | With digital signature | Succeeds | Signature becomes a text field in the output | | XFA forms | Fails | Convert to AcroForm in Adobe Acrobat | | PDF/A format | Fails | Convert to a standard PDF in Adobe Acrobat | | Password-protected | Fails | Remove password protection before uploading | # Supported PDF features Source: https://docs.box.com/en/box-doc-gen/pdf-templates/supported-pdf-features Box Doc Gen lets you generate documents from a PDF template using several form field types. This article describes each supported field type and how to fill it when you generate a document. ## Supported field types Box Doc Gen supports the following field types in a PDF template: * Text fields * Radio buttons * Check boxes * Drop-downs The examples in this article use an event registration form that includes all of these field types. ## Support by generation method Support for each field type depends on how you generate the document. | Field type | API | Automate | Box web app | Box for Salesforce | | - | - | - | - | - | | Text fields | Yes | Yes | Yes | No | | Radio buttons | Yes | No | Yes | No | | Check boxes | Yes | No | Yes | No | | Drop-downs | Yes | No | Yes | No | > [!NOTE] > > PDF templates are not supported in the Box for Salesforce app. The following example displays a filled event registration form that includes each field type Box Doc Gen supports. ![Event registration form with text fields, check boxes, radio buttons, and drop-downs.](https://mintcdn.com/product-docs/ZoeUpy7qbTp4k9mU/images/box-doc-gen/event-registration-form-supported-field-types.png?fit=max\&auto=format\&n=ZoeUpy7qbTp4k9mU\&q=85\&s=cde9715aa6c8fea873bd9795d3956955) ## Text fields Box Doc Gen replaces a text field in a PDF template with the value you provide. Pass the field name and its value as part of the document generation request. To generate a document using the API, pass the field name and its value in the JSON schema used in the API call. For example, to fill a text field named `firstname`: ```json theme={null} { "firstname": "value" } ``` ## Radio buttons Radio buttons let you select exactly one option from a group. In the example form, **Session Preference** uses radio buttons: Morning, Afternoon, or Evening. Selecting Afternoon automatically deselects the others. How it works: * Provide the group name and the option you want selected. The value must match the option exactly as defined in the PDF, and it is case-sensitive. * One option from the group is selected. * The previously selected option, if any, is automatically deselected. What does not work: * Selecting more than one option in the same group. Radio buttons are single-selection only. * Deselecting all options. If you omit the field, the template default stays selected, with no warning. * Approximate matches. For example, `afternoon` does not match `Afternoon`. To generate a document using the API, pass the field name and its value in the JSON schema. For example, to select an option in the `SessionPreference` radio button group: ```json theme={null} { "SessionPreference": "Afternoon" } ``` The following table describes what happens when a value is invalid or missing. | Situation | What Box Doc Gen does | What you should do | | - | - | - | | Value matches an option | Selects the option, with no warning | No action needed | | Field is missing from your input | Keeps the template default selected, with no warning | Always include required radio button fields explicitly | | Value does not match any option | Raises an `UNABLE_TO_GET_TAG` warning and selects no option | Check the exact option values defined in the PDF | ## Check boxes Check boxes let you select or clear one or more options in a PDF form. In the example form, **Language Preferences** uses check boxes: English and German are selected, while French, Spanish, and Mandarin are cleared. How it works: * Set each check box by name to `true` (selected) or `false` (cleared). Each check box is a separate field. * You can select or clear each check box independently. * You can select multiple check boxes at the same time, unlike radio buttons. * Setting a check box to `false` explicitly clears it, even if the template selects it by default. What does not work: * Passing anything other than `true` or `false`. Values such as `yes` or `1` are not recognized. * Controlling multiple check boxes with a single field name. Each check box must have its own entry. To generate a document using the API, pass the field name and its value in the JSON schema. For example, to select a check box named `English` and clear a check box named `French`: ```json theme={null} { "English": true, "French": false } ``` The following table describes what happens when a value is invalid or missing. | Situation | What Box Doc Gen does | What you should do | | - | - | - | | Value is correct | Selects or clears the check box, with no warning | No action needed | | Field is missing from your input | Raises an `UNABLE_TO_GET_TAG` warning and keeps the check box in its template default state | Add the missing field to your input | | Value is not `true` or `false` | Raises a warning and does not change the check box state | Use only `true` or `false` | ## Drop-downs Box Doc Gen can fill an option in a drop-down menu in a generated document. A drop-down field lets you select a value from a fixed list. In the example form, **Country**, **Dietary Requirements**, and **T-Shirt Size** are drop-downs. You can only choose values already in the list; you cannot type a custom entry. How it works: * Provide the field name and the option you want selected. The value must match one of the available options exactly, and it is case-sensitive. * A single option from the list is selected. * If you do not supply a value, Box Doc Gen uses the template default, with no warning. What does not work: * Selecting more than one option. Only single selection is supported. * Free-text entries that are not in the predefined list. * Approximate matches. For example, `united kingdom` does not match `United Kingdom`. To generate a document using the API, pass the field name and its value in the JSON schema. For example, to fill values in drop-down menus: ```json theme={null} { "Country": "United Kingdom", "DietaryRequirements": "Vegetarian", "TShirtSize": "Medium (M)" } ``` The following table describes what happens when a value is invalid or missing. | Situation | What Box Doc Gen does | What you should do | | - | - | - | | Value matches an option | Selects the option, with no warning | No action needed | | Field is missing from your input | Uses the template default, with no warning | Include all required drop-downs explicitly | | Value is not in the list | Raises an `UNABLE_TO_GET_TAG` warning and may leave the field empty or use the default | Use the exact option text from the PDF field properties | # Generating documents from a PowerPoint template Source: https://docs.box.com/en/box-doc-gen/powerpoint-templates/generating-documents-from-a-powerpoint-template Box Doc Gen can dynamically generate PowerPoint presentations from a PPTX template, such as a sales and offering deck or a business performance review deck. ## Generating PowerPoint presentations using Box Doc Gen Generate dynamic PowerPoint presentations in Box from a PPTX template, using data from your external systems or responses collected through Box Forms. To generate documents from a PowerPoint template, follow these steps: 1. Create your Box Doc Gen PPTX template. 2. Add the template to Box in one of the following ways: * Upload the template to your preferred folder, select the ellipsis icon (…), and then select **Mark as Doc Gen template**. * Upload the template directly in Box Doc Gen: select **Automate** in the left sidebar, and then, on the **Doc Gen** tab, select **New** > **Doc Gen Template**. 3. Generate the document using the Box Doc Gen API, Box Automate workflows, or the Generate document UI. > [!NOTE] > > To learn more about the tags you can use in a PPTX template, see [Supported PowerPoint features](/en/box-doc-gen/powerpoint-templates/supported-powerpoint-features). ## Next steps For more information on document generation, see: * [Generating documents using the Box Doc Gen API](https://developer.box.com/guides/docgen/generate-document/) * [Generating documents using Box Relay](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-with-box-doc-gen-and-box-relay) * [Generating documents using the Box web app](/en/box-doc-gen/generating-documents-using-doc-gen/generating-documents-using-box-web-app) # Supported PowerPoint features Source: https://docs.box.com/en/box-doc-gen/powerpoint-templates/supported-powerpoint-features Box Doc Gen lets you generate PowerPoint presentations from a PPTX template using text tags and image tags. This article describes each supported tag type and how to use it. ## Supported tag types Box Doc Gen supports the following tag types in a PPTX template: * Text tags * Image tags ## Support by generation method Support for each tag type depends on how you generate the document. | Tag type | API | Automate | Box web app | | - | - | - | - | | Text tags | Yes | Yes | Yes | | Image tags | Yes | No | Yes | ## Text tags A text tag is any data field of type string, number, or date. In the following example, fields such as `companyName`, `subscriptionPlan`, `renewalDate`, and `expiryDate` are used as text tags. ```json theme={null} { "companyName": "Acme Inc", "subscriptionPlan": "E-Advanced", "tcv": "100K", "renewalDate": "12-12-2026", "seatCount": "300", "expiryDate": "12-12-2026", "AETitle": "Senior Accounts Manager", "devCount": "30", "customAppsApiCallsAvg": "10000", "customApps": 15, "AccountExecutive": "John Doe" } ``` Create a PPTX presentation that includes the fields you want to replace dynamically. During generation, Box Doc Gen replaces the fields in double curly braces, such as `{{companyName}}`, with your data. This works with the API, Automate, and Box web app methods. ## Image tags Box Doc Gen can embed any image file stored in Box into the generated presentation. To use an image tag, follow these steps. ### Step 1: Upload the image file to Box Upload the image file you want to use to Box. > [!NOTE] > > If you use a service account to generate the document through the API, make sure the service account has access to the image file. ### Step 2: Author the Doc Gen template Box Doc Gen uses a placeholder image in the template. To set up a placeholder image: 1. Insert a reference or sample image into the PPTX template. You can adjust the dimensions and alignment of the placeholder image using the native tools in Microsoft PowerPoint. 2. Select the image, right-click it, and select **View Alt Text**. Add the following code, and then save the presentation: ```json theme={null} { "image-path": "brandLogo", "alt-text": "" } ``` In this code: * `image-path` is the key you want to use in your JSON schema. * `alt-text` is the alt text you want the image to have after generation. ### Step 3: Create the JSON payload To generate a document with an image file in Box, use the following schema: ```json theme={null} { "brandLogo": { "id": "2205350781386", "type": "image" } } ``` In this schema: * The key, such as `brandLogo`, matches the key used in the placeholder image. * `id` is the file ID of the image file in Box. * `type` signifies that this is an image file to embed in the document. The value must always be `image`. > [!NOTE] > > The image file ID must refer to your image file ID in Box. ### Step 4: Make a document generation request You can include images in your generated documents using one of the following methods: * **Box Doc Gen API** — generate documents with images programmatically. For details, see the Box Doc Gen API documentation. * **Box Doc Gen web app** — create documents with embedded images through the web interface. # Document generation statuses Source: https://docs.box.com/en/box-doc-gen/tracking-and-troubleshooting/document-generation-statuses Doc Gen uses the following statuses to indicate the state of document generation requests: | **Status** | **Description** | | - | - | | **Pending** | Doc Gen receives and validates a document generation request but doesn't start processing. | | **Submitted** | Doc Gen successfully submits a document generation request and acknowledges it for initial validation and processing. | | **Completed** | Doc Gen successfully processed the document generation request and generated the final document. | | **Completed with errors** | Doc Gen generated the document, but one or more non-critical errors occurred during the process. The document can be incomplete, partially formatted, or missing certain data or components. | | **Failed** | Doc Gen can't process the document generation request, and no valid output document is produced. | # Tracking document generation activity Source: https://docs.box.com/en/box-doc-gen/tracking-and-troubleshooting/tracking-document-generation-activity Doc Gen tracks all document generation activities for each template. You can view activity summaries and detailed information about individual generation requests. ## View activity for a template Doc Gen enables you to track your document generation activities for a Doc Gen template. To track this: 1. Go to **Relay** > **Doc Gen**. 2. Hover over the template you want to check and select the **View Activity** button. After that, the **Activity** page displays all document generation activities for that template. ## View details for a specific activity To troubleshoot errors or review specific generation details: 1. On the **Activity** page, hover over the activity that you want to review. 2. Select **View Details**. The **Activity details** page shows: * Request ID * [Status](/en/box-doc-gen/tracking-and-troubleshooting/document-generation-statuses) * Date and time of document generation * Template used * JSON data used * Link to the generated document # Troubleshooting request errors Source: https://docs.box.com/en/box-doc-gen/tracking-and-troubleshooting/troubleshooting-request-errors When you make a document generation request, it might fail at the request stage or during document generation. ## Request stage errors While request failures are rare, the following table describes possible error scenarios and how to troubleshoot them. | **Response code** | **Type** | **Issue** | **Solution** | | - | - | - | - | | 200 | Success | Doc Gen accepted the request for processing. | No action needed. Processing is in progress. | | 400 | Error | Invalid folder ID, output type, input source, or JSON format. | Verify that you include a valid folder ID, output type, input source, and JSON data format. | | 401 | Error | Unauthorized request. | Verify that you have access to the file. | | 403 | Error | Access denied to the content or resource. | Verify that you have access to the file and folder specified in the request. | | 404 | Error | The template file doesn't exist. | Verify that the specified template file exists. | | 429 | Error | Too many requests. | See the [rate limit guide](https://developer.box.com/guides/api-calls/permissions-and-errors/rate-limits) for information about request limits. | ## Document generation stage errors After Doc Gen validates the request and initiates document generation, failures can occur during processing. To troubleshoot these errors: 1. Check the [status of the document generation activity](/en/box-doc-gen/tracking-and-troubleshooting/document-generation-statuses). 2. [View the activity details](/en/box-doc-gen/tracking-and-troubleshooting/tracking-document-generation-activity) for the failed request. 3. Review the error information and JSON data used in the request. ## Box security limitations If document generation fails due to access restrictions, verify that Box Shield classification policies are configured correctly. Doc Gen requires access to templates to generate documents. If a Box Shield classification policy restricts access to a template, document generation fails. For more context, see [Box security limitations](/en/box-doc-gen/box-doc-gen-templates/box-doc-gen-limitations). # Enabling Known Folder Redirection on Windows Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/enabling-known-folder-redirection-on-windows Admins can set up known folder redirection to Box Drive for users by using system administration tools such as Group Policy Objects (GPO). At this time, end users cannot configure this feature. ## What is Known Folder Redirection? This new feature allows known folders, such as Documents and Desktop, to be located inside (or redirected to) Box Drive. These folders become part of Box Drive and will sync along with their contents, ensuring user files are backed up, synchronized, and accessible across devices. > [!NOTE] > > This feature is only available on [the new version Box Drive for Windows based on new architecture](/en/box-drive/getting-started-with-box-drive/new-box-drive-for-windows-built-on-a-new-architecture) (introduced in version 2.47). It is not yet supported on Box Drive for macOS. ## Before you start, check the requirements: * Ensure target devices have Box Drive version 2.50 or later installed. * Make sure your organization has upgraded to the new version of Box Drive, which is built on the newer architecture. Please see the [official Box Drive for Windows major update announcement](https://support.box.com/hc/en-us/articles/43744344988051) for how to opt in. The legacy version of Box Drive for Windows does not support this feature. ## Known options for remote enabling the feature: ### **Recommended Method for Enabling the Feature Remotely** To enable Folder Redirection remotely, use Group Policy. Follow the step-by-step instructions below and refer to Microsoft’s official guide for more details: Folder Redirection Using Group Policy: [https://learn.microsoft.com/en-us/windows-server/storage/folder-redirection/folder-redirection-using-group-policy](https://learn.microsoft.com/en-us/windows-server/storage/folder-redirection/folder-redirection-using-group-policy) > [!WARNING] > > Moving the contents of Known Folder to the new location is a separate action that should be performed after enabling Known Folder Redirection. For more details, see: [https://learn.microsoft.com/en-us/windows-server/storage/folder-redirection/folder-redirection-using-group-policy#configuring-other-settings-for-the-redirected-folder](https://learn.microsoft.com/en-us/windows-server/storage/folder-redirection/folder-redirection-using-group-policy#configuring-other-settings-for-the-redirected-folder) ### **Other remote options (may require more advanced configuration)** 1. **Local Group Policy Editor:** Configure Folder Redirection on individual machines via the Local Group Policy Editor (gpedit.msc), useful for testing or small-scale setups. 2. **PowerShell Scripting:** Automate folder redirection settings by scripting registry changes or applying GPOs remotely through PowerShell. 3. **System Center Configuration Manager (SCCM):** Deploy policies or scripts across managed devices to configure Folder Redirection enterprise-wide. 4. **Third-Party Management Tools / MDM Solutions:** Use endpoint management platforms such as Microsoft Intune to configure folder redirection or similar user data redirection features. ## Known limitations and key considerations: * Do not rename or delete the redirected folders on Box.com * Moving the contents of a Known Folder to a new location after enabling Folder Redirection is currently not supported. You need to perform this action separately upon enabling Folder Redirection. * When redirecting a known folder to a new location on Box Drive, ensure the target folder already exists and the user has edit permissions for it. ## How to disable Known Folder Redirection: Follow the instructions used to move to Box Drive, using a local folder to relocate files. The files on Box.com will be deleted if they are moved back during the revert process. ## How to block end users from accessing Known Folders Redirection: To block users from using Known Folder Redirection, admins can disable or hide the "Location" tab in the folder properties of known folders on Windows. This prevents users from changing the folder redirection settings manually. To do this, use Group Policy or registry edits to remove access to the "Location" tab for those folders, effectively blocking users from redirecting these folders to Box Drive or other locations. # Large Scale Deployments: Box Drive Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/large-scale-deployments-box-drive This article contains recommendations and considerations for administrators who want to deploy Box Drive to many computers. ## Box Drive and other Enterprise features * Box Drive supports [Device Trust](/en/box-admin-tools/box-security/setting-up-device-trust-security-requirements) but does not support [Device Pinning.](/en/box-admin-tools/box-security/device-pinning) * Box Drive's activity will appear in the **Admin Reports** in the same way other application activity is logged. The comment **Service: Box Drive** will appear in the **Change Details** column of a **User Activity** report.  To learn how to generate Admin reports, see [this article](/en/box-admin-tools/reporting-and-insights/running-reports). * Box Drive also supports marking content to make it available offline. More information on [enabling the mark for offline feature](/en/box-drive/deploying-and-managing-box-drive/enabling-the-mark-for-offline-feature-for-your-enterprise). * More information on [Box Drive update behavior](/en/box-admin-tools/how-to-guides-for-admins/box-desktop-application-update-behavior). ## Migrate from Box Sync to Box Drive Box Sync and Box Drive are two separate desktop applications that give you the ability to access Box content from your desktop environment. However, there are known issues with having **both** Box Sync and Box Drive installed on a single machine. And since Box Drive has nearly all of Sync’s capabilities -- including the ability to work offline -- and since it includes an automated Sync Uninstaller, it’s worthwhile, simple, and fast to transition fully to Box Drive. Start the Box Drive install process and Drive automatically uninstalls Box Sync and then cleans up your synced files. [More information on installing Box Drive](/en/box-drive/getting-started-with-box-drive/uninstalling-box-sync-using-box-drive). When you install, you can also [configure the default Box Drive folder location.](/en/box-drive/deploying-and-managing-box-drive/configuring-the-default-box-drive-folder-location-windows-only) And here are details on [enabling Box Drive in your organization](/en/box-drive/deploying-and-managing-box-drive/enabling-box-drive-for-your-users). ## Windows You can install Box Drive by downloading and running the [**Box Drive MSI**](https://www.box.com/drive). Before running the MSI, install the corresponding prerequisites listed below. There will not be a .exe installer for Box Drive. ### Prerequisites: See [the Box OS support policy.](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support) See [http://msdn.microsoft.com/en-us/library/windows/desktop/aa372024(v=vs.85).aspx](http://msdn.microsoft.com/en-us/library/windows/desktop/aa372024\(v=vs.85\).aspx) for more information about performing silent MSI installs. > [!WARNING] > > **Important Considerations:** > > * Even with a silent MSI install, end users must login to Box Drive manually themselves. ## Mac ### Prerequisites: See [the Box OS support policy.](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support) Administrators can distribute the **[Box](https://www.box.com/resources/downloads/drive) [Drive](https://www.box.com/drive) [PKG file](https://www.box.com/drive)** to Mac users within their organization using standard application deployment tools. Alternatively, IT departments can install the PKG when imaging machines. > [!WARNING] > > **Important Considerations:** > > * You must log into Box Drive manually the first time you launch the app. > * When installing Box Drive as the root user, all users on the machine must manually add Drive to their list of startup items ## Box Drive Auto-Updates Box Drive automatically prompts you to update to the latest version when an updated version is available. You can choose not to update, but we do not recommend using outdated versions, as Box supports only the latest version of the product. Get [more information on the experience of updating Box Drive.](/en/box-drive/getting-started-with-box-drive/installing-and-updating-box-drive) ## Box Drive in VDI Environments For best results in virtual environments, we recommend persisting `LocalAppData\Box\Box` ## Box Drive Technical Information For more detailed technical information on Box Drive's caching behavior and local storage usage, please review this [technical information for Box Administrators](/en/box-drive/deploying-and-managing-box-drive/technical-information-for-box-drive-administrators). ## Box Drive General Limitations For more information see [Box Drive's known limitations](https://support.box.com/hc/en-us/articles/360043696454). # Technical Information for Box Drive Administrators Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/technical-information-for-box-drive-administrators This article contains information on the directories that Box Drive uses to store items on your machine, as well as important details about the Box Drive cache. ## Box Drive Directories (where Box Drive stores items on your machine): * Your Box folder: * **Windows:** C:\Users\\Box * **MacOS:** * \~/Library/CloudStorage/Box-Box * Logs: * **Windows:** C:\Users\\AppData\Local\Box\Box\logs * **MacOS:** /Users/\/Library/Logs/Box/Box * The Box Drive application itself: * **Windows:** C:\Program Files\Box\Box\Box.exe * **MacOS:** /Applications/Box.app * Cache folder: * **Windows:** C:\Users\\AppData\Local\Box\Box\cache * **MacOS:** /Users/\/Library/Application Support/Box/Box/cache ### Collecting Box Drive logs For details on how to collect and submit Box Drive logs, see [How to Submit Box Drive Logs](https://support.box.com/hc/en-us/articles/360044193913-How-to-Submit-Box-Drive-Logs). > [!WARNING] > > Logging out of Box Drive deletes all log files. Collect the logs before you log out. ## Verifying your storage amount * Do not use the Box folder properties to determine anything about your Box account. * On MacOS, the Box folder's **Capacity** and **Available** space are the same values as the Macintosh HD drive values * On Windows, the Box folder's **Used space**, **Free space**, and **Capacity** are the same values as the C:\ drive values. * To determine the actual local space that Box Drive takes up, examine the properties of Box's cache folder: * **Windows:** C:\Users\\AppData\Local\Box\Box\cache * **MacOS:** /Users/\/Library/Application Support/Box/Box/cache * Run the following command in Terminal to get the space taken up by Box Drive cache on the local device: `du -sh ~/Library/CloudStorage/Box-Box` ## Cache information and behavior * When you add a file to Box Drive, Box copies the file into the Drive cache folder, which creates a local copy of the file. When adding larger files to Drive, be sure to provide enough local storage for the local copy of the file. If there isn't enough local storage for the copy, then the original file is used for the upload. This can cause errors and failures if the file is modified or moved while it is being uploaded. * When you open a file in your Box folder, Box Drive downloads the file to **the mount point** (folder location above) to open the file. * Box Drive deletes a cached file: * When the file cache has not been modified for the past 30 days -- that is, no modifications are made to the cached file. * You can reduce this duration on Windows. (To adjust the cache duration, please see steps [below](/en/box-drive/deploying-and-managing-box-drive/technical-information-for-box-drive-administrators#modifying-the-maximum-cache-duration-limit).) * If the same file on Box is updated with a new version on Box. * In this case, Box Drive's locally cached file is no longer up to date, and Box deletes it. Box Drive does not re-download the file until you re-open the file through your Box folder. * If you reach the cache size limit.  In this case, Box removes first those cached files that have gone the longest without being modified. * When you log out of Box Drive. * Box Drive deletes a cached file that is **available offline** if you log out of Box Drive. * Box Drive's maximum cache size limit is set to 50% of your available local disk space or 25 GB, whichever is smaller.  Box Drive requires at least 1 GB of free space to function properly. (To do this, please see steps below.) * Modifying the maximum cache size is supported on Windows. It is not supported on MacOS. * Files marked for offline access do not count against this limit. You can fill up your hard drive until you have 2 GB of remaining space. * Box Drive cannot delete a cached online-only file in the following cases (in these cases it's possible the limit can be exceeded): * the online-only file has changes that never uploaded to Box * another program is preventing Box Drive from deleting the online-only file. * **Do not** use or modify files in the cache folder. Doing so may result in unexpected behavior. Always access your content through the Box folder. * Box Drive cache is not encrypted, and is removed automatically when you uninstall Box Drive on Windows.  On MacOS, deleting Box Drive does not delete the cache.  Therefore, Box provides a Bash shell script, **uninstall\_box\_drive**, with the Mac version of Box Drive that enables you to delete the cache. * Logging out of Box Drive deletes all cached files (including offline files and offline preferences), unsupported files, and all log files. * It is not possible to completely disable Box Drive's caching functionality. ## Modifying the maximum cache limit (Windows Only): You can change Box Drive's maximum cache size limit from the default 25GB by following the steps below. We do not recommend setting the limit to below 5GB. Limiting the cache size too aggressively can degrade the end user experience. **Windows**: 1. Add a new **DWORD** registry value called **MaximumCacheSize** under HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box. 2. **MaximumCacheSize** should be set to an integer value representing the new cache limit in GB (for example, setting **MaximumCacheSize**'s value to **6** would mean the cache max is **6GB**). 3. Quit and re-launch Box Drive after making this change. This new limit applies to all Windows users on the machine. Get more information on modifying the Windows registry here: [https://support.microsoft.com/en-us/topic/how-to-add-modify-or-delete-registry-subkeys-and-values-by-using-a-reg-file-9c7f37cf-a5e9-e1cd-c4fa-2a26218a1a23](https://support.microsoft.com/en-us/topic/how-to-add-modify-or-delete-registry-subkeys-and-values-by-using-a-reg-file-9c7f37cf-a5e9-e1cd-c4fa-2a26218a1a23) To revert the limit, delete the **MaximumCacheSize** registry value and re-launch Box Drive. **MacOS**: Box Drive on MacOS doesn't support the ability to configure maximum cache size. MacOS manages the caching functionality. ## Modifying the maximum cache duration limit: You can change Box Drive's maximum cache duration limit from the default 30 days by following the steps below. You can set it to any whole number between 1 and 30.  In most cases we do not recommend reducing the cache duration, as that causes Box to delete the cached file sooner. If you access this online-only file again, the file downloads to the cache again. Setting a low cache duration value causes Box to repeatedly delete and download files based on user activity, and can strain your network bandwidth, in turn causing a degraded customer experience. **Windows**: 1. Add a new **DWORD** registry value called **MaximumCacheAge** under HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box. 2. Set **MaximumCacheAge** to a value representing the new cache limit in number of days.  For example, setting **MaximumCacheAge**'s value to **6** means Box deletes the file from the cache in **6 days** if it has not been edited. 3. Quit and re-launch Box Drive after you make this change. This new limit applies to all Windows users on the machine. Get [more information on modifying the Windows registry](https://support.microsoft.com/en-us/help/310516/how-to-add-modify-or-delete-registry-subkeys-and-values-by-using-a-reg). To revert the limit, delete the **MaximumCacheAge** registry value and re-launch Box Drive. **MacOS**: 1. Open the Terminal 2. Run the command below. Replace Cache\_Limit\_Here with an integer representing the new cache duration in number of days:\ `defaults write com.box.desktop MaximumCacheAge -int Cache_Limit_Here` 3. Quit and re-launch Box Drive after you run this command. This new limit applies only to the Mac user who ran the command. It does not apply to all Mac users on the machine. To revert the limit: 1. Run the following command in Terminal:\ `defaults delete com.box.desktop MaximumCacheAge` 2. Re-launch Box Drive. ## Disabling the Search Hotkey Are you already using the Search hotkey with another application, and do not want to apply it in the context of Box Drive? With Box Drive v2.5 +, you can disable the hotkey that Box Drive uses to launch the Box custom Search UI. To do this: **In a Windows environment** 1. Create a DWORD registry entry called GlobalHotKeyCharacter with a value of 0 under: `HKEY_CURRENT_USER/Software/Box/Box` 2. Reboot Box Drive. **In a Mac environment** 1. Create a boolean preference under com.box.desktop.ui called DisableSearchShortcut set to true. * To do this from terminal run the following command: * `defaults write com.box.desktop.ui DisableSearchShortcut -bool true` 2. Reboot Box Drive. **Related Links** [Using Box Drive Basics](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) [Installing and Updating Box Drive](/en/box-drive/getting-started-with-box-drive/installing-and-updating-box-drive) [Large Scale Deployments of Box Drive](/en/box-drive/deploying-and-managing-box-drive/large-scale-deployments-box-drive) [Enabling Box Drive for your Users](/en/box-drive/deploying-and-managing-box-drive/enabling-box-drive-for-your-users) [Enabling the Mark for Offline Feature for Your Enterprise](/en/box-drive/deploying-and-managing-box-drive/enabling-the-mark-for-offline-feature-for-your-enterprise) [Uninstalling Box Sync Using the Box Drive Installer](/en/box-drive/getting-started-with-box-drive/uninstalling-box-sync-using-box-drive) [Configuring the Default Box Drive Location](/en/box-drive/deploying-and-managing-box-drive/configuring-the-default-box-drive-folder-location-windows-only) # About Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/about-box-drive Box Drive is the only unlimited cloud drive built for the enterprise. Access billions of files from the comfort of your desktop without needing to take up much of your actual hard drive space. Work with these files in the cloud just as if they were on your desktop through your Apple Mac Finder or your Windows Explorer. Whether you create a new Microsoft Word document or edit a PDF in Adobe, any changes you make automatically save back to Box. You can also right-click any file or folder to take advantage of collaborative Box features such as sharing and locking or creating Box Notes. You can also mark content for offline use; Box downloads this content to your device's hard drive so you can work on it without being connected to the Internet. Drive automatically uploads the changes you made offline the next time you connect. (Unlike working with online files, marking content for offline use does take up hard drive space.) If you already use Sync, consider switching over to Box Drive. Drive includes an uninstaller that automatically removes Sync and cleans up your synced content. **Related Links** * [Box Drive Basics](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) * [Uninstalling Box Sync](/en/box-drive/getting-started-with-box-drive/uninstalling-box-sync-using-box-drive) * [Switching from Box Sync to Box Drive](/en/box-drive/getting-started-with-box-drive/switching-from-box-sync-to-box-drive) # Box Drive for Google Workspace Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/box-drive-for-google-workspace With Box Drive for Google Workspace, right from within Box Drive you can access and then work on your Google files stored in Box. The files save automatically, directly back into Box Drive. You do not need Google Drive. Get details on [how to use Box Drive for Google Workspace](https://support.box.com/hc/en-us/articles/360043695674). # Connecting AI apps to Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/connecting-ai-apps-to-box-drive ## Why connect your AI apps? Connecting your AI agents gives your agents the connectivity and collaboration benefits from using Box Drive. Box Drive holds a wealth of knowledge across the files you store in it. When an AI app can read that content, you get to insights and actions faster. An agent can draft a presentation, build a spreadsheet, or answer questions about a project, all grounded in your Box content. This article covers two ways to make that connection: pointing an app at a Box Drive folder on your computer, and connecting the app directly to Box. In this article, we will cover a few examples of how to connect your AI apps to Box Drive. ## Pointing an AI app at a Box Drive folder You can give your agent access to folders in Box Drive for it to work in for a session. The agent will then be able to comb through the files in your given directory to use as context for your workflows. **Windows Users** For those on Windows, moving to the new Windows architecture for Box Drive improves how Box Drive interacts with local applications that read and write files directly on your device, including local agents. The new architecture ensures Box Drive behaves similarly to a standard local drive, so your agents can reliably utilize Box Drive. If you are not already on the new architecture, follow the steps here to opt into the new architecture. **Getting Started** In setting up a workflow, applications typically allow you to scope the directory in which the agent will get its context from. With Box Drive set up, the specific folders on Box Drive can be selected as the working directory for the agent, which will allow it to sift through content on your Box Drive to retrieve information, work on files, and more. The examples below use a folder named *Acme* in Box Drive that contains files such as *Q4 2025 Results.pptx*. ![The Acme folder open in Finder, listing Box Drive files including Q4 2025 Results.pptx](https://mintcdn.com/product-docs/7_nzZaLyTjJmOCwG/images/box-drive/file-explorer.png?fit=max\&auto=format\&n=7_nzZaLyTjJmOCwG\&q=85\&s=e9bb3912b934a3868d90d5a6f78b8181) ### ChatGPT 1. In ChatGPT, select **Choose project**. ![The ChatGPT composer with the Choose project button below the message box](https://mintcdn.com/product-docs/btkdJYIDqx2Q38jk/images/box-drive/chatgpt-box-window.png?fit=max\&auto=format\&n=btkdJYIDqx2Q38jk\&q=85\&s=e10e8803de06e9e423c28d3f2991d799) 2. From the menu that displays, select **New project**. ![The ChatGPT project menu with a New project option](https://mintcdn.com/product-docs/7_nzZaLyTjJmOCwG/images/box-drive/options.png?fit=max\&auto=format\&n=7_nzZaLyTjJmOCwG\&q=85\&s=8868bc03dcc78776883304554ac051e7) 3. Add a new source folder to the project. 4. In Finder, locate your *Acme* folder in Box Drive, then select **Open**. 5. With the folder loaded, select **Create project**. Your Box Drive folder is now the directory the project works from. ![The ChatGPT composer showing the Acme folder attached to the project](https://mintcdn.com/product-docs/btkdJYIDqx2Q38jk/images/box-drive/chatgpt-window.png?fit=max\&auto=format\&n=btkdJYIDqx2Q38jk\&q=85\&s=a6ed1dd582454bb22d50bd398951e67e) ### Claude Cowork 1. Launch Claude, then select **Work in a project or folder**. ![The Claude Cowork start screen with the Work in a project or folder option below the message box](https://mintcdn.com/product-docs/btkdJYIDqx2Q38jk/images/box-drive/claude-window.png?fit=max\&auto=format\&n=btkdJYIDqx2Q38jk\&q=85\&s=30da43ea05b07d510b079332b2292c4d) 2. In Finder, locate your *Acme* folder in Box Drive, then select **Open**. Your *Acme* folder is now referenced in Cowork. ### Cursor 1. In Cursor, select the repository menu, which reads **No Repo** when no folder is selected. ![The Cursor composer with the repository menu set to No Repo](https://mintcdn.com/product-docs/7_nzZaLyTjJmOCwG/images/box-drive/cursor-window.png?fit=max\&auto=format\&n=7_nzZaLyTjJmOCwG\&q=85\&s=a65975f5c33bd9aa5d85df9f37cb889c) 2. If your folder is not in the list of recent repositories, select **Use Existing…** > **Open Folder**. ![The Cursor repository menu with Use Existing highlighted and an Open Folder option in the submenu](https://mintcdn.com/product-docs/7_nzZaLyTjJmOCwG/images/box-drive/cursor-window-open.png?fit=max\&auto=format\&n=7_nzZaLyTjJmOCwG\&q=85\&s=1a454ec3d19fbaa210fb8a8490fb7ff9) 3. Locate your *Acme* folder in Box Drive, then select **Open**. Your folder is now the working repository for the session. ![The Cursor composer with the repository menu set to the Acme folder](https://mintcdn.com/product-docs/7_nzZaLyTjJmOCwG/images/box-drive/cursor-window-folder-selected.png?fit=max\&auto=format\&n=7_nzZaLyTjJmOCwG\&q=85\&s=ff47d0b66c54a0d68903d80776ee4fdf) > [!NOTE] > > An AI app reads only the folder you point it at. To change its scope, select a different Box Drive folder. ## Connecting an AI app directly to Box Drive For users with the respective AI agent already on their desktop, Box Drive also supports the ability to send specific folders and files straight to these agents from the context menu. Users can right-click on the file or folder of their choice, and select one of the **Open with \_ \_ \_ \_** options available to them. This option will set the selected file or folder as the context right in the agent. ## Connecting directly to Box Box Drive syncs your files to Box, where they are stored in the cloud and covered by Box security and compliance protections. For more on those protections, see the [Box Trust Center](https://www.box.com/trust). Box supports three integration types for connecting an app directly to Box: * AI Search * AI Indexing * Box MCP Server To set one up, see [About Box MCP Server](/en/box-mcp/about-box-mcp-server) or the Box Support article on [connecting to Box from third-party AI apps](https://support.box.com/hc/en-us/articles/48273464323987-Connecting-to-Box-from-Third-Party-AI-Apps). ## What's next With your agent(s) having access to your Box Drive directory, it can use all the content you have uploaded onto Drive as its context. This unlocks various agentic workflows. You can ask your agent a question or have it start a new PowerPoint, all underpinned by your files as context. # Hiding files and folders in Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/hiding-files-and-folders-in-box-drive In Box Drive, you can hide files and folders from your view in Explorer/Finder to show only relevant and necessary items. When you hide a file or folder, it disappears from your local Box folder tree, making it easier to find active work, but it remains in your Box account—securely stored in the cloud, available in Box.com and still searchable in Box Drive. Important * Hiding files and folders **does not**: * Delete content or change collaborator permissions. * Remove content from Box. The content is still available on the Box website and through search. * Hide files and folders from other collaborators. # Requirements * Box Drive version 2.48 must be installed on devices # How Hidden Files & Folders Work * **Personal and device-specific**: Hiding a file or folder in Box Drive only removes, not deletes, it from your Finder (Mac) or File Explorer (Windows) on that device. The item remains in Box and with collaborator visibility. * **Still searchable and accessible:** Hidden files and folders remain part of your Box account. They are hidden from view but still synced and cached on your local machine—not deleted. You can search their contents in Box Drive, appearing in the search results. Newly shared content will always show up by default—even if its parent folder is hidden. * **Marked for Offline folders:** If you hide a file or folder that is marked for offline access, it will still be updated whenever you are online and remain available when offline. Hiding the file or folder helps clear up your item view—it does not affect its availability when you go offline. # Hiding a File/Folder with Finder/Explorer: ## To hide items: 1. Open Finder (Mac) or File Explorer (Windows) 2. Right click on the item 3. Select **Hide this Folder** or **Hide this File.** # Hiding or Unhiding Folders/Files through Preferences **Windows:** 1. Open Box Drive Preferences via: * System tray Box icon → Gear icon → Preferences * Keyboard shortcut: Ctrl + Shift + Alt + B → Gear icon → Preferences * Right-click system tray Box icon → Preferences 2. Navigate to folder visibility settings within Preferences. **macOS:** 1. Open Box Drive Preferences via: * Click Box icon in menu bar → Select gear icon → Preferences * Keyboard shortcut: Ctrl + Shift + Alt + B → Gear icon → Preferences * Right-click system tray Box icon → Preferences 2. Navigate to folder visibility settings within Preferences. 3. Click "Change Selection..." button # Changing Box Drive Hide/Unhide Preferences Opening the Preferences menu displays a list of your Box folders and files: * **Checked folders** - visible in Box Drive. * **Unchecked folders** - hidden in Box Drive. To Modify: 1. Uncheck the box for any folder/file you want to **hide**. 2. Check the box for any folder/file you want to **unhide** (make visible). 3. Click **Done** to save changes. # Searching Hidden items and Unhiding from Box Drive ### **On Windows** 1. Click the **Box icon** in the system tray/menu bar 1. Alternatively: Use **Ctrl + Shift + Alt + B**. 2. To search all of Box Drive, type your keywords — results appear as you type. 1. Within a specific folder: 1. Click the **Search inside a Folder** icon 3. Right-click the item and click Unhide File or Unhide Folder; item will reappear in the File Explorer ![hidden-content-in-search-results](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/hidden-content-in-search-results.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=5f56dc6c10828389f9812eaee691fa2d) ### **On Mac** 1. Click the **Box icon** in the menu bar to open the search bar 1. Alternatively: Use **Ctrl + Option + Cmd + Space** 2. Search for the item 1. Within a specific folder: 1. Click the **Search inside a Folder** icon 3. Right-click the item and click Unhide File or Unhide Folder; item will reappear in Finder ![hidden-content-in-search-results](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/hidden-content-in-search-results-2.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=ea9ff660fd9f27e44a833688a6921204) # Known Issues * Partially hidden folder states do not persist after closing the **Preferences** menu. The correct visibility restores when you next navigate to a hidden item. * On Mac, **Hide This Folder/File** context menu option does not appear for some items. * Select **Refresh File/Folder**, then **Hide This File/Folder** will appear. # Installing and Updating Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/installing-and-updating-box-drive Download the Box Drive installer from the [Box Drive downloads page](https://www.box.com/resources/downloads/drive). The same page provides the macOS and Windows installers. ### If you already have Box Sync installed Box does not support running Box Sync and Box Drive on the same machine at the same time, and there are [known issues](https://support.box.com/hc/en-us/articles/360043696454) with that configuration. You do not need to uninstall Box Sync first. Run the Box Drive installer, and the built-in Sync uninstaller removes Box Sync during setup. Follow any prompts that appear. For details, see [Uninstalling Box Sync using Box Drive](/en/box-drive/getting-started-with-box-drive/uninstalling-box-sync-using-box-drive). The "Box Sync is not installed" prerequisite in the sections below describes the end state the installer produces. It is not a step you have to complete before running the installer. ## Mac Prerequisites: * [Supported OS version](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support) * Box Sync is not installed, or you allow the Box Drive installer to remove it during setup Recommended minimum system specifications: * 1.6GHz dual core processor * 4GB of RAM > [!NOTE] > > If your machine does not meet the recommended system specifications, you may still be able to install and run Box Drive. However, you may encounter a degraded experience. ### To install Box Drive on macOS: 1. [Download the Box Drive installer](https://www.box.com/resources/downloads/drive). 2. Navigate to the location where you saved the file, then, double-click it. The installer starts. 3. When prompted, select **Install for all users of this computer** and click **Continue**. 4. **DO NOT** change the install location. Click **Install**. ![macos-installation-window-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-installation-window.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=641055df6842d8dfc84852e5c9ead3e3) 5. The system displays a notification when the installation completes. Click **Close**. 6. Box Drive launches. You must log in to Box Drive the first time you open it. (You may be redirected to your company's login page.) After you log in, Box Drive displays a brief walkthrough of its features. When this is complete, your Box content is available at \~/Box. ## Windows Prerequisites: * [Supported OS version](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support) * [Universal CRT](https://support.microsoft.com/en-us/help/2999226/update-for-universal-c-runtime-in-windows) * [.NET Framework 4.8, or higher](https://github.com/Microsoft/dotnet/blob/main/releases/README.md) * Box Sync is not installed, or you allow the Box Drive installer to remove it during setup Recommended minimum system specifications: * 1.6GHz dual core processor * 4GB of RAM > [!NOTE] > > If your machine does not meet the recommended system specifications listed above, you may still be able to install and run Box Drive. However, you may encounter a degraded experience. ### To install Box Drive on Windows: 1. [Download the Box Drive installer](https://www.box.com/resources/downloads/drive). 2. Navigate to the location where you downloaded the file, and double-click it to run the installer. 3. Follow the instructions to complete the installation. If Box Drive does not launch automatically when the installation completes, you may need to go to the **Start** menu and launch the application manually. 4. You must log in to Box Drive the first time you open it. You may be redirected to your company's login page. 5. After you log in, Box Drive displays a brief walkthrough of its features. When this completes, your Box content is available at C:\Users\USERNAME\Box. ## Signing In ### Mac After installation, Box Drive prompts you to sign in. You may be redirected to your company's login page. After you log in, Box Drive displays a new Finder window. **Box** should display in the Finder sidebar, under **Locations**. ### Windows Box Drive runs automatically after it is installed. You can also open it from the **Start** menu. To start using Box Drive, simply sign in to Box at the prompt. You may be redirected to your company's login page. After you launch Box Drive for the first time, you can access Box from either the **File Explorer** or the Windows system tray. ### Logging out / switching accounts To log out from Drive, click the Box Drive icon in your system tray (Windows) or menu bar (macOS). With the search window open, click the gear icon and then click **Logout**. > [!NOTE] > > Logging out completely removes all traces of your Drive usage from your machine and enables you to log in again as a new user. Also, when you log out, your Box Drive session ends and the login screen displays. In addition, logging out of Box Drive deletes all of the downloaded content you had marked for offline availability. This clears up hard disk space on your device. This also returns to an online-only state all of the content you have marked for offline availability, and you must repeat the process of marking folders for offline availability. ## Updating Box Drive It is important always to update as soon as possible to ensure you are taking advantage of the latest features and also that you are on the most stable version. ## Updating on Mac When an update becomes available, Drive displays a system notification to inform you, and also adds a badge to the Box icon in your menu bar. ![update-drive-1-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/update-drive-1.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=3f2e6288981c28108acdda53e2c4ce2c) 1. To install the update, in the system notification, click **Update Now**. If you have closed the notification or missed it, you can navigate to the search menu by clicking the Box icon in your menu bar or by using the keyboard shortcut **Ctrl + Option + Cmd + Space**. 2. From the search menu, begin the update either by clicking **Update Available** or by clicking the gear icon and then clicking **Update**. Box Drive then prompts you to close any open Box Drive files and proceed with the update. Box Drive can also auto-update when it launches. If Drive detects that an update is available while it is starting up, it automatically applies the update without requiring any action on your part. ## Updating on Windows When an update becomes available, Drive displays a system notification to inform you, and also adds a badge to the Box icon in your menu bar. ![update-drive-2-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-drive/update-drive-2.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=efa20f0c9f690e9792a1fc096ba5e40a) 1. To install the update, in your system tray, click the Box icon to display the search menu, or use the keyboard shortcut **Ctrl + Alt + Shift + B**. 2. From the search menu, begin the update either by clicking **Update Available** or by clicking the gear icon and then clicking **Update**. Box Drive then prompts you to close any open Box Drive files and proceed with the update. Box Drive can also auto-update when it launches. If Drive detects that an update is available while it is starting up, it automatically applies the update without requiring any action on your part. ## Critical Updates In some cases, updates are marked as critical if they contain key new features or important stability and bug fixes. Box Drive reminds you every day to update any new critical version to ensure you get the best experience. ![updatemethods-callouts-windows-1-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-drive/updatemethods-callouts-windows-1.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=32f4e2cba4f5107ce7b15866feaed6fa) # Making Content Available Offline Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/making-content-available-offline With Box Drive's Mark for Offline feature, your Box cloud content is available wherever you are - in a remote office, traveling on a plane, and so on - regardless of internet connectivity. Just select the Box folders you need access to, and Box Drive automatically downloads all of the folder contents to your computer. If you or someone else makes changes to this content while you're offline, Box Drive automatically uploads the revised content when you are back online so you are always working with the most up-to-date versions of your files. **To make content available offline:** 1. Navigate to your Box folder in Explorer or Finder. 2. Right-click on the folder you want. * Only folders to which you have download permission can be made available offline. 3. In the context menu that displays, click **Always keep on device**. ![Windows file context menu with Always keep on this device option highlighted by a red arrow.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-context-menu-always-keep.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=7cdb9f0b601c3b99cf86b4544feeba4f) Box Drive immediately begins downloading the contents of this folder to your device. As files and folders download, they display with an orange **Pending** icon, meaning they are in the process of being downloaded. When items finish downloading they display with a green **Available Offline** icon. ![Four Box Drive file status icons labeled Only Available Online, Always Available, Locally Available, and Sync In Progress.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/four-box-drive-status.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=71fe45ad7667e2f901a2f8f9daa24ef4) > [!NOTE] > > Content you have saved or added to Box Drive also displays as pending while the upload is in progress. You can keep working within your content while Box Drive uploads or downloads in the background. If you go offline or quit, Box Drive will automatically resume where it left off when you are back online. Opening a pending file in Box Drive moves that file to the front of the queue so it can download immediately, allowing you to start working on that file without delay. > [!TIP] > > Only make essential folders available offline. Box Drive downloads entire folders which can quickly use up your device’s storage. > [!NOTE] > > You cannot make G Suite files (Google Docs, Sheets, and Slides) available to work offline. You also cannot make Box Notes available to work offline. These are all online-only formats. **Working by yourself? Open any file in a folder you’ve marked for offline, and:** * If you’re working online, Box Drive automatically uploads your revised file each time you save. * If you’re working offline, Box Drive automatically uploads all of your changes the next time you are online. **Collaborating with another person?** Box uploads changes as you save, but collaborators cannot see each other’s edits in real time. Changes only appear after each person saves, closes the file, and Box Drive finishes syncing. This applies whether you are online or offline. Because of this, two people can save conflicting edits. For example, if you reconnect first, your version uploads as the latest. When your collaborator reconnects, their version uploads as a separate version. You will then need to choose which version to keep. **Moving files and folders?** **Files** always inherit the status of the folder that contains them. In this case, if you move a file into a folder that is available offline, that file will be available offline, regardless of the file’s prior status. Likewise, a file you move into a folder that is available online only will not be available offline, again regardless of its prior status. **Folders**, with one exception, always preserve their initial status regardless of where they’re moved – that is: * Folders that are available offline retain that status. * Folders that are available online retain that status. There is one exception: when a folder that is online only moves into another folder that is available offline. In that case, the status of the online-only folder changes and its contents are made available offline. > [!WARNING] > > The behavior above occurs regardless of who moves the content. So if someone else takes content that you have available online only, and moves that content into a folder that you have available offline, Box Drive downloads that content. **Can you change your mind and make offline folders available only online?** Yes. The "available offline" menu item is a toggle. So just as you'd make a folder available offline, you can right-click on an offline folder and, in the context menu that displays, click **Free up space.** This feature removes the downloaded content from the local storage to save space on your internal drive. ![Windows file context menu with Free up space option highlighted by a red arrow.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-context-menu-free-space.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=88a914bc2cb0044e8473495521f20081) **Accessing Box Drive from different machines?** You can make content available offline on a per machine basis. For example, if you're using Box Drive on your work computer as well as your home computer, you can have different content made available offline on each computer. This enables you to tailor to your need the set of content you make available offline for each device. **What if I don’t have permission to download a file that's in a folder marked as available offline?** It’s possible you might try to make a folder available offline for which you do not have download permissions -- for example if you have view-only access. Box Drive does not download these files. Instead it labels these files as problem items, displaying them with an exclamation point in a red circle. These files cannot be downloaded. You can undo the action and return the folder to an online-only state, which clears the problem items. Or if you must have offline access, you can contact the folder owner to gain the proper permission. If you gain permissions, retry your problem items to correct the downloads. **What if I accidentally fill up my device's storage capacity before Drive finishes downloading all my available offline content?** Box Drive also displays as problem items all content it cannot download as a result of insufficient drive space on your device. [More information on insufficient hard disk space](/en/box-drive/getting-started-with-box-drive/managing-hard-drive-space-when-you-mark-content-for-offline-use). **What if I log out of Box Drive before it finishes downloading all my available offline content?** Logging off Box Drive deletes all of the downloaded content you had marked for offline availability. This of course clears up hard disk space on your device. It also returns to an online-only state all of the content you have marked for offline availability. You will have to repeat the process of marking folders for offline availability. # Managing Hard Drive Space When you Mark Content for Offline Use Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/managing-hard-drive-space-when-you-mark-content-for-offline-use When you mark Box Drive folders available for offline work, Box Drive downloads this content to your device. If you unintentionally make too much content available offline, you can exceed your device’s available storage capacity. Here’s how Box Drive alerts you that your hard drive has filled up, and what you can do about it. If the file you are trying to download is larger than your remaining eligible hard drive space Box Drive aborts the download, marks the file as a "problem item," and displays a corresponding alert on your desktop. ![macos-box-drive-your-disk-is-almost-full-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-box-drive-your-disk-is-almost-full.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=94446db16136e56c13cbdfc8c0be558e) To find out where the download process stopped, open the folder you were trying to download. Files that Box Drive successfully downloaded display with a check mark in a green circle. Files that Box Drive could not download display with an exclamation point in a red circle. Drive refers to these as “problem items.” ![macos-box-drive-problem-item-icons-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-box-drive-problem-item-icons.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=4da66c2dbe29edbfed463454de1684e7) At this point you can either: 1. Cancel the remainder of the download by making the queued folders available online only again. 2. Change other folders that are available offline to a status of available online only to clear space and then retry your problem items. To determine how much space you must clear to finish downloading problem items, you must examine the files on Box.com. **To see which files did not download** 1. Go to the Box Drive sub-menu. Click **Error Updating xx Items**. ![macos-box-drive-error-updating-items-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-box-drive-error-updating-items.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=71dd3e6b99348908e971d76267ee46e0) Box Drive displays a list of all problem items. (This list may not be limited to files that could not be downloaded due to insufficient disk space.) 2. Clear at least enough disk space on your device to complete the pending file downloads by marking offline folders as online only again or clearing up other content outside of Box Drive if possible. 3. In your list of problem items, click **Retry All**. Box Drive will also reattempt queued download failures every time you restart it. ![macos-box-drive-retry-problem-items-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-box-drive-retry-problem-items.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=2e3e498704fc0cb95fd1b625e6f6c954) > [!NOTE] > > You cannot retry downloading select items. You can only retry all of them as described in step 3. > [!WARNING] > > If you log off of Box Drive before the download process is complete, Box Drive deletes from your device all of the downloaded content you had marked for offline availability. In the process this clears up hard disk space on your device. Logging off also returns to an online-only state all of the content you made available offline. You will have to repeat the process of marking folders for offline availability. # New Box Drive for Windows: Built on a New Architecture Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/new-box-drive-for-windows-built-on-a-new-architecture The 2.47 release introduces major improvements to Box Drive on Windows, including enhanced performance, reliability, and compatibility through adoption of the native Windows OS architecture. Key updates include support for ARM devices, known folder redirection, flexible storage management options, the ability to mark files for offline access, new icons with multiple status indicators, and seamless integration into the Windows context menu. These enhancements provide users and administrators with greater control, clarity, and efficiency when managing cloud content on their devices. See the full list of new features and enhancements below. New Box Drive OS requirements: * **Windows 10:** Version 10.0.19045 or later * **Windows 11** * **Windows Server:** Version 2022 or later ## ARM devices support Starting with Box Drive version 2.47, ARM based devices running Windows OS are supported. Simply install Box Drive version 2.47 or later—no additional configuration is required. ## Better compatibility with local AI agents The new architecture improves how Box Drive interacts with local applications that read and write files directly on your device, including local AI agents such as Claude Cowork, and similar tools. On the previous Box Drive architecture, some of these tools could intermittently fail to open Box Drive folders, list their contents, or complete tasks that depended on Box files despite the files appearing to be present locally. With the new architecture, Box content behaves similar to a standard local drive so local AI agents can reliably: * Open and traverse Box Drive folders * Read and write Box files as part of an agent task or build step * Run multi-step workflows that depend on Box content without partial or incomplete results ## Known Folder Redirection Admins can configure known folder redirection for end users to Box Drive using system administration tools such as Group Policy Objects (GPO). This setup ensures folders such as Documents and Downloads are automatically synchronized with Box, helping users keep their important files backed up and accessible across devices without manual effort. For more information on how admins can configure known folder location, visit [Enabling Known Folder Redirection on Windows](/en/box-drive/deploying-and-managing-box-drive/enabling-known-folder-redirection-on-windows). ## Custom Box Folder Location Box admins can free up space on users’ system drives by configuring the Box folder location to a different internal drive. When this setting is changed, all downloaded Box content will be saved in the new custom folder location instead of the default system drive. For more information on how admins can change the default Box Drive folder location, visit: [Configuring the Default Box Drive Folder Location (Windows Only)](/en/box-drive/deploying-and-managing-box-drive/configuring-the-default-box-drive-folder-location-windows-only) ## Mark Single Files for Offline Access Previously, only folders could be marked for offline access in Box Drive. With the new version, both individual files and folders can be marked for offline use directly from the main context menu using the “Always keep on this device” option. This provides users with greater flexibility and control over which content is available without an internet connection.
Legacy version New Version
Only folders can be marked for offline\ To reach Box menu, users had extra clicks to see more of the context menu\ ![Windows right-click menu showing Box Drive options: View on Box.com, Make Available Offline, Create Box Note, and Share.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-right-menu-box-drive.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=aaab26549b5c1e6c2f56fe3580815f75) Both files and folders can be marked for offline.\ Mark for offline option is available in the main context menu as "Always keep on this device"\ ![Windows context menu with red arrow pointing to Always keep on this device.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-context-menu-pointing-always.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=69542896f8efb9dad6592cd400c4343a)
## New icons, multiple statuses and resolved icons overlay issues Box Drive now features updated sync icons and a dedicated Status column in File Explorer, allowing users to easily view synchronization status, lock status, and when items are open by another user. The new version supports displaying multiple status icons simultaneously, offers additional tooltips for more detailed information, and delivers more reliable and consistent icon overlays—resolving previous display issues with other cloud providers on desktop.
Legacy version New Version
![File Explorer Box folder list showing cloud and checkmark sync status icons on folders and files.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/explorer-box-folder-list-cloud.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=806a42868f9d08d73f6324481185bc7d) ![File Explorer Box folders with Status column showing cloud, checkmark, and syncing icons.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/explorer-box-folders-status-column.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=7fc035009c217407e203245e571013bd)
Legacy version New version Description
![cloud icon](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/legacy-online-only-cloud.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=4c5b55ee8c8e205395b2e650ad6b23ff) ![cloud icon](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/online-only-cloud-status.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=60bdc1b04a010c9a797749a049cb3d86) Item is up-to-date in Box and available online-only.
![issue icon](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/legacy-problem-item-warning.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=b644194a7e39b0fe87a4a379df006a48) ![issue icon](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/problem-item-warning-status.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=2de74e707014fe12372320e59b833665) Item is a problem item. For more information on problem items and how to resolve them, see [Problem Item Notifications](https://support.box.com/hc/en-us/sections/44566360352659-Problem-Item-Notifications).
![sync icon](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/legacy-saving-to-box-sync.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=d08d93cda77af1b1bcab58831ad90c86) ![sync icon](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/saving-sync-progress-status.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=25caa5f1f0bbf2c5ff121e7f402d4ace) Item is in the process of being saved to Box.
![lock](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/legacy-locked-file-padlock.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=9422f85ca0c24d2d1a3c86176425112a) ![lock](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/new-multiple-statuses-resolved.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=a467ef1373554933932d1cdd8b9c2802) Item has been locked.
![green check](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/legacy-offline-green-check.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=d8a180712a5196e1d320681239057613) ![green check](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/green-check.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=986fffe0cb857ada4024e2d720eeac9f) Item is marked for offline access.
N/A ![green check](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/downloaded-item-green-check.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=27880e209c6f89a6160cca2cd3e8b49e) Item is downloaded.
![coauthoring](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/legacy-coauthoring-session.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=879981a6f125b1834cbf36cc320056bc) ![coauthoring](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/coauthoring-session-active.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=bd51ca691c8df238307db48a86696630) Item is open in an active co-authoring session.
N/A ![green check with warning](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/green-check-warning.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=cd2ca513d6fe944bea6e0ae7b8ff1a78) Folder is marked for offline but contains items that can’t be downloaded.
## New context menu The new context menu in Box Drive is now seamlessly integrated into the native Windows context menu, allowing users to quickly access Box-specific actions without any extra clicks. This streamlines workflow and improves ease of use by presenting Box options alongside standard file operations.
Legacy version New Version
To reach Box menu user had to do extra click to see the different context menu.\ ![Windows 11 context menu: Show more options reveals legacy menu with Box actions like Lock File.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-context-menu-show-more.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=6a35c811131a6e3fcf4e606beb0bb92d) Box menu is seamlessly integrated into the native context menu.\ ![File Explorer Box submenu for a file: View on Box, Lock File, Copy Shared Link, Manage Collaborators.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/explorer-box-submenu-view-lock.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=3853f9edc097a1f4edbebc9323d6de53)
## Storage Management: Unpinning Folders and Files Unpinning files and folders in Box Drive allows users to remove downloaded content from their local device, freeing up disk space while keeping the items accessible online. When a file or folder is unpinned, it becomes online-only—meaning it will no longer take up local storage but can still be accessed and downloaded again when needed.
Legacy version New Version
Making files available online does not guarantee that local storage will be freed immediately. Some cached files may remain on the disk.\ ![Windows context menu for Folder 2; arrow points to Make Available Online Only in Box section.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-context-menu-folder-points.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=db2b5f3bf13fc676fdf6f943f8d18f26) Users can identify which files are available locally on disk and have the capability to free up space by making them online-only.\ ![Windows context menu with red arrow pointing to Free up space for a Box file.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-context-menu-pointing-free.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=5cc72e5525bb54d3e323c7ad5117ce4f)
## Additional Improvements in Box Drive: * Box Drive folders remain accessible even when the Box Drive application is not running. * Improved read and write performance for files already cached on disk. * Full compatibility of Box Drive with Windows applications from the Microsoft Store. * Added a progress bar to indicate file download status from Box both in file explorer and as a pop up window * Added notifications for background downloads, allowing users to monitor progress and cancel downloads if needed. * Users receive notifications during background file downloads, with an option to cancel. ## Limitations and key considerations > [!WARNING] > > **Important update required for VDI environments:** > > If your setup persists the application directory (%localappdata%\Box\Box), you must also persist the mount location (%userprofile%\Box by default). Box Drive now stores downloaded content in the actual mount location, so both locations need to be preserved. **Security Policy Exemptions for Executable Files** For organizations that use Group Policy or third‑party security tools to restrict executable files, update your allowlist to include: * ```auto theme={null} C:\Program Files\Box\Box\FS\cf\cfctl.exe ``` * ```auto theme={null} C:\Program Files\Box\Box\FS\cf\streem.exe ``` **Known Issue with Dell SupportAssist Remediation:**\ Dell SupportAssist Remediation may cause excessive local storage usage by including Box Drive content in its system snapshot backups. This has been observed on devices such as the XPS 13 and 15. Removing or reconfiguring the application can help resolve the issue. We recommend checking for this tool if you notice unusually high disk space usage. | | **New version** | **Legacy version** | | - | - | - | | **File Marked in Sync after Local Changes (Edit/Rename/Move)** | File is only marked as Synced after the file is closed in application such as Word, etc. | In Legacy Box Drive, icon changed to synced as soon as change was synced/uploaded. | | **Custom Mount Location** | Changing of the Mount location requires Drive logout if it was run in older location. The user is prompted to logout to use new location. | Changing of the Mount location doesn’t require Drive logout if it was run in older location. | **Marked for offline access:** In the current Windows release of Box Drive, admin changes to the Mark for offline (MFO) setting may not immediately display in the context menu and possibly require restarts to show. MFO (mark for offline) options may appear briefly after the feature has been disabled by an admin. However, selecting these options will have no effect as MFO is already off in the background, and access to Box content is not affected. **Known Issue with HP Sure Click:** On some HP business devices, **HP Sure Click** can block required file operations and cause installation, upgrade, or migration failure. If **HP Sure Click** software is installed in your environment, we recommend testing the new Box Drive on a small set of devices before migrating your entire organization. Additionally, work with your IT team to adjust or disable the software for Box Drive if issues occur. **Known Limitation: New Box Drive and FSLogix Incompatibility:** The new Box Drive architecture is currently incompatible with FSLogix environments on VDI (such as Azure Virtual Desktop). Users may encounter errors that prevent folder access and file synchronization, as Box Drive is not yet supported for use with FSLogix. Updates on a solution will be communicated from the release notes channel. **Restore deleted files or folders from your computer** If you deleted an item and need to restore it, check your Recycle Bin to see whether the item is there. Locally downloaded items (green check) are moved to both the Windows Recycle Bin and Box Trash when deleted. Online-only items (blue cloud) are moved only to Box Trash, in which case, deleted items may be in your Recycle Bin. # Switching from Box Sync to Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/switching-from-box-sync-to-box-drive Box Sync and Box Drive are two separate desktop applications that give you the ability to access Box content from your desktop environment. Box Drive replaces Box Sync, offering faster performance, reduced local storage usage, and enhanced security. Upon deployment, Box Drive automatically removes Box Sync and preserves any unsynced files in a renamed folder called "Archived – Box Sync." See the **Related Links** section below for more information, plus install instructions for both individual and large-scale deployments of Box Drive. > [!NOTE] > > Box Drive does locally cache files that you have opened. Box Drive's cache size limit is based on your free disk space (50% of available space) and has a maximum limit of 25 GB. If you reach this limit, Box Drive begins removing files, starting with those files that have gone the longest without your accessing them. Also, if a cached file has a new version created on Box, Box Drive discards the locally cached version. Here is a breakdown of Box Drive and Box Sync capabilities: **End-User Functionality** | | **Box Sync** | **Box Drive** | | - | - | - | | Lock content for editing | ✓ | ✓ | | Mac Package Support | ✓ | ✓ | | Redirect known desktop folders like Documents and Desktop to Box (on Windows) | ✓ | ✓ | | Mark content for offline access | ✓ | ✓ | | Create and retrieve a Shared link | ✓ | ✓ | | Manage collaborators | | ✓ | | Change the mount location of the Box folder on your computer (enables shared links) | ✓ | ✓ | | Change the cache location of Box files and data | ✓ | ✓ | | Mark content for offline access | ✓ - (folder granularity in Windows & macOS) | ✓ - (at a file granularity in Windows & folder granularity in macOS) | | Search and view all the content in your Box account (including read-only) | | ✓ | | Upload content to any Box folder/ Open files from any Box folder | | ✓ | | Co-authoring Office files, lets multiple people open and edit the same Office file at the same time, with everyone seeing changes in real-time. | | ✓ | | Auto-lock Office file for editing, preventing edit conflicts by automatically locking an Office file on open | | ✓ | | Large file support (up to 500GB based on the pricing tier) | | ✓ | | ARM support on Mac & Win | | ✓ | | Ability to view Box content on desktop without having to sync down all the content and eat up local storage | | ✓ | | Ability to seamlessly access Box capabilities associated with Box content in finder/ Explorer via context menu: • Creating a new Box Note / Box Canvas • Sending documents to Sign • Managing collaborators | | ✓ | | See progress on File transfers | | ✓ | **Admin Functionality** | | **Box Sync** | **Box Drive** | | - | - | - | | Device Pinning | ✓ | | | Device Trust | ✓ | ✓ | | Box Verified Enterprise | ✓ | ✓ | | Auto-updates without user requiring admin rights | ✓ | ✓ | | Shield integrations and policy enforcements | | ✓ | | FRH support | | ✓ | **Virtual Desktop Support** | | **Box Drive** | **Box Sync** | | - | - | - | | **Configuration** | | | | Integrations | **x\*** | **x\*** | | Remote Desktop | ✓ | **x\*** | | VDI (persistent) | ✓ | ✓ | | VDI (non-persistent) | ✓ | **x** | **\*** Appropriate only if you are running on a client PC (not on an RDS/Terminal Services server). In addition, you must enable client drive mapping from the RDS/Terminal Services server to save content into Box. **Related Links** [Uninstalling Box Sync when you install Box Drive](/en/box-drive/getting-started-with-box-drive/uninstalling-box-sync-using-box-drive)\ [Installing and Updating Box Drive](/en/box-drive/getting-started-with-box-drive/installing-and-updating-box-drive)\ [Large Scale Deployments of Box Drive](/en/box-drive/deploying-and-managing-box-drive/large-scale-deployments-box-drive)\ [Box Sync Troubleshooting Basics](https://support.box.com/hc/en-us/articles/360043697594)\ [Download Box Drive](https://www.box.com/drive)\ [Using Box Drive Basics](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) # Understanding Permissions When Moving Content in Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/understanding-permissions-when-moving-content-in-box-drive The content you see in your Box folder in Windows Explorer follows the same permissions rules as the content in Box. Moving folders around in Box Drive can result in changes to your (and other people's) permissions to them. To review who has permissions, right-click the item and select **Share** > **Manage Collaborators**. * **Root level:** You can move only those root-level folders for which you are the Owner. Just as in the web browser, dragging a folder that you own into a folder somebody else owns replaces you as the owner of that folder. * **Below the root level:** You can move files and folders around according to your permission level in Box. If you attempt to make changes to a file or folder in which you only have **viewer** permissions, your changes will not be saved to Box, and will be reverted on your local machine automatically. In some cases, these files may be marked with a [problem file notification](https://support.box.com/hc/en-us/articles/33998539328275). * Content with **preview-only** access will **not** be downloadable via Box Drive. Instead, this content can be viewed by right-clicking on the content and selecting **View on Box.com**. *Move Permissions Matrix for Box Drive* | Folder Level | Owner | Co-Owner | Editor | Viewer | Previewer | | - | - | - | - | - | - | | Root (Top) Level | ✔ | **x** | **x** | **x** | **x** | | Below Root Level | ✔ | ✔ | ✔ | ✔\* | **x** | \* = Changes made will not be reflected in the Box Web Application or for other collaborators. On **Windows**: * Dragging and dropping a file from your desktop into the Box folder **copies** the file to Box. The original file remains on your desktop. * Starting with Box Drive v2.47, dragging and dropping a file from your desktop into the Box folder **moves** the file to Box. The original file remains on your desktop. On **Mac**: Items (files or folders) dragged and dropped from a user's local drive into Box are moved instead of copied. Similarly, items dragged and dropped from the Box folder to user’s local drive are moved instead of copied and hence deleted from Box. > [!NOTE] > > To copy the item, hold down the Option key. # Uninstalling Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/uninstalling-box-drive Follow the instructions below to uninstall Box Drive ## Windows: > [!WARNING] > > Any content in your Box Drive desktop location that has not yet successfully been uploaded to Box is deleted from your machine during the uninstall process. Be certain all of your content is uploaded to Box before proceeding. 1. [Quit Box Drive](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) 2. Uninstall the application in the **Control Panel**. Before removing all traces of Box Drive from your machine, first ensure that all hidden folders are visible.\ **To view hidden files and folders in Windows:** 1. In the Windows taskbar, open **File Explorer**. 2. At the top of the File Explorer window, click **View**. 3. In the View menubar, click **Options** and select **Change folder and search options**. 4. At the top of the Folder Options window, click the **View** tab. 5. In **Advanced settings**, check **Show hidden files, folders, and drives**. 6. At the bottom of the window, click **OK**. **To remove all traces of the Box Drive application from your machine:** 1. Go to **C:\ProgramData\Box** and delete the **Box** subfolder. 2. Open Registry Editor and delete **HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box**. 3. Go to **C:\Users\[USER]\AppData\Local\Box** and delete the **Box** subfolder. 4. Open Registry Editor and delete **HKEY\_CURRENT\_USER\SOFTWARE\Box\Box**. 5. Go to **C:\Program Files\Box** and delete the **Box** subfolder. 6. If the machine has multiple user accounts, login using each user account and repeat steps 3 and 4. ## Mac: 1. [Quit Box Drive](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) if it is running. 2. Download and open the [Box Reset Tool zip file](https://cloud.box.com/shared/static/kailhorjgdnj70vnmeq07oqhlx9q18cm.zip). 3. Open the Box Reset Tool from the Downloads folder. 4. Select **Uninstall** and then **Continue** when prompted to confirm the uninstallation. 5. Enter your credentials to continue with uninstalling Box if prompted. 6. Select **OK** to close out the tool. > [!NOTE] > > The Box Reset Tool will write logs of actions performed to your Desktop folder under “Box-ResetTool-logs\_(\)”. **If there are any issues with the above process, follow these alternative steps to reset Box Drive.** 1. [Quit Box Drive](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics). 2. Open a Terminal window and run the appropriate command based on your macOS version and Box Drive version:\ **macOS 14.x with any version of Box Drive:** ``` fileproviderctl domain remove -A com.box.desktop.boxfileprovider; defaults delete com.box.desktop; rm -rf ~/Library/Application\ Support/Box/Box ``` **macOS 15.x with Box Drive 2.40 and newer:** ``` /Applications/Box.app/Contents/MacOS/boxfileproviderctl domain remove Box; defaults delete com.box.desktop; rm -rf ~/Library/Application\ Support/Box/Box ``` This command will: * Archive all files that are not synced (not uploaded to Box) from `~/Library/CloudStorage/Box-Box` and move it to a new folder at `~/Library/CloudStorage/Box-Box ()` * Exclude from the above archive files that are “up-to-date” or synced on Box * Re-create the parent hierarchy of the archived files 3. While still in the Terminal window, now run the uninstaller script: * Type the following and press **Enter**: ``` /Library/Application\ Support/Box/uninstall_box_drive ``` You do not see your password as you enter it. Just press ENTER when you have finished typing it in. # Uninstalling Box Sync Using Box Drive Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/uninstalling-box-sync-using-box-drive Box Drive automatically uninstalls Box Sync and cleans up remaining content when installed. Existing Box Drive users must update to the latest version to remove Box Sync, while new users simply need to install Box Drive and log in. ## Uninstalling Box Sync When you deploy Box Drive, when the user launches Box Drive after installation, Box Drive provides a built-in mechanism to **automatically uninstall Box Sync** and optionally clean up local Sync data. Upon first launch and login to Drive, users are prompted to remove Sync, and Drive then cleans up files that already exist in the cloud. > [!NOTE] > > Uninstalling Box Sync via Box Drive does not disable the application. It only removes the local client. That means you can still see the "sync to desktop" options in the Box Web app even after the uninstall process. The only way to get rid of those is to disable the Box Sync application in admin console. Ask your Box administrator to do this. ## Admin mass uninstall As an administrator, you have **two main controls**: 1. **Uninstall behavior** — How and when Sync is removed: You can customize this by setting the SyncUninstallMode (via registry on Windows or a plist on macOS) *before* users run Drive. This gives you options such as: * **Silent uninstall** (without asking the user) * **Prompted uninstall** (asking the user) * Whether or not to perform a cleanup after uninstall 2. **Preserving unsynced content** — What happens to files not synced to Box: During the cleanup stage, Box Drive will **only remove files that were fully synced to the cloud**. Any content **not yet uploaded to Box** is preserved and moved into a folder named **“Archived - Box Sync”** on the user’s device, so it’s not lost. These controls let you balance between reclaiming local disk space (by removing synced files) and ensuring that any user data not yet backed up to Box is not accidentally deleted. 1. **Plan the Migration** * Pick the latest version for Box Drive [https://www.box.com/resources/downloads](https://www.box.com/resources/downloads) * Decide which uninstall behavior you want for your users (whether to force removal, whether to clean up old Sync data) before deploying. * Communicate with your users ahead of time to prepare them that Box Drive installation will remove Box Sync, and tell them what will happen to their local files (both synced and unsynced). 2. **Configure the Uninstall Mode** * Use Box’s **SyncUninstallMode** setting to control how sync is uninstalled and cleaned up. * **On Windows**: Set a **REG\_DWORD** at HKLM\Software\Box\Box\SyncUninstallMode with one of the following values: 0, 1, 2, 3, or 4. * **On macOS**: Set the plist value by running: `defaults write com.box.desktop.ui SyncUninstallMode -int ` 2. * (replace \ with 0–4). * The meaning of each mode: | **Mode** | **Behavior** | | - | - | | **0** | Skip uninstall and skip cleanup (not recommended). | | **1** | Silent uninstall; **no** cleanup of local Sync files. | | **2** | Prompted uninstall; **no** cleanup. | | **3** | Silent uninstall; **force cleanup** of synced content. | | **4** | (Default) Prompted uninstall; **force cleanup**. | 3. **Deploy Box Drive** * Initiate a deployment of Box Drive in your environment using your normal software distribution method. * As users launch Box Drive for the first time and sign in, the uninstallation of Box Sync will begin automatically (depending on your configured mode). * If you chose a prompt mode, users will see an uninstall prompt; if you chose silent mode, uninstallation happens in the background. 4. **Handle the Cleanup Process** * After uninstall, Box Drive will clean up “up-to-date” Box Sync files (i.e., files that were synced to Box). * Non-synchronized items (those not uploaded to Box) are **not deleted**. They are placed into a folder called **“Archived – Box Sync”** so you (or your users) can review them. * If the uninstall/cleanup fails (e.g., because Box Sync files are open), instruct users to close all Sync-managed files or reboot; Box Drive will retry the cleanup on next launch. 5. **Verify Migration Success** * After deployment and uninstalls, sample a few machines to ensure that Box Sync is removed and the “Archived – Box Sync” folder is present (if cleanup was enabled). > [!NOTE] > > On multi-user machines: only the first user who signs into Drive will have their Sync data cleaned up at that time; other users’ Sync content is cleaned up when they log into Drive. **Post-Migration Policy Enforcement** 2. * Once you are confident that most or all users have migrated, restrict or disable access to Box Sync via your Box Admin Console to prevent reinstallation. * For marking items to sync in the webapp, go to **Admin Console** > **Enterprise Settings** > **User Settings** > **Enable Box Sync** * To allow users to log in with the Box app, go to **Admin Console** > **Enterprise Settings** > **Box Clients** > **Desktop** * Monitor devices to ensure no new Sync clients are being installed and that Drive’s client footprint is stable. ## End user uninstall walkthrough Here are the system prompts. If you choose to change the default uninstallation process (details later in this article) you may not see every prompt: ![Initial Uninstall Prompt.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/initial-uninstall-prompt.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=7ba1ea344497d9ab7eef6aff1c37e33e) ![Uninstall Progress.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/uninstall-progress.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=994399272dd3abe59a7853dabf0f7d5d) ![Uninstall Complete.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/uninstall-complete.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=3268d3ad1f48a27fc863b378630525c0) ![Cleanup Complete.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/cleanup-complete.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=e71039e7e780f4c98cc2a9371046ee92) You can decline the Sync uninstallation by closing the prompt. However, each successive time you start Box Drive the system prompts you to uninstall Sync, until you agree to the uninstallation. If an uninstallation is interrupted (for example, if there were errors, if you quit Drive in the midst of the uninstallation, and so on), Drive automatically resumes the process the next time you start Drive. > [!WARNING] > > The Sync uninstaller cleans up **only** content that Drive verifies has been saved to Box. In other words, it only deletes local copies of content that it has identified already exist in your Box cloud. ## Overriding the default behavior As an admin, you have several options if you wish to change the default uninstallation process (in which individuals are prompted to start the uninstallation process that automatically includes a content cleanup post-uninstallation). You can: * Force the uninstallation and subsequent data cleanup * Prevent the uninstallation * Leave it up to each individual whether to uninstall See the **Related Links** section below to access an article that discusses how to override the default uninstall process. ## Failure to uninstall On rare occasions Box Drive is unable to prepare the Box Sync folder for cleanup. Usually this is because a Box Sync file or folder is still open when the cleanup initiates. ![Cannot complete uninstall.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/cannot-complete-uninstall.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=1ef420c724d0a55182321a960da7367c) If you see this error message, ensure the person has closed all files and folders. Then retry the uninstallation. If the uninstallation still fails, try restarting the machine. Box Drive attempts to resume the uninstallation the next time Drive launches after the machine restarts. If it succeeds, it progresses right into cleanup. If it does not succeed, it re-displays the error message. Please open a support ticket if this happens. ## Uninstalling Sync on a multi-user machine When a person on a multi-user machine uninstalls Box Sync, Drive cleans up only that person’s Sync data. When subsequent users log in to the machine, their Sync content remains, but they can no longer sync their content (since Sync will have been removed from their machine). The next time they log in to Drive, Drive automatically cleans up their Sync data (unless the automatic cleanup has been overridden). # Using Box Drive Basics Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/using-box-drive-basics ## Supported Operating Systems [Two latest version of macOS](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support). [Windows](https://www.microsoft.com/en-us/windows/?r=1) & [Windows Server](https://www.microsoft.com/en-us/windows-server) - The two latest major versions (64-bit) ## Working in Finder If you use a Mac, you can access Box Drive by opening Finder. In the sidebar, navigate to Devices > Location > Box. Open this folder to display all of the contents of your **Files** page on Box.com. You can navigate through any folder and open every file you see just as if it were a local file. Box Drive icons tell you at a glance the status of your files and folders. For each file in the Box folder, Box Drive displays these standard properties: * File name * File size * File type * Date created ([more information on Box timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps)) * Date modified ([more information on Box timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps)) Box Drive icons tell you at a glance the status of your files and folders. ![MacOS\_Box Drive Status Icons.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-box-drive-status-icons.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=0072469ce990344a72348f22475a649b) For supported document, video, audio and image file types, when you view files in Box Drive, you will see thumbnails of the file content instead of a generic file type icon. To learn which file types are supported, visit [Get Thumbnail Representation.](https://developer.box.com/guides/representations/thumbnail-representation/) > [!TIP] > > If you don't see the Box folder in Finder, Box Drive may not be running. In this case, if you're using Launchpad click the Box icon; if you're using Spotlight search for 'Box Drive'. > > You can also right-click a file or folder to display additional actions such as: > > * Share > * Send to Box Sign > * Refresh file > [!NOTE] > > Items (files or folders) dragged and dropped from your local drive into Box are moved instead of copied. Similarly, items dragged and dropped from the Box folder to your local drive are moved instead of copied and hence deleted from Box. ## Working in Explorer If you use Windows, you can access Box Drive by opening Explorer and navigating to the folder named Box. Open this folder to display all of the contents of your **Files** page on Box.com. You can navigate through any folder and open every file you see just as if it were a local file. For each file in the Box folder, Box Drive displays these standard properties: * File name * File size * File type * Date created ([more information on Box timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps)) * Date modified ([more information on Box timestamps](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-box-file-timestamps)) Box Drive icons tell you at a glance the status of your files and folders. ![Windows File Explorer showing Box folder files and folders with cloud and synced status badges.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-explorer-box-folder-files.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=3401ccae2eb95440a8c684ff2f874cab) For supported document, video, audio and image file types, when you view files in Box Drive as Extra large icons, Large icons, Medium icons, Tiles, or Content, you will see thumbnails of file content, rather than generic file type icons. The supported file types are listed in [this topic](https://developer.box.com/guides/representations/thumbnail-representation/) of the Box developer documentation. > [!TIP] > > If you don't see the Box folder in Finder or File Explorer, Box Drive may not be running. In this case, from your **Start** menu click the Box icon or search for 'Box Drive'. You can also right-click a file or folder to display additional actions such as: * Share * Send to Box Sign * Refresh file > [!NOTE] > > If you are currently using Box Sync, it's important to [uninstall Box Sync](/en/box-sync/using-box-sync/uninstalling-box-sync-manually) before you install Box Drive. ## Logging in to Box Drive You can use the Box Drive app to access and edit all your Box files from your desktop. 1. Download Box Drive and open it. 2. Click **Log In** if you already have a Box account. Your browser opens - you can now log in to your account or create one. > [!NOTE] > > If your admin enabled Single Sign On (SSO), the log in window asks you to choose an account you want to use for logging in. If the Device Trust is enabled for your enterprise, you need to have Box Tools installed on your device to log in to Box Drive. If Box Tools is already installed, no additional updates are required. If Box Tools is not installed, you can install its latest version from [Box downloads](https://www.box.com/resources/downloads). A loading screen with message **Launching Box Drive...** appears. You will be prompted to open the Box app in the browser. Once you log in, you can start working with your Box files in the Windows Explorer or macOS Finder. ## Working with Other Applications Working with Box files in other applications such as Word or Excel is seamless. Open the file from Box Drive and work with it as you usually would. When you're done, save the file. The file automatically syncs back to Box. You can also use **Save As** to save the file to a new location, save the file with a new name, or create new folders to store your file. All of those changes save automatically in Box. You can also use **Save As** to easily save new local files into Box Drive. To do this, select the Box location and browse to find the folder you want to contain your file. ![MacOS\_Box Drive\_Working with other apps.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-box-drive-working-with-other-apps.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=1f87b02b6e10783aa455b725e9320261) ## Box Drive Icons and File or Folder Status Box Drive icons tell you at a glance the status of your files and folders. ### Icons in Windows
**![Blue cloud outline icon indicating a Windows Box Drive item available online only.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/blue-cloud-outline.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=6327dd45ce46b5e1e977828e50012267)**Item is up-to-date in Box and available online only.
![Red exclamation mark icon indicating a problematic Box Drive item on Windows.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/exclamation-mark-problematic.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=be528133f7010506239332ffd389e865)Item is problematic. For more information on problem items and how to resolve them, see [Problem Item Notifications](https://support.box.com/hc/en-us/sections/44566360352659-Problem-Item-Notifications).
![Blue sync arrows icon indicating a Windows Box Drive item being saved to Box.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/blue-sync-arrows.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=12733bf9741de2420866506470ecb1ac)Item is in the process of being saved to Box.
![Red circle icon with a white locked padlock, indicating a locked or restricted file.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/circle-white-locked-padlock.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=4cfc1b6cefef5901e95f4ef9a6440e42)Item is locked.
![Green outlined checkmark icon indicating a Windows Box Drive item marked for offline access.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/green-outlined-checkmark.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=6e9a4ea2f4d260ab8a93b86f0d763a9f)Item is marked for offline access.
![Green filled checkmark icon indicating a Windows Box Drive item available offline and online.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/green-filled-checkmark.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=471b06c295bb220e3fac9fc6c09518b4)Item is marked available offline and online
![Blue circle icon with two people and a pencil, representing manage collaborators.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/blue-circle-two-people.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=ee9d367eaa5ec1bcd6cef6c1de94e908)Item is open in an active co-authoring session.
> [!NOTE] > > Any icons not included in this list are unrelated to Box Drive, and are provided by the file's parent application, not by Box Drive. An example of an icon unrelated to Box Drive is [Excel Spreadsheet's macros icon](https://www.mstechpages.com/2012/12/what-does-my-excel-spreadsheet-icon-have-an-exclamation-point/). ### Icons in Mac
No iconItem is up-to-date in Box.
![Grey cloud icon with a downward arrow, indicating download or make available offline.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/grey-cloud-downward.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=d41ef144e597455c8ce627586a013c2c)Item is not downloaded to the device's hard drive.  \ You do not need to click this item to open files or folders with Box Drive. You can select files and folders by clicking this item, or open them by double-clicking on this item. When you double-click on the item, Box downloads the item and displays its contents in the default application you've chosen for the file type. 
![Dashed cloud icon indicating a Mac Box Drive item not saved to Box.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/dashed-cloud-mac.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=313f13107ac8e098dc00949a180829e3)Item is not saved to Box.
![Grey cloud outline icon indicating an online-only Box Drive file.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/grey-cloud-outline.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=adff2ea699f9205cbe10c5cb8d62b774)Item is being downloaded to the device's hard-drive, or is being saved to Box.
![Circle with checkmark icon indicating a Mac Box Drive download in progress.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/circle-checkmark-mac.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=6f394117651a4a44b7fefcfb4a2522db)Download is in progress.
![Red circle with a white exclamation mark, indicating an error or warning status.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/circle-white-exclamation-mark.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=66849ef3af8de35a1d405866f5403d20)Item is a problem item. For more information on problem items and how to resolve them, see [Problem Item Notifications](https://support.box.com/hc/en-us/sections/44566360352659-Problem-Item-Notifications).
![Orange sync arrows icon indicating a Mac Box Drive item being saved to Box.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/orange-sync-arrows.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=410c2afd3dbd40c9cf5454857bcad5b8)Item is being saved to Box.
![Red circle icon with a white locked padlock, indicating a locked or restricted file.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/circle-white-locked-padlock.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=4cfc1b6cefef5901e95f4ef9a6440e42)Item is locked.
![Green checkmark icon indicating a Mac Box Drive item marked for offline access.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/green-checkmark-mac.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=75076a01469c7620ac3d01e9a1f12b73)Item is marked for offline access.
![Blue circle icon with two people and a pencil, representing manage collaborators.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/blue-circle-two-people.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=ee9d367eaa5ec1bcd6cef6c1de94e908)Item is open in an active co-authoring session.
## Marking Content for Offline Use You can also mark content in Box Drive to make it available offline. Drive downloads this content to your device's hard drive so you can work when you're not connected to the Internet. When you get back online, Drive automatically uploads the revised content, so you are always working with the most up-to-date versions of your files. More [information about making content available offline](/en/box-drive/getting-started-with-box-drive/making-content-available-offline). > [!NOTE] > > You cannot make G Suite files (Google Docs, Sheets, and Slides) and Box Notes available to work offline. These are all online-only formats. ## Searching Box Drive As with the Web, searching is the fastest way to locate your content. You can search either through Box Drive entirely, or through a specific Box Drive folder. Searching through a specific folder can be a more efficient way to find the content you're seeking. It also gives you more granular search capabilities. ### Searching on a Mac To begin searching on a Mac, in your menu bar, click the Box icon to open the Box Drive search interface. * * Alternatively, use the keyboard shortcut **Ctrl + Option + Cmd + Space**. ![Search on Box Mac](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/search-on-box-mac.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=b6c731b0a02d460ecacb45f43dd5dd21) Now do one of the following: * To search throughout Box Drive, type in your search term(s). Results display as you type. * To display a result, double-click on it. * To get more information about a result, right-click on it. * To search within a specific Box Drive folder: 1. At the bottom left, click the **Search inside a Folder** icon (![Search in folder icon](/images/box-drive/search-in-folder-icon.png)). The **Browse for Folder** window opens. 2. Click the folder you want. Then click **OK**. 3. Type in your search terms. Results display as you type. You can also search through a specific folder via Finder. To do this, in Finder right-click on the folder you want and then click **Search in this Folder**. ![Mac Search In This Folder](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/mac-search-in-this-folder.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=4d4983efca5d621a6c7c49267bea0e9e) The Box search interface opens with the folder pre-selected. At the top of this window, in the **Search Box** area, type in your search term. **Unhiding content** Search for the content and then right-click the item and click Unhide File or Unhide Folder; item will reappear in Finder. See [Hiding files and folders in Box Drive](/en/box-drive/getting-started-with-box-drive/hiding-files-and-folders-in-box-drive) for more information on hiding content in Box Drive ### Searching on Windows To begin searching on Windows, in your menu bar, click the Box icon to open the Box Drive search interface. * Alternatively, use the keyboard shortcut **Ctrl + Shift + Alt + B**. ![Box Drive onboarding screen: Drag Box Drive to Your Tray for Easy Access, with system tray diagram.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/box-drive-onboarding-drag-tray.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=70e486eddccd84ae97d51cd260047549) Now do one of the following: * Search throughout Box Drive. To do this, type in your search term(s). Results display as you type. * To display a result, double-click on it. * To get more information about a result, right-click on it. * Search within a specific Box Drive folder. To do this: 1. At the top right, click the **Search inside a Folder** icon (![Search inside a Folder icon](/images/box-drive/search-in-folder-icon.png)). The **Browse for Folder** window opens. 2. Click the folder you want. Then click **OK**. 3. Type in your search terms. Results display as you type. You can also search through a specific folder via Windows Explorer. To do this, in File Explorer right-click on the folder you want and then click **Search in this Folder**. ![Windows context menu with Box submenu open; arrow points to Search in this Folder.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/windows-context-menu-box-submenu.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=f7a794217e7439dbcefe5b7c6b600e66) The Box search interface opens with the folder pre-selected. At the top of this window, in the **Search Box** area, type in your search term. **Unhiding content** Search for the content and then right-click the item and click Unhide File or Unhide Folder; item will reappear in File Explorer. See [Hiding files and folders in Box Drive](/en/box-drive/getting-started-with-box-drive/hiding-files-and-folders-in-box-drive) for more information on hiding content in Box Drive > [!NOTE] > > For both Windows and Mac machines, if you recently added a new file or folder to Box, it may take a few minutes to see the item in your results after the upload finishes. ## Logging Out of Box Drive Logging out completely removes all traces of your Drive usage from your machine and enables you to log in again as a new user. Also, when you log out, your Box Drive session ends and the login screen displays. In addition, logging out of Box Drive deletes all of the downloaded content you had marked for offline availability. This of course clears up hard disk space on your device. It also returns to an online-only state all of the content you have marked for offline availability. You will have to repeat the process of marking folders for offline availability. ### To log out on a Mac: 1. Navigate to the search menu by going to the menu bar and clicking the Box icon. \* * Alternatively, you can use the keyboard shortcut **Ctrl + Option + Cmd + space**. 2. Click the **gear icon**, and from the list that displays click **Log Out**. Box Drive prompts you with an alert about the following types of files: * **Open Files** - You can save and close these files to prevent the loss of any work. * **Items Uploading** - You can wait for these to upload to Box. Box Drive cancels any uploads that do not complete before you log out. * **Problem Items** - These are local files or folders that cannot be synced back to Box. Logging out deletes these items. To view these items, navigate to the **Search Menu**, click the **gear** icon, and from the list that displays click **Error Updating an Item...**. ### To log out on Windows 1. Navigate to the search menu by going to the system tray and clicking the Box icon. \* * Alternatively you can use the keyboard shortcut **Ctrl + Alt + Shift + B**. 2. Click the gear icon, and from the list that displays click **Log Out**. Box Drive prompts you with an alert about the following types of files: * **Open Files** - You can save and close these files to prevent the loss of any work. * **Items Uploading** - You can wait for these to upload to Box. Box Drive cancels any uploads that do not complete before you log out. * **Problem Items** - These are local files or folders that cannot be synced back to Box. Logging out deletes these items. To view these items, navigate to the **Search Menu**, click the **gear** icon, and from the list that displays click **Error Updating an Item...**. ## Manually Resetting Box Drive In rare instances Box Drive fails to launch. Manually resetting Box Drive can often resolve this. ### New Version - To reset Box Drive on Windows 1. Exit Box Drive (if it is running). If necessary, use Task Manager to end the Box.exe process. 2. Run command `"C:\Program Files\Box\Box\FS\cf\cfctl.exe" drive reset Box` on command prompt. Files not uploaded to Box will be saved to the Desktop with a timestamp. 1. The output should say “Box Drive reset completed successfully” at the end. If this is not so, then it may be that some files were still open and could not be deleted. Once everything is closed, a re-run of step 2 should be successful. 3. Restart the Box Drive and follow the prompt to log back in. If you are still having trouble, [open a support ticket](https://support.box.com/hc/en-us/requests/new). ### Legacy Version - To reset Box Drive on Windows 1. Exit Box Drive (if it is running). If necessary, use Task Manager to end the Box.exe process. 2. Ascertain whether any files exist in C:\users\\\[USERNAME]\AppData\Local\Box\Box\unsyncedFiles. These are files that have not been uploaded to Box. If these files do exist, and if you want to keep them, copy them to any location outside of C:\users\\\[USERNAME]\AppData\Local\Box\Box\ (such as your desktop). Proceeding with the steps below deletes these files. * You may need to [show hidden](https://support.microsoft.com/en-us/help/4028316/windows-view-hidden-files-and-folders-in-windows-10) folders to see \AppData. 3. Delete this folder: C:\users\\\[USERNAME]\AppData\Local\Box\Box. 4. From RegEdit, delete the registry entries under HKEY\_CURRENT\_USER/Software/Box/**Box** to clear Box preferences. 5. Restart the Box Drive and follow the prompt to log back in. If you are still having trouble, [open a support ticket](https://support.box.com/hc/en-us/requests/new). ### To manually reset Box Drive on a Mac 1. Quit Box Drive if it is running. 2. Download and open the [Box Reset Tool zip file](https://cloud.box.com/shared/static/kailhorjgdnj70vnmeq07oqhlx9q18cm.zip). 3. Open the Box Reset Tool from the Downloads folder. 4. Click **Reset**. * You should see a prompt stating “Box Drive reset successfully”. ![MacOS\_Box Drive\_Reset Successful.png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/macos-box-drive-reset-successful.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=74086997a4cb88763501cd244f3c95f0) 5. Open Box from your application folder and log back in. > [!NOTE] > > The Box Reset Tool will write logs of actions performed to your Desktop folder under “Box-ResetTool-logs\_(\)”. Once you restart Box Drive, you can review any archived unsynced files and either upload them manually or delete them to free up hard drive space. If you are still having trouble, [open a support ticket](https://support.box.com/hc/en-us/requests/new). ## Quitting Box Drive Exiting Box Drive does **not** remove any locally stored Box Files from your computer and it does **not** log you out. If when you exit there are changes in the midst of being saved, the next time you open Box Drive it picks up right where it left off and finishes saving these changes. ### To Quit Box Drive on a Mac 1. Click the **Box** icon from the top menu bar. * Alternatively, use the keyboard shortcut **Ctrl + Option + Cmd + space.** 2. Click the **gear icon**, then select **Quit**. 3. Follow the prompts to close any open files and quit Box Drive. ### To Quit Box Drive on Windows 1. From the task bar, open the system tray in the lower right corner and click the **Box** icon. * Alternatively, you could use the keyboard shortcut **Ctrl + Alt + Shift + B**. 2. Click the **gear icon,** and select **Exit**. 3. Follow the prompts to close any open files and quit Box Drive. # Using Box Drive in Multi-User Environments Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/using-box-drive-in-multi-user-environments **Terminal Services:** Box Drive version 2.16 and later support Remote Desktop Services (RDS)/Terminal Services in the most recent two versions of Windows Server OS. Certain Box Drive features are not supported on Terminal Services. These features include: * **Custom mount location** - Box Drive has a technical limitation that you can mount the location only once in a machine. Since multiple people are logged into the server, they cannot share the common location.  Only the first person to log in can use the location. * **Autoupdate** - Autoupdate is not supported and disabled in a Windows Server OS environment. We require only the admin to update Box Drive as you cannot install Box Drive with an active session. In a Windows Server OS environment, anyone at anytime could be logged in and accessing Box Drive. > [!NOTE] > > Admins can subscribe to Box Drive updates on [the Box support site](https://support.box.com/hc/en-us) to get the latest updates on new Box Drive versions.  They can also get the latest released version from the Box website.  When no one is using Box Drive in their environment, they can install the update. **Fast user switching** Box Drive v2.16 and later also support fast user switching in Windows 10. Fast user switching is a feature of a multi-user operating system.  It enables people to switch between user accounts on a single computer without quitting applications and logging out.  Typical fast user scenarios involve shared computers such as may be used in retail or school lab environments. # Using External Drives with Box Drive on macOS Source: https://docs.box.com/en/box-drive/getting-started-with-box-drive/using-external-drives-with-box-drive-on-macos Box Drive on macOS can now store the Box folder on an external drive instead of the local disk. This gives users more flexibility when working with large volumes of content locally, especially when internal disk capacity is limited. The feature is intended for workflows that depend on large files and need more local storage without requiring a larger internal SSD. This capability is particularly relevant for teams in areas such as Media & Entertainment, Life Sciences, and Engineering, where file sizes can exceed the capacity of standard internal drives. Users continue to work in the same Box Drive native macOS experience, while using supported external storage. ## Admin Enablement Before users can move the Box folder to an external drive, the setting must be enabled on the Mac. 1. Open the Terminal app. 2. Run the following command: ```auto theme={null} defaults write com.box.desktop ExternalDriveAdminSettingEnabled 1 ``` 3. Quit Box Drive completely. 4. Relaunch Box Drive. After this setting is enabled and Box Drive has restarted, the option to change the folder location becomes available in Box Drive preferences. ## Get Started To move the Box folder to an external drive: 1. Right-click the Box icon in the macOS menu bar. 2. Select **Preferences**. 3. In the Preferences window, click **Change location**. 4. Choose the location for the Box Drive folder. 5. A Finder window will pop up and have you **Grant Access** to the chosen external drive. 6. Allow Box Drive to move the local cache to the new location. When the move is complete, Box Drive displays a confirmation dialog. ![macOS Finder Box folder with dialog: Box folder is now at location; Review Files and OK buttons.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/macos-finder-box-folder-dialog.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=5b967a0f7b174131310fc1dd1ee80fec) ## Requirements To use external drive support with Box Drive on macOS, both the system and the drive must meet specific requirements. ### System Requirements * **Operating system:** macOS 15 (Sequoia) or later * **Box Drive version:** the latest version of Box Drive ### External Drive Requirements * **File system:** APFS * **Security:** encrypted and password protected * **Connection type:** physically connected storage, such as USB or Thunderbolt * **Permissions:** read/write access required * **Drive state:** the drive cannot be quarantined ## Known Limitations The following configurations are not supported: * Network drives, including NAS and SMB locations * External drives that are not formatted as APFS (Encrypted) * Drives that are not encrypted and password protected * Drives without read/write permissions * Drives in a quarantined state ## What This Changes for Users Using an external drive for the Box folder expands the amount of data that can be managed through Box Drive without relying solely on internal disk capacity. This capability allows larger volumes of content to be stored in one location instead of being split across local disks, Box on the web, and partially downloaded Box Drive content. The feature does not change how content is accessed in Box Drive; it only changes where the local Box folder and cache are stored, provided the external drive meets the documented requirements. # Configuring Box Drive for FedRAMP compliance Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/configuring-box-drive-for-fedramp-compliance Box Drive can run in FedRAMP mode, in which it meets the requirements for FedRAMP Certified, Class D (formerly FedRAMP High Authorized), and for any lower class. As an admin, you configure the operating system, install a current version of Box Drive, enable FedRAMP mode on each computer, and confirm that your users only work with certified features. These settings live on the computer itself. The Box service does not store them, and you cannot configure them from Box account settings or the Box Admin Console. ## Operating system requirements ### FIPS-validated cryptography Choose a version of Microsoft Windows or Apple macOS that provides FIPS 140-2 or FIPS 140-3 validated cryptography, then configure and use it according to the vendor's security policy document. Both vendors publish their validations: * [Windows FIPS 140 validation](https://learn.microsoft.com/en-us/windows/security/security-foundations/certification/fips-140-validation) * [macOS security certifications](https://support.apple.com/guide/certifications/macos-security-certifications-apc35eb3dc4fa/web) ### Cipher negotiation Make sure the cryptographic modules that the operating system provides negotiate only FIPS-validated ciphers. Windows gives you explicit controls for this. macOS does not. On macOS, Apple requests AES-GCM cipher negotiation at a higher priority than ciphers that are not FIPS-approved. Box Drive depends on that ordering, so confirm that every version of macOS you deploy behaves this way. Until Apple provides explicit controls, validate the behavior with a network capture each time you update the operating system. ### Encryption at rest To meet encryption-at-rest requirements, enable full-disk encryption, such as BitLocker on Windows or FileVault on macOS. Box Drive relies on the operating system for this protection, because it does not encrypt content on the computer itself. ### Default browser Box Drive opens the default web browser for some tasks, including login. Make sure the default browser on each computer meets your own compliance requirements. ## Box Drive version and updates Install the most recent version of Box Drive. FedRAMP mode requires Box Drive 2.39 or later, but treat 2.39 as the minimum rather than the version to deploy, because later releases include newer security patches. Accept and install updates when Box Drive prompts you. Updates carry the security patches that keep Box Drive compliant. ## Enabling FedRAMP mode > [!WARNING] > > Box Drive does not enter FedRAMP mode until you restart the computer. Until then, Box Drive keeps working normally but does not meet FedRAMP requirements. **Windows** A registry value controls FedRAMP mode. Set it per machine so that it covers everyone who uses the computer, or per user if you need to enable the mode selectively. Per machine is the recommended scope. 1. In Registry Editor, go to the key for the scope you want: * Per machine (recommended): `HKEY_LOCAL_MACHINE\Software\Box\Box` * Per user: `HKEY_CURRENT_USER\Software\Box\Box` 2. Add a `DWORD` value named `FedRampMode` and set it to `1`. 3. Restart the computer. To turn off FedRAMP mode, delete the `FedRampMode` value and restart the computer. **macOS** A preference key controls FedRAMP mode, and it applies only to the user who sets it. Set the key for every user of the computer. 1. Open Terminal. 2. Run the following command: ```auto theme={null} defaults write com.box.desktop FedRampMode 1 ``` 3. Restart the computer. To turn off FedRAMP mode, delete the preference key and restart the computer: ```auto theme={null} defaults delete com.box.desktop FedRampMode ``` ## Features not certified for FedRAMP Not every Box Drive feature is certified for FedRAMP. Before you deploy, check with your Box account team that every feature you plan to use is certified for the class you need. Currently, Apple iWork collaborative editing is not certified at any FedRAMP class. To keep users from reaching this feature by accident, disable the corresponding integration in the Box Admin Console. For more information, see [application settings for your enterprise](/en/box-admin-tools/how-to-guides-for-admins/application-settings-for-your-enterprise). # Configuring the Default Box Drive Folder Location (Windows Only) Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/configuring-the-default-box-drive-folder-location-windows-only ## Summary Beginning with version 2.3 of Box Drive, admins can configure the Box Drive folder location. > [!WARNING] > > This article discusses resolving issues around file-to-file linking via absolute paths as seen in many popular apps such as Excel, Word, InDesign, and so on. Relative file path links should work regardless of the Box Drive folder location. For more on absolute and relative paths, see the **Related Links** section at the end of this article. ## Background The default location for the Box Drive folder does not allow content collaborators to access absolute links set by another individual. That’s because the links' file paths incorporate that individual's profile name.  So for George Washington, the Box Drive folder location is: * C:\Users\GWashington\Box (on Windows) In the above example, only George Washington can access linked files that use absolute paths because other collaborators don't have GWashington in their Box Drive folder path. You can resolve this by having all collaborators customize their Box Drive folder location to the same folder. If George Washington and colleague Abe Lincoln move their Box Drive folders to **C:\Cloud**, absolute links to other files in Box Drive will no longer contain the individual's profile name. Both George and Abe can work on the same files containing absolute links to other files because now the Box Drive folder is **C:\Cloud\Box** on both computers. > [!WARNING] > > * Customizing the Box Drive folder location resolves issues with absolute file path linking when all files and linked files are accessible to a user via Box Drive. It does not resolve these issues when files are downloaded via Box Edit or the Box web application or when some of the files exist outside of Box Drive's folder. > * Box Drive sets the permissions of the Box Drive folder to the current user. This prevents multiple people on the same machine from accessing each other's files even if the folder is in a shared location such as **C:\\**. ## Ensuring paths are available to all collaborators For this feature to function as expected, all collaborators: * Must use the same custom Box Drive folder location. * Must not alter the location in the future. * Must have access to the same files in the same folder hierarchy under the Box Drive folder. - For example, if one user can see their Excel spreadsheet and linked files under **C:\Cloud\Box\Projects\Crossing\_the\_Delaware** and another user sees them under a different location under **C:\Cloud\Box**, customizing the Box Drive folder location does not resolve their issue. To resolve this, you must switch your app to use relative paths (if possible), or change the second user's collaboration permissions on the folder so that it **does** display under the same path as the first user. ## Configuring the location To customize the location of the Box Drive folder, ensure everyone is on Box Drive v2.3 or later and follow the steps below. This involves adding a system setting in the registry on Windows. We recommend you set these values before installing Box Drive. If you set the value after installing, Box Drive does not pick up the setting until it is restarted. > [!WARNING] > > * Ensure that the custom folder location already exists **and** that it does **not** contain a file or folder called **Box**. If Box Drive discovers a file or folder called **Box** under the custom location, it reverts back to the default location under the user's profile directory. > * Ensure that everyone has the proper file system permissions at the new location. We recommend testing with a few individuals to ensure they can still continue to access Box content unimpeded. > * Relocating the Box Drive folder to another internal drive can free up disk space by saving Box Content to a new custom folder instead of the default system drive. > * Anyone with edit permission to their machine’s registry settings on Windows can customize the Box Drive folder location. **In a Windows environment** 1. Create the parent folder where you want the Box Drive folder to display -- for example, **C:\\** or **C:\Cloud** or **D:\This\Is\A\Folder** * When Box Drive launches, it creates a folder called Box in this folder. > [!NOTE] > > The path does not need to be under the **C:\\** drive but it cannot be on a network drive or external drive. 2. Create a new string value (**REG\_SZ**) using the Registry Editor tool under **HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box** called **CustomBoxLocation** 3. Set the value of **CustomBoxLocation** to the path of the folder you created in step 1. * For example, if you want the Box Drive folder to appear under **C:\Cloud**: | | | | | - | - | - | | *Name* | *Type* | *Value* | | **CustomBoxLocation** | (**REG\_SZ**) | **C:\Cloud** | 4. Restart Box Drive. ## To remove the custom mount path **In a Windows environment** 1. Delete the **CustomBoxLocation** registry value from **HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box**. 2. Restart Box Drive. ## Unsupported locations Box does not support customizing its folder location to: * External Drives * Network Drives * The Box Sync folder or anywhere within the Box Sync folder (serious errors may result) ## Migrating legacy file paths Thus far we’ve discussed creating links in applications after you’ve moved the Drive location. But what about legacy absolute links – links that were set when files were in Box Drive **prior** to the move, or links set in your old file share, Box Sync, and so on? After you move Box Drive, none of these absolute legacy links work until you update them manually to point to their new location. See below for links to third-party articles that discuss how to migrate legacy absolute path links per individual application. ## Related links [Absolute paths and relative paths](https://en.wikipedia.org/wiki/Path_\(computing\)) from Wikipedia. Identifying and updating paths in other applications: [Microsoft Word](https://wordribbon.tips.net/T006007_Changing_Document_Links.html) [Microsoft Excel](https://support.office.com/en-us/article/fix-broken-links-to-data-84f494f9-1da9-460a-aa83-aba07108bc97) [Microsoft PowerPoint](https://support.office.com/en-us/article/update-or-remove-a-broken-link-to-an-excel-worksheet-29485589-816e-4841-81b7-ff90ae5a2cc4) [Adobe InDesign](https://helpx.adobe.com/indesign/using/graphics-links.html#update_restore_and_replace_links) # Enabling Box Drive for Your Users Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/enabling-box-drive-for-your-users Box Drive should be enabled by default in your admin console. However, if you have chosen to disable published applications, you must re-enable Box Drive manually through Integrations. 1. From your Admin Console, in the left sidebar click **Enterprise Settings**. 2. In the top of the page, click **Box Clients**. 3. Click **Desktop**. 4. In the list of Box applications, click the **Box Drive** slider button. # Enabling Enhanced Lock/Unlock on Box Drive (Windows Only) Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/enabling-enhanced-lockunlock-on-box-drive-windows-only Beginning with v2.21, Box Drive supports the ability to lock (or) unlock files when a user opens (or) closes the document. Admins can enable this feature for their end users to help improve the collaboration experience for Box files when accessed by the user on their desktop. ## Background Box Drive currently provides the option to lock a file to ensure other users are not able to edit the document at the same time. To lock the file, right click it and select the lock option before you open the file. If you don't lock a file, there may be conflicting copies of files created when multiple users try to save a document at the same time. See [File Version Conflicts](https://support.box.com/hc/en-us/articles/360044193873) for details on how Box resolves conflicts such as these. ## Enhanced lock/unlock experience On Box Drive v2.21 and above, admins can enable the enhanced lock/unlock feature for their users. There are 2 configurations the admins can set - Automatic or Prompted locking. * Automatic Locking (AutoLockUnlock=1) - The file will automatically be locked/unlocked when the user opens/closes the file. * Prompted Locking (AutoLockUnlock=0) - When the user opens the file, they will receive a prompt asking if they want to lock the file. When the user closes the file it will automatically be unlocked. ## Enabling the enhanced lock/unlock feature **Automatic locking option:** 1. Create a new DWORD (32-bit) value (REG\_DWORD) using the Registry Editor tool under **HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box** called **AutoLockUnlock**. 2. Set the value of **AutoLockUnlock** to **1**. 3. Restart Box Drive. **Prompted locking option:** 1. Create a new DWORD (32-bit) value (REG\_DWORD) using the Registry Editor tool under **HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box** called **AutoLockUnlock**. 2. Set the value of **AutoLockUnlock** to **0**. 3. Restart Box Drive. ## Disabling the enhanced lock/unlock feature 1. Delete the **AutoLockUnlock** registry value from **HKEY\_LOCAL\_MACHINE\SOFTWARE\Box\Box**. 2. Restart Box Drive. > [!NOTE] > > **Important factors:** > > **Support** - Enhanced lock/unlock is supported only for the following: > > * * Microsoft Word, Excel and PowerPoint 2010 and above. > * Windows 10 (64-bit) and above. > * Collaborated folders > > **Offline behavior** > > * Box Drive does NOT support enhanced lock/unlock experience when the user is offline. Opening a file when offline will not automatically lock or prompt the user to lock the file. Similarly, closing a file when offline will not unlock it. > > **Auto-lock behavior** > > * Using [Box for Microsoft Office coauthoring](https://support.box.com/hc/en-us/articles/5954058378899-Box-for-Microsoft-Office-coauthoring) with Enhanced lock/unlock on Box Drive disables auto-lock as the presence of a Box lock prevents coauthoring from starting. ## Known limitations * Drive will not be able to detect that file opens and closes when the Office application is opened with admin privileges. This is a system limitation without a workaround. * Users who have enabled Preview pane on Windows File Explorer will not receive the unlock prompt if Explorer is trying to fetch the preview for the file (when the file is selected when File Explorer is in focus). ## User Experience The below table lists the experiences for the different configurations for enhanced lock/unlock when accessing files on the Box Drive folder:
Flow Prompted Option Automatic Option
Lock a collaborated file When a user opens an unlocked Word/Excel/PowerPoint file User is prompted to lock the file. This prompt will also be displayed when a user saves a file to Box using **Save As**.*Note:*\ This prompt will be displayed when the Office application opens the file. The file is locked when the user clicks **Lock File**. ![A Box Drive Lock Files dialog prompting the user to lock Customers.xlsx to prevent others from editing it.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-drive/flow-prompted-option-automatic-lock.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=4b771b26b44c0fa8cd01522e3b5e7720) File is automatically locked. The file is also locked when a user saves a file to Box using **Save As**.  ![A Box notification stating that customers.xlsx has been locked to prevent collaborators from editing until the file is closed.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/automatic-lock-on-open.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=a91d03e1ad231f1e28fea1e18df86093)
Unlock a file When a user closes a locked Word/Excel/PowerPoint file that they locked File is automatically unlocked*Note:*\ If the user has made edits to the file, the file is unlocked only after it is uploaded to Box. ![A Box notification confirming that customers.xlsx has been unlocked after the file was closed.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/automatic-unlock-on-close.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=1396ac6c26853edace32b9d6e6c5f48e) File is automatically unlocked*Note:*\ If the user has made edits to the file, the file is unlocked only after it is uploaded to Box. ![blobid2-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/blobid2-2.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=96ff1f1236324e5432a141427acc17c3)
File locked by a collaboratorWhen users open a locked Word/Excel/PowerPoint file. User is notified that the file is locked by a collaborator, and the file will open in read-only mode. ![A Box Drive dialog informing the user that Business Plan.pptx is locked by a collaborator and will open in read-only mode.](https://mintcdn.com/product-docs/SQsI2NgHXG0tSLSJ/images/box-drive/collaborator-read-only-notice.png?fit=max\&auto=format\&n=SQsI2NgHXG0tSLSJ\&q=85\&s=c1989b1e8f04f4ad2634fd296fb2d70f) User is notified that the file is locked by a collaborator, and the file will open in read-only mode. ![blobid3-png](https://mintcdn.com/product-docs/s-271m0kwdd6XjvM/images/box-drive/blobid3-2.png?fit=max\&auto=format\&n=s-271m0kwdd6XjvM\&q=85\&s=429d8251073eecc1b2022d043e581ee1)
# Enabling the Mark for Offline Feature for Your Enterprise Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/enabling-the-mark-for-offline-feature-for-your-enterprise Box Drive's Mark for Offline (MFO) feature enables users to access their cloud content – regardless of network connectivity. They can specify content they want to work with offline and Box Drive automatically downloads the latest version of this content to their computer. Once they are back online it automatically uploads their changes back to Box Drive, ensuring people are always working with the most up-to-date versions of their files. With Box Drive people can stay connected to their work, even when they are offline. Box Drive also helps reduce bandwidth and storage issues facing organizations that routinely sync large amounts of content to their desktops. As an admin, you specify whether to keep this feature available throughout your organization (the default), or just for certain individuals, or whether to disable it altogether. ### **Enabling the MFO Feature** Be certain you have [enabled Box Drive for your organization](/en/box-drive/deploying-and-managing-box-drive/enabling-box-drive-for-your-users) and that you have the ability to edit Enterprise Settings. If you haven't enabled Box Drive or don't have the proper admin permissions, you cannot see this option. **To enable the MFO feature** 1. From your admin console navigate to **Integrations**. 2. In the top navigation click **Box Integrations & Clients**. 3. Scroll down to the **Box Drive - Mark for Offline** section and click **Edit Configuration**. In the dialog box that displays, you can: * **Enable for all Managed Users**. This is the default option. This means MFO is enabled for all managed users in your account. It's also enabled for any new users who join your organization after this point. * **Enable for Select Users** – that is, make MFO available only for certain users in your organization. When you select this option, another dialog box displays. Enter the email addresses of individual users for whom you want to enable this feature.\ You are limited to 100 individual users, and you cannot enter group emails, such as distribution lists. Any new users who join your organization after this point do not have access to this feature. You must add them manually. * **Disable for all Managed Users** – effectively turn off this feature organization-wide. 4. Click **Save** when you're done. ### **If You Disable the MFO Feature** Anyone who previously had MFO enabled will have the feature turned off within 24 hours of your disabling it. When it is disabled, all content the user had marked for offline access automatically becomes online only, without any user interaction. If you wish to disable it sooner, you can have your people quit Box Drive and re-start it to force an immediate feature check. You can also require people to log out of Box Drive, which ensures all cached content is immediately evicted. # Monitoring Box Drive Adoption Source: https://docs.box.com/en/box-drive/deploying-and-managing-box-drive/monitoring-box-drive-adoption You can review which of your users have logged into Box Drive by running a **User Activity** report and filtering for the Activity Type **Add login app** under the **Login** section. Export this report, then filter the **Affected** column by **Box Drive**. # About Box Extract Source: https://docs.box.com/en/box-extract/about-box-extract > [!NOTE] > > * Box Extract Agent APIs available on Business plans and above. > * Creating and configuring Custom Extract Agents, and autofilling metadata templates using Standard and Enhanced Extract Agents, only available on Enterprise Advanced plans. Box Extract combines agentic data extraction using the latest LLMs with advanced data science techniques (integrated OCR, extraction-specific RAG etc.) designed to automatically and accurately extract information from content and save as metadata in Box. Process owners configure, customize, deploy and manage data extraction processes via a dedicated UI. Populated metadata helps power faster search and accelerate decision-making, enabling teams to work on content-driven processes effectively, efficiently and at scale. This enables customers to implement high-value content-driven use cases on a single secure, compliant, intelligent platform that supports collaboration, workflow automation, third-party and custom integrations, and more. ![Contract Intake Extract Agent config: metadata fields table and Extraction Policy dropdown set to Keep value.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-extract/contract-intake-extract-agent-config.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=cb4db67381533f76617c2869400ac720) ## Key Features * **Custom Extract Agents:** * Users can create Custom Extract Agents that enable organizations to accurately extract structured data from content at scale and automatically apply that data as metadata to files in Box. Custom Extract Agents enable users to select predefined metadata templates, choice of Box AI Extract Agent (Standard or Enhanced), and whether to keep or override existing metadata values, and to configure extraction fields and field properties, including AI-powered instructions or prompts to maximize results accuracy. Once configured, users can attach a limit of 10 source folders to the Custom Extract Agent, extract structured data, and apply it as metadata to any file. * Only one template can be selected per agent, and at least one field must be enabled in Custom Extract Agent configuration for extraction. * **AI Agent Types:** * **Standard Extract Agent:** * Optimized for high-volume, structured or semi-structured files. Supports both consistent layouts (like invoices) and variable structures (like emails). Recommended for high-volume, structured or semi-structured documents with 50 pages or less and fewer than 20 extraction fields * **Enhanced Extract Agent:** * Designed for complex, unstructured, or lengthy documents such as contracts or clinical reports. Uses advanced reasoning for higher accuracy and transparency. Recommended for complex, large, or unstructured documents with 50 pages or more and more than 20 extraction fields for advanced use cases requiring chain of thought reasoning * **Flexible Configuration:** * Select the metadata template you want to extract and map data to. * Select or deselect individual metadata fields for extraction. * Add optional AI Instructions to improve extraction accuracy (e.g., specify where data lives, expected formats). * Determine your AI Agent type (Standard or Enhanced). * Choose whether to keep existing metadata values or overwrite them during extraction. * **Source Management:** * Attach up to 10 folders per Extract agent. Extraction sources can be managed directly from the **Extraction Sources** tab of each Custom Extract Agent. * Set each folder to single-level or recursive extraction. Single-level processes only the files at the folder root. Recursive processes files throughout the full folder hierarchy. You can change this setting for any folder after you add it. * Each folder displays the Extract Agents attached to it, giving users and admins visibility into which agents cover their content. * **Run History & Monitoring:** * Every extraction process is logged, including status, source folder, date and timestamps, and file name. You can verify extracted metadata in the file preview by selecting the file name in the **Run History**. Failed extractions provide tooltips explaining the reason for the failed extraction. * **Manual Edits:** * Users can view and manually edit extracted metadata via Box Preview or within Box Apps. * **Lifecycle Controls:** * Easily deactivate, edit, or delete Extract agents. Deleting an agent preserves previously extracted metadata. ## Limitations * Each user can create up to 100 Extract agents. * Box Extract processes source folders using metadata cascade policies. A cascade policy is scoped to a unique combination of metadata template and folder, so two Custom Extract Agents that use the same metadata template cannot target the same folder. The same restriction applies between an agent and an existing metadata cascade policy. Box detects these conflicts and blocks the folders that cause them. * When you add several folders at once and one of them conflicts, Box attaches the folders that do not conflict and displays an error for the folders it blocks. * When nested folders have overlapping agents or cascade policies, the closest policy in the hierarchy processes the file. A file in a subfolder is processed by the lowest-level agent or cascade policy that covers it. * Overwriting metadata replaces all existing metadata values. * Some extraction processes may still occur after Custom Extract Agent deactivation or deletion. * After a source folder is attached to a Custom Extract Agent, the metadata template is locked and cannot be changed or replaced. Add and save a metadata template before you attach source folders. * When attempting to apply metadata using multiple Box products simultaneously, like through Box Relay or leveraging the autofill capability in Box Preview, the order of extraction is unpredictable and may produce conflicts. * If the selected metadata template or enabled fields are deleted or if the user loses access to the source folder/file, the extraction process will fail. * If a metadata template is removed or all metadata template fields are disabled, a Custom Extract Agent cannot be activated until the missing information is restored. * If an Admin creates a metadata template that contains hidden metadata fields, users may encounter potential inconsistencies and inaccuracies when leveraging that metadata template within a Custom Extract Agent. We recommend that Admins fully audit their metadata templates to increase accuracy and consistency. * Box Extract currently supports extraction in English, Japanese, Korean, Chinese and Cyrillic from the following file types: * Images: bmp, cr2, crw, dcm, dicm, dicom, dng, gif, heic, jpeg, jpg, nef, png, raf, raw, svg, tga, tif, tiff, webp * Design/CAD: ai, dwg, eps, ps, psd, xbd, xdw * Documents: boxcanvas, boxnote, doc, docx, gdoc, msg, odt, pages, pdf, rtf, webdoc, wpd * Presentations: gslide, gslides, key, odp, ppt, pptx * Spreadsheets: csv, gsheet, numbers, ods, tsv, xls, xlsm, xlsx * Code/text: as, as3, asm, bat, c, cc, cmake, cpp, cs, css, cxx, diff, erb, groovy, h, haml, hh, htm, html, java, js, json, less, log, m, make, md, ml, mm, php, pl, plist, properties, py, rb, rst, sass, scala, scm, script, sh, sml, sql, txt, vi, vim, xhtml, xml, xsd, xsl, yaml * Box Extract currently supports the ability to attach up to 10 source folders for each Custom Extract Agent. Backfill extraction, which processes files that already exist in a folder when you attach it, has no file limit. * There is no limit to the number of active Custom Extract Agents an enterprise creates. * The maximum processing rate / throughput is 500 extractions per minute per user / 700 per minute per enterprise (2.5M pages a day). * Deleting a Custom Extract Agent moves it to the Trash (if enabled for your enterprise), from where it can be restored. * While deleting an active Custom Extract Agent is supported, restoring it requires deactivation and reactivation before it can extract metadata again. * Folder Access/Permissions: Currently, folders can only be attached for automatic extraction at scale from Custom Extract Agents. A Custom Extract Agent can be attached only to folders where the agent owner has Owner/Co-owner, Editor, or Viewer Uploader access. * Folder and file names in the Run History of a Custom Extract Agent are displayed exactly as they appeared when the extraction was executed. * Custom Extract Agents created by an end user are private to that user. They are only visible and accessible to the creator. At this time, Box Extract does not support sharing Custom Extract Agents with other users. * Run History records for Custom Extract Agents are stored temporarily and may not be accessed at this time. * In Run History, files with no metadata found still show 'Success' status. The extraction results do not affect the run status. * If a user’s folder permissions are changed to Viewer or Previewer after attaching a folder to an extract agent, the extraction will still run. However, the metadata cannot be updated, and the extraction will not be recorded in Run History. Users will need to manually detach the folder from the agent to avoid this limitation. * Custom Extract Agents do not support re-running extractions after completion so the user must manually detach and re-attach the folder to the agent to retry extraction. * If a file referenced in the Run History is deleted, its corresponding log is also removed. # Enabling Box Extract Source: https://docs.box.com/en/box-extract/enabling-box-extract Box Extract automatically and accurately pulls key information from content and saves it as metadata in Box using Custom Extract Agents. With Box Extract, it’s now easier than ever for enterprises to automate workflows, accelerate decision-making, and power faster content discovery. Enterprise admins can enable Box Extract for specific users and groups within the Admin Console after [enabling Box AI](/en/box-ai/admins/configuring-box-ai). Users who have not been enabled with Box Extract will not see the Extract tab within Relay in the Box web UI. Enterprise admins can define which users or groups can use Box Extract by selecting **Edit Configuration** and then selecting: * **Disable for all managed users** * **Enable for all managed users (recommended)** (default) * **Enable for select users and groups**, and then enter one or more user names, email addresses, or groups * **Enable for everyone except select users and groups**, and then enter one or more user names, email addresses, or groups > [!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 Box Extract for the entire organization. You can only select groups that have **Permission Setting** set to **Admins Only**. For details, see [Creating and managing groups.](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) # Managing Custom Extract Agents in Box Extract Source: https://docs.box.com/en/box-extract/managing-custom-extract-agents-in-box-extract ![Relay Extract tab listing agents; Configure, Rename, Deactivate, and Delete menu open for Lease Extract Agent.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-extract/relay-extract-tab-listing-agents.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=d51ce39b8a4b404706d301848cf67e91) From the Box Extract dashboard, you can configure an Extract agent by selecting ![Three-dot more options icon.](/images/box-extract/three-dot-more-options.png) on a specific agent: * **Configure** * Agent type * Select an agent type: **Standard Extract Agent** or **Enhanced Extract Agent**. * Fields and AI Instructions * Select metadata fields to extract. Box Extract requires at least one field to be enabled. Select the switch in the top right column to enable all metadata fields. * Add optional AI Instructions per field to improve accuracy. * Extraction policy and templates * Choose to **Keep existing metadata values** or **Override metadata values**. * Add and save a metadata template before you attach source folders. After a source folder is attached, the metadata template is locked and you cannot change or replace it. * **Rename** * Set a descriptive agent name, up to 255 characters. Renaming the Custom Extract Agent does not change extraction behavior. * **Deactivate** * Disables the Custom Extract Agent and stops extractions. * Some extraction processes may still occur after Custom Extract Agent deactivation or deletion. * **Delete** * Deleting a Custom Extract Agent moves it to the Trash (if enabled for your enterprise), from where it can be restored. However, restoring the archived agent requires deactivation then reactivation before it can extract metadata again. You can add more source folders for the Custom Extract Agent to automatically extract data to. * Source folders and activation * Attach up to **10 Box folders** as sources to automate extraction processes at scale. * Select **Activate** to begin adding source folders after saving the configuration to the Custom Extract Agent. * Set each folder to **Single-level** or **Recursive**. Single-level processes only the files at the folder root. Recursive processes files throughout the full folder hierarchy. You can change this setting for any folder after you add it. * Backfill extraction, which processes files that already exist in a folder when you attach it, has no file limit. * Each folder displays the Extract Agents attached to it, so you can review agent coverage from the folder itself. ## Resolve folder conflicts Box Extract processes source folders using metadata cascade policies. A cascade policy is scoped to a unique combination of metadata template and folder, so two Custom Extract Agents that use the same metadata template cannot target the same folder. The same restriction applies between an agent and an existing metadata cascade policy. When you add several folders at once and one of them conflicts, Box attaches the folders that do not conflict and displays an error for the folders it blocks. Review your extraction sources after a bulk add to confirm which folders attached. When nested folders have overlapping agents or cascade policies, the closest policy in the hierarchy processes the file. A file in a subfolder is processed by the lowest-level agent or cascade policy that covers it, not by an agent attached to a folder higher in the hierarchy. ## Per-file access and edits * You can view metadata attached to each file directly within Box Preview. * Edit or enter new values using the pencil icon. ## Run reports * Run History * Records extraction jobs with job status, source folder, and timestamps. * Use Run History to verify extraction results or diagnose issues. * Common workflow (high-level) 1. Create 2. Configure fields & AI instructions 3. Add folders 4. Activate 5. Monitor via Run History 6. Edit metadata as needed Folder and file names in the Run History of a Custom Extract Agent are displayed exactly as they appeared when the extraction was executed. # Using Box Extract Source: https://docs.box.com/en/box-extract/using-box-extract Box Extract is Box’s AI-powered solution for automatically and accurately extracting structured data from unstructured enterprise content at scale. Extracted data can be saved as metadata in Box or delivered through APIs to downstream systems and custom applications. Box Extract also enables users to create Custom Extract Agents, complete with sample documents, metadata templates, field settings, AI-powered instructions and prompts, choice of the Standard or Enhanced Extract Agent, extraction policy, and more. Custom Extract Agents can be applied to specific root/parent folders, as well as the subfolders within root/parent folders, to automate data extraction at scale. Once activated, the Custom Extract Agent automatically processes content within its assigned folders and saves extracted values as metadata in Box. Use Custom Extract Agents to automate repeatable, high-volume extraction of information such as invoice numbers, dates, supplier IDs, contract terms, and other critical business data. * **Files supported:** * Images: bmp, cr2, crw, dcm, dicm, dicom, dng, gif, heic, jpeg, jpg, nef, png, raf, raw, svg, tga, tif, tiff, webp * Design/CAD: ai, dwg, eps, ps, psd, xbd, xdw * Documents: boxcanvas, boxnote, doc, docx, gdoc, msg, odt, pages, pdf, rtf, webdoc, wpd * Presentations: gslide, gslides, key, odp, ppt, pptx * Spreadsheets: csv, gsheet, numbers, ods, tsv, xls, xlsm, xlsx * Code/text: as, as3, asm, bat, c, cc, cmake, cpp, cs, css, cxx, diff, erb, groovy, h, haml, hh, htm, html, java, js, json, less, log, m, make, md, ml, mm, php, pl, plist, properties, py, rb, rst, sass, scala, scm, script, sh, sml, sql, txt, vi, vim, xhtml, xml, xsd, xsl, yaml * **Enablement:** An Enterprise admin must enable Box AI before you can use Box Extract * **Agent types:** Standard Extract Agent and Enhanced Extract Agent * **Sources per agent:** Up to 10 folders * For each folder, choose **Selected folders only** to extract from files in the root folder, or **Selected folders and all subfolders** to extract from files throughout the folder hierarchy. * **Agent limit per user:** 100 * You cannot share Custom Extract Agents with other users. Only the user who creates a Custom Extract Agent can create, configure, and deploy it at scale. Confirm Box AI and Box Extract are enabled for your organization. For admin enablement, visit [Configuring Box AI](/en/box-ai/admins/configuring-box-ai). > [!TIP] > > See [Understanding AI Units in Box](/en/box-ai/understanding-ai-units-in-box) for information on how Box calculates your AI usage, including document processing with Box Extract. ## Create a Custom Extract Agent 1. Navigate to **Automate** and select the **Extract** tab. 2. Click **New+** and select **Custom Extract Agent**. 3. Select up to 10 sample files to reference and test your Custom Extract Agent with. ![Generate template](https://mintcdn.com/product-docs/mg1QnIFbUX_QLEoh/images/box-extract/extract-playground.png?fit=max\&auto=format\&n=mg1QnIFbUX_QLEoh\&q=85\&s=3c6ede5180f93fad99d7be151a6b2d61) Admins and co-admins have the ability to perform the following actions when creating a Custom Extract Agent: * Automatically generate a new metadata template with AI using up to 10 sample files for reference. * Create a new metadata template and configure metadata fields and field properties manually. * Use an existing metadata template. End users only have the ability to use an existing metadata template. ![Use existing template](https://mintcdn.com/product-docs/PBmFMUr8riLd1f28/images/box-extract/custom-extract-agent-builder.png?fit=max\&auto=format\&n=PBmFMUr8riLd1f28\&q=85\&s=212f317ab565767828e9a3d7e1af6bbd) > [!NOTE] > > * **AI-generated metadata templates** and **manual template creation** are available for admins and co-admins only. > * Metadata templates are configured by admins or co-admins in the Admin Console. See [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) to learn more. > * Managed users can use or replace an existing metadata template, but cannot create, generate, or edit metadata templates. The template **…** menu is streamlined for managed users to remove those options. ### Generate a new metadata template with Box AI ![](https://mintcdn.com/product-docs/mg1QnIFbUX_QLEoh/images/box-extract/Box-AI-Extract.png?fit=max\&auto=format\&n=mg1QnIFbUX_QLEoh\&q=85\&s=91932eeae38774671c883395e9ac9350) > [!NOTE] > > * Generating a new metadata template with Box AI is a paid feature that uses premium models only. See [Box AI pricing](https://docs.box.com/en/box-ai/understanding-ai-units-in-box) to learn more. > * Selection of the Box AI Standard or Box AI Enhanced Extract Agent applies only to data extraction processes. It does not apply to AI-generated metadata template creation. Using this option, Box AI analyzes the files in the source folders and generates a new metadata template based on the files you selected. You can then review the fields generated, adjusting any settings within the fields in [Configure the agent](#configure-the-agent). Admins and co-admins can select up to 10 sample documents for Box AI to analyze when generating a new metadata template. Based on the content and structure of these documents, Box AI automatically generates relevant metadata fields, including field names, field types, and extraction instructions. Admins and co-admins can review and edit the generated fields and their properties before saving and applying the template within the Custom Extract Agent. For more information about modifying metadata fields and extraction instructions, see [Configure the agent](#configure-the-agent). Once the template is created, you can select the template and fields you want to use in [Configure the agent](#configure-the-agent). The information shown after the template is created is an example of the data extracted from the files. AI-generated metadata templates are saved in the Admin Console and can be used by other users in Box Extract as well as other workflow products unless admins or co-admins hide them. Field instructions generated by Box AI are not automatically saved in the template, so users create their own field instructions when they use the template in a Custom Extract Agent. ### Create a new metadata template manually ![](https://mintcdn.com/product-docs/mg1QnIFbUX_QLEoh/images/box-extract/Extract-with-template.png?fit=max\&auto=format\&n=mg1QnIFbUX_QLEoh\&q=85\&s=e7dcc2c67fa0de33d09c148a5efb690a) If you choose to create a new metadata template manually, you can add fields to the template by clicking the **+ Add field** button and adding from the following field types: * Text * Number * Date * Dropdown * Taxonomy ### Use an existing metadata template From the configuration page of the Custom Extract Agent, choose a Metadata Template from a list of available templates. This option is available for all users and groups. * By default, all fields are selected. However, you can select or deselect which fields from the selected metadata template you want to extract data to. * On existing Custom Extract Agents, managed users do not see the **Add field** and **Save template** buttons on the side panel. * After a template is saved, the field name and field type are read-only for managed users. To change field definitions, an admin or co-admin must edit the template in the Admin Console. ## Configure the agent 1. After you choose a metadata template and fields, rename the Custom Extract Agent by clicking the ellipsis (...) and then selecting **Rename**. The character limit for the name is 255 characters. 2. Select the AI Agent you want to use: 1. Box AI Standard Extract Agent: Recommended for high-volume, structured or semi-structured documents with 50 pages or less and fewer than 20 extraction fields. 2. Box AI Enhanced Extract Agent: Recommended for complex, large, or unstructured documents with 50 pages or more and more than 20 extraction fields for advanced use cases requiring deep insights and precision. 3. Enable the metadata fields you want to extract. At least one field must be enabled to save the Custom Extract Agent. You can also toggle all metadata fields on for extraction. Supported field types include: 1. Text 2. Number 3. Date 4. Dropdown 5. Taxonomy 4. Add AI Instructions (recommended) for more accurate and precise extraction results. Attach short, structured prompts per field including details such as where the field is located, expected format, validation rules, edge cases, and more. The current prompt limit is 5,000 characters. 5. Select the extraction policy that determines whether the extraction process preserves existing metadata or overwrites it entirely. Admins or co-admins can create and manage the taxonomy field type in the Admin Console. See [Creating and managing taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies#create-a-metadata-taxonomy) to learn more. > [!WARNING] > > Custom Extract Agents applied to folders before July 2026 will continue extracting only from the previously supported file types. To enable extraction of the newly supported file types on an existing folder, remove and reassign the Custom Extract Agent to that folder. > [!NOTE] > > Add and save a metadata template before you attach source folders. After a source folder is attached, the metadata template is locked and you cannot change or replace it. ## Activate and attach source folders * After you save the Custom Extract Agent, you can activate or deactivate it and apply it to up to 10 source folders by clicking the ellipsis (...) and selecting **Add Source Folder**. * You can add folders to inactive Custom Extract Agents. * Choose **Selected folders only** to extract from files in root folders, or **Selected folders and all subfolders** to extract from files at every level in each folder's hierarchy. You can change this setting for any folder after you add it. * When the Custom Extract Agent is active and a source folder is attached, Box Extract automatically extracts data from uploaded files and applies that data as metadata. * Monitor the source folders for newly uploaded files to confirm extraction completes as expected. * Custom Extract Agents can automatically process files that already exist in a folder. This option doesn't contain a file limit. * Deactivating the agent stops new extraction processes. Previously extracted data remains as metadata on the associated files. Each folder displays the Custom Extract Agents attached to it, so you can review which agents cover your content without opening the Extract tab. ## Enable references and confidence levels You can enable references and confidence levels for metadata extracted by a Custom Extract Agent. These capabilities can be enabled independently. Both are off by default. * References help users verify extracted values by identifying where the supporting information is in the source document. * Confidence levels indicate how confident Box Extract is in each extracted metadata value and can help identify values that might require additional review. To enable either capability, go to **Configurations** > **Advanced**, then turn on **Enable references** or **Enable confidence levels**. To learn more about references and confidence levels in Box Preview, see [Using confidence levels and references in Box Preview](/en/box-fundamentals/for-users/staying-organized/previewing-content/using-the-confidence-level-in-preview). ## Resolve folder conflicts Box Extract processes source folders using metadata cascade policies. A cascade policy is applied using a unique combination of metadata template and folder properties, so only one Custom Extract Agent or cascade policy can use a given template on a given folder. A conflict occurs when: * Two Custom Extract Agents that use the same metadata template target the same folder * A Custom Extract Agent and an existing metadata cascade policy use the same metadata template on the same folder When you add several folders at once and one of them conflicts, Box attaches the folders that do not conflict and displays an error for the folders it blocks. Review your extraction sources after a bulk add to confirm which folders are attached. Nested folders behave differently. When a Custom Extract Agent is applied recursively to a parent folder, it automatically processes files within that folder and all of its subfolders. You can also assign a different Custom Extract Agent directly to a subfolder. In this case, the agent assigned directly to the subfolder takes precedence, ensuring each file is processed only once. When that happens, only the agent on the nearest folder runs, so each file is still processed once. A cascade policy on the subfolder behaves the same way. Example: the *Invoices* folder has a recursive agent, and its *2026* subfolder has an agent of its own. Files in *Invoices/2026* use the *2026* agent. Files anywhere else in *Invoices* use the *Invoices* agent. To learn more about cascade policies, see [Cascading metadata in folders](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders). ## Test and run extraction Select **Test Extraction** on the Custom Extract Agent configuration page to test the agent against sample files before activating it. For managed users, the button displays on the side panel, outside the template ellipsis (**…**) menu, so you can add sample files and validate results before running the agent at scale. For admins, the button displays as **Run extraction** inside the template ellipsis (**…**) menu. > [!NOTE] > > Testing a Custom Extract Agent consumes AI Units. See [Understanding Box AI Usage: Daily Quotas and AI Units](/en/box-ai/understanding-ai-units-in-box) to learn more. Extraction runs only when you select **Test Extraction** or **Run Extraction**. Box does not automatically trigger extraction when you: * Upload a file to an agent that already has a template selected. * Replace a template on an existing agent. Automatic extraction applies only when Box AI recommends a template during agent creation. ## Troubleshooting * If the template has been deleted or is inaccessible, select another template or contact your administrator for assistance. * If enabled template fields have been removed, update and save the agent configuration. * If the source folder or file has been deleted or you lost permission, restore the content or source manually. * If activation fails due to missing configuration, ensure at least one field is enabled and that the template is valid. * If a folder is blocked by a conflict, detach the folder from the other agent or remove the conflicting cascade policy, then add the folder again. ## Best practices * Use consistent, descriptive naming when creating or modifying a Custom Extract Agent name to simplify large-scale management. * In the AI instructions, be as descriptive with as much detail as possible related to the document being extracted for more accurate and precise results. * If you are not receiving the extraction results you want, try adjusting the AI instructions or revising your prompts until you achieve desired results. * Use the Box AI Standard Extract Agent for consistent, high-volume extraction or the Box AI Enhanced Extract Agent for more complex documents requiring higher accuracy. * Confirm folder permissions and template visibility with Admins or Co-Admins before activating agents. * Use **Selected folders only** when you only need the files at a folder root. Using **Selected folders and all subfolders** on a deep hierarchy processes every file it finds, which increases extraction volume and AI unit consumption. # About Box Forms Source: https://docs.box.com/en/box-forms/about-box-forms > [!NOTE] > > Box Forms is available only for Enterprise Advanced accounts. Customers must agree to the Box Forms Addendum in order to use Box Forms. Box Relay workflows help automate processes and customize them using end-customer inputs. With the introduction of Box Forms, you can create tailored forms easily to collect data and trigger workflows. ![forms-tab-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-forms/forms-tab.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=810654a692a54b14e4aa0e588b6dd07e) With Box Forms, you can: * Create engaging web and mobile forms with an intuitive drag-and-drop builder. * Design forms to dynamically show or hide fields based on user responses. * Change the background colors and logos within your forms to match your organization’s brand design. * Preview form designs and test behavior in real time prior to going live. * Use forms to collect data, trigger workflows, generate documents, initiate e-signatures, and more. # Use Cases | | | | - | - | | HR | Collect information to streamline new hire onboarding, performance evaluations, and employee feedback. | | Customer Service | Collect client data in a clear and organized way to enhance efficiency. | | Procurement | Gather input to ensure all purchases are authorized, justified, and comply with company policies. | | Compliance | Collect comprehensive audit information to enhance stakeholder communication and expedite turnaround times. | | Legal | Gather information for drafting legal documents such as contracts, agreements, leases, and court filings. | | Finance | Capture necessary information securely to authorize fund transfer promptly. | # Box Relay Integrations See [Automating workflows with Relay](/en/box-relay/building-basic-workflows/understanding-triggers-and-outcomes-in-relay) to get started using forms to collect information. Box Forms in Relay lets you choose an existing Form to get started. You can then use this form as a trigger and use the form fields inputs from it to guide your Relay workflow. # Box Apps See [Creating an App](/en/box-apps/using-box-apps/apps/creating-an-app) to get started with adding an existing form through Box Apps. With Box Apps, you can use an existing form to collect information within that app. Additionally, if the form used is also a trigger in a Relay workflow, you can trigger that workflow from the app itself. This functionality makes it easier to gather information in a workflow. # Box Doc Gen See [Generating your first document with Relay](/en/box-relay/building-enhanced-workflows/generating-documents-with-box-doc-gen-and-box-relay) to get started with integrating Forms into Relay. In a Relay workflow, Box Doc Gen uses form submissions to collect information, which is then used to generate a document from a template. For more information on interoperability, see [Known Limitations](/en/box-forms/enabling-box-forms). # Creating a Form Source: https://docs.box.com/en/box-forms/creating-a-form > [!NOTE] > > Box Forms is available only for Enterprise Advanced accounts. Customers must agree to the Box Forms Addendum in order to use Box Forms. With Box Forms, you can create forms to gather information from recipients. # Building a Form Get started by going to the **Automate** section and then the **Forms** tab. From here, click the **New +** button to begin creating a form. ![Box Forms editor with empty Untitled Form canvas and right sidebar of draggable field types.](https://mintcdn.com/product-docs/O4_cZ2sQfJnxuAba/images/box-forms/Forms-Emptyy-State.png?fit=max\&auto=format\&n=O4_cZ2sQfJnxuAba\&q=85\&s=c5fe591e53b7e4670d05d8cce5dd224b) **To build a form:** Add a field by dragging and dropping, adding it inline, or clicking the **Add a Field** button on the form. * Short Text * Long Text * Checkbox * Radio * Dropdown * Number * File Upload * Email Address * Metadata * Static Text * Date and Time Customize branding: * Select a theme color. * Add a header logo. > [!NOTE] > > Box Forms is available only for Enterprise Advanced accounts. Customers must agree to the Box Forms Addendum in order to use Box Forms. # Adding Form Logic Logic within forms can adapt based on user inputs, making them more relevant and easier to complete. You can set conditions to show or hide fields and add specific logic for further customization. **To add custom logic:** For the **If** condition, configure the logic that determines the event needed to trigger the conditions. Select to specify if **All Conditions** or **Any Conditions** apply: For the applicable field, select a condition operator: * Equals * Does Not Equal * Contains * Does not Contain * Begins With * Ends With * Is Empty * Is Not Empty For the **Then** outcome, configure the logic that determines the outcome of the selected **If** conditions. Select from the following: * **Show/Hide Fields**\ This outcome can be used to show/hide submitters relevant form fields as they complete the form. * **Enable/Disable Fields**\ This outcome can disable fields to make them read-only while keeping them visible. (Optional) For the **Else** outcome, configure the logic that is applied after the **Then** condition: * Show/Hide the field. * Enable/Disable the field. # Previewing a Form Once a form is completed, you can click **Preview** to review the form prior to sharing it. From the **Preview** tab, you can test out the fields and conditions to ensure all work appropriately. Submissions in preview are not included in the form submissions page. # Publishing a Form After reviewing the form, you can share it to gather submissions. (Optional) Click **Settings** and select if you want to require form submitters to log in to Box: * To allow only logged in Box users to create submissions, toggle on **Require uploaders to log in to Box**. If your Admin has this setting enabled, then form submitters will have to log in to Box by default. * To allow anonymous form submissions, toggle off **Require uploaders to log in to Box**. (Optional) Click **Settings** and set an expiration date for the form: 1. Select **Set a link expiration date**. 2. Select a date. 3. Click **Save**. ## Embedded Links **To create an embed widget from your form** 1. Click **Copy**. The toggle **Link is enabled** needs to be set to on to share the link. 2. Navigate to the form. 3. Click the ellipsis (**…**) on the specific form. 4. Select **Share**. 5. To the right of the link, click the code box. Box creates the iFrame; you can use the copied code to embed the form. # Enabling Box Forms Source: https://docs.box.com/en/box-forms/enabling-box-forms > [!NOTE] > > Box Forms is available only for Enterprise Advanced accounts. Customers must agree to the Box Forms Addendum in order to use Box Forms. Box Forms allows users to easily design, customize, and publish web forms with required fields, dynamic rules, and customizable workflows for starting business processes. # Admin Enablement Admins can enable Box Forms for their organization by accessing the **Admin Console**, and then **Enterprise Settings**. In the **Content & Sharing** tab, scroll down to the **Forms** section and select **Edit Configuration** under **Forms**. ![forms-admin-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-forms/forms-admin.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=84bebff40a44f3849485d6db9b835df3) ## For Select Users and Groups By default, Box Forms is disabled for all users. You can configure access for your organization: * Disable for all managed users * Enable for all managed users * Enable for select users and groups * Enable for everyone except select users and groups Add the desired users and groups to enable Box Forms for them. Once you have selected your users and group preferences, click **Save**. ## Form File Upload Fields Configuration Specify whether to limit form file upload access to folder owners and co-owners (that is, to exclude editors), based on folder permissions. You can set the permissions by selecting **Form File Upload Fields Configuration**, then selecting from the following options: * **Owners/Co-Owners Only**\ Allows only users who own or co-own the folder to upload files. * **Owners/Co-Owners and Editors** (Recommended)\ Allows owners, co-owners, and editors of the folder to upload files. ## Forms Branding Configure access for forms branding: * Disable for all managed users * Enable for all managed users * Enable for select users and groups * Enable for everyone except select users and groups Add the desired users and groups to enable custom branding for them. Once you have selected your users and group preferences, click **Save**. Admins can select what logo their organization uses by default on forms: * **Logo on Brand Color**\ Company brand color and logo defaults to **Logo for use on Brand Color**. The selected logo on brand color (icon and background color) is added to the form when a new form is created. * **Logo on White**\ Company brand color and logo defaults to **Logo for use on white**. The selected logo on white background (icon and background color) is shown on the form whenever a new form is created. ## Form Public Link Access Admins can select access to forms by either requiring uploaders to log in with a Box account or allowing anyone with a link to access the form. This setting affects all forms within the organization. # Known Limitations ## Data handling As of now, form submissions have different data handling measures than files and folders. Contact your Box administrator and support team for additional information. ## Interoperability Box Forms is not fully interoperable with all features within Box, such as Box Governance, Box Shield, Box Zones, and Box Keysafe. This limitation may affect your ability to meet compliance requirements that depend on these services such as CJIS or ITAR compliance, GxP standards, or FINRA Broker-Dealer regulations. ## Metadata Forms can be created with either Metadata fields or non-metadata files. ## File Size Box Forms has a maximum size limit of 2.5 MB. # Managing Box Forms Source: https://docs.box.com/en/box-forms/managing-box-forms > [!NOTE] > > Box Forms is available only for Enterprise Advanced accounts. Customers must agree to the Box Forms Addendum in order to use Box Forms. # Forms List You can view available forms in your Box account by going to **Automate > Forms**. ![forms-list-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-forms/forms-list.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=3ccf4c853b661b585416f8b9ed72428f) From the list view, you can edit, share, activate or deactivate a form. Hover to the right of a form and click on the ellipsis ![more-options-png](/images/box-forms/more-options.png) button to view the actions: * **Edit** Opens the Form Builder to edit a form * **Share** Once a form is [published](/en/box-forms/creating-a-form), the toggle **Link is enabled** allows you to copy the link to share. Click **Settings** to configure the following: * Choose whether submitters will have to log in to Box by default. * Set a link expiration date from the calendar pop-up. * **Delete** This action will permanently delete the form, including all submissions associated with it. However, the files received from submissions will not be deleted. * **Activate or Deactivate** Deactivate or activate the form by toggling this setting on or off. Deactivated forms do not receive submissions. * **Submissions** View the information that has been collected using the form. # Submitted Forms Clicking **Submissions** brings you the list of information collected from the form. The columns are shown in the order they appear on the form. ![screenshot-7-3-2025-144526-www-figma-com-jpeg](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-forms/screenshot-7-3-2025-144526-www-figma-com.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=eac351dad8759c987dc9ab545f6542a1) To see further actions, hover to the right of a submission: * **View** * When you click **View**, a pop-up shows the form submission and displays all the fields from the form that the submitter filled out, along with their responses. * When you view a submission, clicking the file directs you to its location in Box. * The recipient’s name is displayed at the top within the individual submission view. * **Delete** * This action permanently removes the submission and all associated data, including the Metadata associated with the form submission, from your Box account. However, files submitted and received, as well as Metadata applied to files and folders, will not be removed unless deleted separately. * Additionally, you can delete a submission from the individual submission view. # Understanding File Restrictions in Box Forms Source: https://docs.box.com/en/box-forms/understanding-file-restrictions-in-box-forms File restrictions define which file types users can upload when submitting a form in Box Forms. This feature is essential for enterprises that need to limit file uploads to approved formats or prevent unsupported files from entering their content management system when collecting files using Box Forms. ## Configuring File Restrictions Admins and end users who have been enabled to use Box Forms can set allowed file types during the form design process. By specifying permitted extensions, you can tailor each form to accept only relevant documents, images, or other files as required by your organization. ## Supported File Types | | | | | - | - | - | | **Category** | **Format(s)** | | | Images | .jpg, .png, .jpeg, .gif, .bmp, .webp | | | Videos | .mov, .mp4, .avi | | | PDF | .pdf | | | Archive | .zip, .iso | | | Documents | .pdf, .doc, .docx, .gdoc | | | Spreadsheets | .xlsx, .xls, .gsheet, .csv | | | Presentations | .ppt, .pptx, .gslides | | ## Setting Up File Restrictions 1. Within Box Forms, open your form in the Box Forms editor. 2. Drag and drop a file upload field or select an existing one. 3. In the field’s settings, restrict the following: * File Type: * Images * Videos * PDF * Documents * Slideshow * Spreadsheets * Archive * Number of uploads * Set a minimum or maximum limit for number of uploads. * **Note:** If the file upload field is set to mandatory, at least one file upload will be required, even if the upload minimum is set to 0. 4. Publish the form * Validate the restrictions were implemented in the form. # Introduction to metadata Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/introduction-to-metadata Metadata defines and stores custom information associated with your files in Box. This custom information can serve many different use cases, such as to classify legal contracts by signature date, or organize marketing assets by product line. You can set metadata within the Box web application or programmatically using the API. ## Where metadata works in Box You can apply, edit, and search metadata templates directly on files and folders in the Box web application. Beyond the web app, metadata integrates across several Box products: * **Box AI** can automatically extract metadata from supported file types using AI-powered extraction agents. * **Box Apps** lets you create views and filters based on metadata to build no-code applications. * **Box Automate** can drive automated workflows based on metadata values. Developers can programmatically create, read, update, and query metadata using the [Metadata API](https://developer.box.com/reference/metadata-templates-resources) and [Metadata Query API](https://developer.box.com/reference/post-metadata-queries-execute-read). ## Key terminology An **attribute** is a key-value pair that stores a single piece of information, for example "Contract date" or "Department." A **metadata template** is a grouping of attributes that define what values can be populated for a file or folder. Admins create templates in the **Admin Console** to enforce consistency across the enterprise. A **metadata instance** is the specific set of attribute values applied to a file or folder. An instance is created when a metadata template is applied to an item. ## Custom metadata vs. metadata templates Custom metadata is best suited for ad-hoc, one-off additions on individual files. Metadata templates, on the other hand, are designed for structured business processes. Templates enforce uniformity across metadata application, enable advanced search on specific attribute values, and support a SQL-like query API with logical operators. They also power views and filters in Box Apps and can drive workflows in Box Automate. When all content in Box shares a common property (for example, a department identifier), but only a subset of that content needs additional classification (for example, marketing assets that also need campaign and product-line tracking), you can apply multiple templates to the same file. Use one template for the shared property and a second for the specialized attributes. ## Suggested use cases Metadata is flexible enough to support a range of business functions: * Legal teams can classify contracts with attributes like signature date or contract term, making discovery easier. * Vendor Management teams can onboard and track vendor contracts for simpler reporting and cost management. * Sales teams can organize collateral by product line, use case, or geography, while Marketing teams can centralize digital asset repositories and streamline brand efforts. * Project Management teams can add structure and status to documents and work plans. * HR teams can standardize processes from hiring to retiring, using metadata to find common forms and analyze employee data. ## Account requirements Metadata is available for Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced accounts. To upgrade your account, contact your Box account team. It is also available on [free developer accounts](https://account.box.com/signup/developer#ty9l3). ## Next steps * [Using metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) - apply, edit, search, and delete metadata on your files * [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) - create and manage templates in the Admin Console * [Metadata taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies) - define hierarchical metadata structures * [Cascading metadata in folders](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders) - automatically apply metadata across folder contents # Using metadata Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata This article covers how to work with metadata in the Box web application. For an overview of what metadata is and how Box uses it, see [Introduction to metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/introduction-to-metadata). For technical details on integrating with Box, developers can visit the [API documentation](https://developer.box.com/guides/metadata/quick-start/). ## Applying metadata templates To apply a metadata template: 1. Select the file to which you want to add metadata. 2. In the file's preview screen, select the **Metadata** icon in the right-hand sidebar. 3. Next to **Metadata**, select **+**, then choose the metadata template you want to use. ![metadata-template-image01-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-template-image01.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=299beea550eebe7754c543d2c498514c) ### Custom metadata If no relevant metadata template exists, you can create a custom template for a particular file. When choosing a template, select **Custom Metadata**. Enter an **Attribute Name** and select **Add** to create a custom attribute. Once you are done, select **Save**. You can add as many custom attributes as you need. These additional attributes are not shared across any other files. You can also use metadata without templates. For accounts that have metadata activated, you can always add metadata in the custom metadata section. > [!NOTE] > > You can assign up to 100 metadata templates to a specific item. ## Editing metadata values To edit metadata values: 1. Select the metadata instance you want to edit. Box displays a pencil icon to the right of the template's name. 2. Select the pencil icon. Box displays the attribute values in text entry boxes. 3. Select the attribute value you want to edit. 4. Edit the attribute's value. 5. Select **Save**. > [!NOTE] > > While editing a saved **custom** instance, you can still add attributes by selecting **+**. ## Autofilling metadata in templates With this feature enabled, Box account holders in Enterprise Advanced accounts can use Box AI to extract metadata from supported file types, such as .pdf, .tiff, .png, .jpeg, that have one or more attached metadata templates, and automatically add that metadata, as suggested values, into the metadata template. Box provides two metadata extraction agents for autofilling metadata templates: **Standard** and **Enhanced**. Both extraction agents use Large Language Model (LLM) processing to extract contextual data. | | **Standard Extraction Agent** | **Enhanced Extraction Agent** | | - | - | - | | **Default model** | Gemini 3.1 flash lite | Gemini 3.7 flash | | **Model flexibility** | CYOM through the API (standard or premium model) | Default model only: no choice to change model | | **Best suited for** | Structured or semi-structured documents; documents of less than 50 pages with fewer than 20 extraction fields; high-volume simple extraction tasks | Complex and unstructured documents; documents of more than 50 pages with more than 20 extraction fields; advanced use cases requiring deep insight and precision | | **Taxonomy support** | Small taxonomies of less than 200 nodes | Larger taxonomies supported (500 nodes kept in context, with heuristic sampling for larger taxonomies) | > [!NOTE] > > Bulk extraction of up to 25 files is available through the API only. The Box web application does not support bulk file extraction. ### Enabling autofill for your enterprise If you are a Box admin, autofill metadata is available when the **Box Files** setting is enabled for your enterprise. To enable or disable autofill, go to **Admin Console** > **Box AI** > **Files**. ### Autofilling metadata from a file If your enterprise's Box admin has enabled the **Box Files** setting, you can use Box AI to automatically add a file's metadata, as suggested values, into the file's metadata templates. To autofill metadata from a file: 1. In your **Files** window, double-click a file that has at least one metadata template. Box opens the file in the Preview window. 2. In the Preview window's sidebar, select the **Metadata** icon. 3. In the **Metadata** panel, select **Autofill**. Box displays the metadata extraction agents available to your organization's account. 4. Select a metadata extraction agent. ![metadata-autofill-button-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-autofill-button.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=34c821d223e2040caafaa04a38fd2e30) Box AI extracts relevant information and adds it as suggestions in the metadata template's input fields. In the metadata template, Box highlights values suggested by Box AI. ![metadata-suggested-values-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/metadata-suggested-values.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=24b18fea91ca9b4c273526ff09c12285) After reviewing these suggested values, you can save or change them. To save them, select **Save**. To change a suggested value, type a new value in the field. ## Deleting a metadata instance To delete a metadata instance from a file: 1. Select the metadata instance you want to delete. Box displays a pencil icon to the right of the instance's name. 2. Select the pencil icon. 3. In the bottom of the pane, select **Delete**. ![delete-metadata-01-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/delete-metadata-01.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=0a221bc3790d83f742e3a81cba06238a) 4. Select the **Confirm deletion of Metadata instance** checkbox and select **Delete**. > [!WARNING] > > Deleting metadata is permanent and cannot be undone. No trash bin exists for recovering deleted metadata. If a metadata template or attribute is associated with an active retention policy, you cannot delete the template, attribute, or options until you [delete the retention policy](/en/box-governance/retention/deleting-a-retention-policy). ## Using advanced search with metadata templates Metadata values are indexed by the Box search engine. If you perform a search, the search engine treats metadata values similarly to how file titles or file text are treated. If a match on metadata is made, it influences the search results returned to you using Box's search relevance algorithm. You can also use **advanced search** to filter results within specific metadata templates. To search using specific metadata templates: 1. Select the **Advanced Search** icon ![Advanced search filter icon](/images/box-fundamentals/filter-icon.png) in the **Search** box at the top of the screen. 2. Select **Metadata** and choose the template you want to use for your search. 3. Enter the values you want to search for, then press enter to search. ## Permissions and collaboration Metadata adheres to folder-level permissions. A collaborator with permission to view items can view metadata, and a collaborator with upload permissions can edit metadata values. For example, if a collaborator is a viewer in a folder, that person can only view metadata and not edit it. If a collaborator is a previewer uploader, they can both view and edit metadata. [Refer to the permissions chart](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) for details on which permissions are granted to each collaborator role. ### External collaborators Metadata is available for external collaborators who collaborate in a folder where the folder owner has enabled metadata on their account. External collaborators can see and edit metadata instances and attributes in parity with file metadata. Read and write access of existing instances adheres to standard folder collaborator settings. New instances can be applied only by users within an enterprise in the web application; external collaborators outside the enterprise cannot add instances to a file in the web application. The metadata template owner enterprise owns the metadata template and all values of the template. If the metadata template changes, this affects any values of metadata that are collaborated with external collaborators. ### Shared links For details on how metadata works with shared links, refer to the [shared links chart](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). ### Encryption All metadata is encrypted. > [!NOTE] > > Metadata is not deleted unless a user deletes the metadata directly off the item. If an account activates and deactivates the metadata feature, or if an item with metadata is deleted, metadata is still retained. ## Managing templates Administrators can create and manage templates from the Admin Console. For more information, see [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates). # About Legal Hold Policies Source: https://docs.box.com/en/box-governance/legal-holds/about-legal-hold-policies Legal Hold policies are available as a part of Box Governance.  Use Box Governance Legal Hold policies to retain designated content in your organization by placing certain files, file-versions, folders, or custodians ([managed users](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management)) under legal hold. When content is under legal hold, Box prevents that content from being permanently deleted for as long as the Legal Hold policy is active. Information is available for [Creating](/en/box-governance/legal-holds/creating-and-editing-a-legal-hold-policy) and [Editing](/en/box-governance/legal-holds/creating-and-editing-a-legal-hold-policy#editing-a-legal-hold-policy) Legal Hold policies. > [!NOTE] > > Legal Holds do not apply to bookmarks. ## How Custodian (managed-user) Legal Hold Preservation Types Work in Box Box supports three Custodian (managed-user) Legal Hold preservation types—**Ownership**, **Access**, and **Interaction**—to give you fine-grained control over preserving content when custodians are placed on hold.  Each preservation type defines a different scope of data retention that you can use either independently or in combination. ### 1. Ownership-Based Preservation Selecting **Ownership** ensures that Box preserves all files and folders a custodian owns, both at the time the hold is applied and in the future.  Ownership-based Preservation includes: * All files and folders currently owned by the custodian. * New content the custodian creates or uploads into folders the custodian owns. * Owned content moved into Box Archive. > [!WARNING] > > If a custodian uploads a file into a folder owned by someone else, that file is not preserved under **Ownership**. **Ownership** is based on the file’s owner.  However, if you also apply an **Interaction** hold, Box preserves the file. ### 2. Interaction-Based Preservation **Interaction**-based Preservation preserves file-versions a custodian interacts with, both in the future and up to seven years prior to when the hold is applied.  A delay of up to twelve hours may occur between when the hold policy is activated and when the file is preserved. Interactions include: * Opening or previewing a file-version. * Downloading or uploading, including files downloaded via Box Sync and Box Edit. * Creating or editing a file-version. * Trashing a file or folder. If the folder is trashed, all items within the folder are held. **For Example:** If a custodian is added as a Collaborator to a file after an **Interaction** hold, Box preserves the file only if the custodian interacts with it. ### 3. Access-Based Preservation (Legacy Model) With **Access**-based Preservation, Box preserves: * All content a custodian has access to at the moment the legal hold is activated, even if collaboration (including Hubs) is later removed. * New files or file versions added to those same top-level folders. * All content the custodian owns. * All content the custodian interacts with after being placed on hold. * Opening or previewing a file-version. * Downloading or uploading, including files downloaded via Box Sync and Box Edit. * Editing a file-version. * Trashing a file or folder. If the folder is trashed, all items within the folder are held. * Files or folders moved or transferred from the custodian to a non-custodian after the hold is in place. * Hub Updates: * Files and folders added to Hub. * Files and folders removed from Hub. * Deleted Hubs. * Files and folders moved out of Hub. * Files and folders restored from trash to a new location outside of Hub. Box does not preserve under Access-based Holds: * Files accessed only via shared link where no interaction occurred. * Files shared after the custodian is placed on hold, and with which the custodian never interacted. ### Legal Holds and Box Archive * **Ownership-based Hold:** Placing a custodian on an Ownership-based hold preserves all data that the custodian owns, even if that data was moved into Box Archive before the hold was placed. > [!WARNING] > > When a file or folder is restored from Archive to a different user before the hold is placed, this content is not held under Ownership. * **Interaction-based Preservation:** Box preserves files moved into Box Archive that a Custodian interacted with, regardless of when the hold was placed, up to seven years. * **Access-based Hold:** Box does not preserve files moved into Box Archive before the hold is placed. However, if the hold is applied first, and then the file is moved into Box Archive, then Box preserves that file. * **Folder-based Hold:** You can apply a Folder-based hold on specific folders within the Archive. ## Selection of Custodian(s) With a Date Range When you select one or more custodians (managed users) for a Legal Hold policy and add a date range, Box preserves content as described above, and the following applies: * **Ownership-based and Access-based Holds**: Legal hold preserves only files and versions that were created or uploaded within this date range. * **Interaction-based Preservation**: Legal hold preserves only files and versions that were interacted-with within this date range. * If an end date is specified, the policy does not hold content with which the custodian interacts after that date. * If an end date is not specified, the date range filter applies to content with which the custodian interacts after the custodian was placed on hold (the legal hold is ongoing). ## Selection of Folder(s) When you select one or more folders for a Legal Hold policy, the following content is preserved: * All content placed in the folder at the moment of the Legal Hold policy becomes active. * All new files added to that folder in the future. ## File (API Only) When you enact a Legal Hold policy on a file via API (application programming interface), that is, programmatically, the following content is preserved: * The specific file, including all versions of the file existing at the moment of placing the file on hold and all new versions added in the future. ## File Version (API Only) When you enact a Legal Hold policy on a file version via API (application programming interface), that is, programmatically, the following content is preserved: * The specific file version is held. ## Silent Legal Holds and Trashed Content Box preserves content under legal hold without alerting end-users that the content is being held for legal preservation. This is known as a *silent legal hold*. Because the hold is silent: * Files subject to legal hold are not indicated with [badges](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/file-and-folder-badges) in file lists, nor are they otherwise identified to end-users as being subject to a legal hold. * Users can still move legally held content to the trash, and can delete that content from their trash, just like any other content. Moving legally held content to the trash, or deleting it from the trash, does not affect preservation. Box continues to preserve the content for as long as the Legal Hold policy is active: * When a user deletes legally held content from their trash, the content disappears from the user's trash but remains accessible to admins through the [Content Manager](/en/box-admin-tools/managing-content/content-manager/managing-a-users-trashed-files). * Deleted content under Legal Hold is returned to the folder structure from which it was deleted in that user's trash. For more on how trashed content interacts with Legal Hold and Retention policies, see [Managing Trash](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash) and [Managing a User's Trashed Files](/en/box-admin-tools/managing-content/content-manager/managing-a-users-trashed-files). ## Learn more about creating and using Legal Holds * [Creating a Legal Hold in Box Governance](/en/box-governance/legal-holds/creating-and-editing-a-legal-hold-policy) * [Permissions Required to Administer Legal Holds](/en/box-governance/legal-holds/legal-hold-permissions) * [Reporting on Legal Holds](/en/box-governance/legal-holds/reporting-on-legal-holds) * [When a custodian leaves the company while part of a Legal Hold](/en/box-governance/legal-holds/when-a-custodian-leaves-the-company-when-there-is-a-legal-hold) # Creating and Editing a Legal Hold Policy Source: https://docs.box.com/en/box-governance/legal-holds/creating-and-editing-a-legal-hold-policy [Legal Hold policies](/en/box-governance/legal-holds/about-legal-hold-policies) are available as a part of Box Governance. Use Box Governance Legal Hold policies to retain designated content in your organization by placing certain files, folders, or custodians ([managed users](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management)) under legal hold. Once under legal hold, content is prevented from being permanently deleted for as long as the Legal Hold policy is active. You create Legal Hold policies either on custodians or on folders. ## Creating a Legal Hold Policy on Custodians Box enables you to place a legal hold on content owned by any managed users you designate as content custodians. 1. Go to **Admin Console > Governance**. 2. Click the **Legal Holds** tab. 3. Click **Create**. 4. Enter a **Legal Hold Name** (required) and a **Description** (optional). The name must be unique. The content of the Description field is included in the Reason for Hold column in a [Legal Holds report](/en/box-admin-tools/reporting-and-insights/legal-holds-report). 5. In Apply Policy To, select **Users (Custodians)**. See [Selection of Custodian(s)](/en/box-governance/legal-holds/about-legal-hold-policies#selection-of-custodians-with-a-date-range) for details about what content is held when you select custodians. 6. In Date Range - Content Creation, optionally set a date range for held files. See [Selection of Custodian(s) With a Date Range](/en/box-governance/legal-holds/about-legal-hold-policies#selection-of-custodians-with-a-date-range) for details about how defining a Start Date or End Date value affects when content is held by the policy. * Setting a date range is permanent for this legal hold. After the policy is made active, you cannot change the date range. * The time Box records for the **End Date** depends on the date you select, using your account's time zone: * When you select a date earlier than the current date, Box sets the end time to the last millisecond of that date (23:59:59.999). * When you select the current date, Box sets the end time to the exact time at which you select it, not the end of the day. 7. Click **Next**. 8. Click **Add Custodians**. 9. Select the types of content to preserve.  Select from one, or more, of the following: * **Interactions** * **Ownership** * **Access** 10. Click **Next**. 11. In the **Users** box, type the names you want to add as custodians, and then click **Add**. The users you add as custodians must already exist as managed users in your Box account. 12. Click **Next** and review the details of the legal hold. 13. Click **Start Policy**. * Box applies the legal hold to all content that the users you've named as custodians own or are collaborated into at the moment the policy is made active, including content in Trash folders. * The content held is limited to content created or modified in the date range you selected. ## Creating a Legal Hold Policy on Folders Box enables you to place a legal hold on folders, regardless of who owns them. 1. Go to **Admin Console > Governance**. 2. Click the **Legal Holds** tab. 3. Click **Create**. 4. Enter a **Legal Hold Name** (required) and a **Description** (optional). The name must be unique. The content of the Description field is included in the Reason for Hold column in a [Legal Holds report](/en/box-admin-tools/reporting-and-insights/legal-holds-report). 5. In Apply Policy To, select **Folders**. 6. Click **Next**. 7. Click **Select Folders**. 8. In the **Search** box, enter all or part of the name of a folder you want to hold, then press **Enter**. You can also filter by user name. 9. Under Search Results, select the folders you want to add, and then click **Choose**. 10. Review the details of the legal hold, and then click **Next**. 11. Click **Start Policy**. Box applies the legal hold to all content, including sub-folders, within the folders you selected. ## Editing a Legal Hold Policy Box enables you to edit legal holds placed on content and folders: 1. Go to **Admin Console > Governance** 2. Select the **Legal Holds** tab 3. Select the **Case name** you want to edit To edit the **Legal Hold Name** and **Description**, select the **Edit** button next to **Legal Hold Details**. The name must be unique. After updating the fields, select **Save** in the top-right of the screen. Select **Edit** next to **Users/Custodians** for the following capabilities: * Add custodians. Select **Add**, choose their [preservation type](/en/box-governance/legal-holds/about-legal-hold-policies#how-custodian-managed-user-legal-hold-preservation-types-work-in-box), add their username or email address, and select **Add**. Select **Save** to complete the changes * Search custodians, via the top search bar * Edit custodian preservation types. Select **Edit** next to their name and check/uncheck the boxes next to each type. Select **Save** to complete the change * If preservation types are removed, it this triggers the release of data on hold if the hold no longer applies to that data * If preservation types are added, this preserves data based on the preservation type selected * Remove custodians. Select the trash icon then confirm their removal by selecting **Remove**. Select **Save** to complete the changes Select **Edit** next to **Folders** for the following capabilities: * Add folders. Select **Add**, search for the folder name (with the option to filter a specific user's content), then check the box and select **Choose**. Select **Save** to complete the changes * Remove folders. Select **Remove** next to the folder you no longer want a legal hold on. No confirmation screen will display. Select **Save** to complete the changes > [!NOTE] > > The amount of time Box needs to apply the legal hold policy (both initially and for any new files) depends on the number of files affected by the hold – the more objects you hold (files, folders, custodians), the longer it takes for the hold to become active. To verify that your legal hold is in fact applied, in your Admin Console navigate back to the **Legal Holds** tab and run a **Legal Holds** report to check for ongoing policies. > > You can release a legal hold you've created via the **Legal Holds** tab in the Admin Console. It may take some time for the legal hold to release completely. # Exporting Content Under Legal Hold for eDiscovery Source: https://docs.box.com/en/box-governance/legal-holds/exporting-content-under-legal-hold-for-ediscovery Box Governance includes the ability to apply legal holds to specified content. Once under legal hold, content is held and prevented from being permanently deleted for as long as the legal hold remains in place. Box Governance Legal Holds allow organizations to identify and retain content to meet document preservation requirements. Once under hold, an organization can gather and export held content from Box using a variety of tools and processes to meet its needs, such as review, analysis, and/or production of electronically stored information (ESI). Box legal hold capabilities are crucial to an organization's eDiscovery process. [More about legal holds in Box Governance](/en/box-governance/legal-holds/about-legal-hold-policies). The diagram below shows where Box fits in an organization's eDiscovery process. Box preserves all content placed on legal hold until an organization decides whether it must review and analyze that content. At that point, an organization can export the content from Box and then use a variety of tools and processes to review, analyze, and present it. ![ediscovery-process-diagram-revised-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-governance/ediscovery-process-diagram-revised.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=9b4d716e8558536b0535abe0f97d6ea5) These methods enable you to export contents under a Box legal hold: * eDiscovery partner * Box content manager * Box API custom script Each organization should review and understand its eDiscovery requirements and select the most appropriate option. Details and limitations of each method are below. ## Using an eDiscovery partner to export content You can use one of the third-party organizations with whom Box maintains a partnership to analyze exported data. A seamless integration with each partner enables automatic uploading of content, after which you can manage the content through the remainder of your organization's eDiscovery processes, such as relevance modeling and culling. Choose from one of five eDiscovery partners (as of August, 2022): 1. Onna 2. Relativity 3. Exterro 4. Logikcull 5. IPro Considerations: * Be sure to review each integration with your vendor, to ensure you understand how the integration will behave and whether such behavior meets your organization's e-Discovery requirements. * Regardless of which partner you choose, we strongly recommend you use the primary Box Administrator account for authentication purposes. This ensures access to all content in the environment. ## Using a content manager to export content If you are an admin or co-admin of your organization’s Box account, you can use the Content Manager within the Box Admin Console to access any individual’s files and folders. Using the Content Manager enables you to filter on a specific person and view that person’s folder structure from their perspective. You can then extract the content you want from that person’s account. Here’s how: **To extract content using the Box Content Manager** 1. From your Admin Console, navigate to **Content** > **Content Manager** 2. Search for the user whose content is under legal hold. 3. Next to **More**, click the check mark to select all folders you wish to export 4. Click **Download**. The files within those folders download as a ZIP file. Limitations: * You can only do this one individual at a time. * Using the Content Manager exports all content in the selected folder. * You cannot export any content from the trash (except via the Box API). * You get only the latest version of each file. * There is a 15 GB limit for downloads. ## Using a custom script to export content Organizations can export content from Box in any way they wish through Box’s APIs. Get [more information on API endpoints for Legal Holds](https://developer.box.com/reference/resources/legal-hold-policies/), as well as Box's robust set of APIs. # Identifying the Custodians of Content on Legal Hold Source: https://docs.box.com/en/box-governance/legal-holds/identifying-the-custodians-of-content-on-legal-hold When a legal or regulatory matter results in a legal hold, it’s common for an organization to err on the side of preserving too much data, rather than too little. This can help ensure they avoid sanctions or further legal issues. But it’s also common that, as the matter progresses, these organizations get a more targeted understanding of their legal obligations with regard to preserving content. They can then release certain custodians from a particular legal hold policy – or add more custodians. The Box custodian search enables these organizations to search for custodians of content. That means admins or co-admins can quickly and easily verify for legal or compliance departments whether one or more specific individuals are in fact custodians of content that is subject to legal hold. **To search for content custodians** 1. From your admin console, navigate to **Governance** > **Legal Holds**. The list of currently active legal holds displays. 2. Click the legal hold you want. The legal hold details page displays. Next to **Users/Custodians**, click **View All** to view a list of all custodians of content who this legal hold affects. 3. You can easily find specific names in a long list. To do this, in the **Find Custodians** box, click the down arrow to display the **Search All Users** box. Begin typing in the user name of each person you want to verify is a custodian. The system displays an auto-filled list of individuals. Click the individual you want. * To search for many names, paste in a list of email addresses. This can be from Excel or from a word processor, as long as each email address is on its own line. 4. If a person for whom you searched does not display in the results, they are not a custodian of any content involved in this legal hold. You can add them. To do that, click **Add Custodians** and enter the requested information. 5. If there are any individuals whose content is no longer under legal hold, click to highlight the row of the person you want, and toward the top right click **Remove**. When you’re done, deliver the list of names your legal or compliance department requested in whatever format they desire. > [!NOTE] > > You can search for up to 1,000 custodians at a time, though in our experience such a large search is rarely needed. # Legal Hold Permissions Source: https://docs.box.com/en/box-governance/legal-holds/legal-hold-permissions ## Grant permission: View legal holds only This allows the viewing of all legal holds created by other admins. It doesn't allow access to any other parts of the Admin Console. To enable this setting, navigate to: 1. **Admin Console**. 2. **Users & Groups**. 3. Search for the user in the **Managed Users** tab. 4. Select the user and click **Edit** next to **Role and Access Permissions**. 5. Enable **Policies > View policies set up for your company > Legal Holds only**. 6. Turn off all other permissions. 7. Click **Save**. > [!NOTE] > > If you enable **Create, edit and delete policies for your company**, this will override view only permissions. ## Grant permission: Create, edit, and delete legal holds only This allows the admin: * To view all legal holds created by other admins * To create, edit, and delete their own legal holds * To report on legal holds It doesn't allow access to any other parts of the Admin Console. To enable this setting, navigate to: 1. **Admin Console**. 2. **Users & Groups**. 3. Search for the user in the **Managed Users** tab. 4. Select the user and click **Edit** next to **Role and Access Permissions**. 5. Enable **Policies > Create, edit and delete policies for your company > Legal Holds only**. 6. Turn off all other permissions. 7. Click **Save**. # Releasing a Legal Hold Source: https://docs.box.com/en/box-governance/legal-holds/releasing-a-legal-hold When the legal matter that created the necessity for a legal hold is finished, an Admin can release the legal hold. Once released in the legal hold policy, any content held by the policy can now be permanently deleted from Box unless it is also held by another legal hold policy or a retention policy. 1. Go to **Admin Console > Governance**. 2. Click the **Legal Holds** tab. 3. Click the name of an active legal hold policy. 4. Click **Release**. 5. In the confirmation dialog box, click **Release**. # Reporting on Legal Holds Source: https://docs.box.com/en/box-governance/legal-holds/reporting-on-legal-holds Box usage logs and events stream displays a full audit trail of the following admin activities related to legal holds: * Create a legal hold * Edit a legal hold (changes to name or description) * Release a legal hold * Create a legal hold assignment * Remove a legal hold assignment # When a Custodian Leaves the Company When There Is a Legal Hold Source: https://docs.box.com/en/box-governance/legal-holds/when-a-custodian-leaves-the-company-when-there-is-a-legal-hold With Box Governance, organizations are able to designate managed users as custodians under legal hold. While an organization can identify custodians to define the scope of a legal hold, held content ultimately relates back to the legal hold itself. As a result, if a given custodian leaves the organization or otherwise ceases to be a managed user within an organization, that custodian’s content is still governed by the legal hold and preserved. In addition, the audit trail for these custodians remains intact after they leave. # About Retention and Retention Policies Source: https://docs.box.com/en/box-governance/retention/about-retention-and-retention-policies *Retention is part of Box Governance. Box Governance is included in all Enterprise Plus and Enterprise Advanced plans and is available as a paid add-on to all other business plans.* Retention policies enable you to retain certain content in Box for a specified period of time, and to remove content at end of that specified period of time. At its core, retention ensures content does not get deleted accidentally or intentionally until the content is out of the retention period. While there is no formal technical limitation to the number of retention policies an administrator can create in Box Governance, in general, create enough retention policies to align with your organization's compliance policies. A 1-to-1 relationship between retention polices in Box and compliance policies in your organization will make enforcement relationships clear in any potential compliance audits. > [!NOTE] > > Retention policies do not retain bookmarks. ## Retention Application A retention policy specifies how retention gets applied to content in your organization. The options for how retention gets applied include: * Content within specified folders * Content with specified [Classification labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels) * Content with specified [metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) * All new content See the Retention Tab section in [Governance Settings](/en/box-admin-tools/box-admin-reference/governance-settings) for details about each option. ## What End Users See Users can delete retained files by sending them to Trash. However, users cannot purge files from Trash until the files’ retention period has ended. Before that time, users can also restore files from Trash to their original location. If the original location has been deleted, users can choose a new folder in which to restore the files. When a file is governed by a retention policy, an indicator displays under the **Details** section in the righthand navigation. You also see this information by clicking the **More options** arrow to the right of the file name and then selecting **Properties** > **General Info**. ![document\_retention\_policy.png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-governance/document-retention-policy.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=58b2fd0ae2ef012fd54db3e6ee8fe8fa) For **folder**-based retention, certain actions can modify the retention policy associated to a file. * If you move a file from a folder with a retention policy to a folder without a retention policy, the file is still governed under the initial retention policy. * If you move a file carrying a retention policy to a folder with *the same* retention length, Box preserves the Time Period value and will evaluate the original Disposition Action when the file expires. * If you move a file carrying a retention policy to a folder with *a different* retention length, the longer retention expiration date takes precedence over the shorter one. * If you move a file carrying a retention policy with an indefinite retention length to a folder carrying a retention policy with a finite retention length, the file will be retained based on the date of the file move. * You cannot transfer a file or folder with a retention policy outside of the enterprise. You also cannot change the folder owner to an external party, or move an individual file to a folder owned by an external user. * If you copy a file under retention to another folder not associated with any retention, the copy is not retained. For **metadata**-based retention, certain actions can modify the retention policy associated to a file. * If you remove the custom metadata that is carrying a retention policy from a file, the file is still governed by the initial retention policy. * If you update the custom metadata on a file to a new metadata value with *the same* retention length, Box preserves the Time Period value and will evaluate the original Disposition Action when the file expires. * If you update the custom metadata on a file to a new metadata value with *a different* retention length the longer Time Period value takes precedence over the shorter one. * If you change the Time Period from one finite value to another finite value (e.g. 3 years to 5 years), the file will be retained based on the upload date of the file to Box. * If you change the Time Period from indefinite to a finite value, the file will be retained based on the date the Time Period was updated. * You cannot transfer a file or folder with a retention policy outside of the enterprise. You also cannot change the folder owner to an external party, or move an individual file to a folder owned by an external user. Finally, if more than one retention policy is actively applied to a file via folder-based retention, metadata-based retention, or both, then one with the longer expiration date takes precedence. ## Event-Based Retention Event-based retention allows Admins and Co-Admins to create policies where retention doesn’t start until a specified business event occurs. For example: * A company needs to ensure employee records do not get deleted accidentally or intentionally (i.e., retained “indefinitely”) throughout one’s employment; then retain for 3 years after the employee departure. In this scenario, employee departure is the business event. * A pharmaceutical company needs to collaborate a research study with an external research firm. Per the contractual agreement, the study ends on a certain date, and content needs to be deleted right after that day. In this scenario, study end date is the business event. Please reach out to your Support or Customer Success, as event-based retention is an advanced capability and may require some design and planning. ## Modifiable and Non-modifiable Retention With Box Governance, you can create both non-modifiable and modifiable retention policies. Non-modifiable retention policies are designed to allow certain financial services customers to electronically store and retain records in a manner that complies with SEC Rule 17a-4. Once set, non-modifiable retention policies cannot be shortened in duration, and content under retention cannot be removed from active or inactive retention policies. Not all businesses that want to use retention policies need to comply with the stringent regulatory requirements of SEC Rule 17a-4. Modifiable retention policies allow customers to implement retention policies with the ability to modify them later. This will allow for both the creation and modification of policies, including shortening of retention policies, as well as making policy changes retroactively to content already under retention. The following table describes the difference between modifiable and non-modifiable retention policies. | | Modifiable Retention Policy | Non-modifiable Retention Policy | | - | - | - | | Designed for SEC Rule 17a-4(f)/FINRA compliance | ❌ | ✅ | | Add folders | ✅ | ✅ | | [Remove folders](/en/box-governance/retention/removing-folders-from-a-retention-policy) | ✅ | ❌ | | Add metadata | ✅ | ✅ | | Remove metadata | ✅ | ❌ | | Lengthen duration | ✅\* | ✅\*\* | | Shorten duration | ✅\* | ❌ | | [Convert policy](/en/box-governance/retention/convert-a-modifiable-retention-policy-to-a-non-modifiable-retention-policy) | ✅ | ❌ | | Retire policy | ✅ | ✅ | | [Delete policy](/en/box-governance/retention/deleting-a-retention-policy) | ✅ | ❌ | | Change disposition action | ✅ | ✅ | | Change notification | ✅ | ✅ | > [!NOTE] > > \* If you select **Indefinite** as the time period in a modifiable retention policy, the duration cannot be changed later. If you select any other duration, you can decrease or increase it - up to a maximum of 50 years - but cannot change it to **Indefinite.** > > **\*\*** If you select **Indefinite** as the time period in a non-modifiable retention policy, the duration cannot be changed later. If you select any other duration, you can increase it - up to a maximum of 50 years - but cannot change it to **Indefinite.** ## Retention Policy Reporting The Reports section of the Admin Console offers multiple reports on retention policies: * The [Retention report](/en/box-admin-tools/reporting-and-insights/retention-report) contains information about a selected retention policy, along with a list of all of the files the policy covers. * The [Disposition report](/en/box-admin-tools/reporting-and-insights/disposition-report) contains information about the disposition of content in your Box account affected by retention policies. [Find out how to run retention and disposition reports](/en/box-admin-tools/reporting-and-insights/running-reports) in the Admin Console. ## Files with Multiple Retention Policies More than one retention policy can be applied to a file. In the case where multiple retention policies apply to a file, retention is maintained on the file until it reaches the end of the retention period with the latest date of all the policies applied to it. The policy with the latest retention period end date when multiple policies apply is sometimes referred to as the "winning" policy. For example, a file was created on January 1, 2022 and has no additional versions. It has the following retention policies that apply to it: * Policy 1: 1-year retention, applied to the file on January 10, 2022 * Policy 2: 6-month retention, applied to the file on February 1, 2022 * Policy 3: 2-month retention, applied to the file on December 1, 2022 While policy 1's retention period is longest, its retention period expires on January 10, 2023, and policy 3's retention period expires on February 1, 2023. So policy 3 "wins," and in a [Disposition report](/en/box-admin-tools/reporting-and-insights/disposition-report), it would be the policy listed as applying to the file. ## Retention Policies and Legal Hold Policies Files can be subject to both retention and [legal hold policies](/en/box-governance/legal-holds/about-legal-hold-policies). If a file is subject to a retention policy with a disposition action of Permanently Delete, and if the file is also subject to a legal hold policy when the retention period ends, it will not be deleted until the legal hold is lifted. ## How Retention Interacts with Trash Users can **delete** retained files by sending them to the Trash. However, they cannot purge files from Trash until the files' retention period has ended. Before that time, they can also restore files from Trash to their original location. If the original location has been deleted, they can choose a new folder in which to place the files after they have restored them. Additionally, below is the prioritization for content deletion (from highest precedence to lowest). * Legal Hold * Trash (if set to either Nobody or Never Delete) * Retention Policy (with Disposition Action = Permanently Delete Content) * Trash (any other setting) **Example**: If Trash is purged every 30 days, but a file is to be retained for 6 years, the file will not be purged from the user’s Trash until the retention period has ended, in this case, for 6 years. In addition, if Trash is set to *Nobody (No user or policy can delete content)*, retention policy with disposition action set to *Permanently delete content* will not permanently delete content that has reached the end of the retention period. ## Content Deletion After Retention Period Expiration When retention policies include an end-of-policy Disposition Action, content is queued for deletion after its retention period expires. While most files are deleted on the same day their retention period ends, actual deletion timeframes may vary and cannot be guaranteed. In certain cases, files may take up to 72 hours to be deleted, particularly when large volumes of content become eligible for deletion simultaneously. Additional scenarios where disposition timelines may be affected are:
ScenarioResult
Customer [sandbox](/en/box-platform/managing-developer-sandboxes-for-box-admins) experiment with a one-day retention policy.The disposition process may take up to\ 72 hours to take effect.
Shortening a modifiable retention policy from 180 days to 90 days.
Setting an Event-Based Retention (EBR) policy start date to exactly three years ago (with a three-year retention period).
Applying a three-year retention policy to a large folder (200K+ items).The disposition process may take up to 72 hours to take effect. For content older than 3 years, complete deletion for all eligible items may take several days.
## Retention Examples Here are a few customer examples for retention: * A company needs to retain employee records for 3 years after employee departure. * A financial institution wants to manage their loan process through Box, retaining the final documents for 6 years for compliance requirements. * A manufacturing company wants to share reports with vendors through Box, and these reports are only relevant for 30 days. Retention policies apply to all file versions. That means when a retention policy is applied to a file, it applies to all existing versions of that file as well as to future versions of that file. Here's an example of folder-based or enterprise policy: * Version 1 of a file has a 7-day retention period * Version 2 is uploaded 3 days later The 7-day retention period applies to Version 2, but starts from when Version 2 was uploaded. In other words, Version 2 will be retained for 7 days from the upload date -- 4 days after Version 1 would have been deleted. However, for event-based retention, all versions will have the same expiration date based on the metadata start date set on the file. This is because metadata template is not version specific. Admins and Co-Admins with explicit permission to manage policies can create retention policies and can apply those policies: * At the global (entire enterprise) level (note this option is not retroactive) * At the folder level * To content with specific metadata As part of retention policies, you define the retention period and when the retention period starts. Retention periods can start: * When files are added or uploaded to Box * On dates defined in or by file metadata (event-based retention) This makes it easier to properly retain unstructured data and ensure regulatory mandates are met. Retention policies are available via the Admin Console, API, and Tier 1 SDKs. # Adding Classification Labels to a Retention Policy Source: https://docs.box.com/en/box-governance/retention/adding-classification-labels-to-a-retention-policy Because non-modifiable retention policies are designed to meet regulatory requirements such as [FINRA](https://www.finra.org/#/), their configuration cannot be changed once the policies are enabled. The exception is that [folders](/en/box-governance/retention/adding-folders-to-a-retention-policy), [metadata](/en/box-governance/retention/adding-metadata-to-a-retention-policy), and classification labels can be added to retention policies. This enables customers who onboard their business users to Box in phases to add those business units to existing retention policies, rather than having to create separate policies with identical configuration.  When you add a classification label to a retention policy, all files with that classification label applied are subject to the retention policy. This topic explains how to add classification labels to a retention policy. 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a retention policy that is applied to classification labels to view its details. 4. Click **Add Classification** (![add-classification-button](/images/box-governance/add-classification-button.png)). 5. Search for and select one or more additional classification labels. 6. Click **Select**. 7. Click **Save**. 8. In the Retention Policy Warning dialog box, click any necessary confirmation check boxes, and then click **Start Policy**. # Adding Folders to a Retention Policy Source: https://docs.box.com/en/box-governance/retention/adding-folders-to-a-retention-policy Because non-modifiable retention policies are designed to meet regulatory requirements such as [FINRA](https://www.finra.org/#/), their configuration cannot be changed once the policies are enabled. The exception is that folders, [metadata](/en/box-governance/retention/adding-metadata-to-a-retention-policy), and [classification labels](/en/box-governance/retention/adding-classification-labels-to-a-retention-policy) can be added to retention policies. This enables customers who onboard their business users to Box in phases to add those business units to existing retention policies, rather than having to create separate policies with identical configuration.  When you add a folder to a retention policy, all files in the folder and in its subfolders are subject to the retention policy.  When adding folders to a retention policy, you cannot select a folder that currently has a retention policy whose retention span is equal to or greater than the retention policy you want to apply. **To add folders to a retention policy:** 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a retention policy that is applied to folders to view its details. 4. Click **Add Folders** (![button-add-folders-png](/images/box-governance/button-add-folders.png)). 5. Search for and select one or more folders. 6. Click **Choose**. 7. Review the folders that you added. Once you save your changes to the policy, the added folders cannot be removed. (Existing folders have a lock icon (![icon-lock-png](/images/box-governance/icon-lock.png)) next to them and cannot be removed at all. Added folders can be removed before you save your changes. To do so, hover over the folder you want to remove and click **Remove**.) 8. Click **Save**. 9. In the Retention Policy Warning dialog box, click any necessary confirmation check boxes, and then click **Start Policy**. # Adding Metadata to a Retention Policy Source: https://docs.box.com/en/box-governance/retention/adding-metadata-to-a-retention-policy Because non-modifiable retention policies are designed to meet regulatory requirements such as [FINRA](https://www.finra.org/#/), their configuration cannot be changed once the policies are enabled. The exception is that [folders](/en/box-governance/retention/adding-folders-to-a-retention-policy) and metadata can be added to retention policies. This enables customers who onboard their business users to Box in phases to add those business units to existing retention policies, rather than having to create separate policies with identical configuration. This topic explains how to add metadata to a retention policy. 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a retention policy that is applied to metadata to view its details. 4. Click **Add Metadata** (![add-metadata-button-png](/images/box-governance/add-metadata-button.png)). 5. Search for and select one or more additional metadata. 6. Click **Select**. # Automatic Email of User Communication Source: https://docs.box.com/en/box-governance/retention/automatic-email-of-user-communication The Automatic Email of User Communication setting helps you comply with your company's email archive policies. It's available by request to all Box Governance customers. To get it, please [file a ticket](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=/en/box-governance/retention/automatic-email-of-user-communication) with our Product Support team. When the Automatic Email of User Communication setting is implemented, you can access it in the Admin Console (**Admin Console > Enterprise Settings > Notifications**). Enabling an Automatic Email of User Communication setting automatically sends a blind carbon copy (BCC) of the selected communications to a specified email address. The types of communication you can get copies of include: * Comments * Emails * Invitations * Tasks See the [Automatic Email of User Communication Section](/en/box-admin-tools/box-admin-reference/enterprise-settings-notifications-tab#automatic-email-of-user-communication-section) in [Enterprise Settings: Notifications Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-notifications-tab) for details. > [!NOTE] > > By default Box sends emails to the person performing the action in Box. To send emails to a specific address, activate **Email to a specific address** under **Copy of Communication**. After you enable the toggle, the input field cannot be blank. If there are external users involved in the communication, not all actions result in sending the email copy (see details in the table below). | | | | | | | | | - | - | - | - | - | - | - | | | **Internal user to internal user** | **Internal to external user** | **Internal no user tagged** | **External to internal user** | **External to external user** | **External no user tagged** | | **Comments** | Yes | Yes | Yes | No | No | No | | **Emails** | Yes | Yes | N/A | No | No | N/A | | **Invitations** | Yes | Yes | N/A | Yes | No | N/A | | **Tasks** | Yes | No | N/A | Yes | No | N/A | The table assumes the external users do not belong to a Box account with an Automatic Email of User Communication setting enabled. If an Automatic Email of User Communication setting is enabled in the external user’s Box organization, the archive email is sent to the content owner’s Copy of Communication email address. Make sure to check if you can receive all emails coming from `no-reply@box.com`. Some email providers may reject these emails. If emails are rejected for any reason, it may be impossible to recover the content noted above. > [!TIP] > > Consider setting up a company email alias specifically for all Box activity archive emails. Changes to these settings are captured in the User Activity Report. For more information on Box's reporting capabilities, see [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports). # Convert a Modifiable Retention Policy to a Non-modifiable Retention Policy Source: https://docs.box.com/en/box-governance/retention/convert-a-modifiable-retention-policy-to-a-non-modifiable-retention-policy 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a modifiable retention policy. 4. Click **More Options** (![button-3-dots2-png](/images/box-governance/button-3-dots2.png)), and then click **Convert to Non-modifiable Policy**. 5. In the confirmation dialog box, click **Convert**. # Creating a Retention Policy Source: https://docs.box.com/en/box-governance/retention/creating-a-retention-policy > [!NOTE] > > Retention policies are designed to meet regulatory requirements such as [FINRA](https://www.finra.org/#/) and, when configured properly, enable customers to meet compliance and regulatory requirements. This means once retention is applied to content, it CANNOT be removed or shortened, which means the policy's *Time Period* and *Apply Policy To* settings cannot be changed, and folders CANNOT be removed. 1. Go to **Admin Console >** **Governance**. 2. Click the **Retention** tab. 3. Click **Create Retention Policy**. 4. Enter the retention policy details. For more information, see the Retention Tab section in [Governance Settings](/en/box-admin-tools/box-admin-reference/governance-settings). 5. Click **Next**. 6. In the *Apply Policy To* setting: * If you selected *Content within specific folders*, click **Select Folders**, and then select one or more folders. * If you selected *Content with specific metadata*, click **Select Metadata**, and then select one or more metadata items. 7. Click **Next**. 8. Review the policy details. 9. In the Retention Policy Warning dialog box, click any necessary confirmation check boxes, and then click **Start Policy**. > [!NOTE] > > When a folder-specific retention policy is created, the retention policy will be applied to any individual files from within the specified folder that are already in the trash. The retention policy will **not** be applied to any subfolders from within the specified folder that are already in the trash. # Deleting a Retention Policy Source: https://docs.box.com/en/box-governance/retention/deleting-a-retention-policy While non-modifiable retention policies can only be retired, modifiable retention policies can be deleted. [Retiring a retention policy](/en/box-governance/retention/retiring-a-retention-policy) does not remove that policy from content it already applied to. Existing retained content continues to follow the policy. Only new content stops being brought under it. When a modifiable retention policy is deleted, the following happens to any files the policy applied to: * Files in Trash: If any files are subject to any other retention policy, that policy is applied. * Files not in Trash: No effect. The files may be subject to other retention policies, in which case those policies apply when those files are deleted by users. **To delete a retention policy:** 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a modifiable retention policy. 4. Click **More Options** ( ![more-options-button](/images/box-governance/more-options-button.png)), and then click **Delete Policy**. 5. In the Delete Policy confirmation dialog box, click **Delete**. # Disposition Insights Source: https://docs.box.com/en/box-governance/retention/disposition-insights When enabled, Dispositions allows users in your organization to view files that are set to be disposed of due to retention policies. The setting is disabled for all managed users by default. It can be disabled or enabled for all managed users, with various possible permutations available for users and groups. Additional information is available in [Enterprise Settings: Content & Sharing](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#trash). Certain retention behaviors and disposition actions are tracked within the [Disposition Report.](/en/box-admin-tools/reporting-and-insights/disposition-report) File management regarding the extension of retention periods is tracked within the [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report). **Disposition actions** Disposition actions can be set when creating a retention policy via **Admin Console** > **Governance** > **Retention**. You can determine which [disposition actions](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) take place for content managed by the retention policy when the retention period ends. The options include **None**, and **Permanently delete content**. Changes are made in [Governance settings](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action). **Retention Disposition notifications** You can determine which managed users receive a weekly disposition [email notification](/en/box-admin-tools/box-admin-reference/governance-settings#email-notification) in Governance settings. When notifications are enabled, they are sent by email on Wednesdays to users who are configured to receive them and have any files they own, or collaborate on, where the file is expiring in the next 14 days. See [email notifications](/en/box-admin-tools/box-admin-reference/governance-settings#email-notification) for all permutations and more information. **End user functionality** The Dispositions page is only available if [access has been granted](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#trash). If available, the **Dispositions page** can be selected by clicking **More** in the sidebar menu from within Box. The Dispositions page contains: * All active, non-trashed files under retention policy * The disposition date for the most recent file version (for example when the retention policy governing the files expires and a [disposition action](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) will be executed at the end of retention) For more information on the end user experience, see [Using the Dispositions page](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-dispositions-page). **Extend the disposition date** If you are an owner or co-owner, and the admin has enabled the required policy setting after selecting enable **Permanently delete content** in [Governance settings](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action), you may be able to [extend the disposition date](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action). # Editing a Retention Policy Source: https://docs.box.com/en/box-governance/retention/editing-a-retention-policy You can edit both modifiable and non-modifiable retention policies. However, for a non-modifiable retention policy, you can only: * Edit its name and description * Add [folders](/en/box-governance/retention/adding-folders-to-a-retention-policy), [metadata](/en/box-governance/retention/adding-metadata-to-a-retention-policy), and [classification labels](/en/box-governance/retention/adding-classification-labels-to-a-retention-policy) to it * Lengthen its duration For modifiable retention policies, you can also: * Remove [folders](/en/box-governance/retention/removing-folders-from-a-retention-policy), [metadata](/en/box-governance/retention/removing-metadata-from-a-retention-policy), and [classification labels](/en/box-governance/retention/removing-classification-labels-from-a-retention-policy) from it * [Delete it](/en/box-governance/retention/deleting-a-retention-policy) * [Convert it to a non-modifiable policy](/en/box-governance/retention/convert-a-modifiable-retention-policy-to-a-non-modifiable-retention-policy) See [Modifiable and Non-modifiable Retention](/en/box-governance/retention/about-retention-and-retention-policies#modifiable-and-non-modifiable-retention) for details. > [!NOTE] > > Non-modifiable retention policies are designed to meet regulatory requirements such as [FINRA](https://www.finra.org/#/) and, when configured properly, enable customers to meet compliance and regulatory requirements. This means once retention is applied to content by a non-modifiable retention policy, it CANNOT be removed or shortened, which means the policy's *Time Period* and *Apply Policy To* settings cannot be changed, and folders CANNOT be removed. 1. Go to **Admin Console > Governance.** 2. In the **Retention** tab, locate the policy you want to edit, and click on it. The policy details screen displays. 3. Next to the **Retention Policy Details** section, click **Edit**. ![using-retention-policies-edit-policy-details-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-governance/using-retention-policies-edit-policy-details.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=6c5e8711214e59162a7d92f5d5e3d161) 4. Make the changes you want, then click **Save**. > [!NOTE] > > To verify that your retention policy is in fact applied, in your admin console click **Reports** > **Create Report** and then navigate to **User Activity** > **Policies** > **Retention Policy Applied.** # Modifiable Retention Exceptions Source: https://docs.box.com/en/box-governance/retention/modifiable-retention-exceptions Modifiable retention exceptions are used to permanently delete content held under [modifiable retention policies](/en/box-governance/retention/about-retention-and-retention-policies#modifiable-and-non-modifiable-retention). Content held under non-modifiable retention policies and Legal Holds cannot be deleted. ## Enable deletion of modifiable retention policies As an admin, or co-admin with the *Create, edit, and delete policies for your company* and *Edit Archives and user’s content* [permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions), you can permanently remove a file or folder under a modifiable retention policy from your EID: 1. Go to the **Admin Console**, then **Content**. 2. From within the **Content Manager** tab, navigate to your **Trash** folder. 3. Select the content you want to permanently delete, then click the **Trash** icon. 4. Enable the **Make an exception to allow deletion of content under Modifiable Retention policies** toggle. 5. Enter a reason in the **Exception justification** box. This is logged and displayed in the [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report). 6. Select **Delete**. 7. The file goes through deletion processing, during which the system checks applicable policies. This process can take some time. > [!NOTE] > > You can use the same process to permanently delete another user’s content. Find their content by selecting them within the **Admin Console** > **Content**, then follow the same steps. Certain content is not immediately deleted: * When a file is under Legal Hold, the modifiable retention is removed from the file, and the file is set into a preserved state (still visible to admins but with the caveat that content is under Legal Hold and cannot be permanently deleted). Once the Legal Hold is released, the file is deleted. * If a folder cannot be fully deleted due to a Legal Hold or non-modifiable file, the other files that do not fit into those categories are deleted immediately. * If content is retained by multiple policies and one of them is non-modifiable, then it cannot be deleted. > [!NOTE] > > Content under modifiable retention that is deleted using a retention exception becomes inaccessible for users once it goes through deletion processing. > > In one edge case, though, content deleted using a retention exception can be restored if the parent folder containing it is restored within 14 days: > > 1. Folder A, under modifiable retention, contains File B and Folder C. Folder C is under non-modifiable retention and contains File D. > 2. When Folder A is deleted under a retention exception, Folder A, Folder C, and File D are placed in Trash, while File B moves to the Landfill. > 3. If an admin or content owner restores Folder A within the two-week buffer period (before File B is purged), the system treats File B as being under retention and restores it to an active state, alongside parent Folder A. ## Modifiable retention exceptions for folders When a modifiable retention exception is applied to a folder: * It includes all files that exist in the folder at the time of granting the exception. * If content is moved into the folder, it will gain the retention exception. Any modifiable policies that were previously applied are bypassed when the content is deleted. * If content moves out of the folder, it loses the retention exception. Any modifiable policies that were previously bypassed are applied. * If a new modifiable retention policy is applied to content in the folder, or to the folder itself, the retention exception still takes precedence. ## Modifiable retention exceptions for files When a modifiable retention exception is applied to a file: * The bypass follows the file even when moved to a different location. * All versions of the file are affected. # Removing Classification Labels from a Retention Policy Source: https://docs.box.com/en/box-governance/retention/removing-classification-labels-from-a-retention-policy You can remove classification labels only from modifiable retention policies. 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a modifiable retention policy that is applied to classification labels. 4. In the list of classification labels: * Hover over the classification label row, and at the right end of the row click **Remove**. * Click to select one or more classification label rows, and then at the top of the table click **Remove**. (You can also use keyboard shortcuts, **Shift**/**Command +** click to select multiple rows or **Shift**/**Command + A** to select all rows.) 5. In the confirmation dialog box, click **Remove**. Box immediately updates the policy. # Removing Folders From a Retention Policy Source: https://docs.box.com/en/box-governance/retention/removing-folders-from-a-retention-policy You can remove folders only from modifiable retention policies. 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a modifiable retention policy. 4. In the list of folders: * Hover over the folder row and click **Remove** at the right end of the row. * Click to select one or more folder rows, and then click **Remove** at the top of the table. (You can also use keyboard shortcuts, Shift/Command + click to select multiple rows or Shift/Command + A to select all rows.) 5. In the confirmation dialog box, click **Remove**. The policy is updated immediately. # Removing Metadata From a Retention Policy Source: https://docs.box.com/en/box-governance/retention/removing-metadata-from-a-retention-policy You can remove metadata only from modifiable retention policies. 1. Go to **Admin Console > Governance**. 2. Click the **Retention** tab. 3. Click the name of a modifiable retention policy that is applied to metadata. 4. In the list of metadata: * Hover over the metadata row and click **Remove** at the right end of the row. * Click to select one or more metadata rows, and then click **Remove** at the top of the table. (You can also use keyboard shortcuts, Shift/Command + click to select multiple rows or Shift/Command + A to select all rows.) 5. In the confirmation dialog box, click **Remove**. The policy is updated immediately. # Retiring a Retention Policy Source: https://docs.box.com/en/box-governance/retention/retiring-a-retention-policy Retiring a retention policy means that any content already under that retention policy will continue to adhere to that policy, but any new content will not be subject to the policy. 1. Go to **Admin Console > Governance**. 2. In the **Retention** tab, navigate to the desired policy and click **Retire Policy.** > [!NOTE] > > Retiring a policy is permanent. You cannot undo it. # About Box Hubs Source: https://docs.box.com/en/box-hubs/box-hubs-for-admins/about-box-hubs Box Hubs are an easy to use content portal that allows you to curate, organize, view, and share content both internally and externally. > [!WARNING] > > As of now, users need a Box account (any plan) to view or collaborate on a Box Hub. However, Box Hubs can be viewed anonymously if shared through an open shared link. For more information, see [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). With Box Hubs, you can: * Bring your content together in a single, easily configurable site (no coding or admin rights needed) * Add any content stored in Box to a hub, including individual files and folders * Share Box Hubs with both internal and external collaborators * Track engagement, usage, and performance of your content on a hub and file-level with built-in insights * Ask questions across multiple, curated documents using Box AI and get instant answers > [!NOTE] > > Box Hubs is available to Enterprise plans and above. Box AI for Hubs is available to Enterprise Plus and Enterprise Advanced plans. ![hubs-gallery](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-hubs/hubs-gallery.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=789f6bd9f3872acc498d63e776273ade) > [!NOTE] > > You can only add files or folders owned by your enterprise to your hub. # Use cases Use Box Hubs to create team, department, or organization-wide content sites. For example: * An employee onboarding resource page * Project knowledge base * Team site with contact lists, organization charts, meeting recordings * Company asset library * Sales enablement sites There are three most common use cases: * **Workspaces** - A secure home base for projects and teamwork with all the resources and insights users need to get the work done * **Content playlists** - Published “content playlists” with curated items that users can skim or scroll through, often similar file types needed for a specific project or use case * **Content libraries** - Libraries can house multiple types of documents for a broad subject matter. Users can use filters to find the content > [!NOTE] > > You can set the Box Hubs gallery as your Box start page. To do so, click your profile picture and go to **Account Settings > Account > General Options.** Choose **Hubs** from the dropdown list in **Home Page**. ## Restrictions As an admin, you can restrict external collaborations for the whole enterprise. See **Notes on collaboration restrictions** section in [Choose Essential Admin Settings](/en/box-fundamentals/for-admins/getting-started/choose-essential-admin-settings) for more information. # Box Hubs Known Issues and Limitations Source: https://docs.box.com/en/box-hubs/box-hubs-for-admins/box-hubs-known-issues-and-limitations ## Known Issues > [!WARNING] > > As of now, you can only invite users who have a Box account (any plan) to collaborate on a Hub. ### User and enterprise migrations Migrations have a negative impact on all Hubs created in the enterprise: * When a user migrates their content, the files and/or folders in a Hub become unavailable. * Enterprise migrations make all Hubs unavailable. ## Limitations * Shield's Information Barriers are not supported in Hubs. * Version history is not available. * There is no current file or folder limit for a Hub. However, Box Hubs is meant to have curated content, not to serve as a location for root folders. * Hubs does not support an editable shared link to a Hub. * Instant Login (admin only feature) doesn’t work with externally collaborated hubs. An admin can’t use instant login for a user in their enterprise and view content owned in another enterprise's hub. * As of now, you can only add external collaborators using their main email address. Using an email alias results in an error **We were unable to add \[xyz] as a collaborator**. * Hub collaborations are not shown in the External Users tab in the Users & Groups section of Admin Console. * Box Hubs is not fully interoperable with all features within Box, such as Box Shield and Box Governance. This limitation may affect your ability to meet compliance requirements that depend on these services. * As of now, images and text included as a block within a Hub have different data handling measures than files and folders. ### Box Hubs Limits Restrictions for Box Hubs: * Number of Hubs for each tenant - no limits. * Number of Hubs for each Hub owner - no limits. * Number of collaborators for each Hub - existing Box limits apply for number of collaborations for each item. * Number of collaborations for each Hub - limited to 500. Group collaboration counts as 1, the group members are not counted. * Number of members for each group that can be added to or deleted from Hubs’ collaborators list - existing Box limits apply. * Number of columns in a layout - up to 3. In the Box mobile app, layouts display as a single column. * Number of paragraph sections in a Hub - no limit. \<90 sections in a single Hub allows for an optimal viewing performance. * Number of files for Box AI for Hubs in a Hub - 20,000. * When the limit is reached, Box AI for Hubs responds with the following error message: **You have exceeded the limit of 20,000 items for this Hub. Box AI is now disabled. To reenable Box AI, remove enough items to get below this limit.** * Number of files for Box AI for Hubs across all the Hubs in an enterprise - 10,000,000. > [!NOTE] > > When either of the limits for Box AI for Hubs are reached, the AI service responds with an error message.\ > Only the first 4 MB of a document is indexed by AI. # Box Hubs Permissions Source: https://docs.box.com/en/box-hubs/box-hubs-for-admins/box-hubs-permissions There are four levels of permissions in Box Hubs: Admin, Co-Owner, Editor, and Viewer. * Admin can only enable Box Hubs for specific users/user groups. * Co-Owner has the broadest permissions. * Editor has the same permissions as a Co-Owner, except for creating and deleting a Hub, and managing Hub settings. * Viewer cannot make any changes to the Hubs they are invited to. Below table lists all actions each of them can perform in Hubs. | | **Admin** | **Co-Owner** | **Editor** | **Viewer** | | - | - | - | - | - | | **Enable Hubs for certain users or groups of users** | ✓ | | | | | **See Hubs in gallery** | | ✓ | ✓ | ✓ | | **Create a Hub** | | ✓ | | | | **Delete a Hub** | | ✓ | | | | **See Hub details page** | | ✓ | ✓ | ✓ | | **Upload background and logo** | | ✓ | ✓ | | | **Manage Hub users**\* | | ✓ | ✓ | | | **Manage Hub settings** | | ✓ | | | | **Add/delete components** | | ✓ | ✓ | | | **Move components** | | ✓ | ✓ | | | **Save and publish the Hub** | | ✓ | ✓ | | | **View the Hub** | | ✓ | ✓ | ✓ | | **Share the Hub**\* | | ✓ | ✓ | ✓ | | **Copy the Hub**\* | | ✓ | ✓ | ✓ | | **Create shared links** | | ✓ | ✓ | | | **Create embeds** | | ✓ | ✓ | | \*These settings can be configured. > [!NOTE] > > * If you access Box Hubs through a shared link and you have an editor access to some files or folders, you cannot edit them from a Hub level. For more information on shared links, see [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). > * Granting a user access to a Hub automatically gives them **Viewer** permissions to all files and folders in that Hub. This does not apply to external or Box links embedded in the Hub using **Link Preview** or **Link Cards**. > * If a folder **Uploader** is invited to a Hub as **Viewer**, the folder **Uploader** permissions to the content change to **Viewer/Uploader**. # Box Hubs Reports Source: https://docs.box.com/en/box-hubs/box-hubs-for-admins/box-hubs-reports Box Hubs admin reports display the details of the Hubs in your enterprise. Reports are exported as .csv files to your **Box Reports** folder when complete. > [!NOTE] > > To [run](/en/box-admin-tools/reporting-and-insights/running-reports) a report, you need to be an admin or have the requisite [co-admin permissions.](/en/box-admin-tools/reporting-and-insights/co-admin-permissions-required-to-run-reports) Apart from running a report, you can save its configuration, schedule it, and subscribe specific users to it. ### Box Hubs report details * File format: comma-separated value (.csv) file * Filename format: `hubs_run_on_YYYY-MM-DD-HH-MM-SS_[A|P].csv` ## Box Hubs report columns In the generated Box Hubs report you can find the following columns: ### Hub ID A unique identifier for the hub. ### Hub Name The name given to the Hub. ### Hub Description Any description entered when creating or editing the Hub. Will be blank if no description has been added. ### Creator ID A unique identifier ascribed to the person who created the Hub. ### Creator's User Name The username of the individual who created the Hub. ### Creator's Email The value in the Email field in User Account Details of the individual who created the Hub. ### Created Date The date that the Hub was created. ### Number Of Total Views The total number of times the Hub has been viewed, including repeat views. ### Last Viewed The date that the Hub was last viewed by any user. ### Last Updated The date that the Hub was last updated by any user. # Configuring Box Hubs Source: https://docs.box.com/en/box-hubs/box-hubs-for-admins/configuring-box-hubs As a Box Admin, you can enable or disable Box Hubs for all your managed or selected users and groups. 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Content and Sharing** tab and scroll down to the **Hubs** section. 3. Select **Configure**. 4. Select one of the following settings: * **Disable for all Hubs users** * **Enable for all Hubs users (recommended):** on by default when you first log in to Box * **Enable for select users or groups** * **Enable for everyone except select users or groups**\ See [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#hubs) for details. > [!NOTE] > > * These default settings only apply to Box accounts created as of November 4, 2025. Existing accounts retain their previous settings. > * Enabling Box Hubs for specific users has the following limitations: You can enter up to 100 names/email addresses and up to 100 groups. If you want to enable or disable more, you must enable or disable Hubs for the entire organization. 5. Choose the visibility settings of Hubs in the navigation menu. Available options are: * **Only users with permission to create Hubs**. * **All managed users (recommended)**. 6. Save your changes. > [!NOTE] > > If you choose to disable Hubs creation but already have existing Hubs, [contact our Support team](https://support.box.com/hc/en-us/requests/new) to disable the product for your entire enterprise. If you disable Hubs creation in the Admin console, your users will still be able to view the Hubs gallery. ## Setting up the default Hubs settings You can set up some of Hubs’ behavior on an enterprise level. ### Setting up the Shared Links section 1. Access the Admin Console. 2. Navigate to **Enterprise Settings**. 3. Go to the **Content and Sharing** tab. 4. Configure the **Shared Links** section: 1. Change **Allow shared links for** to either: * Folder, files, and hubs. * Folders only. * Files only. * Nothing, restrict sharing. ### Setting up Collaborating on Content 1. Go to **Admin Console > Enterprise Settings**. 2. Scroll to the **Collaborating on content** section and limit the external collaboration by choosing one of the following options: * **Enable external collaboration** * **Limit collaboration to allowlisted domains** > [!NOTE] > > This setting is global for all collaborated content, not only Hubs. 3. Scroll down to the **Hubs** section (if enabled). 4. Under **Manage Hubs Global Presets** option, click **Edit Configuration** to set the default Hub settings. 5. Configure the **Who can access Hubs** section: * Turn on **Restrict collaboration to within** ***\[organization]*** to limit access to users in your organization. * Select **Allow hub co-owners to change this setting** to allow per-hub changes. * Turn on **Restrict public shared links** to block the creation of public shared links for Hubs. * Select **Allow hub co-owners to change this setting** to allow per-hub changes. 6. Configure who can copy Hubs: * Under **Who can copy this Hub**, select one of the following options: * **No one** * **Only users within \[organization]** * **Anyone** * Select **Allow hub co-owners to change this setting** to allow per-hub changes. 7. Configure who can manage collaborators: * Under **Who can add or modify collaborators**, select one of the following options: * **Editors and co-owners** * **Only co-owners** * Select **Allow hub co-owners to change this setting** to allow per-hub changes. 8. Configure who can manage shared links: * Under **Who can create or modify shared links**, select one of the following options: * **Editors and co-owners** * **Only co-owners** * Select **Allow hub co-owners to change this setting** to allow per-hub changes. 9. Select **Save** to apply your changes. ## Setting link expiration You can set up shared links expiration for your enterprise. To do so: 1. Go to **Admin Console > Enterprise Settings**. 2. Select the **Content & Sharing** tab. 3. Scroll to the **Auto-Expiration** section. 4. Click the checkbox to select desired settings in **Shared link expiration settings**: * **Disable all shared links after a specified time of link creation.** * **\[x] days** * **Disable public shared links after a specified time of link creation**. * **\[x] days** * **Apply these settings to** - choose one: * **Folders, files, and hubs** * **Folders and files** * **Folders only** * **Files only** * **Hubs only** * **Notify item owners a specified time before expiration** * **\[x] days** * **Allow item owners and editors to modify the expiration date** 5. Save your changes. # Hubs Admin Management Source: https://docs.box.com/en/box-hubs/box-hubs-for-admins/hubs-admin-management As a Box admin or co-admin you can manage and access all Hubs from your enterprise within the Admin Console. ## Managing Hubs in your enterprise Open the **Admin Console**, go to **Content** → **Hubs** tab, where you can see a table with all Hubs in your organization, with the following columns: * **Hub Name** * **Created By** * **Number of Views** * **Last Viewed** * **Date Updated** * **Co-Owners** * **Collaborators** > [!NOTE] > > When you hover over a name in the **Created By** column, the name and email address of the creator appear in an info box. If there is an icon next to the creator's name, hover over the icon to see more information. From the list view you can: * Manage shared links. * Search for Hubs by name or Hub ID in the search bar. * Delete a Hub. * Filter and sort specific fields. * Change Hub settings. * Set permissions for Co-Admins. The available options are: * **View Hubs for your company** * **Manage, share, and delete Hubs for your company** To sort the listed Hubs, click on the column name, for example **Hub Name**. Click the ellipsis **(...)** next to a Hub to open the context menu with the following options: * [**Share Hub**](/en/box-hubs/using-box-hubs/sharing-a-hub) **-** opens the standard sharing modal. * **Manage Collaborators -** click **Share → Shared with**. You can add collaborators in the new modal. * [**Hub Settings**](/en/box-hubs/using-box-hubs/creating-and-deleting-a-hub#co-owner-settings-on-a-hub-level) - opens specific Hubs’ settings. * [**Delete Hub**](/en/box-hubs/using-box-hubs/creating-and-deleting-a-hub#deleting-a-hub) - opens the standard deleting modal. ![hubs-context-menu](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-hubs/hubs-context-menu.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=998884f9ca819f4d8f7dffae83eea405) You can also filter the listed Hubs by using quick filters: click **Number of Views** or **Date Updated** button, or choose other filtering parameters after clicking the **Filters** button. ![filters-display](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-hubs/filters-display.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=bc27fa563ff806669c14089f8d6c82b5) > [!NOTE] > > You can also access Hub settings by going to the **Hubs** tab on the **Content and Sharing** page in Admin console. Review any pop-up messages and save the changes you made. As a Hub admin or co-admin with managing permissions here you can manage the specific Hub settings that are locked from your Hub co-owners. # Adding Content to Box Hubs Source: https://docs.box.com/en/box-hubs/using-box-hubs/adding-content-to-box-hubs As a Hub editor, you can easily add files, folders, and hyperlinks to the Hub. You can only add files or folders owned by your enterprise. * When you add content to the Hub, the file or folder name is not changed. * Any new content you add is displayed at the top of the Hub by default. * You can add the same file, folder, or hyperlink to multiple Hubs. > [!NOTE] > > In folder settings, you can set up folder restrictions to only allow admins, owners, and co-owners to invite collaborators. An admin can also check the **Collab Restrictions** field in the Admin Console. ## Adding content You can add files and folders to the Hub in three different ways: from a newly created Hub, from the **Files** list, or from the file you are viewing. > [!NOTE] > > * You can only add files and folders which you are an owner, co-owner, or editor of. > * Granting a user access to a Hub automatically gives them **Viewer** permissions to all files and folders in that Hub. This does not apply to external or Box links embedded in the Hub using **Link Preview** or **Links Cards**. ### From newly created Hub After you create your Hub, a **Files & Folders - Choose files or folders from Box** picker appears under the description. ![files-folders-picker](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-hubs/files-folders-picker.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=ce53dae617584327609caa4d2c5fdce6) Click the **files or folders from Box** hyperlink in the picker. A pop-up window **Add Files to \[your Hub name]** appears where you can select one or more files or folders. ### From the "Files" list 1. Go to the **Files** view in Box app. 2. Select one or more files or folders. 3. Open the **More Options** menu. 4. Click the **Add to Hub** option. 5. Select your Hub in the pop-up window. If you don't see it on the list, use the search bar. 6. Choose a specific section or block in the selected Hub. ### From the file 1. Open the file you wish to add to your Hub. 2. Open the **More Options** menu. 3. Click the **Add to Hub** option. 4. Select your Hub in the pop-up window You can now view your content in the Hub, move it inside a section, or drag and drop it to another section. > [!NOTE] > > When you click on the name of internal content in a Hub, it navigates to the preview of the file. There you can open, download, and share it. ## Adding hyperlinks To add a hyperlink, you can: * Copy and paste it. * Highlight text in the Hub and paste the link. * Highlight text in the Hub and: * Click the **Link** icon in the toolbar. * Paste your link. * Click **Apply**. * Type in the link and press **Space** or **Enter** on your keyboard. ![box-hubs-toolbar](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-hubs/box-hubs-toolbar.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=77ba16f87a919a9bacb4b2a865d8160b) To change any link you previously added to your Hub to a hyperlink, go to the **Edit** mode, position your cursor at the end of the link and press **Space** or **Enter** on the keyboard. To display Box content or external URLs as customizable navigation tiles instead of inline hyperlinks, use the **Link Cards** block. For more information, see [Working with the Box Hubs Builder](/en/box-hubs/using-box-hubs/working-with-the-box-hubs-builder#link-cards). ## Displaying content preview In Hubs, document preview displays in an overlay and appears on top of the Hub. There are two exceptions: Box Notes and Box Canvas files open in a new tab. ## Configuring restrictions You can decide which roles can add folders to Hubs by configuring the folder restrictions. ### Folder settings 1. Open the folder you want to edit. 2. Click **Folder settings** and go to **Collaboration → Invitation Restrictions.** 3. Click the checkbox **Only folder owners and co-owners can send collaborator invites and add this folder to a Hub**. * When this is configured, only the owner or co-owner of the folder and its content can add them to the Hub. # Copying a Hub Source: https://docs.box.com/en/box-hubs/using-box-hubs/copying-a-hub You can copy an existing hub to create a new one with the same structure and content. This is useful when you want to reuse a hub layout without building it from scratch — for example, to create a similar knowledge base for a different team or project. > [!NOTE] > > Whether you can copy a hub depends on the copy permission set by the hub co-owner and your organization's admin. If the copy option is not available, contact your hub co-owner or admin. ## What gets copied When you copy a hub, the following elements are included: * Hub name and description * Pages and page hierarchy * Logo and background image * Text blocks (paragraphs, section headers, callouts) * Embeds (link previews) * Dividers The following elements are not included in the copy: * Collaborators * Hub settings (copy permissions, collaboration restrictions, shared link settings) Files and folders are optional. When you initiate the copy, you can choose whether to include them. Only files and folders where you have Editor, Owner, or Co-owner access are copied. If your admin has enabled the Restrict invites setting for your enterprise, only content owners and co-owners can copy files with the Hub. > [!NOTE] > > File and folder blocks are always retained in the copied hub structure, even when files are not copied. Blocks for files or folders that were not copied appear empty. ## Copying a Hub To copy a hub: 1. Open the hub you want to copy. 2. Click the ellipsis (...) > **Make a Copy**. The **Copy "\[Hub name]" Hub** dialog opens. 3. In the **Name Hub** field, enter a name for the new hub. 4. To include files and folders in the copy, select the **Include files and folders** checkbox. 5. Select **Copy Hub**. After the copy completes, you are automatically redirected to the new hub. ## Copying a hub from another enterprise If a hub co-owner has enabled copying for external users, you can copy a Hub that belongs to a different organization. The copy is created in your own Box tenant and contains the same structure, pages, logo, background image, text blocks, and embeds as the original hub. Files and folders cannot be copied across enterprises. The **Include files and folders** checkbox is not available when copying a Hub from another organization. File and folder blocks are still retained in the copied hub structure but appear empty. ## Managing who can copy your Hub As a hub co-owner, you can control whether other users are allowed to copy your hub. To configure copy permissions: 1. Open the hub. 2. Click the ellipsis (...) > **View Settings**. 3. Under **Who can copy this hub**, select one of the following options: * **No one**: Nobody can copy this Hub. * **Only users within \[your enterprise]**: Only users in your enterprise can copy this Hub. * **Anyone**: All users with access to the Hub can copy it. Your organization’s admin can set organization-wide defaults for hubs copy permissions and lock the setting to prevent co-owners from changing it. If the copy setting is greyed out, contact your admin. # Creating and Deleting a Hub Source: https://docs.box.com/en/box-hubs/using-box-hubs/creating-and-deleting-a-hub Create or delete a Hub in your enterprise and configure restrictions for your Hub. **Table of contents** 1. [**Creating new Hub**](#creating-new-hub) 2. [**Logo and background image**](#logo-and-background-image) 3. [**Co-owner settings on a Hub level**](#co-owner-settings-on-a-hub-level) 4. [**Embedding a Hub**](#embedding-a-hub) 5. [**Deleting a Hub**](#deleting-a-hub) ## Creating new Hub To create a Hub: 1. Do one of the following: * In the sidebar, click the plus icon next to **Hubs**. The Hub creation page opens in a new tab. * In the Hubs gallery, click the **New Hub** button. If this is your first Hub, you see a **You don't have any Hubs** yet message with a step-by-step tutorial. Click **Get Started**. 2. Fill in the Hub name and description. 3. Add any files that you want. Refer to [Adding Content to Box Hubs](/en/box-hubs/using-box-hubs/adding-content-to-box-hubs) for more information. 4. Save your changes. > [!NOTE] > > **Restrictions** > > * If you don't specify a Hub name, it is auto-populated with **Untitled Hub \[date and time]**. > * If you don't add any description, it is not auto-populated and is not visible on the published Hub. > * A Hub description can only have 2000 characters. > * You can only add files or folders owned by your enterprise to your Hub. You can change both the name and description in the edit mode. ## Logo and background image You can add a logo and background images when you create your Hub, or later in the edit mode. You can center-align the logo. Doing so also center-aligns the hub name and description. For details, see [Working with the Box Hubs Builder](/en/box-hubs/using-box-hubs/working-with-the-box-hubs-builder). To add a logo or background image, click the pencil icon on the logo or background. Then select an image from the gallery or upload it from Box or from your device. To delete a custom image, you need to first change the custom logo or background to another one. Then you need to click the pencil icon to open the gallery. Find your image in the gallery and click the **X** button on it. A pop-up message appears, asking you to confirm the image deletion. > [!WARNING] > > If you delete the custom image, you won't be able to restore it, but you can add it again from Box or from your device. For the logo, we recommend using a square image. For the background, we recommend choosing images with a 5:1 aspect ratio and minimum width of 1600 px. > [!NOTE] > > Only images in jpg or png format and smaller than 5 MB are accepted. ## Co-owner settings on a Hub level As a co-owner you can edit the Hub settings both in the edit and view mode. To do so: 1. Open the desired Hub. 2. Click the ellipsis to open the **More Options** menu. 3. Click **Hub Settings**. > [!WARNING] > > Your Hubs admin can change the default Hubs options for your enterprise. Depending on that, some of the below options can be greyed out. Contact your Hubs admin for more information. The following options are available: * **Restrict collaboration to within your enterprise**: on by default when you first log in to Box. To allow adding external collaborators, turn this option off. * **Control who can copy this Hub**: * **No one**: the Make a Copy option is hidden for all users. * **Only users within \[your enterprise]**: only internal users can copy. External users, including those with a shared link, cannot see the copy option. * **Anyone** (default): all users with access, including external collaborators and shared link users, can copy. * **Control who can add or modify the collaborators:** * Editors and co-owners (on by default when you first log in to Box) * Only co-owners * **Control who can create or modify shared links:** * Editors and co-owners (on by default when you first log in to Box) * Only co-owners * **Manage Box AI features for this Hub**. > [!NOTE] > > These default settings only apply to Box accounts created as of November 4, 2025. Existing accounts retain their previous settings. > [!NOTE] > > You can’t enable shared links in Hub settings if: > > * You’re an admin and you disabled shared links in the admin console for your enterprise. > * You're a Hub editor, but the Hub co-owner didn’t give you permissions to do that. > > Permissions should be set to Invited People Only, and you can configure the other settings. ## Embedding a Hub Only Hub editors and co-owners can create an embedded widget for a Hub. Viewers cannot create shared links or embeds for Hubs they have access to. To embed a Hub anywhere on your webpage or system: 1. Open the Hub you want to embed. 2. Click the ellipsis to open the More Options menu. 3. Click **Embed Hub**. 4. Select the size of the widget. Available options are: 1. Small (330 x 400), 2. Medium (500 x 400), 3. Large (800 x 550), 4. Custom. 5. Copy the link and add it in the desired place. Check the **Hide Hubs Gallery** option to prevent users from going to the Hubs Gallery in the widget. > [!NOTE] > > To see the contents of the embedded Hub, you need to be invited to it or have access through the shared link. You must be a Hub editor or co-owner to create the embed or the shared link for the Hub. ## Deleting a Hub To delete a Hub: 1. Select the specific Hub from the Hub gallery. 2. Click the **More options** menu. 3. Select **Delete Hub**. A pop-up message with the following information appears: **Are you sure you want to delete this Hub? The Hub will be deleted and users will lose access to some or all files in this Hub.** Confirm the Hub deletion by ticking the **I acknowledge this action cannot be undone** checkmark in the pop-up message. > [!NOTE] > > You must be a Hub Co-Owner to delete a Hub. When you delete it, the source content from Box is not deleted. # Searching Box Hubs Source: https://docs.box.com/en/box-hubs/using-box-hubs/searching-box-hubs Search Box Hubs in the Hubs gallery or inside a Hub. Use filters to make your search more detailed. > [!NOTE] > > In the edit mode, click the **Select Metadata** to add filters that allow your users to search for content faster. ## Hubs gallery To search for a specific Hub, go to the Hubs gallery and enter the Hub name in the search bar. You can also filter and sort the Hubs. ### Filter options: * **All** * **View Access** * **Edit Access** ### Sort options: * **Recently updated** * **Most viewed** > [!NOTE] > > Search indexes only the first 200 characters of a Hub description. This is the same text that appears on the Hub card in the Hubs gallery. Content beyond the first 200 characters isn’t indexed and won’t appear in search results. ## Inside a Hub Open the Hub and enter a keyword in the Hub search bar. You can also click the **Filters** icon in the search bar and use filters to make your search results more specific. You can filter the content by: * **File Type** (multi-choice) * Document * PDF * Presentation * Spreadsheet * Image * Video * Audio * Drawing * 3D * Box Note * Box Canvas * **Date Updated** (multi-choice) * Any time * Last day * Last week * Last month * Last year * Custom range (you need to specify the date range) * **Owners** (type in the name of the owner) * **Metadata** On the search results page, you can sort the files by their relevance and update date (newest or oldest). > [!NOTE] > > You can also use the global search, the Hub files are included in the search results. ### Metadata To add metadata to your Hub search, click the **Select Metadata** button. Select the metadata filter from the dropdown list under the **Metadata** section, for example **Background Check Alert**. # Sharing a Hub Source: https://docs.box.com/en/box-hubs/using-box-hubs/sharing-a-hub **Table of contents** 1. [**Sharing with groups**](#sharing-with-groups) 2. [**Sharing using a shared link**](#sharing-using-a-shared-link) 1. [**Shared link settings**](#shared-link-settings) 2. [**Setting a shared link expiration date**](#setting-a-shared-link-expiration-date) 3. [**Restricting public shared links**](#restricting-public-shared-links) 4. [**Removing collaborators**](#removing-collaborators) You can share your Hub like any other Box content. You can select only one of the two permission levels: **Viewer** or **Editor**, or make a user a Co-Owner of the Hub. > [!WARNING] > > Granting a user access to a Hub automatically gives them **Viewer** permissions to all files and folders in that Hub. This does not apply to external or Box links embedded in the Hub using **Link Preview**. You can also generate a public link to share a Hub with both Box users and people without a Box account. > [!NOTE] > > * By default, you cannot invite external users to collaborate on a Hub. To enable external collaboration, turn off this restriction in your Hub settings. See [Co-owner settings on the Hub level](/en/box-hubs/using-box-hubs/creating-and-deleting-a-hub#co-owner-settings-on-a-hub-level) for details. > * External users can only be viewers and must have an existing Box account. ## Sharing with groups Only groups with permissions **other** than Admins Only show up on the list of groups you can share a Hub with. Admins can still add Admins Only groups to a Hub, but only through the Admin Console > **Content** > **Hubs**. Make sure you have the necessary permissions to add the group. For details, see [Creating and Managing Groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). ## Sharing using a shared link Only Hub editors and co-owners can [create a shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) for a Hub to send it to people from the enterprise and outside of it. Viewers cannot create shared links for Hubs. Both the internal and external users have to sign in to Box to access the content of a Hub, unless you chose the permission level **People with the link.** > [!NOTE] > > If you access Box Hubs through a shared link and you have an editor access to some files or folders, you can't edit them from a Hub level. For more information on shared links see [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). ### Shared link settings As a Hub editor, you can configure the shared link options. For more information, see [Configuring Individual Shared Link Settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). > [!NOTE] > > If you have the Viewer permissions, you can check what settings are in place for a specific shared link to learn what you can do with it. To enable the chosen setting, tick the checkbox under the option. The available options are: * [Allow Download](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings#providing-a-direct-download-link) - Allow users with the shared link to download this item > [!NOTE] > > If there is a Shield policy in place that restricts downloads, the **Download** button is visible only in Preview. ### Setting a shared link expiration date As a Hub co-owner or editor you can set up an expiration date for a shared link. To do so: 1. Open the [shared link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). 2. Click **Disable Shared Link on** under **Link Expiration**. 3. Select the expiration date. ![Shared link settings, Link Expiration settings.](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-hubs/shared-link-settings-link-expiration-settings.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=ed32fef022565003ba697fdbf472efd8) When you set the expiration date for a link, you can see a red clock icon next to the information **Shared link is created**. When you hover over the icon, a message **This link will expire and be inaccessible on \[date]** appears. **Changing an existing expiration date** To change the existing expiration date: 1. Open the [shared link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). 2. Click the **Choose Date** input field or the calendar icon. 3. Choose the new link expiration date and save the settings. **Disabling an existing link expiration** To disable link expiration: 1. Open the [shared link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). 2. Uncheck the checkbox **Disable Shared Link on** under **Link Expiration**. 3. Save your changes. The red clock icon disappears. > [!NOTE] > > Your enterprise admin can enable link expirations on an enterprise level. When you are a Hub co-owner or editor, you can change the expiration date in the link settings. ## Restricting public shared links As a Hub co-owner, you can prevent your Hub from being shared publicly through **Anyone with the link**. This reduces the risk of accidental oversharing while still allowing intentional exceptions where needed. > [!NOTE] > > Your enterprise admin can set a [global default for this setting](/en/box-hubs/box-hubs-for-admins/configuring-box-hubs#setting-up-the-shared-links-section). If the admin has locked this setting, you won't be able to change it at the individual Hub level. **To restrict public shared links for a Hub:** 1. Open the Hub you want to configure. 2. Click the ellipsis (**…**) > **View Settings**. 3. In the **Who can access this Hub** section, turn on the **Restrict public shared links** toggle. 4. Save your changes. When this setting is enabled, users will only be able to share the Hub with people within your organization or specific individuals, not with **Anyone with the link**. > [!NOTE] > > The **Restrict public shared links** setting applies only to new Hubs and is not retroactive to existing Hubs. If your Hub was created before your admin enabled this setting, and your Hub already has a public shared link (**Anyone with the link**), you may see a configuration conflict error message in Hub Settings. ## Removing collaborators To remove collaborators from a Hub: 1. Click the **Share** button. 2. Click **Shared with**. 3. Click **Manage All**. 4. Choose **Remove** from the drop-down list. # Using keyboard shortcuts in Box Hubs Source: https://docs.box.com/en/box-hubs/using-box-hubs/using-keyboard-shortcuts-in-box-hubs Box Hubs provides keyboard shortcuts for both building a Hub and reading one, so you can work without reaching for the mouse. Shortcuts differ by mode: **Edit Mode** shortcuts apply while you build a Hub, and **View Mode** shortcuts apply while you read one. In this article, **Alt/Option** indicates the **Alt** key on Windows and the **Option** key on Mac. **⌘ / Ctrl** indicates the **Command** key on Mac, and the **Ctrl** key on Windows. Shortcuts that produce a question mark are written as **Shift** + **/**, the keys you press to enter **?**. ## Open the Keyboard Shortcuts panel The **Keyboard Shortcuts** panel lists every available shortcut and stays open while you work, so you can try shortcuts as you learn them. To open the panel, use either method: * Press **Alt/Option** + **Shift** + **/**. * Select the ellipsis (...) > **Show Keyboard Shortcuts**. The panel opens beside your Hub content with two tabs, **Edit Mode** and **View Mode**. Select a tab to see the shortcuts for that mode. To close the panel, select the close icon (X) or press **Alt/Option** + **Shift** + **/** again. ## View Mode shortcuts Use these shortcuts while you read a Hub. | Shortcut | Action | | - | - | | **⌘ / Ctrl** + **J** | Open or close the Box AI panel. | | **Alt/Option** + **S** | Share the Hub. | | **]** | Go to the next page. | | **\[** | Go to the previous page. | | **Alt/Option** + **/** | Jump to the search field. | | **Alt/Option** + **G**, then **Alt/Option** + **H** | Go back to the Hubs gallery. | > [!NOTE] > > Box AI for Hubs is available only for Enterprise Plus and Enterprise Advanced accounts. For details, see [Box AI for Hubs](/en/box-ai/admins/box-ai-for-hubs). ## Edit Mode shortcuts Use these shortcuts while you build a Hub in the Box Hubs builder. To switch to Edit Mode, in the upper-right corner of the Hub, select **Edit**. For details, see [Working with the Box Hubs Builder](/en/box-hubs/using-box-hubs/working-with-the-box-hubs-builder). ### Block actions Select a block before you use these shortcuts. | Shortcut | Action | | - | - | | **⌘ / Ctrl** + **Shift** + **↑** | Move the block up. | | **⌘ / Ctrl** + **Shift** + **↓** | Move the block down. | | **⌘ / Ctrl** + **D** | Duplicate the block. | | **⌘ / Ctrl** + **Shift** + **Backspace** | Delete the block. | ### Text formatting Use these shortcuts in text blocks, such as **Paragraph** and **Call Out**. Select the text you want to change, then press the shortcut. | Shortcut | Action | | - | - | | **⌘ / Ctrl** + **B** | Bold. | | **⌘ / Ctrl** + **I** | Italic. | | **⌘ / Ctrl** + **U** | Underline. | | **⌘ / Ctrl** + **Shift** + **S** | Strikethrough. | | **⌘ / Ctrl** + **Shift** + **L** | Align text left. | | **⌘ / Ctrl** + **Shift** + **E** | Align text center. | | **⌘ / Ctrl** + **Shift** + **R** | Align text right. | | **⌘ / Ctrl** + **Shift** + **8** | Bulleted list. | | **⌘ / Ctrl** + **Shift** + **7** | Numbered list. | ### Content creation | Shortcut | Action | | - | - | | **Alt/Option** + **N** | Add a page. | | **⌘ / Ctrl** + **S** | Save the Hub. | > [!NOTE] > > **⌘ / Ctrl** + **S** saves your changes without notifying collaborators. To send a notification, select **Save** > **Save & Notify Collaborators**. For details, see [Notify collaborators of changes](/en/box-hubs/using-box-hubs/working-with-the-box-hubs-builder#notify-collaborators-of-changes). # Working with the Box Hubs Builder Source: https://docs.box.com/en/box-hubs/using-box-hubs/working-with-the-box-hubs-builder The Box Hubs builder provides an intuitive interface for organizing your Hub content. The builder uses the same interaction model as other Box tools, making it easy to learn and use. ## Before you begin To organize a Hub, you must have co-owner or editor permissions. For details, see [Box Hubs Permissions](/en/box-hubs/box-hubs-for-admins/box-hubs-permissions). ## Edit your Hub To open a Hub in edit mode: 1. Go to the Hubs gallery. 2. Select the Hub you want to edit. 3. In the upper-right corner, select **Edit**. The **Add Content** panel displays on the right side. The panel has two tabs: * **Blocks** lists all available content block types you can add to your Hub. * **Layouts** lists predefined layouts for arranging blocks in columns. ![Box Hubs builder with the Add Content panel open on the right side of a Hub page](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-hubs/hub-builder.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=6c868d248f30129aceee6b1a8408e35d) > [!TIP] > > To move blocks, format text, add a page, or save your Hub without the mouse, press **Alt/Option** + **Shift** + **/** to open the **Keyboard Shortcuts** panel. For the full list, see [Using keyboard shortcuts in Box Hubs](/en/box-hubs/using-box-hubs/using-keyboard-shortcuts-in-box-hubs). ## Logo and header alignment You can center-align the logo in the Hub builder. When you center-align the logo, the Hub name and description are also center-aligned. ## Content blocks Content blocks are the building blocks of your Hub. Each block type serves a different purpose: | Block type | Description | | - | - | | Files and Folders | Add content from your Box account. | | Section Header | Create an organizational section with a title (up to 100 characters). | | Paragraph | Add text content (up to 5000 characters). | | Image | Add an image inline, with aspect ratio, cropping, and full-screen viewing. | | Link Cards | Add a block that displays a set of cards, each linking to a configurable destination. | | Call Out | Highlight important information in a new call out window (up to 5000 characters). | | Link Preview | Embed interactive content directly in your Hub. | | Divider | Add a visual separator between content. | ### Add a block Use either method to add a block: **Method 1: Select to add** 1. In the **Add Content** panel, on the **Blocks** tab, select the block type. 2. The block displays at the end of the page. **Method 2: Drag to add** 1. In the **Add Content** panel, on the **Blocks** tab, drag the block type onto the page. 2. Drop it in the desired location. ### Manage blocks To manage a block: 1. Select the block on the canvas. 2. The context toolbar displays with available options: * Move up or down * Move to a Different Page * Duplicate * Trash * Add Items (for **Files and Folders** blocks) * Display as grid or list (for **Files and Folders** blocks) * Formatting toolbar (for **Paragraph** and **Call Out** blocks) To reposition a block, select it and drag it to the new location. To place blocks side by side, see [Layouts](#layouts). > [!NOTE] > > In **Files and Folders** blocks, individual files become draggable only after you select the block. This prevents accidental movement. > > * **List view**: Drag and drop files or folders to reorder them. > * **Grid view**: Select a file or folder, select the ellipsis (...) at the bottom of the card, and then select the **Move Left** or **Move Right** arrow. ### Delete a block 1. Select the block. 2. On the context toolbar, select **Trash**. ### Link Cards The **Link Cards** block displays a row of customizable cards that link to Hub pages, Box content, or external URLs. When you add the block, three empty cards display by default. To configure a card, select it, add a link, and edit the title, description, or background image. When you add a link, the card pulls the title, description, and image from the destination if those details are available. Cards that link outside your enterprise display an external link icon and open in a new tab. To manage cards within the block: * Select **Add Card** to add a card. * Select **Trash** on the card toolbar to remove a card. * Use the arrows on the card toolbar to reorder cards. From the block's context toolbar, select **Left Align** (default) or **Fill** (full width) to set how the cards align. > [!NOTE] > > * A **Link Cards** block must contain at least one card. When you remove the last card, the entire block is deleted from the page. > * If you save the Hub with a card that has no link added, that card doesn't display when viewers open the Hub. > [!WARNING] > > Hub access does not automatically grant viewers access to the destination of a card. If a viewer does not have access, they see the standard error state on the destination page. ## Images The **Image** block adds a graphic directly to your Hub page, so you can include visuals without relying on a link preview. Each image displays inline and keeps its aspect ratio across desktop, tablet, and mobile screens. ### Add an image 1. In the **Add Content** panel, on the **Blocks** tab, select **Image** or drag it onto the page. 2. In the Image block placeholder, choose one of these sources: * **Upload from computer** — select an image file, such as a JPG, PNG, or GIF, from your device. * **Upload from Box** — select an image already stored in Box using the content picker. You need at least Viewer access to the file. The image uploads and displays inline within the block. If you add an unsupported file type or a file that exceeds the maximum size, the image isn't added and an error message explains why. For an upload that fails due to a connection or server error, select **Retry**. ### Set the aspect ratio and crop After you add an image, it displays at its original size. To frame it, select an aspect ratio from the image toolbar: * **Original** — keeps the image's original proportions. This is the default. * **Portrait** — 3:4 * **Square** — 1:1 * **Wide** — 16:9 * **Extra Wide** — 21:9 When you select an aspect ratio other than **Original**, the image is cropped to that ratio from the center, and the toolbar displays an **Adjust** button. To reframe the image within the ratio, select **Adjust**, drag the slider to change how the image fills the frame, and then select the checkmark to apply. The aspect ratio stays fixed as you adjust. If you change the aspect ratio or replace the image, the crop resets to the center so you can adjust it again. To swap in a different image, select **Change Image** on the toolbar. ### Resize an image To resize an Image block, drag its top or bottom edge up or down. As you drag, the block moves through the preset aspect ratios — Portrait, Square, Wide, and Extra Wide — and snaps to the nearest one when you release. This is an alternative to selecting a ratio from the toolbar. ### View an image full screen When viewing a Hub, select an image to open it in full-screen mode. ## Sections Sections help you organize related content by creating visual separators on your page. Each section title marks the beginning of a new section. ### Create a section 1. In the **Add Content** panel, on the **Blocks** tab, select **Section Title** or drag it onto the page. 2. Enter a section title (up to 100 characters). 3. Add content blocks to your section. When you add a section title, an outline is created automatically in the Hub navigation. This makes browsing easier for viewers. ### Reorder sections 1. Select the section title. 2. In the context toolbar, select **Move Up** or **Move Down**. 3. Move the section to the desired position. ### Rename a section 1. Select the section title. 2. Enter the new title. ### Delete a section 1. Select the section. 2. In the context toolbar, select **Trash**. ## Layouts Use layouts to display blocks in two or three columns. A page can include any number of layouts between full-width blocks. Existing Hubs don't change until an editor adds a layout. ### Add a layout Use either method to add a layout: **Method 1: Choose a predefined layout** 1. In the **Add Content** panel, select the **Layouts** tab. 2. Select a layout. The layout displays on the page with empty placeholder blocks. 3. Add content to the placeholder blocks. You can leave a placeholder empty. **Method 2: Drag a block beside another block** 1. Select the block you want to move. 2. Drag it to the left or right edge of another block. 3. Drop the block to create a new column beside the other block. When you add a second column, the columns split 50/50 by default. > [!NOTE] > > A layout can have up to three columns. You can drop another block beside a block only when the layout has fewer than three columns. ### Resize columns To change how wide each column is, drag the divider between the columns. The columns snap to these widths: | Layout | Available widths | | - | - | | Two columns | 33/66, 50/50, 66/33 | | Three columns | Equal thirds (33/33/33) | ### Rearrange blocks in a layout Drag blocks to: * Reorder them within a column. * Move them to another column in the same layout. * Move them to a different layout. * Move them out of a layout so they display at full width. Blocks in a layout are top-aligned. Each column grows in height to fit its own content. ### Block behavior in columns You can place any block type in a column. The views available for a **Files and Folders** block depend on the width of its column: | Column | Available views | | - | - | | Either column of a 50/50 two-column layout | Large Grid, Large List, List | | Wider column of a 33/66 or 66/33 two-column layout | Grid, Large List, List | | Narrower column of a 33/66 or 66/33 two-column layout, or any column of a three-column layout | Grid, List | If a **Files and Folders** block ends up in a column where its current view isn't available, the block switches to List view. The block stays in List view if you later remove the column. ### Empty placeholders In edit mode, empty placeholders display so you can add content to them. Viewers don't see empty placeholders: * If a column contains only empty placeholders, the blocks in the other columns align to the left. * If an empty placeholder sits above a block with content, the block moves up when you save the Hub. ### Layouts on smaller screens In narrow browser windows, columns stack into a single column in reading order. In the Box mobile app, layouts display as a single column. ## Pages Pages provide another level of organization in your Hub. You can create multiple pages and nest them to build a clear hierarchy. ### Display pages horizontally or vertically As an editor, you can display your Hub's pages vertically or horizontally. Choose the option that fits your Hub: | Display option | Pages display as | Best for | | - | - | - | | Vertical (default) | An outline along the side | Internal Hubs | | Horizontal | A tab bar across the top | External-facing or content-heavy Hubs with several top-level pages | Switching between display options changes only how viewers navigate. Your page content and hierarchy stay the same. To switch, open your Hub in edit mode and select the display icon next to the page list. Its tooltip displays the option it switches to: * **Display pages horizontally** (![Display pages horizontally icon](/images/box-hubs/display-pages-horizontally-icon.png)) — moves the pages into a tab bar across the top. * **Display pages vertically** (![Display pages vertically icon](/images/box-hubs/display-pages-vertically-icon.png)) — returns the pages to the outline along the side. When pages display vertically: * Nested pages display indented under their parent page. * To reorder pages, drag a page up or down. * To open a page, select it in the outline. When pages display horizontally: * Nested pages display under their parent tab. * To reorder pages, drag a tab left or right. * To open a page, select its tab. ### Add a page 1. In the Hub outline panel (when pages display vertically) or tab bar (when pages display horizontally), select **Add Page** (+). 2. Replace the default title with your page name. The default title format is "Untitled Page \[yyyy-mm-dd hh:mm:ss]." ### Add a nested page Nested pages (subpages) display under a parent page in the hierarchy. 1. In the Hub outline panel (when pages display vertically) or tab bar (when pages display horizontally), hover over the parent page. 2. Select the ellipsis (...) to open the page options. 3. Select **Add Nested Page**. 4. Enter a title for the nested page. ### Duplicate a page 1. In the Hub outline panel (when pages display vertically) or tab bar (when pages display horizontally), hover over the page. 2. Select the ellipsis (...) to open the page options. 3. Select **Duplicate Page**. ### Change page hierarchy You can reorganize your pages at any time: * **Reorder pages**: In the Hub outline, drag a page up or down. In the tab bar, drag a tab left or right. * **Create nested pages**: Drag a page onto another page to make it a subpage. * **Promote nested pages**: Drag a subpage into the main page area to make it a top-level page. > [!NOTE] > > Your home page is always the highest page in the hierarchy and can't be moved. ### Delete a page 1. In the Hub outline panel (when pages display vertically) or tab bar (when pages display horizontally), hover over the page. 2. Select the ellipsis (...) to open the page options. 3. Select **Delete Page**. 4. In the confirmation dialog, select **Delete**. > [!WARNING] > > When you delete a page, all content within it is deleted, including blocks and nested pages. This action can't be reversed. ## Notify collaborators of changes After you make changes to your Hub, you can notify all collaborators through email. ### Send a change notification 1. Make your changes to the Hub. 2. In the upper-right corner, select **Save** > **Save & Notify Collaborators**. 3. In the notification dialog, enter a message describing your changes. 4. Select **Save & Notify**. All Hub collaborators receive an email notification with your custom message and a link to open the Hub. As the sender, you do not receive this email notification. ### Save without notifying If you don't want to notify collaborators: 1. Make your changes to the Hub. 2. In the upper-right corner, select **Save**. Your changes are saved, but collaborators don't receive an email notification. # About Box MCP server Source: https://docs.box.com/en/box-mcp/about-box-mcp-server Model Context Protocol ([MCP](https://modelcontextprotocol.io/introduction)) is an open standard that defines how AI platforms connect to external data sources. Instead of building custom integrations between each AI platform and each data source, MCP provides a single, standardized way for them to communicate. > [!NOTE] > > Throughout this guide, "AI platforms" refers broadly to AI agents, assistants, and applications that support MCP. ## About Box MCP server The Box MCP server is Box's implementation of MCP. It connects third-party AI platforms to your organization's Box content, allowing them to securely interact with your files, folders, and metadata. When an AI platform connects to Box through MCP, it can: * **Search** for files and folders by keyword or metadata. * **Read** file contents, details, and properties. * **Ask Box AI** questions about single or multiple files, or query entire Box Hubs. * **Extract** structured data from documents using Box AI (such as contract terms, invoice amounts, or dates). * **Manage content** by creating folders, uploading files, and updating properties. * **Collaborate** by creating comments, listing collaborations, and checking tasks. * **Work with Hubs** to create, organize, and query collections of content. * **Generate documents** from Box Doc Gen templates at scale. All actions follow your organization's existing permissions, sharing settings, and security policies. ## How it works **1. Your admin enables the integration** In the Box Admin Console, your admin enables the Box MCP Server and the platform app for one or more AI platforms and configures access scopes. See [Supported AI platforms](/en/box-mcp/supported-ai-platforms) to find setup steps for your platform. **2. You authorize the connection** When you use the AI platform, you sign in with your Box credentials and grant the platform permission to access your content. **3. The AI platform interacts with Box** The AI platform sends requests to the Box MCP Server (`mcp.box.com`), which runs them against your Box account using your permissions. **4. Box security applies** Every action respects your existing folder permissions, collaboration settings, Box Shield policies, and audit logging. No files are permanently shared with the AI platform. The AI assistant queries your Box content in real time, and all actions are logged. ## Next steps > **[Supported AI platforms](/en/box-mcp/supported-ai-platforms)** > **[Available tools](/en/box-mcp/tools)** # Manage tool access Source: https://docs.box.com/en/box-mcp/admin-controls Use the Admin Console to control which Box MCP server tools are available across your enterprise, and to set [security guardrails](#security-guardrails-for-write-tools) for selected write tools. This helps you meet your organization's security, compliance, and governance requirements. ## How tool access works Box MCP server tool access works at two levels: enterprise-wide, and for an individual integration or platform app. | Scope | Where to find it | What it controls | | - | - | - | | [Enterprise-wide](#enterprise-wide-access) | **Admin Console** > **Integrations** > **Box MCP Server** tab | Default access for every user, and for any integration or platform app that doesn't have its own custom configuration | | [A single integration](#set-tool-access-for-an-integration) | **Admin Console** > **Integrations** > an integration > **Box MCP Server** tab | Access for that specific third-party AI platform only | | [A single platform app](#set-tool-access-for-a-platform-app) | **Admin Console** > **Platform** > **Platform Apps** > an app > **Box MCP Server** tab | Access for that specific unpublished platform app only | By default, every published integration and unpublished platform app follows your enterprise-wide configuration. That default stays in effect until you set a **Custom configuration** on the **Box MCP Server** tab of an individual integration or app, which then takes precedence for that integration or app only. Box applies settings in this order: 1. **Custom configuration** — When set on an integration or platform app, it applies to that integration or app only. 2. **Global configuration** — Applies to any integration or platform app that doesn't have its own custom configuration. Because settings can differ from one integration or app to the next, the same Box MCP server can expose different tools depending on which AI platform is in use. ## Enterprise-wide access Global configuration applies to every user, and to any integration or platform app that doesn't have its own custom configuration. To open your enterprise-wide tool settings: 1. Open the **Admin Console**. 2. In the left sidebar, select **Integrations**. 3. Select the **Box MCP Server** tab. A table displays each tool category with its current access level and a **Configure** button. From here, you can manage access: * By tool category * By individual tool * Or both ![Box MCP Server tab in the Admin Console showing tool categories, each with an Enablement dropdown and a Configure button.](https://mintcdn.com/product-docs/FMO6xwrbfPypBoFJ/images/box-mcp/images/MCP_Tools.png?fit=max\&auto=format\&n=FMO6xwrbfPypBoFJ\&q=85\&s=8e1e6d7285f854360cec60e945d884a3) > [!NOTE] > > Some categories, such as **Box Hubs** or **Box AI & Agents**, might not be available for every enterprise. Check your subscription for details. ### Set category access To set access for an entire category: 1. In the **Box MCP Server** table, find the category you want to configure. 2. Select its **Enablement** dropdown. 3. Select one of the following access levels: * **Disable all tools** — No tools in the category are available. * **Enable read only tools** — Only tools that read data are available. * **Enable read & write tools** — All tools in the category are available, including tools that create or modify data. * **Custom configuration** — You choose which individual tools in the category are available. After that, category-level changes take effect immediately. ### Set individual tool access To control access to specific tools within a category: 1. In the **Box MCP Server** table, find the category you want to configure. 2. Select **Configure**. The configuration window lists the category's tools under **Read only MCP tools** and **Write MCP tools**, each with its own toggle. ![Category configuration window with individual tool toggles grouped under Read only MCP tools and Write MCP tools.](https://mintcdn.com/product-docs/FMO6xwrbfPypBoFJ/images/box-mcp/images/Individual_Tools.png?fit=max\&auto=format\&n=FMO6xwrbfPypBoFJ\&q=85\&s=26f69d82978bdc2327be1bf770215c37) The **Enablement** selection and the individual toggles stay in sync: * Selecting an **Enablement** option updates every toggle in the category. * Changing an individual toggle updates the **Enablement** selection: * Enabling only read tools selects **Enable read only tools**. * Enabling all tools selects **Enable read & write tools**. * Disabling all tools selects **Disable all tools**. * Any other combination selects **Custom configuration**. After you select **Save**, a confirmation message displays. > [!TIP] > > To find a specific tool without browsing categories, select the search bar at the top of any Admin Console page, enter a keyword, then select a result. The Admin Console opens the relevant category configuration. ## Access for one integration or app You can also set tool access for a specific integration or platform app, overriding your enterprise-wide default for that integration or app only. This enables you to govern each AI platform separately while keeping one enterprise-wide baseline for everything else. Every integration and platform app has its own **Box MCP Server** tab, where you choose how it gets its tool access: * **Global configuration** — It inherits your enterprise-wide settings. This is the default. * **Custom configuration** — You set tool access for this integration or app only, overriding the enterprise-wide settings. When you select **Custom configuration**, the tool categories display, and you can expand any category to enable or disable its individual tools. > [!NOTE] > > A custom configuration applies to every user who has access to the integration or app. Per-user and per-group controls aren't supported. Where you find the tab, and how your changes take effect, depends on the type of app. ### Set tool access for an integration 1. Open the **Admin Console**. 2. In the left sidebar, select **Integrations**. 3. Find the integration you want to configure. To narrow the list, filter it to the **MCP** category or search by name. 4. Select **Configure** for that integration. 5. In the window that opens, select the **Box MCP Server** tab. 6. Select **Custom configuration**. 7. Select a category to expand it, then use each tool's toggle to enable or disable it. To narrow the list to a specific scope, select the **All**, **Read only**, or **Write only** filter above the categories. 8. Select **Save**. ![Box MCP Server tab for the Claude integration with Custom configuration selected, showing the All, Read only, and Write only filters and the expanded Files and Folders category with individual tool toggles.](https://mintcdn.com/product-docs/WDaR9E5Fsp4Fm91l/images/box-mcp/images/BoxMCPServer-IntegrationCustomTools.png?fit=max\&auto=format\&n=WDaR9E5Fsp4Fm91l\&q=85\&s=d3344139859e0e715ab5b4b177e335d1) To return the integration to your enterprise-wide settings, select **Global configuration**, then select **Save**. > [!NOTE] > > The **Box MCP Server** tab controls which tools an integration can use. To control whether managed users and groups can access the integration at all, use the **Availability Status** tab instead. Both tabs have a **Custom configuration** option, but they govern different things. ### Set tool access for a platform app 1. Open the **Admin Console**. 2. In the left sidebar, select **Platform**. 3. From the top of the window, select the **Platform Apps** tab. 4. Find the app you want to configure, then select its name. 5. On the app details page, select the **Box MCP Server** tab. 6. Select **Custom configuration**. 7. Select a category to expand it, then use each tool's toggle to enable or disable it. Your changes apply immediately. To return the app to your enterprise-wide settings, select **Global configuration**. Box removes the custom configuration. The integration or app follows your enterprise-wide settings again, including any changes you make later. ## When you disable a tool When you disable a tool, either enterprise-wide or for a specific integration or platform app: * Box removes it from the tool list returned to the MCP client. * Agents can no longer discover or use it. If you disable a tool after an agent has already discovered it: * Box enforces the change at runtime. * The Box MCP server returns an error such as: > Tool has been disabled by the enterprise admin. Contact your enterprise admin for more information. During an active session, the user might instead see a generic error, such as "tool not found." The exact message depends on the MCP client. > [!NOTE] > > Some MCP clients cache the tool list. After you enable or disable a tool, an agent might still reference a cached list, either trying to call a tool that's no longer available or not yet seeing a newly enabled one. If this happens, close and reopen the MCP client so it fetches an updated tool list. ## Security guardrails for write tools > [!NOTE] > > Security guardrails are available only for Enterprise Advanced accounts. Security guardrails define the boundaries in which an AI agent can use selected Box MCP server write tools. Instead of turning a tool fully on or off, you can enable it and then restrict its use to specific content or users, depending on the tool. For example, you can allow file uploads only to specific folders, or block a tool from adding external collaborators. Guardrails help prevent agents from taking actions that could expose data, such as uploading, moving, copying, or sharing content, or that could disrupt your business, such as moving content out of place. Because agents can act autonomously and at scale, guardrails stop these actions before they run instead of detecting them afterward. When an agent calls a tool that has guardrails, Box evaluates the request against your rules before running it. If the request falls outside those boundaries, Box blocks the action. Guardrails use the same constraint types as guardrails in Box Automate: * **Content Restrictions**: Where the tool can act, for example in specific folders or Hubs, or on content with specific classification labels. * **Managed User Criteria**: Which managed users the tool can involve. * **External User Criteria**: How the tool can interact with external users. For details on each option, including allowlists, denylists, and blocking externally accessible items, see [Configuring advanced guardrails](/en/box-ai/admins/guardrails-in-box-ai). ### Supported tools Guardrails are available for selected write tools in the **Files and folders** and **Collaboration** categories. To see which tools support guardrails, check the **Guardrails** column in [Available tools](/en/box-mcp/tools). Guardrails don't apply to read-only tools. To control which content agents can read, use [Shield Smart Access policies](/en/box-shield/shield-smart-access-policies). ### Configure guardrails You configure guardrails for each tool in your [enterprise-wide](#enterprise-wide-access) Box MCP Server settings, when you enable the tool. You need the same admin permissions you use to enable and disable Box MCP server tools. To configure guardrails for a tool: 1. Open the **Admin Console**. 2. In the left sidebar, select **Integrations**. 3. Select the **Box MCP Server** tab. 4. Find the category that contains the tool, then select **Configure**. 5. Under **Write MCP tools**, enable the tool, then open its guardrail settings. 6. Set **Content Restrictions**, **Managed User Criteria**, and **External User Criteria** as needed. The available criteria depend on the tool. For details on each option, see [Configuring Advanced Guardrails](/en/box-ai/admins/guardrails-in-box-ai). 7. Select **Save**. Enterprise-wide guardrails also apply to integrations and platform apps that have a [custom configuration](#access-for-one-integration-or-app), depending on where the tool is enabled: * If the tool is enabled both enterprise-wide and in the integration or app, the enterprise-wide guardrails apply. * If the tool is enabled only in the integration or app, and not enterprise-wide, no guardrails apply. > [!NOTE] > > Guardrails don't override enterprise-level or folder-level restrictions. The permissions of the user who connected the MCP client still apply on top of your guardrail selections. ### When a guardrail blocks an action When a request breaks a guardrail rule, Box doesn't run the action. The Box MCP server returns a structured error to the agent explaining that a security guardrail blocked the action. Depending on the MCP client, the agent might display this error to the user or try a different approach. ## Audit tool changes To review when and how tool settings changed, including changes to a specific integration or platform app: 1. Open the **Admin Console**. 2. In the left sidebar, select **Reports**. 3. Select **Create Report**, then select **Security Logs**. 4. Under **Integrations**, select **Changed MCP Tools Enablement Status**. The report includes: | Field | Description | | - | - | | User | Admin who made the change | | Integration | Integration or platform app the change applies to (blank for enterprise-wide changes) | | Category | Modified tool category | | Setting | Setting that changed | | Original Value | Previous value | | New Value | Updated value | | Date | When the change occurred | For more information, see [Security Logs Report](/en/box-admin-tools/reporting-and-insights/security-logs-report). Box also logs every security guardrail configuration change to the enterprise event stream. To retrieve these events, use the [Events API](https://developer.box.com/reference/get-events/). ## Monitor usage Use these reports in **Admin Console** > **Reports** to review MCP activity in your enterprise. | Report | What it shows | | - | - | | [MCP Tool Calls](/en/box-admin-tools/reporting-and-insights/mcp-tool-calls-report) | Per-day counts of MCP tool calls, by user and integration | | [MCP Platform Activity](/en/box-admin-tools/reporting-and-insights/mcp-platform-activity-report) | Per-event record of files, folders, Box AI, collaborations, metadata, and hubs accessed or changed through third-party MCP integrations | # Amazon Quick Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/amazon-quick-suite Amazon Quick's setup process involves the following steps: 1. Admin configuration in Box. 2. Admin configuration in Amazon Quick. 3. End-user connection. ## Step 1: Configure integration in Box 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Amazon Quick** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Amazon Quick** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Amazon Quick Admin For instructions on how to configure the Box connector for your team, see [Amazon's documentation here.](https://docs.aws.amazon.com/quick/latest/userguide/box-action-integration.html#box-action-quicksuite-setup) ## Step 3: Configure end-user connection User 1. Go to Amazon Quick and start a new chat. 2. Click the **+** button in the prompt window. 3. Navigate to **Connectors** and look for **Box Agent** to validate it is connected. # Anthropic Messages API Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/anthropic-messages-api Anthropic Messages API's setup process requires admin configuration in Box. ## Configure integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [Anthropic Messages API MCP Documentation](https://docs.anthropic.com/en/docs/agents-and-tools/mcp) # Atlassian Rovo & Jira Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/atlassian-rovo Atlassian Rovo's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in Atlassian 3. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Atlassian Rovo MCP Server** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Atlassian Rovo MCP Server** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Atlassian Admin 1. In the Atlassian admin console, navigate to the **Apps** page using the left sidebar. 2. Click **Connectors**, then select **Add connectors**. 3. Search for **Box** in the list of available connectors. 4. Click **Authorize Box** to begin the OAuth authorization process. ## Step 3: Configure end-user connection User 1. In Rovo, click **Sources** (located to the right of the **+** button in the prompt window). 2. Click **Connect** next to the Box connector. ## Demo video [YouTube video player](https://www.youtube.com/embed/i/status/2031822686599380998) ## Additional documentation * [Box Integrations Center](https://cloud.app.box.com/integrations/atlassian_rovo_mcp_server/i/HywhK5Jfe1) * [Atlassian Support Documentation](https://support.atlassian.com/organization-administration/docs/add-an-external-mcp-server-from-atlassian-administration/) * [Atlassian Rovo MCP Gallery Blog](https://www.atlassian.com/blog/announcements/rovo-mcp-gallery) * [Atlassian Agents in Jira Blog](https://www.atlassian.com/blog/announcements/ai-agents-in-jira) # ChatGPT Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/chatgpt ChatGPT's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in ChatGPT 3. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **ChatGPT MCP Server** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **ChatGPT MCP Server** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in ChatGPT Admin To configure the ChatGPT integration, follow the step-by-step instructions in the [Apps in ChatGPT](https://help.openai.com/en/articles/11487775-apps-in-chatgpt#app-directory) article. ## Step 3: Configure end-user connection User To connect your Box account to ChatGPT as an end user: 1. In ChatGPT, open the **Apps** section from the left navigation bar. 2. Search for **Box** in the app directory and click **Connect**. 3. Follow the prompts to log in to your Box account and authorize access. Once connected, enable Box in the chat window: 1. Click the **+** button to the left of the prompt window. 2. Select **... More**. 3. Search for **Box** and enable it. ## Domain verification If your company uses ChatGPT Enterprise, your ChatGPT admin can ask OpenAI Support to limit who can connect to Box, so only people in your company's ChatGPT workspaces can connect using an email address on one of your company's verified domains, and anyone outside your company's ChatGPT workspaces is blocked. This prevents personal ChatGPT accounts from connecting to corporate Box content. When contacting OpenAI Support, your admin includes your verified domain and lists Box as an app to restrict. See the [ChatGPT documentation](https://help.openai.com/en/articles/11509118-admin-controls-security-and-compliance-for-plugins-and-apps#restrict-connected-app-accounts-by-verified-domain) to learn how to request this restriction for ChatGPT. # Claude Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/claude Claude's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in Claude 3. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Claude** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Claude** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Claude Admin To configure the Claude integration, follow the step-by-step instructions in the [Claude support](https://support.claude.com/en/articles/11176164-use-connectors-to-extend-claude-s-capabilities) article. ## Step 3: Configure end-user connection User 1. In Claude, click the **+** button located at the lower-left corner of the prompt window. 2. Select **Connectors** from the menu. 3. Click **Add connectors**. 4. Search for **Box** in the list and enable the connector. ## Demo videos [YouTube video player](https://www.youtube.com/embed/OJVjXZkPd54) [YouTube video player](https://www.youtube.com/embed/AXIZFk2BXDQ) ## Domain Verification If your company uses Claude Enterprise, your Claude admin can turn on **Restrict verified-domain connectors** to your enterprise to limit who can connect to Box, so only people in your company’s Claude account can connect using an email address on one of your company’s verified domains, and anyone outside your company’s Claude account is blocked. This prevents personal Claude accounts from connecting to corporate Box content. A Claude admin turns this on once, and it applies across the Claude Enterprise. See the [Claude documentation](https://support.claude.com/en/articles/15402193-restrict-verified-domain-connectors-to-your-enterprise) to learn how to configure domain verification for Claude.” ## Additional documentation * [Support for MCP Apps in the Box Connector in Claude - Blog Post](https://blog.box.com/mcp-apps-claude-box-mcp-server-blog-post) # Claude Code Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/claude-code ## Prerequisites * A Box enterprise account with the MCP server enabled by an admin. See [Set up the MCP server](https://developer.box.com/guides/box-mcp/setup). * [Claude Code](https://docs.anthropic.com/en/docs/claude-code) installed (`npm install -g @anthropic-ai/claude-code`). ## Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to `http://localhost:PORT/callback`. You can use any callback port for this. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for Claude Code to authorize the connection. 6. Check the **Access scopes**. 7. Click **Save**. ## Use the integration User 1. In CLI, run the following command and replace YOUR-CLIENT-ID and PORT with the values set in the Admin console. ```bash theme={null} claude mcp add-json box-mcp \ '{"type":"http","url":"https://mcp.box.com","oauth":{"clientId":"YOUR-CLIENT-ID","callbackPort":PORT}}' \ --client-secret ``` 2. Paste the Client Secret and press enter to open a browser tab for OAuth. ### Verify the connection After adding the server, start Claude Code and run `/mcp` to confirm `box-mcp` is listed and connected. You can then ask Claude Code to interact with your Box content using the [available tools](https://developer.box.com/guides/box-mcp/tools). See Anthropic's docs for details: [Connect Claude Code to tools via MCP - Claude Code Docs](https://code.claude.com/docs/en/mcp#use-pre-configured-oauth-credentials). # Claude Cowork Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/claude-cowork Claude Cowork's setup process involves the following steps: 1. Admin enablement in Box 2. Configure end-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Claude** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Claude** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure end-user connection User 1. In Claude Cowork, click the **+** button located at the lower-left corner of the prompt window. 2. Select **Connectors** from the menu. 3. Click **Add connectors**. 4. Search for **Box** in the list and enable the connector. # Codex Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/codex Codex's setup process involves the following steps: 1. Admin enablement in Box 2. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **ChatGPT - MCP** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **ChatGPT - MCP** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure end-user connection User In Codex app: 1. Open **Plugins**. 2. Search for **Box**. 3. Add the integration to Codex. In CLI: 1. Run `/plugins` in Codex. 2. Search for **Box** in the plugins marketplace and install. # Cursor Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/cursor Cursor's setup process involves the following steps: 1. Admin enablement in Box 2. End-user connection ## Step 1: Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, set the redirect URIs. See [here](https://cursor.com/docs/mcp#static-redirect-url) for Cursor's documentation on their redirect URIs. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for Cursor to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Step 2: Configure end-user connection User 1. Go to **Settings** > **Tools and MCPs** > **Add Custom MCP**. After that, the `mcp.json` opens automatically. 2. Paste the configuration below, add your **Client ID** and **Client Secret**, and save the file. ```json theme={null} { "mcpServers": { "box": { "url": "https://mcp.box.com", "auth": { "CLIENT_ID": "your_client_id", "CLIENT_SECRET": "your_client_secret" } } } } ``` 3. Return to **Tools and MCPs** in Cursor settings and click **Connect** to complete authorization. Optionally, install our skills and rules with the Box Plugin for Cursor. 1. Go to **Settings** > **Plugins** > **Browse Marketplace** and search for **Box**. 2. Click **Add to Cursor**. ## Additional documentation * [Cursor MCP Documentation](https://cursor.com/docs/mcp) # Databricks Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/databricks Databricks' setup process involves the following steps: 1. Admin enablement in Box 2. Admin enablement in Databricks 3. End-user connection ## Step 1: Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Step 2: Configure connection in Databricks Admin Follow [Databricks' documentation](https://docs.databricks.com/aws/en/agents/agent-framework/mcp-services) on how to enable MCP integrations for your workspace. ## Step 3: Configure end-user connection User 1. In the Databricks Marketplace, search for **Box MCP Server**. 2. Click **Install** in the upper-right corner and choose a name for your MCP server (for example, Box). 3. Fill in the Client ID and Client Secret from [Step 1](#step-1-configure-box-integration), then click **Install**. The MCP server is now installed in Unity Catalog. You can use it across various Databricks surfaces, such as Genie One and AI Playground. # Figma Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/figma Figma's setup process involves the following steps: 1. Admin enablement in Box 2. Admin enablement in Figma 3. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Figma** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Figma** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Enable Integration in Figma Admin See the [Figma Documentation](https://help.figma.com/hc/en-us/articles/36343926263703-Manage-MCP-connectors-in-Figma-Make) for how to manage MCP connectors in Figma. ## Step 3: Configure end-user connection User 1. Click the **+** button in the prompt window (in either Figma Agent or Figma Make). 2. Open **Connectors**. 3. Select **Manage**. 4. Look for **Box** under the featured connectors and click **Connect**. There are two ways to engage the Box connector in Figma: Option 1 1. In the chat prompt, type **@** to open a list of your connected connectors. 2. Select **Box** from the list. It appears as a pill above your message. Option 2: 1. Click the **+** button in the prompt window. 2. Open **Connectors**. 3. Select **Box**. ## Additional documentation * [Figma Make Documentation](https://help.figma.com/hc/en-us/categories/31304285531543) * [First Look: Grounding Figma Make with Box Content](https://blog.box.com/first-look-grounding-figma-make-box-content-box-mcp-server) # Gemini Enterprise Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/gemini-enterprise Gemini Enterprise's setup process involves the following steps: 1. Admin configuration in Box 2. Admin configuration in Gemini Enterprise 3. End-user connection ## Step 1: Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Gemini Enterprise Box Connector** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that the **Gemini Enterprise Box Connector** is enabled for your enterprise by setting its availability to **Available for all users**. ## Step 2: Configure connection in the Google Cloud console Admin To configure the Gemini Enterprise integration, follow the step-by-step instructions in Google's support articles: * For Business plans - [Connect your Google apps and third-party data](https://support.google.com/g/answer/16550932). * For Enterprise plans - [Set up a Box data store](https://docs.cloud.google.com/gemini/enterprise/docs/connectors/box/set-up-data-store). ## Step 3: Configure end-user connection User 1. Open Gemini Enterprise. 2. In Gemini Enterprise, select the **Connectors** option located at the lower-left corner of the prompt window. 3. Locate the **Box connector** and select **Authorize**. 4. Connect your account, and toggle the switch to enable the connector. For additional guidance, please refer to the [Google support article](https://docs.cloud.google.com/gemini/enterprise/docs/connectors/box/set-up-data-store). # GitHub MCP Registry Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/github-mcp-registry GitHub MCP Registry's setup process involves the following steps: 1. Admin configuration in Box 2. End-user connection ## Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [GitHub MCP Registry](https://github.com/modelcontextprotocol/servers) # Glean Assistant Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/glean Glean Assistant's setup process involves the following steps: 1. Admin configuration in Box 2. Admin configuration in Glean 3. End-user connection ## Step 1: Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find Box MCP Server either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to: ` https://scio-prod-be.glean.com/tools/oauth/verify_code ` 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **Access scopes**: * Read all files and folders stored in Box. * Read and write all files and folders stored in Box. * Manage AI Requests. > [!NOTE] > > Scopes define the maximum set of actions. Users can only access content they already have permission to view or edit in Box. 7. Click **Save**. ## Step 2: Configure connection in Glean Admin 1. Open Glean. 2. Go to **Connectors and Actions** > [**Box**](https://www.glean.com/connectors/box). 3. Under **Configuration**, enter the **Client ID** and **Client Secret** from the Box setup. 4. Validate that the redirect URI matches what you inputted during Box setup. ## Step 3: Configure end-user connection User 1. Open Glean. 2. Go to **Connectors and Actions** > [**Box**](https://www.glean.com/connectors/box). 3. Add [**Box**](https://www.glean.com/connectors/box) to your account. ## Additional documentation * [Glean Support Documentation](https://docs.glean.com/administration/actions/connect-remote-mcp-servers-to-glean) * [Box Blog with Demo](https://blog.box.com/glean-mcp-directory) * [Glean MCP Apps Blog](https://www.glean.com/blog/mcp-apps-assistant-apr-drop-2026) # Grok Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/grok Grok's setup process involves the following steps: 1. Admin configuration in Box 2. Admin configuration in Grok 3. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Grok** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Grok** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Grok Admin 1. Sign in to the [Grok Admin Console](https://console.x.ai/). 2. Navigate to **Connectors** and click **Add Connector**. 3. Search for **Box** and click **Add for team**. ## Step 3: Configure end-user connection User To connect your Box account to Grok as an end user: 1. In Grok, click the **+** on the left side of the prompt window. 2. Hover **Connectors** and click **Box** from the list. 3. Follow the prompts to log in to your Box account and authorize access. # Groq Responses API Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/groq-responses-api Groq Responses API's setup process involves the following steps: 1. Admin configuration in Box 2. End-user connection ## Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [Groq MCP Documentation](https://console.groq.com/docs/mcp) # Harvey Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/harvey Harvey's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in Harvey 3. End-user connection in Harvey ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Harvey MCP Client** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Harvey MCP Client** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Harvey Admin 1. In Harvey, go to **Settings** > **Org Settings** > **Connectors**. 2. Search for **Box** and select **Add**. 3. Select **Connect** for the MCP integration and **Enable Integration**. 4. Select **Authorize** and complete the OAuth flow. 5. Navigate back to **Org Settings** > **Connectors**. 6. Search for **Box** and select **Manage**. 7. Go to the **Configuration** page to set permissions for each MCP tool. ## Step 3: Configure end-user connection User 1. In Harvey, go to **Settings** > **User Settings** > **Connectors**. 2. Search for **Box** and complete the authorization flow. 3. Under **Sources** in Harvey Assistant, enable Box to use the MCP server. # HubSpot Breeze Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/hubspot-breeze HubSpot's setup process involves the following steps: 1. Admin enablement in Box 2. Admin enablement in HubSpot 3. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **HubSpot** using the **MCP Category** filter or the search bar at the top of the page. 3. Make sure that **HubSpot** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in HubSpot Admin Follow [HubSpot's documentation](https://knowledge.hubspot.com/integrations/connect-apps-to-breeze-assistant) to enable MCP integrations for your HubSpot account. ## Step 3: Configure end-user connection User 1. In the Breeze Assistant chat window, select **+** at the bottom left. 2. Select **Connectors** > **Add Connector**. 3. Search for **Box** and select **Connect**. 4. In the window that opens, authorize access to Box. # IBM watsonx Orchestrate Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/ibm-watsonx-orchestrate IBM watsonx Orchestrate's setup process involves the following steps: 1. Admin enablement in Box 2. End-user connection in watsonx Orchestrate ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to `https://dl.watson-orchestrate.ibm.com/mfe_connectors/api/v1/agentic/oauth/_callback` 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for watsonx Orchestrate to authorize the connection. 6. Check the **Access scopes**: * **Scopes** define the maximum set of actions. Users can only access content they already have permission to view or edit in Box. * **Read all files and folders stored in Box**. * **Read and write all files and folders stored in Box**. * **Manage AI Requests**. ## Step 2: Enable integration in watsonx Orchestrate User ### Activate the connection 1. In watsonx Orchestrate, go to **Manage** > **Connections**. 2. Select **Pre-built connectors** and search for **Box**. 3. Edit the Box MCP connector with the following values: * **Server URL**: `https://mcp.box.com` * **Token URL**: `https://api.box.com/oauth2/token` * **Authorization URL**: `https://account.box.com/api/oauth2/authorize` * **Client ID**: `your client ID` * **Client Secret**: `your client secret` 4. Choose a **Credential type**: **Team credentials** Select **Team credentials**. After that, a browser window opens for OAuth authentication. **Member credentials** 1. Select **Member credentials**. 2. Save changes to the connection. 3. Navigate to the **Credentials** page. 4. Click **Add credentials** and select **Box MCP** from the list. ### Add MCP Tools to an Agent 1. On the agent page, navigate to **Toolset**. 2. Select **Add tool** > **Catalog** > search for **Box MCP Server**. 3. Select **Add to Agent** and then **Connect**. 4. To add individual tools to the Agent, select **Add tools** > **MCP server**. 5. Select the Box MCP server and add tools to the Agent. For additional instructions, see [IBM watsonx Orchestrate's documentation](https://www.ibm.com/docs/en/watsonx/watson-orchestrate/base?topic=agents-box). # LangSmith Agent Builder Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/langsmith-agent-builder LangSmith Agent Builder's setup process requires admin configuration in Box. ## Configure integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [LangSmith Documentation](https://docs.smith.langchain.com/) # Manus Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/manus Manus's setup process involves the following steps: 1. Admin enablement in Box 2. End-user connection ## Step 1: Enable integration in Box 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Manus MCP Connector** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Manus MCP Connector** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Manus User 1. Navigate to **Plugins** on the left hand menu. 2. Search for **Box** in the search window. 3. Click **Box** and **Connect** to finish the authorization flow. # Microsoft Agent 365 Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/microsoft-agent-365 Microsoft Agent 365's setup process involves the following steps: 1. Admin configuration in Box 2. End-user connection ## Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [Microsoft 365 Agents Documentation](https://learn.microsoft.com/en-us/microsoft-365-copilot/extensibility/agents-are-apps) # Microsoft Azure API Center Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/microsoft-azure-api-center Microsoft Azure API Center's setup process involves the following steps: 1. Admin configuration in Box 2. End-user connection ## Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [Azure API Center Documentation](https://learn.microsoft.com/en-us/azure/api-center/) # Microsoft Copilot Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/microsoft-copilot Microsoft Copilot's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in the Microsoft 365 Admin Center 3. End-user connection ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Microsoft 365 Copilot - MCP** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Microsoft 365 Copilot - MCP** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in the Microsoft 365 Admin Center Admin To configure the Copilot integration, follow the step-by-step instructions in the [Microsoft support article](https://learn.microsoft.com/en-us/microsoft-365/admin/manage/manage-plugins-skills-mcp-servers?view=o365-worldwide). ## Step 3: Configure end-user connection User Ensure the Box plugin is enabled in your Plugins menu: 1. In Copilot Home, select the **Plugins** menu on the left sidebar, or select the **+** button in the prompt window. 2. Search for **Box** in the list. 3. Connect your Box account and toggle the switch to enable the connector. # Microsoft Copilot Studio Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/microsoft-copilot-studio Microsoft Copilot Studio's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in Copilot Studio ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Copilot Studio** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Copilot Studio** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Copilot Studio Admin Detailed steps and guidance are available in the official Microsoft documentation: [Add MCP server to an Agent](https://learn.microsoft.com/en-us/microsoft-copilot-studio/mcp-add-components-to-agent) 1. Create a new agent in Copilot Studio: * Log in to Copilot Studio with a valid account and follow the steps to create a new agent, adding the name and description of your choice.  If you're not familiar with the process of creating agents in Copilot studio, you can follow Microsoft’s support article here. 2. Add the Box MCP Server as a Tool: * Go to the **Tools** page for your agent and select **Add a tool**. * Select **Model Context Protocol** and select the Box MCP Server from the list of available MCP Connectors. * Authorize the connection, entering any information that is needed. * When you're done, select **Add to agent** or **Add and configure** to proceed. # Microsoft Foundry Tools Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/microsoft-foundry-tools Microsoft Foundry Tools' setup process involves the following steps: 1. Admin configuration in Box 2. End-user connection ## Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [Azure AI Foundry Documentation](https://learn.microsoft.com/en-us/azure/ai-foundry/) # Mistral Le Chat Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/mistral-le-chat Mistral Le Chat's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in Mistral Le Chat ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Mistral Le Chat** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Mistral Le Chat** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Mistral Le Chat Admin 1. Open Mistral Le Chat. 2. Go to **Connectors** and find **Box** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Box** is enabled for your enterprise by setting its availability to **Available to all users**. > [!NOTE] > > If you have any problems, follow the instructions provided by the [Mistral AI](https://docs.mistral.ai/vibe/work/connectors/mcp-connectors). ![Mistral Le Chat with Box MCP Server](https://mintcdn.com/product-docs/LIvMv6Qc7F3ZF3vG/images/box-mcp/images/mistral.gif?s=0a87d266fd2653b113246d9c94810533) # Muse Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/muse Muse's setup process involves the following steps: 1. Admin enablement in Box 2. Admin enablement in Muse ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Muse** using the **MCP Category** filter or the search bar at the top of the page. 3. Make sure that **Muse** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Muse Admin Follow [Muse's documentation](https://www.meta.com/help/artificial-intelligence/1687253048996149/) to enable Box for Muse. You can also ask Muse in chat to connect to Box. # Notion Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/notion Notion's setup process involves the following steps: 1. Admin enablement in Box 2. End-user connection in Notion ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Notion Custom Agents** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Notion Custom Agents** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Notion User ### Option 1: Use the Box Content Intelligence Agent Template 1. Navigate to the [Box Content Intelligence Agent marketplace listing](https://app.notion.com/marketplace/custom-agents/box-content-intelligence). 2. Select **Get Agent**. The settings page for the Box Content Intelligence Agent should open. 3. Scroll down to **Tools and Access**, and select **Add connection**. 4. Search for Box and connect. ### Option 2: Create a custom Notion Agent 1. Under **Agents**, select **New Agent**. 2. Create a blank agent, use AI to assist creating an Agent, or use a template. 3. Scroll down to **Tools and Access**, and select **Add connection**. 4. Search for Box and connect. # Runlayer Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/runlayer Runlayer's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in Runlayer ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Runlayer** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Runlayer** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Runlayer Admin 1. In Runlayer, navigate to **Connectors** under **MCP**. 2. Click **Add New**. 3. Search for **Box** in the list of connectors. 4. Select **Create Hosted MCP** and configure its availability for your desired users or groups. 5. Click **Connect** to finalize the integration. [YouTube video player](https://www.youtube.com/embed/5k0McLTo8NM?si=ylZ8j8IoNlEnzdL1) ## Additional documentation * [Runlayer Documentation](https://runlayer.com) * [Announcing Box and Runlayer's partnership on Enterprise MCP](https://www.runlayer.com/blog/box-and-runlayer-mcp-partnership) # ServiceNow Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/servicenow ServiceNow's setup process involves the following steps: 1. Admin configuration in Box 2. Admin configuration in ServiceNow ## Step 1: Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find Box MCP Server either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to: ` https://.service-now.com/oauth_redirect.do ` 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **Access scopes**: * Read all files and folders stored in Box. * Read and write all files and folders stored in Box. * Manage AI Requests. > [!NOTE] > > Scopes define the maximum set of actions. Users can only access content they already have permission to view or edit in Box. 7. Click **Save**. ## Step 2: Configure connection in ServiceNow Admin To add the remote Box MCP server, follow the instructions provided by the [ServiceNow side](https://www.servicenow.com/docs/r/intelligent-experiences/connect-mcp-server-client.html). # Slackbot Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/slackbot Slackbot's setup process involves the following steps: ## Prerequisites 1. Ensure Box for Slack integration is set up: [Installing and Using the Box for Slack Integration](https://support.box.com/hc/en-us/articles/360044195313-Installing-and-Using-the-Box-for-Slack-Integration) 2. Ensure you have access to Slackbot: [Slackbot, your personal AI agent for work](https://slack.com/intl/en-gb/features/slackbot) ## End user 1. Re-authenticate Box for Slack to accept MCP scopes. You can do this by going to the link: [https://account.box.com/app-api/slack-v2/install](https://account.box.com/app-api/slack-v2/install) * Note: this is only for existing users. New setups do not need to re-authenticate. 2. Open DMs with Slackbot 3. Click the MCP connectors button in the Slackbot toolbar 4. In the list of suggested apps find Box, and click the + button next to the app to add it. 5. You will be redirected to Box OAuth to complete the setup 6. Once connected, the Box app appears under Your apps in the Integrations tab with a Manage button # Superhuman Go Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/superhuman-go Superhuman Go's setup process involves the following steps: 1. Admin enablement in Box 2. Admin configuration in Superhuman Go ## Step 1: Enable integration in Box Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Superhuman Go** either by using the **MCP Category** filter, or by using the search bar at the top of the page. 3. Make sure that **Superhuman Go** is enabled for your enterprise by setting its availability to **Available to all users**. ## Step 2: Configure connection in Superhuman Go Admin To add the remote Box MCP server, follow the instructions provided by the [Superhuman Go site](https://superhuman.com/products/go-ai-assistant). ## Demo video A demo video showing Superhuman Go with Box MCP Server is available [here](https://x.com/i/status/2029997364799500503). > [!NOTE] > > Box MCP server does not support DCR at this time, you will need to manually register an OAuth app. # Vercel Connect Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/vercel-connect Vercel Connect's setup process involves the following steps: 1. Vercel Connect setup for your integration surface 2. Box OAuth credentials creation ## Step 1: Set up Vercel Connect Admin The setup process for Vercel Connect varies depending on your framework and integration surface. Before you create credentials, follow the Vercel documentation for your environment: * [Vercel Connect documentation](https://vercel.com/docs/connect) * [Vercel Connect frameworks and adapters](https://vercel.com/docs/connect/frameworks) Note the redirect URI for your integration surface. You need it in the next step. ## Step 2: Create Box OAuth credentials Create OAuth credentials in Box using one of the following options, depending on your permissions. **Box Admin Console** Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** using the **MCP Category** filter or the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials**. 4. Enter a name for the credentials. 5. In **Redirect URIs**, enter the redirect URI for the integration surface you set up in [Step 1](#step-1-set-up-vercel-connect). 6. Select the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)** your agent needs. 7. Copy the **Client ID** and **Client Secret**, then paste them into Vercel Connect. **Box Developer Console** User 1. Go to the [Box Developer Console](https://app.box.com/developers/console) and create a new platform application. 2. Enter an app name, select one of the following app types, and select **Create**: * **User**: End users authenticate with their own Box OAuth credentials. * **Server**: The app uses Client Credentials Grant (CCG) or JSON Web Token (JWT) to access a defined set of Box resources. 3. In **Redirect URIs**, enter the redirect URI for the integration surface you set up in [Step 1](#step-1-set-up-vercel-connect). 4. Select the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)** your agent needs. 5. Publish the app. If you aren't a Box admin, submit the app for admin approval. 6. Copy the **Client ID** and **Client Secret**, then paste them into Vercel Connect. > [!NOTE] > > Some Box MCP tools, such as Box AI and Box Doc Gen tools, depend on specific scopes. To use these tools, enable the required [scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes). # Windows On-Device Registry Source: https://docs.box.com/en/box-mcp/configuring-box-mcp-server/windows-on-device-registry Windows On-Device Registry's setup process involves the following steps: 1. Admin configuration in Box 2. End-user connection ## Configure Box integration Admin 1. Sign in to the [Box Admin Console](https://app.box.com/master). 2. Go to **Integrations** and find **Custom Box MCP Server** either by using the MCP Category filter, or by using the search bar at the top of the page. 3. Go to **Configuration** > **Add Integration Credentials** to generate new credentials. 4. In **Redirect URIs**, change the Box redirect URIs to the redirect URI provided by the external MCP Client. 5. Copy the **Client ID** and **Client Secret** for later use. These are required later for the external MCP Client to authorize the connection. 6. Check the **[Access scopes](/en/box-admin-tools/how-to-guides-for-admins/understanding-requests-to-authorize-or-allow-applications#reviewing-scopes)**. 7. Click **Save**. ## Additional documentation * [Windows MCP Registry Documentation](https://learn.microsoft.com/en-us/windows/ai/mcp/overview) # MCP frequently asked questions Source: https://docs.box.com/en/box-mcp/faq Answers to frequently asked questions about setting up and using the Box MCP Server. > **I don't see AI or Doc Gen scopes/tools when setting up the MCP Server.** > > You need to enable AI and Doc Gen in the Admin Console for your enterprise to make these tools available. > > * To enable AI & Agent Tools: **Admin Console → Box AI → Settings → Enable AI API** > * To enable Doc Gen Tools: **Admin Console → Enterprise Settings → Content and Sharing → Doc Gen → Enable Doc Gen** > **When I call the file preview tool, it says there is a UI widget when none appears.** > > The file preview tool only works with clients that support MCP apps. Please verify that your client supports MCP Apps. > **I connected the MCP server but I am missing some tools even though they exist in the available tools documentation.** > > Certain tools are disabled by default and must be enabled by an admin. Please refer to the [tool configuration guide](/en/box-mcp/admin-controls) for instructions on how to enable them. > **Does MCP support Box Shield classification labels?** > > Retrieving and applying classification labels to files and folders is handled through the existing metadata tools. Creating new classifications is handled through the existing create metadata template tool. However, applying access policies to classification labels is not supported through MCP and needs to be done in the Admin Console. > **I enabled a tool in the Admin Console, but my AI agent doesn't see it. I disabled a tool in the Admin Console, but my AI agent still sees it.** > > Some clients cache the tool list at authentication or session initialization. Try the following to fetch an updated list: > > * Refresh the tool list in the client. > > * Start a new chat. > > * Disconnect and reconnect the MCP Server. > > > [!NOTE] > > > > If you disable a tool and it is still visible to the agent, even if the agent attempts to call the disabled tool, the call will fail so there is no security risk. Refreshing the tool list, reconnecting, or starting a new chat should resolve the issue. > **I enabled the upload and download URL tools but I'm getting a domain restricted error.** > > Certain clients (such as Claude) require domain allowlisting for upload and download URLs to function correctly. For instructions on domain allowlisting, see [this page](/en/box-mcp/tools#upload-and-download-url-tools) on configuring the upload/download URL tools. # Pricing Source: https://docs.box.com/en/box-mcp/pricing The MCP Server is available on **all Box plans**. API calls are free only if **both** of the following conditions are met: * You are using an app published in the **Box Integrations Center**, and * You log in with your own Box account (OAuth). This is the standard end-user use case (e.g., ChatGPT, Claude, Figma, etc.). ## When API calls are charged API calls are charged in all other cases, for example: * Non-published platform apps * Custom integrations or automations * Use of additional integration credentials from the Box MCP Server * Service account or scaled/shared workflows | Case | Charged? | | - | - | | Published app + your own Box login | No | | Other use cases | Yes | | AI, DocGen, Sign | Yes, based on your plan usage | ## How API calls are charged If your use case falls into the charged category above, API usage is metered as follows: | Action | Cost | | - | - | | Any tool invocation | 1 API call | | AI tool invocation | 1 API call + AI Units (based on model tier and document length) | | Session initialization (once per session) | 1 API call | | List tools (once per session) | 1 API call | | DocGen tool invocation | 1 API call + cost per document generated beyond included allowance | | Sign request | 1 API call + Sign usage (per request; plan limits apply) | You can only use MCP tools that are included in your current Box plan. > [!NOTE] > > Box AI, DocGen, and Sign are features included in specific Box plans and are subject to plan availability and limits. AI tools require a Box AI-enabled plan, DocGen and Sign depend on plan availability. # Supported AI platforms Source: https://docs.box.com/en/box-mcp/supported-ai-platforms Box MCP Server supports an expanding range of AI platforms. Select a card below to view setup instructions for each one. > **[Amazon Quick Suite](/en/box-mcp/configuring-box-mcp-server/amazon-quick-suite)** > **[Anthropic Messages API](/en/box-mcp/configuring-box-mcp-server/anthropic-messages-api)** > **[Atlassian Rovo & Jira](/en/box-mcp/configuring-box-mcp-server/atlassian-rovo)** > **[ChatGPT](/en/box-mcp/configuring-box-mcp-server/chatgpt)** > **[Claude](/en/box-mcp/configuring-box-mcp-server/claude)** > **[Claude Code](/en/box-mcp/configuring-box-mcp-server/claude-code)** > **[Claude Cowork](/en/box-mcp/configuring-box-mcp-server/claude-cowork)** > **[Codex](/en/box-mcp/configuring-box-mcp-server/codex)** > **[Cursor](/en/box-mcp/configuring-box-mcp-server/cursor)** > **[Databricks](/en/box-mcp/configuring-box-mcp-server/databricks)** > **[Figma](/en/box-mcp/configuring-box-mcp-server/figma)** > **[Gemini Enterprise](/en/box-mcp/configuring-box-mcp-server/gemini-enterprise)** > **[GitHub](/en/box-mcp/configuring-box-mcp-server/github-mcp-registry)** > **[Glean Assistant](/en/box-mcp/configuring-box-mcp-server/glean)** > **[Grok](/en/box-mcp/configuring-box-mcp-server/grok)** > **[Groq Responses API](/en/box-mcp/configuring-box-mcp-server/groq-responses-api)** > **[Harvey](/en/box-mcp/configuring-box-mcp-server/harvey)** > **[HubSpot Breeze](/en/box-mcp/configuring-box-mcp-server/hubspot-breeze)** > **[IBM watsonx Orchestrate](/en/box-mcp/configuring-box-mcp-server/ibm-watsonx-orchestrate)** > **[LangSmith Agent Builder](/en/box-mcp/configuring-box-mcp-server/langsmith-agent-builder)** > **[Manus](/en/box-mcp/configuring-box-mcp-server/manus)** > **[Microsoft Agent 365](/en/box-mcp/configuring-box-mcp-server/microsoft-agent-365)** > **[Microsoft Azure API Center](/en/box-mcp/configuring-box-mcp-server/microsoft-azure-api-center)** > **[Microsoft Copilot](/en/box-mcp/configuring-box-mcp-server/microsoft-copilot)** > **[Microsoft Copilot Studio](/en/box-mcp/configuring-box-mcp-server/microsoft-copilot-studio)** > **[Microsoft Foundry Tools](/en/box-mcp/configuring-box-mcp-server/microsoft-foundry-tools)** > **[Mistral Le Chat](/en/box-mcp/configuring-box-mcp-server/mistral-le-chat)** > **[Muse](/en/box-mcp/configuring-box-mcp-server/muse)** > **[Notion](/en/box-mcp/configuring-box-mcp-server/notion)** > **[OpenAI AgentKit](https://developer.box.com/guides/box-mcp/integrations/openai-agentkit)** > **[Runlayer](/en/box-mcp/configuring-box-mcp-server/runlayer)** > **[ServiceNow](/en/box-mcp/configuring-box-mcp-server/servicenow)** > **[Slackbot](/en/box-mcp/configuring-box-mcp-server/slackbot)** > **[Superhuman Go](/en/box-mcp/configuring-box-mcp-server/superhuman-go)** > **[Vercel Connect](/en/box-mcp/configuring-box-mcp-server/vercel-connect)** > **[Windows On-Device Registry](/en/box-mcp/configuring-box-mcp-server/windows-on-device-registry)** # Available tools Source: https://docs.box.com/en/box-mcp/tools Reference list of Box MCP server tools by category, including which tools an admin must turn on before agents can use them. The Box MCP server provides tools that let AI agents interact with Box content and features. Tools are organized by category so you can quickly find the right capabilities for your scenario. Tools marked **Off** in the **Default** column need an admin to turn them on. See [Manage tool access](/en/box-mcp/admin-controls) for instructions. On Enterprise Advanced accounts, admins can also set [security guardrails](/en/box-mcp/admin-controls#security-guardrails-for-write-tools) for selected write tools to limit where and with whom agents can act. Write tools that support guardrails are marked **Yes** in the **Guardrails** column. ## User and authentication Manage user authentication and retrieve information about the authenticated user. | Tool | Description | Default | | - | - | - | | `who_am_i` | Returns detailed information about the currently authenticated Box user. | On | ## Files and folders Access, manage, and modify Box file and folder resources. These tools give you control over content, metadata, and versioning. ### Read-only | Tool | Description | Default | | - | - | - | | `get_download_url` | Issues a temporary, single-use URL for downloading binary files from Box. See [Upload and download URL tools](#upload-and-download-url-tools) for additional configuration details. | Off | | `get_file_content` | Returns the content of a file stored in Box. | On | | `get_file_details` | Returns detailed file information from Box, including metadata, permissions, and version details. | On | | `get_file_preview` | Returns the preview widget for a file stored in Box. | On | | `get_folder_details` | Retrieves detailed folder information, including metadata, permissions, and collaboration settings. | On | | `list_folder_content_by_folder_id` | Lists files, folders, and web links in a folder (paginated). Use `folder_id` "0" for the root folder. `id`, `type`, `name`, and `etag` are always returned. Optional field: `limit`. | On | ### Write | Tool | Description | Default | Guardrails | | - | - | - | - | | `copy_file` | Copies an existing file to a destination folder in Box. | On | Yes | | `copy_folder` | Copies an existing folder to a destination parent folder in Box. | On | Yes | | `create_folder` | Creates a folder in Box. | On | No | | `create_metadata_template` | Creates an enterprise metadata template. Requires the `enterprise` scope, `display_name`, and an optional `fields` array. | On | No | | `get_upload_url` | Issues a temporary, single-use URL for uploading binary files to Box. See [Upload and download URL tools](#upload-and-download-url-tools) for additional configuration details. | Off | No | | `move_file` | Moves an existing file to a destination folder in Box. The file ID stays the same and `parent_folder_id` is required. | Off | Yes | | `move_folder` | Moves a folder to a new parent in Box. The folder ID stays the same and `parent_folder_id` is required. | Off | Yes | | `set_file_metadata` | Creates or updates (upserts) custom metadata on a file for a template. Use `list_metadata_templates` and `get_metadata_template_schema` to find the `scope`, `template_key`, and `fields`. | Off | No | | `set_folder_metadata` | Creates or updates (upserts) custom metadata on a folder for a template. Use `list_metadata_templates` and `get_metadata_template_schema` to find the `scope`, `template_key`, and `fields`. | Off | No | | `update_file_properties` | Updates file properties, including name, description, tags, and collections. The name can have up to 255 characters, and the file extension is preserved unless you specify otherwise. The description can have up to 256 characters. You can add or update up to 100 tags. | Off | No | | `update_folder_properties` | Updates folder properties, including name, description, tags, and collections. The name can have up to 255 characters and must not include `/`, `\`, `.`, `..`, or leading or trailing spaces. The description can have up to 256 characters. You can update up to 100 tags. | Off | No | | `update_metadata_template` | Updates a metadata template by scope and `template_key` using atomic schema operations (for example, `addField`, `editField`, and `removeField`). | Off | No | | `upload_file` | Uploads a new file to Box. | On | Yes | | `upload_file_version` | Uploads a new file version by providing the entire file contents to update an existing file in Box. | Off | Yes | ## Search Locate content and containers using keywords, names, or structured metadata queries with optional filters and scopes. | Tool | Description | Default | | - | - | - | | `get_metadata_template_schema` | Returns the schema and field keys for a metadata template. | On | | `list_metadata_templates` | Lists available Box metadata templates (enterprise or global). | On | | `search_files_keyword` | Searches for files using keywords. Supports metadata filters, file-extension filtering, and field selection. | On | | `search_files_metadata` | Searches for files using SQL-like metadata queries. Supports complex filtering with parameters, field selection, and folder scoping. | On | | `search_folders_by_name` | Searches for folders in Box by name using keyword matching. | On | ## Collaboration Enable team collaboration through comments, shared links, and collaboration management tools. ### Read-only | Tool | Description | Default | | - | - | - | | `list_file_comments` | Lists all comments on a file. | On | | `list_item_collaborations` | Lists all existing collaborations on an item. | On | | `list_tasks` | Lists all tasks for a file, including status, message, and due dates. | On | ### Write | Tool | Description | Default | Guardrails | | - | - | - | - | | `add_file_shared_link` | Creates or updates a shared link for a Box file. Can create open shared links or add collaborators from outside your organization. | Off | Yes | | `add_folder_shared_link` | Creates or updates a shared link for a Box folder. Can create open shared links or add collaborators from outside your organization. | Off | Yes | | `create_collaboration` | Invites a user or group to a file, folder, or hub. Can create open shared links or add collaborators from outside your organization. | Off | Yes | | `create_file_comment` | Creates a comment on a file. | On | No | | `update_collaboration` | Updates a file, folder, or hub collaboration. Can create open shared links or add collaborators from outside your organization. | Off | Yes | ## Box AI Use AI-powered tools to ask questions, extract insights, and analyze content across files and hubs. | Tool | Description | Default | | - | - | - | | `ai_extract_freeform` | Extracts metadata from files using Box AI with natural-language prompts (no fixed template). Text representation up to 1 MB. Supports documents, PDFs, presentations, and text. Works with one or more `file_ids`. | On | | `ai_extract_structured` | Extracts structured key-value metadata from files using the Box AI Enhanced Extract Agent and custom field definitions. | On | | `ai_extract_structured_from_fields` | Extracts structured metadata from files using Box AI and custom field definitions. Works with one or more files. Field types include `string`, `date`, `float`, `enum`, and `multiSelect`. | On | | `ai_extract_structured_from_fields_enhanced` | Extracts structured metadata from files using the Box AI Enhanced Extract Agent and custom field definitions. Use only when the user asks for the Enhanced Extract Agent. This tool costs more than the standard Box AI Extract tools. Field types include `string`, `date`, `float`, `enum`, and `multiSelect`. | On | | `ai_extract_structured_from_metadata_template` | Extracts structured metadata from files using an existing Box metadata template. Requires `template_key` and `scope` (for example, `enterprise` or `global`). Processes the text representation of file content. | On | | `ai_extract_structured_from_metadata_template_enhanced` | Extracts structured metadata from files using an existing Box metadata template and the Enhanced Extract Agent. Use only when the user asks for the Enhanced Extract Agent. This tool costs more than the standard Box AI Extract tools. | On | | `ai_qa_hub` | Asks a question about a Box hub and returns an answer based on the hub's content, with citations when available. | On | | `ai_qa_multi_file` | Asks a question about multiple files using Box AI, with citations when available. | On | | `ai_qa_single_file` | Asks a question about a single file using Box AI, with citations when available. Text representation up to 1 MB. If the file is larger, only the first 1 MB is processed. | On | ## Hubs Create and manage Box Hubs for organizing collaborative content and resources around specific topics or projects. ### Read-only | Tool | Description | Default | | - | - | - | | `get_hub_details` | Retrieves detailed information about a specific hub. | On | | `get_hub_items` | Gets items (files and folders) associated with a specific hub. | On | | `list_hubs` | Lists all hubs that the authenticated user can access. | On | ### Write | Tool | Description | Default | | - | - | - | | `add_items_to_hub` | Adds files, folders, or web links to a hub. | On | | `copy_hub` | Creates a copy of an existing hub, including its structure and settings. The original hub is not modified. The new title can have up to 50 characters; if you do not provide one, a default title is used. | On | | `create_hub` | Creates a hub. | On | | `update_hub` | Updates the title and description of a hub. | Off | ## Doc Gen Automate document generation by using templates with placeholder tags to create custom documents at scale. ### Read-only | Tool | Description | Default | | - | - | - | | `get_docgen_template_by_id` | Retrieves details about a Doc Gen template. | On | | `list_docgen_templates` | Lists all Box Doc Gen templates that the authenticated user can access. | On | ### Write | Tool | Description | Default | | - | - | - | | `create_docgen_batch` | Generates documents from a Doc Gen template by filling placeholder tags with provided data. | Off | | `create_docgen_template` | Marks a Box file (`.docx` or `.pptx`) as a Doc Gen template for automated document generation. | On | ## Upload and download URL tools The upload and download URL tools require the AI agent to make a direct network request to transfer the file. Declarative agents can't make these requests, so these tools work only in agentic (code-executing) environments. Some clients require you to allowlist specific domains before upload and download URLs work. If you're not a Box Zones customer, add the following domains to your allowlist: ```text theme={null} upload.box.com upload.app.box.com upload.ent.box.com dl.boxcloud.com public.boxcloud.com ``` The domains you need vary depending on your Box Zone. For the full list, see [Configuring A Firewall For Box Applications and Services](/en/box-admin-tools/box-security/configuring-a-firewall-for-box-applications-and-services). You can also use wildcard domains to allow all subdomains: ```text theme={null} upload.*.box.com *.boxcloud.com *.box.com ``` ## Feedback To share feedback or ask questions about the Box MCP server, visit the [Box AI API thread](https://community.box.com/box-ai-api-8) in the Box Developer Community forum. # Authorizing Platform Applications in Sandbox and Production Environments Source: https://docs.box.com/en/box-platform/authorizing-platform-applications-in-sandbox-and-production-environments Box has an app approval flow that streamlines the platform app authorization and enablement process. In one unified view, Box enables developers to decide whether they want to authorize their apps in a linked developer sandbox or directly in a production environment. This way, developers create their apps in a sandbox, without touching the main production instance. When the app is ready, developers have a direct pathway to promote the app to production in the parent enterprise. This approach simplifies the collaboration between Admins and developers, reduces the risk of releasing an application into production prematurely, and shortens time to production for platform app development. Developers can create: * Custom **server** authentication apps, such as JSON Web Token (JWT) apps, client credential app, and limited access app. These apps must be authorized by a Box Admin. * Custom **user** authentication apps, such as OAuth 2.0 app. A Box admin may need to enable these apps depending on the [unpublished apps setting](https://developer.box.com/guides/security/index#enterprise-settings-and-authorization). After the app is created, developers can request authorization in the current sandbox environment or directly in the parent enterprise. **As a developer, to request authorization for an application:** 1. Open your Developer Console. 2. Go to **My Integrations** and click the application you want to authorize or enable. 3. Depending on the platform app type, go to **Authorization** tab for server authentication applications or **Enablement** for user authentication applications. > [!WARNING] > > The **Enablement** tab is visible only if a Box Admin enabled the **Disable unpublished platform apps by default** setting. 4. Click **Review and Submit**. 5. Review the app details. * If you are working in a **sandbox** environment, use the **Publish Location** section to select whether to publish in the parent enterprise or in the same sandbox. * If you are using a **production** instance of the parent enterprise, you will not see the **Publish Location** section because the app is automatically published in the production environment. 6. Wait for a Box Admin to approve your application. When this happens, you will receive an email with the details. For the details on Admin approval flow, refer to [Managing platform apps.](/en/box-admin-tools/how-to-guides-for-admins/managing-platform-apps) # Box API Recipes for Box Admins Source: https://docs.box.com/en/box-platform/box-api-recipes-for-box-admins ## Using the Box API as a Box Admin Many Box Admins use the [Box API](https://developer.box.com/reference/) to automate, extend, and customize their instance of Box. Box also offers an open development platform for building custom applications. Box Admins use the Box API to: 1. Automate routine and repetitive processes with Box, like provisioning new user accounts programmatically. 2. Connecting internal tools and workflows to Box, like triggering activity in other systems when a file is uploaded to a folder. 3. Customizing Box for their business, like programmatically creating default folder structures and automatically sharing content with new users. To help you learn how you can use the Box API as a Box Admin, we've created a series of useful recipes that you can use to get even more out of Box. We plan to expand this collection over time. Got your own recipe, an idea for a recipe, or want to create one yourself? Feel free to let us know by reaching out to [platform@box.com](mailto:platform@box.com). We'd love to showcase your great work and help however we can. ## API Recipes for Box Admins: The following API Recipes can be used to automate, extend, and customize Box. ### Provision New Box User Accounts using the Box API As a Box Admin when new employees join your company, you will have to manage the creation of new users within your Box Enterprise. Instead of doing this manually for each new employee, you can create a script to do this automatically. In this API Recipe, we show you how to authenticate with the Box API, create a series of Box Managed Users using a simple CSV file, create a default set of folders in those users' accounts, upload default files to those folders, add those users as collaborators to a folder, and add those users to a group. [View API Recipe](https://developer.box.com/guides/users/provision) ### Deprovision Box User Accounts using the Box API After an employee leaves your company, you will need to deprovision their Box account. This process has two parts. First, you will need to move that employee's folders and files to an Admin account. Second, you will need to delete the employee's account. The recipe on this page will show how to do this with the Box API. [View API Recipe](https://developer.box.com/guides/users/deprovision/) ### Automatically Upload Files from a Folder using the Box API A popular Box API use case is having to upload files from a local folder on a regular basis. For example, maybe you want to backup your server's log files to Box using our API each day. In this recipe, we show you how to authenticate with the Box API, upload files from a folder using a [Service Account](https://developer.box.com/guides/users/create-app-user), and upload files from a folder as a specific user. [View API Recipe](https://developer.box.com/docs/upload-all-files-from-a-folder) # Box for Developers - Overview and Resources Source: https://docs.box.com/en/box-platform/box-platform-overview-and-resources Start building, integrate apps, and improve experiences with Box. Use the resources below to get started, deepen your knowledge, and stay up to date with our latest capabilities: **Getting started** * [Developer Guides](https://developer.box.com/guides/) - Resources to help you get the most from Box products. * [API Reference](https://developer.box.com/reference/) - List of available endpoints. * [Start Here](https://developer.box.com/guides/getting-started/) - Create and publish your application. **Key resources** * [Authentication](https://developer.box.com/guides/authentication/) - Methods, tokens, and types. * [SDKs and Developer Tools](https://developer.box.com/sdks-and-tools/) - Supported SDK platforms and developer tools. * [UI Elements](https://developer.box.com/guides/embed/ui-elements/) - Pre-built UI components. * [Box Sample Code](https://developer.box.com/sample-code/) - Sample code and demo applications for Box APIs, SDKs, and UI Elements. * [Integrations](https://developer.box.com/guides/applications/app-gallery/) - Applications supported in Box. * [Understanding Errors](https://developer.box.com/guides/api-calls/permissions-and-errors/common-errors/) - Common error codes. * [AI Developer Zone](https://developer.box.com/ai-dev-zone/) - Interactive demos, sample code, and tools. * [Box Developer Blog](https://blog.box.com/category/developer) -  The latest important articles relevant to Box users and admins. * [Box Developer Changelog](https://developer.box.com/changelog/2026) - The latest updates. * [Pricing and Plans](https://www.box.com/pricing) - Offerings for individuals, teams, and businesses. # Managing developer sandboxes for Box admins Source: https://docs.box.com/en/box-platform/managing-developer-sandboxes-for-box-admins Developer sandboxes provide Box administrators with a sanctioned and traceable way to manage sandbox environments where developers can build and test applications on Box. ## What is a developer sandbox? Sandboxes are distinct environments associated with the parent enterprise. They are not clones, copies, or representations of a Box production environment. Each sandbox is a new, blank environment based on your existing plan that's ready for custom development and testing applications without any risk of it affecting the main production instance. The add-ons and plans active in your enterprise’s production environment can be synced in the sandbox. For instance, if production uses the eAdvanced plan with Shield enabled, the sandbox can have the same plan and features activated. See section [Synchronizing sandbox with production](#synchronizing-sandbox-with-production) of this document to learn more. > [!NOTE] > > Sandboxes are included as part of a Box business plan or above. Your sandbox environment reflects your existing plan including add-on products such as Shield or Zones. You can have up to ten developer sandboxes in your enterprise. To create more, contact your Customer Support Manager. ### Enterprise Admin vs Sandbox Admin * The **enterprise admin** is responsible for managing your company's main Box instance. The enterprise admin creates a developer sandbox within the main enterprise for custom app development and/or app testing purposes. * The **sandbox's primary admin** is the primary admin for the developer sandbox. Sandbox primary admins manage the sandbox and can add additional developers to the sandbox environment. ## Creating a developer sandbox If you're an enterprise admin or co-admin, use the Admin Console's **Sandboxes** page to create and manage your enterprise's developer sandbox environments. **To create a developer sandbox:** 1. In the Admin Console's left sidebar, click **Platform**. 2. In the top-right corner, click **Create Sandbox**. If you have no sandboxes, click **Get Started** first. 3. In the **Create New Sandbox** window, provide the following: * **Sandbox Name:** Enter a unique name for your sandbox. * **Sandbox Description (optional)**: Provide information about the intended use of this sandbox. * **Admin:** Add the email address of the user who will be the sandbox admin. Box automatically generates an **Alternate Email** for a sandbox primary admin. It is used as the base for the sandbox admin's login. * **Add Co-Admin (optional)**: For any co-admins added, Box automatically generates a unique email address. * **Add Content (optional):** Select content to copy over to the sandbox. For more information, see [Copy content from production to a sandbox](#copy-content-from-production-to-a-sandbox). ![Create New Sandbox modal with fields for sandbox name, description, and admin email addresses.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-platform/sandbox-name-enter-unique-description.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=608329cd29f00713447004f09ff58a81) 4. Click **Create**. You will be prompted to accept terms and conditions to proceed. By accepting, you are stating that you are an authorized representative of your company, and that you agree to enter into the Sandbox Account Service Agreement on behalf of your company. Accepting the legal terms is required once only, so the message won’t appear when managing an existing sandbox. 5. After creating the developer sandbox, Box sends a log-in email to the developer who you assigned as the sandbox's primary admin, and the sandbox appears in the sandbox management page. The email notification provides the user ID and prompts the sandbox's primary admin to create a new password to set up the sandbox account After the sandbox's primary admin sets up the password, they can use the new sandbox credentials to log in by clicking **Developer Console** in the email, or by going to [developer.box.com](https://developer.box.com/). > [!NOTE] > > If you want to sign in to a sandbox using SSO, change the email address in the account settings to a unique enterprise email after you create a sandbox. The sandbox's primary admin can then create individual sandbox user accounts, giving developers access to a new Box environment that reflects the same plan as their parent Box enterprise. > [!WARNING] > > Deactivating a sandbox primary admin’s account in the production environment of your enterprise does not prevent them from logging into the sandbox. To remove their sandbox access you need to delete their account. ## Sandbox developer console Developers access the sandbox through the sandbox's developer console. The sandbox badge in the bottom-left corner of the developer console displays the name of the sandbox environment, letting developers know they're in a sandbox. ## Synchronizing sandbox with production To allow developers to use sandboxes with the same add-ons and plans as your production environment, you need to manually synchronize them. To do so: 1. Open the Admin Console. 2. Click **Platform** in the sidebar. 3. Hover over the sandbox you want to sync. 4. Click the ellipsis button (...) to display the **More Options** menu. 5. Select **Sync**. Your sandbox then syncs with the add-ons and plans on the production environment. Whenever the add-ons and/or plans change in the production environment, an icon **Sync with production** appears on the sandboxes list. To synchronize your sandbox, perform the steps 4 and 5 from the list of steps above. ## Copy content from production to a sandbox You can copy folders and files from your production enterprise into a linked sandbox. This is useful when developers need realistic content to build and test against. The copy runs in the background. You do not need to wait for it to finish. When the copy is complete, the content appears in the sandbox. This is a one-time copy. Box does not keep the sandbox content in sync with production after the copy. ### Who can do this Enterprise admins and co-admins with the **Manage Sandboxes** [permission](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#developer-platform). ### Steps to copy content 1. In the Admin Console's left sidebar, click **Platform**. 2. Click **Sandboxes**. **If creating a new sandbox:** 1. Select **Create Sandbox**, and complete the mandatory details as shown in [Creating a developer sandbox](#creating-a-developer-sandbox). 2. Click the row under **Add Content**. 3. Select your desired content and click **Add Content**. 4. Click **Create**. The process begins in the background. **If adding content to an existing sandbox:** 1. Hover over a sandbox, click **...**, then click **Add Content.** 2. Select your desired content and click **Add Content**. 3. The process begins in the background. When the process is complete, the content becomes available in the sandbox. ### What gets copied * Files and folders (preserving the folder structure you select) * Metadata templates (if selected) ### What does not get copied * User accounts and permissions * App authorizations * Production settings and configurations * Collaborations * Trashed items > [!NOTE] > > * You can copy additional content into a sandbox after the initial copy. > * Copying content does not remove content already in the sandbox. > * The copy is one-way only: from production to sandbox. You cannot copy content from a sandbox back to production. ## Deleting a developer sandbox As an enterprise admin or co-admin, you can also delete a sandbox. Once the sandbox is deleted: * it automatically becomes inactive and is archived, * developers can no longer log in to the developer sandbox, and * **all data from the developer sandbox will no longer be accessible**. **To delete a developer sandbox:** 1. In the Admin Console's left sidebar, click **Platform**. Box displays the Sandboxes window. 2. In the Sandboxes window, hover on the sandbox's name and click "**...**". 3. Select **Delete Sandbox**. # Platform Apps Source: https://docs.box.com/en/box-platform/platform-apps Box enables you to [manage platform applications](/en/box-admin-tools/how-to-guides-for-admins/managing-platform-apps) in your deployment. Here you can: * Authorize new platform apps * View server and user authentication apps, including enablement status From the **Admin Console** > **Platform** > **Platform Apps,** you can view: * The name of your app * The developer email address * The authentication method of the app * When the app was last updated * Whether the app is authorized, pending authorization, not authorized or declined * The app's enablement status ## Manage apps 1. Click into the **Admin Console**. 2. In the left sidebar, click **Platform**. 3. From the top of the window, select the **Platform Apps** tab. 4. Select either **Server Authentication Apps** or **User Authentication Apps**. To add a platform app to your enterprise, select **Add +** on the right-hand side of the screen, then enter the Client ID of the app you would like to add. More information is available in [Managing platform apps](/en/box-admin-tools/how-to-guides-for-admins/managing-platform-apps). # Understanding the Metadata Query API and Search API Source: https://docs.box.com/en/box-platform/understanding-the-metadata-query-api-and-search-api The Box Metadata API enables you to programmatically find content on the basis of Box metadata. Using the Metadata API, you can: * pass a set of parameters and conditions in a structure similar to a traditional SQL query, and * get matching files and folders along with the corresponding metadata. The Metadata Query API complements the Search API. ## Using the Metadata API Use the Metadata Query API when you want to: * find content based on Box metadata and not document content, * use SQL-like logic to find content. The Metadata Query API provides the ability to find content based on values stored in custom metadata. The structure of a metadata query is similar to that of an SQL query, and should feel familiar to anyone with SQL experience. The Metadata Query API enables you to write a query against a metadata template using boolean operators -- for example, AND, OR, and NOT -- as well as comparison and range operators -- such as equal to, greater than, less than -- and get results almost instantaneously. A major benefit of the Metadata Query API is that results reflect metadata creations, updates, and immediate deletions. And no indexing delay occurs as with the Search API. The Metadata Query API also isn't limited on the number of characters that are queryable -- just the limits of the metadata instance size itself. Unlike the Search API, however, the Metadata Query API does not support the "enterprise\_content" scope. A metadata query returns results only for content to which you have Collaborator access. For more information on metadata querying and indexes, see the [developer documentation](https://developer.box.com/guides/metadata/queries/). ## Using the Search API Use the Search API when you want: * fuzzy matching, * results based on document text and metadata, * enterprise-wide search. You can use the Search API to primarily search by file or folder names, as well as the corresponding document text, to find the most relevant results. And while you can use the Search API to search for and filter results based on metadata criteria, these searches are limited to simple boolean searches, for example, "field" = "value". As with searches on file name or document text, metadata searches are technically "fuzzy" searches. This means that searching may return results that don't contain the exact term you have searched for. The Box Search API relies on indexing, which is a process that happens whenever you upload or modify content or metadata. Indexing allows the Search API to find your content more easily, but with some limitations: * The supported operations for metadata filters are limited. The Search API doesn't perform comparisons on multiple metadata fields. If you're an administrator, you can search using the "enterprise\_content" scope. This means that even if you don't have access to view the file, you're still able to get the file information for processes such as eDiscovery. ## Metadata Query versus Search scenarios With both these tools at your disposal, you can choose which to use and when. Here are a few situations illustrating when to use the Search API, and when to use the Metadata Query API. | Scenario | Which to use | | - | - | | You want to find all content in an enterprise with document text or metadata that matches the keyword "Guarantee" for eDiscovery. | **Search API** -- the Search API matches terms in both content and metadata, and can be scoped to all content in the enterprise. | | You want to find all documents with the metadata template "Contract" that have a value greater than \$100,000, a renewal date in 2025, and are associated with the North America sales region. | **Metadata Query** -- with a metadata query, you can write boolean expressions that evaluate multiple fields in a template, such as a number, date, and string. | | You want to find all documents with the metadata template "Contract" that have a value greater than \$100,000, a renewal date in 2025, are associated with the North American sales region, and contain the term "Acme" in the file name or document text. | **Not supported** -- you cannot mix both fuzzy search (the document contains the term "Acme") and the boolean expression matching metadata fields. | # Enabling folder-level metadata and cascade Source: https://docs.box.com/en/box-admin-tools/how-to-guides-for-admins/enabling-folder-level-metadata-and-cascade Box enables you to allow your account holders to add metadata instances to a folder, and automatically cascade them to the folder's contents. Using cascading metadata, your account holders can quickly add metadata to multiple files and sub-folders at one time. Enabling cascading metadata also allows your account holders to resolve metadata instance conflicts by either retaining or overwriting current attribute values. **To enable cascading folder-level metadata for your enterprise:** 1. From your admin console, go to **Enterprise Settings** > **Content and Sharing** tab. 2. Scroll down to the **Cascading Folder Level Metadata** section. 3. Click **Configure** and select the option you want, then click **Save**. See the [Cascading Folder Level Metadata](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) section in [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) for details. 4. Click **Save**. # Managing metadata templates Source: https://docs.box.com/en/box-admin-tools/managing-content/metadata/managing-metadata-templates Metadata allows your managed users to define and store custom data associated with their files in Box. As an admin, you can create templates for your managed users and enable them to keep track of custom information such as owners, project names, or release dates. Metadata makes it much easier to organize, understand, and search through all of your Box files. You can reference the [end-user metadata documentation](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) for more benefits and use cases. > [!NOTE] > > Some features described on this page are only available as part of certain Box packages and add-ons. To upgrade your account, contact your Box account team. Structured metadata templates offer advanced capabilities beyond custom metadata, including: * Enforcing uniformity across metadata application on files * Advanced search on specific metadata attribute values * Creating views and filters in Box Apps * Driving workflows in Box Automate * A SQL-like query API that supports logical operators To enable your managed users to start using metadata in Box, create templates that they can choose from and apply to files. ## Creating metadata templates 1. Go to **Admin Console** > **Metadata**. 2. Select **New**. 3. Fill in the **Template Name** field. 4. Use the toggle to decide if the template should be **Hidden** from managed users. 5. Under **Add your first field to the Template**, select a field type you want to create. 6. Provide a name for the attribute by typing in the **Field Name** input. 7. Use the **Description** field to incorporate additional information about the attribute. 8. Select **Add Field** to add additional attributes. 9. Select **Save**. There are 5 field types available: * **Text**: free-form text entry * **Number**: numeric values * **Date**: date values * **Dropdown**: a predefined list of options for users to choose from * **Taxonomy**: hierarchical metadata values defined through [metadata taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies) You can change the field type by selecting the **Field Type** dropdown. > [!NOTE] > > If you select **Dropdown**, you can determine options for your managed users to choose from. Type an option into the **Options** field and select **Add Option** to add additional options. You must have at least one attribute in the template in order to save your template. > [!NOTE] > > There are limits to the number of templates, attributes, and items you can create when working with metadata templates. Review the [template limits](#template-limits) section below for more information. ### Creating templates from Box Extract Admins and Co-Admins can also create metadata templates directly in Box Extract when creating or configuring a Custom Extract Agent. From the Extract configuration page, you can: * **Generate a template with Box AI**: Box AI analyzes files in your source folders and generates a template with relevant fields. Generating a template with Box AI is a paid feature that uses premium models. See [Box AI pricing](/en/box-ai/understanding-ai-units-in-box) for details. * **Create a template manually**: add fields one at a time using the same field types available in the Admin Console (text, number, date, dropdown, taxonomy). * **Use an existing template**: select from templates already configured in the Admin Console. For full steps, see [Using Box Extract](/en/box-extract/using-box-extract). ## Editing metadata templates 1. Go to **Admin Console** > **Metadata**. A list of metadata templates displays. 2. Select the template you want to edit. 3. Make any desired changes. 4. Select **Save**. While editing a saved template, you can still add attributes by selecting **Add Attribute**. You can also hide existing attributes by selecting **Hide template from users**, or delete existing attributes by selecting **Remove**. Within an attribute, you cannot make changes to the field type unless the format is a dropdown list. If you selected **Dropdown** for your format, you can add or delete options. > [!WARNING] > > If you delete an existing attribute, the attribute is removed from any items that have it. The associated attribute values are deleted and this action cannot be undone. Template modifications affect all existing instances. > [!NOTE] > > If a metadata template or attribute is associated with an active retention policy, you cannot delete the template, attribute, or dropdown option until you have retired the retention policy. ## Deleting metadata templates Admins and Co-Admins cannot delete metadata templates from the Admin Console. To delete a template, use the [Metadata Template Deletion API](https://developer.box.com/reference/delete-metadata-templates-id-id-schema/). Deleting a template also deletes all metadata instances of that template across your files. This action cannot be undone. > [!NOTE] > > If a metadata template or attribute is associated with an active retention policy, you cannot delete the template, attribute, or dropdown option until you have retired the retention policy. ## Hiding metadata templates If you have templates that you want to hide from users, whether you are still developing a template or want it available only through the API, you can hide them from managed users: 1. Go to **Admin Console** > **Metadata**. A list of metadata templates displays. 2. Select the template you want to hide. 3. Enable the **Hide template from users** switch. To restore visibility of a template, follow the steps above and toggle the switch off. ## Template limits Keep these limits in mind when creating metadata templates for your enterprise: | Limit | Value | | - | - | | Maximum number of custom templates per enterprise | 500 | | Maximum number of fields per template | 250 | | Maximum number of templates that can be applied to a file or folder | 100 | | Maximum number of custom metadata attributes (non-templates) | 256 | | Maximum number of characters for keys and display names of templates and attributes | 255 | | Maximum metadata instance size | 512KB | The maximum metadata instance size limit is the combined size of all values in a metadata instance. For user experience purposes, we recommend having a smaller set of metadata attributes and values. By following the architecture guidelines below, you should not hit the 512KB metadata instance size limit. ### Architecture options **Option 1: Standard metadata** | Parameter | Recommendation | | - | - | | Recommended max metadata attributes per template | 128 | | Recommended max size of an attribute value | 2048 chars | | Recommended max number of values in a dropdown | 256 | **Option 2: Many dropdown options** | Parameter | Example | | - | - | | Example max metadata attributes per template | 5 | | Example max number of values in dropdown | 800 | | Example max size of dropdown value | 50 | **Option 3: Larger field values** | Parameter | Example | | - | - | | Example max metadata attributes per template | 20 | | Example max size of attribute value | 10,000 chars | **Option 4: Many fields** | Parameter | Example | | - | - | | Example max metadata attributes per template | 250 | | Example max size of attribute value | 500 chars | If you have your own custom configuration, you can roughly compute your maximum metadata size as: 8 \* \[(# chars in metadata attribute key) + (# chars in metadata attribute value)] ## Admin report logging The creation, update, and deletion of metadata templates and metadata values are available in the [Box User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report). If the metadata template is changed or deleted, only one event is logged noting the template change or deletion. There is no separate event logged for all template values associated with items that are impacted. You can also report on current metadata values using the files and folders report. Metadata is an optional column you can include in that report. # Metadata taxonomies Source: https://docs.box.com/en/box-admin-tools/managing-content/metadata/metadata-taxonomies Metadata taxonomies enable Box admins to define metadata hierarchies that can be reused across multiple metadata templates. With taxonomies, you can define terms that form available options and add multi-level metadata to a file. Adding taxonomy metadata to a folder is read-only and requires the API. Taxonomies help admins organize and manage their company's metadata structures. A dynamic filter displays available options based on characters entered into the dropdown box. A taxonomy can have a depth of up to 10 levels. Check the [formatting rules](#formatting-rules) before submitting a CSV template. A 5-level taxonomy could include: | **Region** | **Country** | **State/Province** | **County** | **City** | | - | - | - | - | - | | North America | United States | California | San Mateo | Redwood City | | North America | United States | California | - | San Francisco | | North America | Canada | Ontario | - | Toronto | | EMEA | Poland | - | - | Warsaw | > [!NOTE] > > Levels define the structure of your taxonomy (for example, "Country" in the table above). Nodes are the hierarchical data available in your taxonomy -- each row in the table represents a single node. The only place you can search, sort, or filter content based on taxonomy values is by using the search bar at the top of Files when logged in as a Box user. ## The taxonomy picker Box includes a self-contained taxonomy picker that allows users to select one or more values from a hierarchical or flat taxonomy directly within the Box user interface. The picker renders both flat lists and deeply nested hierarchies (up to 10 levels deep) in a single, consistent dropdown menu. For flat taxonomies, the picker shows options in a single-level view with parent paths as subtitles. For deeper hierarchies, it supports a multi-level view where users drill down level-by-level with breadcrumb navigation. Depending on the template configuration, the picker uses radio buttons for single-value selection or checkboxes for multi-select. A built-in search bar lets users search globally across the entire taxonomy or narrow results to a specific sub-branch. The picker is fully optimized for keyboard navigation and screen-reader support. ## Create a metadata taxonomy Admins, or co-admins who have been granted the requisite [permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) to create and edit metadata taxonomies for your company, can create metadata taxonomies: 1. Navigate to the **Admin Console**. 2. Select **Metadata**. 3. Select the **Taxonomies** tab. 4. At the top of the taxonomies window, select **New +**. 5. In **Taxonomy Name**, type the name of your metadata taxonomy. 6. In the **Build Taxonomy** section, do one of the following: * To build your taxonomy from scratch, select **Create manually** and define your levels and nodes directly in the UI. * If you have your taxonomy in a CSV-formatted file, select **Import from CSV**. * If you do not have your taxonomy in a CSV-formatted file, select **Download Template**. See details of the [metadata taxonomy template](#metadata-taxonomy-template). Once completed, upload the file to Box using the **Admin Console** then select **Import from CSV**. 7. At the top of the window, select **Save**. > [!NOTE] > > If you remove a level, all sub-levels are also removed. The option to add a sub-level only displays when on the last level of the taxonomy. ## Metadata taxonomy template This section explains how to structure and format the metadata taxonomy template CSV file to avoid import errors and ensure consistent results. The file should be submitted in CSV UTF-8 format. Importing a CSV allows you to create or modify many taxonomy terms at once. The file must include a header row so the system can map columns correctly. Each row in the CSV represents a single taxonomy node. > [!WARNING] > > Importing a CSV may replace existing taxonomy terms. To preserve existing data, verify your current taxonomy structure before importing. To streamline permissions and maintain security, the CSV file must be stored in Box. Place your CSV file in a Box folder you can access, then select it during the [creation process](#create-a-metadata-taxonomy). ### Required structure The first row in the CSV defines the levels for the taxonomy. This is the structure of the data that you import. The values you supply in the header row are the displayed values for your end users. Make sure they are user-friendly before importing the CSV file. ### Formatting rules The maximum hierarchy depth supported is 10 levels. Use commas as delimiters, UTF-8 encoding, and wrap fields containing commas, quotes, or new lines in double quotes. To include a quote mark inside a quoted field, double up the quotation mark (for example, He said ""Hello""). Leave empty fields blank rather than using NULL or N/A. Rows that exactly match another row (all values in all columns are the same) are skipped during import. Only alphanumeric characters are allowed, including non-English languages as defined by the Unicode standard. ### Validation checklist Before importing, confirm that the file size is less than 50MB, that there are no duplicate records (duplicates are skipped), that header row values do not match any values from the next line in the file, and that no tabs or semicolons are used as delimiters. ### Best practices Use understandable display names and keep them concise, but with enough detail that users can find them by typing. Avoid duplicates in the CSV file -- while they do get skipped, they can lead to confusion. If a taxonomy is imported incorrectly, delete it and start again. ### Import steps 1. Prepare your CSV following the rules above. 2. Validate locally with a CSV linter or spreadsheet export to CSV. 3. [Create a new taxonomy](#create-a-metadata-taxonomy) in the **Metadata** section of the **Admin Console**. 4. Check the preview and correct any minor errors. For any major issues, restart the process. 5. Confirm the import. If you need a starter template, copy the header row from the example at the top of this page and tailor columns to your taxonomy. Alternatively, a downloadable file is available during the taxonomy import process from **Admin Console** > **Metadata** > **Taxonomies**. > [!NOTE] > > After the taxonomy is created, the CSV file does not remain associated with, or connected to, the taxonomy. That means if updates are made to the CSV, the taxonomy does not change. ## Edit a metadata taxonomy 1. Navigate to the **Admin Console**. 2. Select **Metadata**. 3. Select the **Taxonomies** tab. 4. In the relevant taxonomy row, select the name. 5. Make the desired changes then, when complete, select **Save**. > [!NOTE] > > Levels can only be added to the last level of a pre-existing taxonomy. ## Delete a metadata taxonomy You can delete metadata taxonomies using the [Delete Metadata Taxonomies API](https://developer.box.com/reference/delete-metadata-taxonomies-id-id) or by accessing the **Admin Console** and selecting the trash bin icon. You are prompted to provide the taxonomy's name to confirm the deletion. > [!WARNING] > > Deleting a taxonomy is a non-reversible action. ## Delete a node You can delete nodes prior to saving the taxonomy. Select the node you want to delete, then select the trash icon alongside the address bar and select **Delete**. This deletes the node along with all its sub-nodes. # Cascading metadata in folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders Box enables you to add metadata instances to a folder, and automatically cascade them to the folder's contents so you don't need to add the instances individually. Using cascading metadata, you can quickly add metadata to multiple files and sub-folders at one time. When you add a metadata instance to a folder and enable a cascade policy, Box: * adds that instance and its values to each of the folder's files and sub-folders, and * propagates edits of the template to every instance of that template in the folder. Box also enables you to resolve metadata instance conflicts by either retaining or overwriting current attribute values. > [!NOTE] > > * To request enablement of this feature for your enterprise, contact your admin. > * If you're an admin, learn how to enable this feature [here](/en/box-admin-tools/how-to-guides-for-admins/enabling-folder-level-metadata-and-cascade). ## How cascading works A cascade policy has two distinct behaviors: * **Initial application**: when you enable a cascade policy, Box applies the metadata template and values to all existing files and sub-folders in the folder. This is an offline process; the time required depends on the size of your folder hierarchy and system load. An additional delay may occur for folders with a long sub-tree path. * **Ongoing application**: while the policy is active, new content added to the folder automatically inherits the metadata template and values. When you disable a cascade policy, only the ongoing behavior stops. Metadata already applied to files and sub-folders persists. New content added to the folder no longer inherits the metadata automatically. You can cascade an empty metadata instance with no values. You do not need to fill in all attributes in order to cascade, but you cannot cascade only certain attributes of a metadata instance. Cascading applies an instance in its entirety. > [!WARNING] > > After you cascade a metadata instance in a folder, you cannot undo or cancel the action. No option is available to bulk-remove instances that have been cascaded down to sub-files and folders. If you want to remove the instance, you must remove instances from individual files and folders. ## Adding a cascading metadata instance to a folder 1. In your Box window, hover on the folder. 2. Select "**...**" or right-click. 3. Hover on **More Actions** and select **Metadata**. Box displays the **Metadata** window. 4. In the top of the **Metadata** window, select **Add** and choose a metadata template. Box displays the template's name in the **Metadata** window. 5. Select the edit icon beside the chosen template's name. Box displays the metadata editing window. 6. Edit the instance's attributes, if you wish. 7. Select the **Enable Cascade Policy** slider button. Box displays the conflict resolution pane. 8. In the conflict resolution pane, select the resolution policy you want to enforce. 9. In the bottom of the metadata editing window, select **Save**. ![boxaccount-enablemetadatacascade-60808-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/boxaccount-enablemetadatacascade-60808.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=0841411c70229745a8c2d9bb4f972c39) > [!WARNING] > > If you select **Overwrite all existing template values**, any attributes left blank in the cascade source overwrite existing values with blank entries. If you *delete* a metadata instance from a folder, Box does not delete the template's values from the folder's contents. ### Stopping a cascade policy To stop a cascade policy, select the **Enable Cascade Policy** slider button again. After you stop a folder's cascade policy, new content added to the folder does not automatically inherit the cascade policy. Metadata values within files and sub-folders persist even after the cascade policy is stopped. ### Conflict resolution Metadata cascade policies do not overwrite any existing metadata by default. If a conflict occurs, existing metadata values persist on the file. If you want to overwrite the existing metadata, you can use the [force-apply metadata cascade policy](https://developer.box.com/reference/post-metadata-cascade-policies-id-apply/) to force all metadata within that folder to have that folder's metadata. To overwrite in the UI, select **Overwrite all existing template values** within the cascade conflict subsection and re-apply the policy. You need to be in edit mode, and may need to first toggle the policy off and back on to see the conflict subsection. ![enablemetadatacascade-overwriteexistingtemplates-60808-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/enablemetadatacascade-overwriteexistingtemplates-60808.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=21eb995f9b4430679a79cc5d805e8cbb) ### Who can create a cascade policy Anyone with metadata editing permissions can create a cascade policy. See the [full permissions matrix](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). ## Moving and copying content with cascade policies **Moving a file out of a folder with cascade enabled:** Metadata remains with the file, no matter where it is moved. **Moving content into a folder with cascade enabled (no conflict):** The file or folder that's moved into the folder with the cascade policy enabled inherits the instance and its attributes. **Moving content into a folder with cascade enabled (with conflict):** If a file has the same metadata template applied, the cascade policy skips that file. If you want to overwrite existing metadata instances and values, select **Overwrite all existing template values** within the cascade conflict subsection and re-apply the policy. ## External collaboration and metadata External collaborators can see and edit metadata instances and attributes in parity with file metadata. External collaborators whom you invite into files and folders can see that content's applied metadata templates and attributes. When you attempt to apply metadata on externally-owned content, you are not able to see the other enterprise's metadata templates. You are, however, still able to apply custom metadata. When ownership of a folder previously owned by one enterprise (with that enterprise's templates applied) is transferred to a user in another enterprise, metadata instances and metadata attributes remain on the content. # Using the API to add metadata to multiple files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-api-to-add-metadata-to-multiple-files At times, Box customers may need to use the Box API to update a number of files with the same metadata. For example, if you upload a very large number of files that share a common characteristic, such as photographs taken of the same event, you can use the API to add metadata to the photos marking this event. To learn about using the Box API to add metadata to multiple files at once, explore the [Developer Documentation about Creating Metadata](https://developer.box.com/reference/post-metadata-templates-schema). Using this API functionality, you can write a simple script to update the required files with the desired metadata values. If you run into issues with this process, [contact Box User Services](https://support.box.com/hc/en-us/requests/new) with any questions. You can also apply metadata to multiple files at once using [cascading metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders), available in both the web application and using the API, if your enterprise admin has enabled it. # Android Annotations: Highlight region and highlight text Source: https://docs.box.com/en/box-mobile/box-for-android/android-annotations-highlight-region-and-highlight-text Today, the feedback and review process is overly complex and inefficient. * Feedback is dispersed across emails and other chat tools * Comments are not in-line, so it's unclear what content a comment is referring to * Reviewers need to open the app the file was created in to leave comments With annotations on Android, users can now review and leave comments directly within file preview. **Highlight Region** If users need to indicate a certain part of a document for editing, they can make use of the highlight region annotation. This allows users to draw a Box around a section of the document, and add a comment. Optionally, they can also @mention another collaborator on the file to draw their attention to the annotation. To do this: * Open the file in **Preview** on an Android phone. * Tap on the **annotations icon** at the bottom of the preview screen to open the annotations toolbar. You will see a set of tools appear. * Next, select the **highlight region tool.** * Tap and drag anywhere on the file itself to draw a box. * After lifting your finger, the comment field will appear by default. Add a comment and tap “**Save**”. **Highlight Text** Users will also now be able to highlight and leave text comments on any part of a document or an image and @ mentioned collaborators will receive an email notification and a push notification on their mobile device. To do this: * Open the file in **Preview** on an Android phone. * Tap on the **annotations icon** at the bottom of the preview screen to open the annotations toolbar. You will see a set of tools appear. * Next, select the **highlight text tool**. * Tap and drag on a section of text within the file itself to highlight it. * After lifting your finger, the comment field will appear by default. Add a comment and tap “**Save**”. # Box for Android Preview Source: https://docs.box.com/en/box-mobile/box-for-android/box-for-android-preview Learn how to use preview in Box mobile app. ## Copying, moving, and deleting items To copy or move an item, tap the ellipsis on the preview screen and select **Copy/Move.** To delete an item, tap the ellipsis on the preview screen and select **Delete**. ## Making file available offline You can make a single file or folder available offline from preview. See [Managing Content with Box for Android](/en/box-mobile/box-for-android/managing-content-with-box-for-android) for more information. ## Displaying file and folder details To check the file or folder details: 1. Navigate to the item you want to check. 2. Open the item or use the preview mode. 3. Tap the **ellipsis** (**...**) next to the name of the item to open the **More Options** menu. 4. Select **File Information**. A new screen opens, where you can see the following properties of the file or folder: * **Name** * **Description** * **Collaborators** - who has access to the file or folder * **File extension** * **Size** * **Owner** * **Created** - date and time when the file or folder was created * **Modified** - name of the person who last updated the file or folder, date and time of the last update You can edit fields **Name**, **Description**, and **Collaborators** by tapping the field you want to change. After each edit, save your changes by tapping the tick on the edit screen. > [!NOTE] > > You can edit the **Collaborators** field only on iOS. This option is not available for Android users at this time. The maximum number of symbols in the **Description** field is 255. If you exceed it, the following error message appears: **Please reduce the number of characters. Exceeds by \[x] (255 limit).** When you tap on the back arrow on an editing screen, a pop-up with a warning message appears: **Are you sure you want to discard your changes? Cancel - Discard** Select one of the options to continue. > [!NOTE] > > You can’t save a file without a title. If you delete the name and tap the tick icon, an error message **Please provide a title for the file** is displayed. ## Image preview When you open an image, you can see: * Image name, * Name of the folder containing the image, * Number of items in the folder - **1 of \[x]**, * Options - tap the image to show or hide them: * Share, * Add link, * Annotate, * Comment, * Add to favorites, * Context menu. The menu options are: * **Folder Gallery View** * **Make Available Offline** * **File Information** * **Rename this File** * **Move or Copy** * **Open with…** * **View Containing Folder** * **Print** * **Delete** Depending on your permissions level and Admin Settings some options can be unavailable. > [!NOTE] > > If the image is in an unknown folder and you accessed it from a shared link, you can only see the image name. There is also no **Folder Gallery View** option in the context menu. When you swipe through the images in preview, it can take a few seconds to load, especially if the image is high quality. If the image can’t load, an error message appears: **Preview unavailable. Something went wrong while loading the file. Please refresh this page and try again.** You can keep swiping to the previous or next image. ## Video preview When you open a video, you can see: * Video name, * Watermark, if applied. This feature is in Beta for Enterprise Plus accounts and higher, and for accounts that use Shield. * Options - tap the image to show or hide them: * Share, * Copy link, * Comment, * Add to collection, * Context menu, * Settings: * Speed * 0.25x * 0.5x * 0.75x * Normal * 1.25x * 1.5x * 2x * Sound * Auto * \[language], Mono/Stereo, \[xx] Mb/s The menu options are: * Folder Gallery View * Download * Make Available Offline * File Information * Rename this File * Move or Copy * Open with… * View Containing Folder * Delete Depending on your permissions level and Admin Settings some options can be unavailable. > [!NOTE] > > If the video is in an unknown folder and you accessed it from a shared link, you can only see the video name. There is also no Folder Gallery View option in the context menu. When you swipe through the videos in preview, it can take a few seconds to load, especially if the video is high quality. If the video can’t load, an error message appears:\ **Preview unavailable. Something went wrong while loading the file. Please refresh this page and try again.**\ You can keep swiping to the previous or next video. ## Viewing options Your view of the file details screen can differ depending on your permissions level. ### View Only If your permissions are set to **View Only**, you can’t edit the **Name** and **Description** fields, you can’t see the list of collaborators, and you can’t apply any changes to the file or folder. ### Hide collaborators If you chose to hide collaborators, you can’t see with whom the file or folder is shared, who is the owner, and who was the last modifier of the file or folder. ### Description If there is no description and you don’t have the edit rights, you can’t see the description field. If there is no description, but you have the edit rights, you see an empty description field and you can edit it. ### Collaborators If you are the owner of the file or folder and no collaborators are added, you can’t see the **Collaborators** field. If you are the owner of the file or folder and one or more collaborators are added, you can see the **Collaborators** field and edit it. ## Editing files You can open and edit files with the appropriate application on your mobile device, provided you have that application installed (for example, to edit a PowerPoint file, you must have the Microsoft Office mobile app installed on your device). > [!NOTE] > > Box for Android app allows editing Office files in external mobile Office apps. All changes are automatically saved to Box. This applies only to Office files - Box for Android does not support the editing of Google Docs, Google Sheets, or Google Slides files. To edit files: * Tap the file to preview it in Box. * Tap the **Open with…** icon in the top bar. The file opens in the default application installed on your device. The default application used to open a given file type can be modified in your device's settings. ## Printing files To print a file: 1. Locate the file you'd like to print. 2. Preview the file. 3. Tap the ellipsis (**...**) to open the **More Options** menu. 4. Tap **Print**. 5. Select your printer and choose the printing options. ## Previewing password protected files and folders When you want to preview a password protected file or folder, the following pop-up message appears: **This \[file/folder] is password protected. Enter password to preview.** ## Selecting preview's display mode > [!NOTE] > > This feature is available only for documents. When you open a document on your mobile device, Box displays a preview of the document's contents, one page at a time.  Using your Settings tab, you can select how Box fits the displayed page to your device's screen. ### Display modes When displaying the preview of a page, Box uses one of two display modes: **Fit to Width** or **Fit to Screen**. #### Fit to Width - default When you open a document on your mobile device, Box fits the page to the width of your device's screen, enabling you to scroll up and down through the page, and scroll to the previous or next page. #### Fit to Screen When you open a document on your mobile device, Box fits the full page onto your device's screen, enabling you to see the entire page without scrolling, and scroll to the previous or next page. ### Selecting display mode Follow these steps to select how Box Preview fits the displayed page to the screen of your mobile device. 1. Go to your Box account. 2. Tap your avatar to go to the Settings page. 3. Tap **Files & Folders** and then **Page Display.** 4. Tap: * **Fit to Width** (default) to fit the page to the width of the screen.  Afterwards, depending on the aspect ratio of your mobile device's screen, you may need to scroll through the displayed page to see its entire contents. * **Fit to Screen** to fit the entire page onto the screen. Afterwards, you'll be able to see the entire page without scrolling. After you select a display mode, Box uses that mode to display all previews of documents on your device until you change the mode. > [!NOTE] > > There are three more paging mode settings for Microsoft Word, Microsoft PowerPoint, and Adobe PDF files. * **Horizontal** - scroll left and right, page by page. * **Vertical by Page** - scroll up and down page by page. * **Vertical Continuous** - scroll up and down continuously. ## Informational and error messages You can receive various informational and error messages while you’re previewing an item. ### Informational messages * New file version: if a change to the file occurs while you’re previewing it, a pop up appears: **A new version of this page is available** with a clickable **View** option. > [!NOTE] > > Accessing multiple file versions is available in the Personal Pro plan and higher. Users with a Personal Free account have access only to one file version, but they still can see this message. See [Accessing Version History](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-version-history) for more information. * Password protected file: if a file is password protected, a prompt to provide the password is displayed: **This file is password protected. Enter password to preview. \[password input field]. Cancel – OK**. * Microsoft files: * **Open in Microsoft Word. Start editing this document with others in real time.** * **Open in Microsoft Excel. Start editing this spreadsheet with others in real time.** * **Open in Microsoft PowerPoint. Start editing this presentation with others in real time.** * Edit: **Edit files from Box using Microsoft 365 (Office)? No, thanks – Install now**. * Open and edit: **Open and edit this file in Microsoft 365 (Office)? No – Yes**. ### Error messages #### Actions from the More Options menu * Connection: * **Network error. Please check your connection and try again** with a clickable **Retry** option. * For image preview: **No Internet connection. Please double-check your internet connection and try refreshing the page.** * Comments not loading: **Unable to load new comments. Please refresh to try again.** * Fetching: **Unable to fetch file information data. Please try again** with a clickable **Retry** option. * Rename file * No title: **Please provide a title for the file.** * Duplicate name: **File with the same name already exists. Try again.** * Invalid characters: **Filename can’t contain the characters: \ / : \* ? “ \< > |** * Move/copy: **Unable to \[copy or move] the file(s). Please try again**, with a clickable **Retry** option. * Folder: **Unable to fetch the folder content. Please try again**, with a clickable **Retry** option. * Print: **Unable to generate a printable file. Please try again** with a clickable **Retry** option. * Delete * **Admin permission required to perform this action.** * **Unable to delete this file. Please try again** with a clickable **Retry** option. #### Connection issues No Internet: **No Internet connection. Please double check your internet connection and try refreshing the page.** #### Preview unavailable * Unsupported format: **Preview unavailable. You can try opening the file in its source app. Or, access the file by making it available offline.** Additionally, there is the following pop-up message: **Open in \. Open this file on your device to edit in real time with others.** * Download error on preview, file inconsistency: **Something went wrong while loading the file. Please refresh this page and try again.** * Bad or corrupted file: **There’s an issue with this file and it can’t be previewed. Try opening it with the source app or access the file (by making it available offline).** Additionally, there is the following pop-up message: **Open in \. Open this file on your device to edit in real time with others.** * File encrypted by Microsoft: **This file cannot be previewed, because it’s encrypted by Microsoft. You still can try opening the file in its source app.** Additionally, there is the following pop-up message: **Open in \. Open this file on your device to edit in real time with others.** #### Permission error If you don’t have sufficient permissions to a file or folder, you receive an error message. When you don’t have the permissions, you can’t see the file name and details. Contact the file or folder owner to request access. #### Unable to load the previous version If the preview of a previous file version doesn’t load, you receive the following message: **Preview unavailable. Something went wrong when trying to load a previous version of the file. Please try again** with a **Retry** button. # Collaborate Using Box for Android Source: https://docs.box.com/en/box-mobile/box-for-android/collaborate-using-box-for-android Add collaborators or send a shared link through the Box for Android app, just as you would on your desktop. ### Sharing To send a shared link to an item in Box: 1. Locate the file or folder you'd like to share 2. Tap the **ellipsis** (**...**) to the right of the item name to open the **More Options** menu. 3. Tap **Share**, then tap the **Share link enabled** slider to generate a shared link. ![box-for-android-10](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/box-for-android-10.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=2b8d3e86d5908f10050492f88cc0bae7) You can copy the link to the clipboard and paste it later, or send the link directly using the messaging/email app of your choice. ### Access Limits and Restrictions You can set access limits, restrict actions, and set an expiration date for your shared link before sending it out. Tap **Edit Link Access** to modify shared link settings. ![box-for-android-11](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/box-for-android-11.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=829f45eb5eab2f6648ed41c2f9cd2777) **Link Access:** Secure this link so only a select group of people can access your content or leave it open for public access * *People with the link:* Anyone who has the link can view your content, whether they're logged in or not. We recommend one of the other access levels for files or folders you'd like to keep secure. * *People in your Company:* Allows anyone with a Box account at your company to see your content. Users will need to be logged in to see the file or folder linked and you will usually be able to see which specific users in your company have viewed your files. * *People in this folder:* Access is limited only to users you’ve invited to your file or folder as Collaborators. You can invite or remove Collaborators to expand or limit the list of users who can view your files. **Downloads allowed:** If this option is enabled, users accessing your file or folder from the link can also download your content. Turn this off if you'd like to create a view-only link. **Require Password:** If this option is enabled, users accessing your file or folder via this shared link will be prompted to enter a password before they can view the item. You can set the password and modify it at any time. **Expire Link:** The link will be deleted on the date you set in this field. Leave this option inactive if you don't want the link to expire. If you set an expiration date, users will not be able to access your file or folder from the link after that date. ### Add and Manage Folder Collaborators Box collaborators have different [access levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). Each access level has different permissions for different features when using Box. ### Add Collaborators 1. Locate the file or folder into which you'd like to add collaborators. 2. Tap the **ellipsis** (**...**) to the right of the file or folder name to open the **More Options** menu. * Alternatively, you can open a folder, tap the ellipsis in the top-right corner, and select **Folder Actions**. 3. Tap **Share**, then tap **Add Collaborators** 4. Start typing the name or email of a person in your contacts and the closest matches will appear below. Select the required name/email. 5. Assign the required [access level.](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) 6. Tap the **Send** icon in the top-left corner to send collaboration invites. > [!NOTE] > > When inviting collaborators to a single file, the only available access level is **Editor**. Users can change this access level to **Viewer** from the **Manage Collaborators** page. These are the only access levels available for collaborators on a single file. ### View and Manage Collaborators 1. Locate the file or folder in which you'd like to manage collaborators. 2. Tap the **ellipsis** (**...**) to the right of the file or folder name to open the **More Options** menu. * Alternatively, you can open a folder, tap the ellipsis in the top-right corner, and select **Folder Actions**. 3. Tap **Share**, then tap **Manage Collaborators**. 4. You will see a list of all collaborators who have access to the file or folder. Collaborators are displayed prioritized by access level. 5. Tap a collaborator to modify their access level, or remove them from the file or folder. # Configure Notification and Security Settings on Box for Android Source: https://docs.box.com/en/box-mobile/box-for-android/configure-notification-and-security-settings-on-box-for-android Access your app settings (**Settings** in the main menu) to set your notification and security preferences for the Box app. You will also find the amount of **storage** you have used listed at the top of the settings screen. ### Notification Settings ![cep2srme083ciwvhycrt0ar5txlfwrdx](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/cep2srme083ciwvhycrt0ar5txlfwrdx.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=520ca9da39e99b5c35751f3a9be5e784) Here you can choose when you will receive notifications from the Box app. Uncheck the boxes to stop receiving notifications. ### Security Settings ![5hu884v0hgre5yrm2atf8rqkkn56hya1](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-mobile/5hu884v0hgre5yrm2atf8rqkkn56hya1.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=45240871fb137fb3f3d9c8587007ec6b) Clear **Keep me logged in** if you would like to be logged out of your Box account every time you close the Box app. > [!NOTE] > > If you use the back key to exit the app, Box logs you out. Exiting the app by any other way, or by stopping the app, does not log you out. Enable **Require passcode** to set a four-digit passcode that you will be required to enter each time you open the Box app. If your device has fingerprint scanning capabilities (Android 6.0 and up), you can choose to unlock the app using your fingerprint instead. Enable the **Require passcode** setting and if your device has the capability, the fingerprint option will be displayed. After enabling **Require passcode**, you cannot take screenshots or screen recordings within the Box for Android application. ### Folder Activity ![455hm8zp39qxiejt3ab0wy4yhytv5hwg](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-mobile/455hm8zp39qxiejt3ab0wy4yhytv5hwg.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=6607efb96f63107a05c5f9c04fbd5437) Under **Folder Activity**, you can remove any **Cached Files** from your device. Cached files are temporary files that are created when you preview a file, and save you time when you preview the file again. Removing cached files will clear some storage space, but will also mean that you will need to re-load any previewed items. If you enable **Automatically upload files,** Box will detect files stored on your device and upload them to Box automatically. # Drawing Annotations on Android Devices Source: https://docs.box.com/en/box-mobile/box-for-android/drawing-annotations-on-android-devices Mark up PDF, image, and video files stored in Box using drawing features on your Android phone or tablet.  Drawing your annotations – circling, underlining, crossing out, drawing arrows, and so on – enables you to be specific and precise as to what you wish to annotate.  You can: * Choose from a range of colors. * Erase your annotation. * Add comments to your annotation to provide clarity and context. * Automatically notify one or more collaborators via Box’s “@ mention” feature. To annotate a file in Box, open the file in Box Preview.  The annotation menu displays below the preview screen.  Then tap the annotation tool you want. [Document and image file formats you can annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate). [Drawing annotations on the Box Web app](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app). > [!NOTE] > > * As with all Box annotations, you can only share your annotations with people who are collaborated on the file. > * Box annotations essentially are an overlay in Box Preview – that is, they are not added to the actual file contents. If you open the file in its native application, your annotations do not display. **To draw an annotation:** 1. Open the file you want in Box Preview. * * The annotation toolbar displays at the bottom of the screen. ![androiddrawinghome-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/androiddrawinghome.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=ec751a30a6aae609e6a9e91b6bc1eabe) 2. Tap the drawing icon; it looks like a scribble (![scribbleiconbefore-png](/images/shared/scribbleiconbefore.png)). The full annotations toolbar displays. ![drawingtoolbarfull-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/drawingtoolbarfull.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=78be3bcf1f069c1f280916438b7c5011) 3. Do one of the following: * For a marker effect, tap the marker (![markericon-png](/images/box-mobile/markericon.png)). * For more precision, tap the fine point pen (![pencilicon-png](/images/box-mobile/pencilicon.png)). 4. (Optional) The default drawing color is red.  To change it, tap the color circle (![selectcoloricon-png](/images/box-mobile/selectcoloricon.png)). When the color palette displays, tap the color you want. 5. When you select your tool, you can draw your annotation in different ways, depending on your device: * Mouse or trackpad * Your finger 6. When you stop drawing (for example, by lifting your finger), the **Comment** toolbar displays. Here you can explain and add context to your annotation. ![commenttoolbarhighlightedkeyboard-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/commenttoolbarhighlightedkeyboard.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=a26f9eb1980d35fe19cec108f8067beb) 7. To save your annotation, tap the Up arrow (![postcommenticon2-png](/images/box-mobile/postcommenticon2.png)).\ > [!NOTE] > > If the comment field is empty, Box does not save the annotation. To save the annotation, type at least one character and tap the Up arrow. **Adding a comment** After you finish drawing, it’s usually best to add explanatory text, so you can provide context, point out specific details, address one or more individuals directly, and so on. **To add a comment:** 1. Tap into the blank line. As before, the tool you use to enter your comment may change, depending on your device and your preference: * Write, using your finger * Type, using a real or virtual keyboard 2. When you’re done, tap the Up arrow.  From here you can: * View your comment as it will display in the **File Activity** pane.  To do this, tap **View Comment**. * Delete your comment.  To do this, tap **Delete**. * Begin another annotation. When you're done annotating, tap the scribble icon again.  That toggles off the annotation feature. When you comment on your annotation, you can notify one or more individuals of your annotation.  To do this, in the comment box enter the @ symbol and then start entering the person’s name.  Box displays a list of names; tap the name you want.  They receive an email and an alert in their Box Notification Center. When a collaborator previews the file with your annotations, any comments you have added to your drawing annotation display in the collaborator’s **File Activity** sidebar. The drawing annotations themselves display as an overlay, directly on top of the document preview itself. **Modifying your drawing** You can change your mind, or alter your drawing, in the midst of an annotation session.  To do this, tap the eraser (![erasericon-png](/images/shared/erasericon.png)).  Then erase any portion of your annotation.  This is ideal for cleaning up small mistakes and erasing only certain sections of your annotation. **Undoing an annotation** During an annotation session, you can undo any prior actions with the **Undo** tool.  To do this, tap **Undo** (![undoicon-png](/images/shared/undoicon.png)).  Each time you tap **Undo** you remove a segment of your annotation. * A segment extends continuously from the time you begin drawing to the time you raise your finger. For example, you draw a single unbroken line in one segment.  A dotted line requires multiple segments. You can undo multiple segments.  However, you can only undo segments back until the last time you saved.  For example, if you draw two circles, then save your annotation, then draw three more circles, you can only undo the second set of three circles – not the first set of two circles. To re-display an undone annotation, tap **Redo** (![redoicon-png](/images/shared/redoicon.png)). # Managing Content with Box for Android Source: https://docs.box.com/en/box-mobile/box-for-android/managing-content-with-box-for-android The Box for Android mobile application gives you the power and simplicity of Box on any Android device. Create, view, edit, preview, search, and share content, all on the go. ## **More Options** menu The **More Options** menu includes: * **Search Document** * **Outline View** * **Thumbnails View** * **Folder Gallery View** * **Make Available Offline** * **File Information** * **Rename this File** * **Move or Copy** * **Open with…** * **View Containing Folder** * **Print** * **Delete** Depending on your permissions level, Admin Settings, and file type, some options can be unavailable. ## Adding files and folders ### Add files from your Android device to Box 1. Navigate to the folder where you want to add your files. If you want to create a new folder or add files to the root level of your account, stay on the **Files** screen. 2. Tap the plus icon. 3. Choose how you would like to add files. 1. **New Folder:** Create a new folder at the root level of your account or within the folder you're viewing. 2. **New Document:** Create a new Microsoft Office Document or text file. 3. **Upload Content:** Upload media (photo, video, documents) from your device's media library as well as other local document storage apps. 4. **Capture Media:** Use your device's camera to take a photo or video and upload it directly to Box. 5. **New Box Note:** Create a new Box Note. When you use your device to upload or download files, Box: * Queues uploads and downloads of files while your device is offline. * Automatically resumes uploads and downloads of files on your device after a network disconnection. * Never loses progress of large uploads and downloads in the event of a disconnection. * Enables you to manually retry failed uploads and downloads of files from your device's progress screen. ## Moving and copying files and folders ### Single item 1. Navigate to the file/folder that you would like to move or copy. 2. Tap the **ellipsis** (**...**) next to the file or folder name to open the **More Options** menu. 3. Select **Copy/Move**. 4. Select a destination folder. 5. Tap **Copy Here** to copy the file/folder or **Move Here** to move the file/folder. Alternatively, you can perform these actions after previewing an item. Go to [Box for Android Preview](/en/box-mobile/box-for-android/box-for-android-preview) for more information. ### Multiple items 1. Navigate to the **Files** page, **Browse** option, or the specific files/folders that you would like to move or copy. * **Files** page: 1. Select the items you'd like to move or copy by long-pressing (press and hold) on an item, then tap the checkbox of additional items to select them as well, or 2. Tap the **Select** option to choose multiple or all files to move, copy, or delete them. * **Browse** option: Choose the **Select** option to choose multiple or all files to move, copy, or delete them. 2. Tap the **Copy/Move** icon. 3. Select a destination folder. 4. Tap **Copy Here** to copy the files/folders or **Move Here** to move the files/folders. ## Making file available offline You can save files and folders from Box to access them when your phone is not connected to a network (data or WiFi). You can access all files saved for offline access by tapping the **Offline** tab in the Box app. > [!NOTE] > > Box Notes and Box Canvas cannot be saved for offline use. ### Making a single file available for offline use 1. Locate the file or folder you'd like to save for offline access. 2. Preview the file or folder. 3. Tap the ellipsis (**...**) to open the **More Options** menu. 4. Tap **Make available offline.** 1. A message **Making available offline** appears on your screen during the process. 2. A message **Available offline** appears on your screen. The file is now marked with an underlined checkmark icon. > [!NOTE] > > If you do not have sufficient storage space on your device, you will not be able to save the content for offline use. ### Removing an item from the offline view 1. Tap on the ellipsis to open the **More Options** menu. 2. Tap **Remove from offline**. 1. A message **Removing from offline** appears on your screen during the process. 2. A message **Removed from offline** appears on your screen. The file is no longer marked with the underlined checkmark icon. ### Making multiple files available for offline use 1. Locate the files or folders you'd like to save for offline access. 2. Select the items by long-pressing (press and hold) on an item, then tap the checkbox next to additional items to select them as well. 3. Once you have selected the appropriate items, tap the **ellipsis** (**...**) to open the **More Options** menu. 4. Tap **Make available offline**. > [!NOTE] > > When you make a folder available offline and then move a file into that folder, the file downloads when you next launch the app. To see the file listed as being available offline, go to the offline tab and tap to update the marked-for-offline folder. ## Deleting files and folders ### Single item 1. Navigate to the file/folder that you would like to delete. 2. Tap the ellipsis (**...**) next to the file name to open the **More Options** menu. 3. Select **Delete**. Alternatively, you can delete an item after previewing it. See [Preview](/en/box-mobile/box-for-android/box-for-android-preview) for more information. ### Multiple items 1. Navigate to the files/folders that you would like to delete. 2. Select the items you'd like to delete by long-pressing (press and hold) on an item, then tap the **checkbox** next to additional items to select them as well. 3. Once you have selected the appropriate items, tap the **ellipsis** (**...**). 4. Tap **Delete**. > [!NOTE] > > Before deleting a file, check if you have the trash functionality. If it’s enabled by the Admin, you can restore your deleted files. Admin can set up a specific period after which the trash is deleted, for example 30 days. If the trash functionality is not available on your account, your files will be deleted permanently. > The trash functionality is not available on mobile. Go to the web app to use it. ## Recents The **Recents** section gives you quick access to your recently-viewed files. This includes files recently accessed on other devices or browsers. The following files appear in this section: * Actively-previewed files. * Files opened from a shared link. * The last 100 files that you viewed. **To access the Recent section:** 1. Tap **Browse** in the tab bar. 2. Tap **Recents**. Tap the filter icon ![filter-button-android](/images/box-mobile/filter-button-android.png) to filter the recents list by files shared with you. ## Favorites This section allows you to quickly access files/folders that you have marked as favorites. To mark an item as a favorite: 1. Tap the ellipsis next to the item's name. 2. Tap **Collections**. 3. Select the **Favorites** check box. 4. Tap **Done**. To access your Favorites: 1. Tap **Collections** in the tab bar. 2. Tap **Favorites**. ## Box Notes Create a Box Note directly from the mobile app. See [Box Notes in Box for Android](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-android) for more details. > [!NOTE] > > Box Notes can’t be marked for offline use in the mobile app at the moment. ## Classification labels If your enterprise uses Box Shield and you view or preview a file or folder, Box displays a label showing the content's security classification. # Using Collections for Android Source: https://docs.box.com/en/box-mobile/box-for-android/using-collections-for-android When you're on the go, Box Collections for Android enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share.  And although the content may be shared, your collections are not shared and are visible only to you. ![collections-android-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/collections-android.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=47679b165d0d736412f71e5665eaadaf) Using Box Collections you can * intuitively organize your Box content into logical groupings of your choice, * name these groupings to provide clear and meaningful context, and * quickly find the content you need right now. **To create a collection:** 1. In the bottom-right of the screen, tap **+**.  Box displays the **Create Collection** dialog screen. 2. In the text field, type the name of the collection. 3. Tap **CREATE**. ![createcollection-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/createcollection.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=a4f32c1807f7277ca8188f06b764bcbd) > [!NOTE] > > * After you add files and folders to a collection, the name of the collection appears next to the names of these files and folders throughout your Box account. > * Your **Favorites** category is now a collection. Box lists all your collections in the **My Collections** tab. **To view a collection:** tap the name of a collection.  Box displays the names of the folders and files in the collection. **To add a new item to a collection:** 1. Tap the item you want to add.  Box displays the preview screen. 2. In the preview screen, tap the ellipsis (**...**) button and select **Add to Collection**. 3. Tap the name of the collection to which you want to add the item. 4. Tap **DONE**. # Viewing Annotated Files with Box for Android Source: https://docs.box.com/en/box-mobile/box-for-android/viewing-annotated-files-with-box-for-android Box annotations accelerates the review and decision-making process by unifying feedback across desktop, Web, and mobile Box apps.  Using only your Android device, you can: * Securely view annotations across files, documents, images, and video files without having to open the application in which the content was created. * Receive immediate notification of new annotations or feedback when someone mentions you in an annotation comment. * View comments in your Box Notification Center. * View annotations that were drawn in freehand and created on iPads and iPhones. Here’s how to work with Box Annotations on your Android device: When someone uses the Box Web app to annotate a document, Box records details in the **File Activity** pane, including the commenter’s name, the time of the comment, and the page number of the annotated section.   When they’re done they can share the annotated document with you via a shared link, or directly notify you by using the @ command and your user name within a comment.  You receive an email with a link to the document, plus an alert on your home screen. ![androidhomewcomment-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/androidhomewcomment.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=1b0398e2af6abee0b63d98c00ea6f4bb) Tap the alert (or the emailed link), and Box opens the file preview to the annotated area, regardless of where in the document it may be. ![homescreenannotated-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/homescreenannotated.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=f26956f224627fb014c030c198cba1f0) You can view all existing comments in the **File Activity** pane. ![activityfeedandroid-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-mobile/activityfeedandroid.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=87f37517f5b15a891978fb89cac323a4) Tap **Page #** in a comment, and Box immediately displays the page with the corresponding annotation. You can also view an annotated document on your Android device by navigating directly to the file you want and then opening it in Box Preview. > [!NOTE] > > Update to the latest version of the Box app if you receive an alert indicating some comments are not visible. Details on how to [create annotations using the Box Preview app](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents). Image and document [file formats you can annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate). # Collaborate Using Box For iOS Source: https://docs.box.com/en/box-mobile/box-for-ios/collaborate-using-box-for-ios Box's mobile user interface provides a unified and streamlined experience that enables you to share content from your mobile device just as you would from your desktop. You can send shared links, invite collaborators, manage collaborators, and easily grant and control access to your team - all from a single window on your phone.  You can also annotate most document and image files, and view annotated files and file notifications. ![ios-share-invite-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/ios-share-invite.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=9f8c76d8a03e1ce8bf94f37f7c6f99b4) ![ios-share-link-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/ios-share-link.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=c15485017b37cf3000ecf2093dff306a) **Related Links** [Previewing Box Files on your iPad](/en/box-mobile/box-for-ios/previewing-box-files-on-your-ipad) [Annotating Documents](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents) [Drawing Annotations on the Box Web App](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app) [Drawing Annotations on iPads and iPhones](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones) [Document and Image Files You Can Annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate) [Viewing Annotated Files with Box for iOS](/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios) [Sharing Files and Folders From Box on Your iPhone or iPad](/en/box-mobile/box-for-ios/sharing-files-and-folders-from-box-on-your-iphone-or-ipad) # Drawing Annotations on iPads and iPhones Source: https://docs.box.com/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones Mark up PDF, image, and video files stored in Box using drawing features on your iPad and iPhone.  Drawing your annotations – circling, underlining, crossing out, drawing arrows, and so on – goes beyond the standard text and image highlighting features, so you can be more specific and precise as to what you wish to annotate.  You can: * Use a built-in “pen,” the Apple Pencil, or even your finger (for touch screen-enabled devices) to write or draw in free hand. * Choose from a range of colors. * Erase your annotation. * Add comments to your annotation to provide clarity and context. * Automatically notify one or more collaborators via Box’s “@ mention” feature. To annotate a file in Box, open the file in Box Preview.  The annotation menu displays below the preview screen.  Then click the annotation tool you want. [Document and image file formats you can annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate). [Annotating using text and image highlighting](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents). > [!NOTE] > > * As with all Box annotations, you can only share your annotations with people who are collaborated on the file. > * Box annotations essentially are an overlay in Box Preview – that is, they are not added to the actual file contents. If you open the file in its native application, your annotations do not display. **To draw an annotation:** 1. Open the file you want in Box Preview. * The annotation toolbar displays at the bottom of the screen. ![previewwtoolbar-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/previewwtoolbar.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=05d1f4deaf7e1300d3c7b3cd95e84002) 2. Click the drawing icon; it looks like a scribble (![scribbleiconbefore-png](/images/shared/scribbleiconbefore.png)). The full annotations toolbar displays. ![drawingtoolbarfull-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/drawingtoolbarfull.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=78be3bcf1f069c1f280916438b7c5011) 3. Do one of the following: * For a marker effect, click or tap the marker (![markericon-png](/images/box-mobile/markericon.png)). * For more precision, or to write, click or tap the fine point pen (![pencilicon-png](/images/box-mobile/pencilicon.png)). 4. (Optional) The default drawing color is red.  To change it, click or tap the color circle (![selectcoloricon-png](/images/box-mobile/selectcoloricon.png)). When the color palette displays, click or tap the color you want. 5. When you select your tool, you can draw your annotation in several ways, depending on your device: * Mouse or trackpad * Apple Pencil * Your finger 6. When you stop drawing (for example, by lifting your finger), the **Comment** toolbar displays. Here you can explain and add context to your annotation. ![annotationcommentbar-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/annotationcommentbar.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=003ab18137ac1512bcbef0cf331f06f4) 7. To save your annotation, click or tap **Post**. > [!NOTE] > > On iPhone, if the comment field is empty, Box does not save the annotation. To save the annotation, type at least one character and click or tap **Post**. **Adding a comment** After you finish drawing, it’s usually best to add explanatory text, so you can provide context, point out specific details, address one or more individuals directly, and so on. **To add a comment:** 1. Click or tap into the blank line. As before, the tool you use to enter your comment may change, depending on your device and your preference: * Type using a real or virtual keyboard * Write freehand with your Apple Pencil; Apple Scribble recognizes your handwriting and converts it into text.  [Instructions for using Apple Pencil](https://support.apple.com/en-us/HT211774). 2. When you’re done, click or tap **Save**.  From here you can: 1. View your comment as it will display in the **File Activity** sidebar on the right.  To do this, click **View Comment**. 2. Delete your comment.  To do this, click **Delete**. 3. Begin another annotation. When you're done annotating, click the scribble icon again.  That toggles off the annotation feature. When you comment on your annotation, you can notify one or more individuals of your annotation.  To do this, in the comment box enter the @ symbol and then start entering the person’s name.  Box displays a list of names; click or tap the name you want.  They receive an email and an alert in their Box Notification Center. When a collaborator previews the file with your annotations, any comments you have added to your drawing annotation display in the collaborator’s **File Activity** sidebar. The drawing annotations themselves display as an overlay, directly on top of the document preview itself. > [!NOTE] > > You can move the Comment toolbar anywhere on the screen.  To do this, click or tap and drag the lines on the left portion of the toolbar (![commentpullhandles-png](/images/box-mobile/commentpullhandles.png)) to wherever you like. **Modifying your drawing** You can change your mind, or alter your drawing, in the midst of an annotation session.  To do this, click or tap the eraser (![erasericon-png](/images/shared/erasericon.png)).  Then erase any portion of your annotation.  This is ideal for cleaning up small mistakes and erasing only certain sections of your annotation. **Undoing an annotation** During an annotation session, you can undo any prior actions with the **Undo** tool.  To do this, click or tap **Undo** (![undoicon-png](/images/shared/undoicon.png)).  Each time you click or tap **Undo** you remove a segment of your annotation. * A segment extends continuously from the time you begin drawing to the time you raise your finger or pencil. For example, you draw a single unbroken line in one segment.  A dotted line requires multiple segments. You can undo multiple segments.  However, you can only undo segments back until the last time you saved.  For example, if you draw two circles, then save your annotation, then draw three more circles, you can only undo the second set of three circles -- not the first set of two circles. To re-display an undone annotation, click or tap **Redo** (![redoicon-png](/images/shared/redoicon.png)). # iOS Annotations: Highlight region and highlight text Source: https://docs.box.com/en/box-mobile/box-for-ios/ios-annotations-highlight-region-and-highlight-text Today, the feedback and review process is overly complex and inefficient. * Feedback is dispersed across emails and other chat tools * Comments are not in-line, so it's unclear what content a comment is referring to * Reviewers need to open the app the file was created in to leave comments With annotations on iOS, users can now review and leave comments directly within file preview. **Highlight Region** If users need to indicate a certain part of a document for editing, they can make use of the highlight region annotation. This allows users to draw a Box around a section of the document, and add a comment. Optionally, they can also @mention another collaborator on the file to draw their attention to the annotation. To do this: * Open the file in **Preview** on an iPhone or iPad. * Tap on the **annotations icon** at the bottom of the preview screen to open the annotations toolbar. You will see a set of tools appear. * Next, select the **highlight region tool**. * Tap and drag anywhere on the file itself to draw a box. * After lifting your finger, the comment field will appear by default. Add a comment and tap “**Save**”. **Highlight Text** Users will also now be able to highlight and leave text comments on any part of a document or an image and @ mentioned collaborators will receive an email notification and a push notification on their mobile device. To do this: * Open the file in **Preview** on an iPhone or iPad. * Tap on the **annotations icon** at the bottom of the preview screen to open the annotations toolbar. You will see a set of tools appear. * Next, select the **highlight text tool.** * Tap and drag on a section of text within the file itself to highlight it. * After lifting your finger, the comment field will appear by default. Add a comment and tap “**Save**”. # Manage Your Content with Box for iOS Source: https://docs.box.com/en/box-mobile/box-for-ios/manage-your-content-with-box-for-ios The Box for iOS mobile applications give you the power and simplicity of Box on your iPhone or iPad. Create, view, edit, and share content on the go, all from your mobile device. > [!NOTE] > > Box for iOS does not support the editing of Google Docs, Google Sheets, or Google Slides files. ## Adding files and folders **To add files from your iOS device to Box:** First, open the Box iOS app and navigate to the folder to which you want to add your files. You can stay on the **Files** screen if you want to add files, media, or folders there. Tap the plus icon. Choose the appropriate option from the menu: * **Create New Folder** - Create a new folder within the folder you're currently viewing. * **Upload File** * **Capture Media** * **Choose from Library**: Upload a photo or video from your device's media library. Selecting this option opens your media library within the Box app. You may have to grant Box permission to access your media library. * **Create New Box Note**: Create a new Box Note in the folder you are viewing. ### Uploading files Choose where to upload files from: * Tap **Recents** to upload items from your recently accessed files. * Tap **Shared** to upload items from your shared files. * Tap **Browse** to upload items from your Apple files. When you choose **Browse**, you can select a location from which you want to upload the files: **iCloud Drive** or **On My iPhone.** You can also choose to upload files from your **Tags**. > [!NOTE] > > On iPhones and iPads, when you attempt to upload to Box a file with a duplicate name, a "name conflict" error occurs and the file is not overwritten. ### Capturing media Use your device’s camera to: * Capture photos. * Capture videos. * Scan documents - Take a photo of a document, convert it to PDF format and add it to Box. * Record Audio: Create audio recordings and upload them to Box. #### Capturing photos You can enable/disable an option to check every picture after you capture it: 1. Go to **Settings**. 2. Scroll to **Options → Continuous Capture**. 3. Tap **Camera Settings**. 4. Toggle the **Review photo after capture**. To make multiple photo uploads faster, turn the **Review photo after capture** setting off. You can access this option directly from the capture mode - tap the cogwheel icon (settings) and follow the instructions from steps 2 to 4 above. ## Copying, moving, or deleting files and folders To copy, move, or delete multiple items from your Box account using the Box for iOS app on your device: 1. Navigate to the specific file/folder. 2. Select the items you want to move, copy, or delete by long pressing (pressing and holding) on a file/folder. Once you are in **Selection Mode** (after long pressing at least one file), tap other files to select them as well. ![Copy, move, or delete file in iOS](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/ios.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=7d3b10894afcade8393b89e1d6bbcfeb) 3. Tap: * **Trash Items** to delete the selected items. * **Move or Copy** to move or copy the selected items, and then select a destination folder. ## Recents The **Recents** section provides quick access to your recently viewed files. This includes files accessed on other devices or in the Box Web application. The following files display in this section: * Previewed files * Files opened from a shared link * The last 100 files that you viewed To access the recently opened section, tap **Recents**: ![Recents in iOS](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/recents-in-ios.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=4d3857efb3bcb8c9db0a8914bd9fa48f) Tap ![Button filter in iOS](/images/box-mobile/ios-5.png) to filter the **Recents** list by: * Files * Box Notes * Files Shared With \[You] ## Saving files for offline access You can save files and folders from Box to your iOS device, so you can access them when your phone is not connected to a network (data or WiFi). To make a file available offline: 1. Tap the **ellipsis** (**...**) next to a file/folder's name in list view or at the bottom-left when previewing a file to open the **More Options** menu. 2. Tap **Make Available Offline**. ![Save for offline view iOS](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/save-for-offline-view-ios.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=55f3ee427a0e012c6c5d12f016400084) The file downloads for offline access. The**job manager** displays at the top of the screen as a file downloads, showing the progress of each download. To get more details about a specific job, tap **Job Manager.** ![Job manager iOS](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/job-manager-ios.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=95d3ecac77010a2f8b4308dd0d560bbf) There are several icons that indicate the offline status of a file or folder: ![Downloading iOS](/images/box-mobile/ios-6.png) A yellow circle with curved arrows on a file icon means the file is being downloaded. ![Syncing iOS](/images/box-mobile/syncing-ios.png) A red circle with curved arrow means that the file is being synchronized with the online version of the file. ![Downloaded iOS](/images/box-mobile/ios-8.png) A green circle with a check mark on a file icon means the file has been downloaded and is available for offline access. See [Using the Status-and-Transfers Icon](/en/box-mobile/how-to-guides-for-mobile/using-the-status-and-transfers-icon) for details. ### Exceptions * If you do not have sufficient storage space on your device, you will not be able to save the content for offline use. * Box Notes cannot be saved for offline use. * When offline, you cannot edit files in third-party applications that need internet access in order to run. > [!NOTE] > > Moving a file into a marked-for-offline folder: > > When you make a folder available offline and then move a file into that folder, the file downloads when you next launch the app. To see the file listed as being available offline, go to the offline tab and tap to update the marked-for-offline folder. ## Downloading files **To download a file:** 1. Preview the file. 2. At the bottom of the screen, tap the leftmost icon. 3. Tap **Open in...**. 4. Tap **Save to Files**. **To download an image:** 1. Preview the image. 2. At the top-right of the screen, tap the ellipsis (**...**). 3. Tap **Save to Photos**. > [!NOTE] > > If you lose network connection or leave the app, download resumes when your connection is restored or you access the app again. ## Box Notes Create and edit Box Notes directly from the Box for iOS app. See [Box Notes in Box for iOS](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-ios) for more information. ## Image preview When you tap an image, you can see: * Image name, * Name of the folder containing the image, * Number of items in the folder - **1 of \[x]**, * Options - tap the image to show or hide them: * Share, * Add link, * Annotate, * Comment, * Add to favorites, * Context menu. The menu options are: * **Folder Gallery View** * **Make Available Offline** * **File Information** * **Rename this File** * **Move or Copy** * **View Containing Folder** * **Print** * **Copy to Clipboard** * **Delete** * **Save to photos** Depending on your permissions level and Admin Settings some options can be unavailable. > [!NOTE] > > If the image is in an unknown folder and you accessed it from a shared link, you can only see the image name. There is also no **Folder Gallery View** option in the context menu. When you swipe through the images in preview, it can take a few seconds to load, especially if the image is high quality. If the image can’t load, an error message appears: **Preview unavailable. Something went wrong while loading the file. Please refresh this page and try again.** You can keep swiping to the previous or next image. ## Video preview When you open a video, you can see: * Video name, * Watermark, if applied. This feature is in Beta for Enterprise Plus accounts and higher, and for accounts that use Shield. * Name of the folder containing the video, * Options - tap the image to show or hide them: * Share, * Copy link, * Comment, * Add to collection, * Context menu, * Settings: * Playback Speed * 0.5x * 0.75x * 1.0x * 1.25x * 1.5x * 2x * Sound slider The menu options are: * **Folder Gallery View** * **Make Available Offline** * **File Information** * **Rename this File** * **Move or Copy** * **View Containing Folder** * **Print** * **Copy to Clipboard** * **Delete** Depending on your permissions level and Admin Settings some options can be unavailable. > [!NOTE] > > If the video is in an unknown folder and you accessed it from a shared link, you can only see the video name. There is also no Folder Gallery View option in the context menu. When you swipe through the videos in preview, it can take a few seconds to load, especially if the video is high quality. If the video can’t load, an error message appears: **Preview unavailable. Something went wrong while loading the file. Please refresh this page and try again.** You can keep swiping to the previous or next video. ## Classification labels If your enterprise uses Box Shield and you view or preview a file, Box displays a label showing the content's security classification. ![iOS classification label spotlight](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/ios-classification-label-spotlight.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=478008d94a1e8aa32b59aa14cd56a09e) Finally, you can [view files that have been annotated](/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios), and view comments and notifications associated with those annotations. This accelerates the review and decision-making process by unifying feedback across desktop, Web, and mobile Box apps. # Previewing Box Files on your iPad Source: https://docs.box.com/en/box-mobile/box-for-ios/previewing-box-files-on-your-ipad Box for iOS takes full advantage of the larger screen size in iPads.  While you browse through a document you can view its contents side-by-side with file activity (comments, revisions, and so on).  You can also easily access a range of additional actions, without having actually to open the file.  You can: * share the file via text, email, Zoom conference, and other applications * invite others to collaborate on the file * annotate the file and comment on the annotation * comment on the file and view other people’s comments * add the file to a Box collection * swipe through thumbnails of other files in the same folder * move, copy, rename, print, or delete the file * make the file available to edit offline * get basic file information * and more > [!NOTE] > > This iPad preview applies only to documents represented in Box as a PDF.  However, we are adding similar support for previewing Box Notes and images in a future version. To preview a Box file, simply navigate to the file you want and tap it.  The file opens to the first page.  If you’re previewing it in portrait mode, the file you’re previewing displays full-screen.  If you’re previewing it in landscape mode, an activity pane also opens and displays to the right of the file. The activity pane lists all actions that have been taken on the file.  For example, it lists file revisions and comments that have been assigned or completed around the file. ![landscapemode2-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/landscapemode2.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=472057e9017eebd1bcb9760c3a4b0e76) To open the activity pane when you’re in portrait mode, in the bottom toolbar tap on the comment icon. Regardless of whether you’re viewing the file in portrait or landscape mode, you have many choices for further action, all of which are only one or two taps away. **To view thumbnails of other files in the same folder**, tap the four squares icon (![4squaresicon-png](/images/box-mobile/4squaresicon.png)).  Box displays a thumbnail of the current file.  Swipe left to view successive thumbnails of all other files in the folder.  The icon changes to a single square (![singlesquareicon-png](/images/box-mobile/singlesquareicon.png)); tap that to return to the first file you previewed. **To expand the size of the preview image**, tap the double arrow icon (![doublearrowicon-png](/images/box-mobile/doublearrowicon.png)).  This icon then changes to a single arrow (![singlearrowicon-png](/images/box-mobile/singlearrowicon.png)).  Tap the single arrow to return to the original preview size. **To share the file**, on the bottom navigation tap the sharing icon (![sharingicon-png](/images/box-mobile/sharingicon.png)).  A window opens displaying a wide range of file sharing options.  You can share the file via text, email, or Zoom conference; sign it with DocuSign; save it to Box or your local drive; print it; view it as a .pdf; and more. **To send the file as a Box shared link**, tap the link icon (![lincicon-png](/images/box-mobile/lincicon.png)).  A window opens in which you can enable and copy the shared link and set permission levels to the file.  You can also invite people to collaborate on the file. **To comment on the file**, in the **Activity** pane, on the bottom, tap the **Leave a comment** box.  Enter your comment and tap **Save**.  Box saves your comment and displays it (along with other people’s comments) in the **Activity** pane. **To add the file to a Box collection**, tap the **Collections** icon (![collectionsicon-png](/images/box-mobile/collectionsicon.png)).  Box displays a sub-menu you can use either to create a new collection for this file or add it to an existing collection. For a range of other possible actions you can perform on the file you’re previewing, tap the ellipsis (![ellipsisicon-png](/images/box-mobile/ellipsisicon.png)) to display another menu.  From here you can: * Move, copy, rename, print, or delete the file * View metadata about the file * Save the file to a library * Make the file available to edit offline * And more (your options may vary depending on your permissions and the number of third-party integrations that your organization has made available). You can also [highlight specific portions of documents to annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents) them, or [draw annotations in freehand](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones), and then comment on and share your annotations. > [!NOTE] > > The side-by-side viewing of a file and its activity is a feature exclusive to the iPad experience. On iPhones, you continue to view the file preview and file activity separately. # Sharing Files and Folders From Box on Your iPhone or iPad Source: https://docs.box.com/en/box-mobile/box-for-ios/sharing-files-and-folders-from-box-on-your-iphone-or-ipad Box's mobile device interface provides a unified and streamlined experience to simplify collaboration on the go.  To collaborate, you can either invite people to contribute to a shared file or folder, or send people a separate email containing a link to the shared file or folder. **To start sharing:** 1. Navigate to the file or folder you want to share. 2. Tap **Open with** and select the application you want to use for viewing the file. 3. In the file's **Preview** pane, tap the ellipsis (**...**). 4. Tap **Share.** Box displays the sharing window. **To invite collaborators:** 1. In the top of the sharing window, tap **Invite**. 2. In the top-right corner of the window, tap **+**. 3. In the **Search Collaborators** field, type the name of a collaborator. Box adds the name to the list of collaborators. > [!NOTE] > > **Folders**: If you have allowed the Box app access to your device's contacts, the app will suggest names from your contacts list as you enter characters when you invite users as Folder collaborators. If you did not allow the Box app access to your contacts, you must enter full names.\ > **Files**: If you want to add collaborators to a single File, you must enter full names. Suggestions are not supported. 4. To add another collaborator, tap **Return**. 5. When you've selected all your collaborators, tap **Invite**. ![ios-share-invite-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/ios-share-invite-2.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=de5a715ee2e34cbfe310dcdc76969536) **To share a link with collaborators:** 1. In the top of the sharing window, tap **Link**. 2. Tap the **Enable Link** slider button. Box displays the link address. 3. Select [access limits or restrictions](#access-limits-and-restrictions) you want to apply to the collaborators. 4. Tap **Copy Link**. 5. Paste the link into a separate email to the collaborators. ![ios-share-link-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/ios-share-link.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=c15485017b37cf3000ecf2093dff306a) > [!NOTE] > > You can also share and collaborate on files when you preview them on your iPad.  And you can view annotated files, plus comments and notifications about annotations, on your iOS device.  See links below for more information. ## Access Limits and Restrictions You can set access limits, restrict actions, and set an expiration date for your shared link from the Box for iPhone and iPad app directly. **To select access limits and restrictions:** * In the sharing window, tap **Editor**, or * In the file's Preview pane 1. Tap the ellipsis (**...**) and select **Manage collaborators** 2. Tap the collaborator's name ![ios-sharing-link-access-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/ios-sharing-link-access.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=f46cda321637769e8ed6602957145d31) **Link Access:** Secure this link so only a select group of people can access your content, or leave it open for public access. * **People with the link**: Enables anyone with the link to view your content, whether they're logged in or not. We recommend one of the other access levels for files or folders you'd like to keep secure. * **People in your Company**: Enables anyone with a Box account at your company to see your content. People must be logged in to see the linked file or folder, and you can usually see which specific people in your company have viewed your files. * **People in this folder**: Limits access to only the people you’ve invited to your file or folder as collaborators. You can invite or remove collaborators to expand or limit the list of people who can view your files. **Allow Downloading:** If this option is enabled, people accessing your file or folder from the link can also download your content. Turn this off if you'd like to create a view-only link. **Expire Link:** The link is deleted on the date you set in this field. Leave this option set to **Never** if you don't want the link to expire. If you set an expiration date, people cannot access your file or folder from the link after that date. **Related Links** [Previewing Box Files on your iPad](/en/box-mobile/box-for-ios/previewing-box-files-on-your-ipad) [Annotating Documents](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents) [Drawing Annotations on the Box Web App](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app) [Drawing Annotations on iPads and iPhones](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones) [Document and Image Files You Can Annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate) [Viewing Annotated Files with Box for iOS](/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios) # Syncing via Apps on your iOS Device Source: https://docs.box.com/en/box-mobile/box-for-ios/syncing-via-apps-on-your-ios-device Because mobile operating systems like iOS don't reveal the file system to the end user, Box has focused on integrating with your existing applications. Instead of syncing files/folders, we are working with app developers so that you can sync the content of your favorite apps directly to Box. Apps with direct integration - like GoodReader and DocsToGo - allow you to connect directly to your Box account and manage your files from within the app. You can find more details on apps that integrate with Box, including price and functionality details, [here.](https://www.box.com/pricing) # Understand What File Types are Supported by Box's iOS Preview Source: https://docs.box.com/en/box-mobile/box-for-ios/understand-what-file-types-are-supported-by-boxs-ios-preview Box for iOS leverages both Apple and Box's preview technology for viewing files. It currently supports the same file types supported on Box.com: * [What File Extensions are Supported by Box's Content Previewer?](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview) ### The known exceptions to what can be viewed are: * No .eps file support * No Flash support at all (flv, swf, f4v) ### The additional file types that can be viewed are: * iWork files (.pages, .keynote, .numbers) * Apple supported media (For a full list of video and audio supported by iOS, see the tech specs for your device [http://support.apple.com/specs/](http://support.apple.com/specs/) ) # Using Collections for iOS Source: https://docs.box.com/en/box-mobile/box-for-ios/using-collections-for-ios When you're on the go, Box Collections for iOS enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share.  And although the content may be shared, your collections are not shared and are visible only to you. ![collections-ios-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/collections-ios.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=70704539716fb33dea3f742cfe98428d) Using Box Collections you can * intuitively organize your Box content into logical groupings of your choice, * name these groupings to provide clear and meaningful context, and * quickly find the content you need right now. **To create a collection:** 1. In the top of the screen, tap **+**.  Box displays the **Create a Collection** window. 2. In the text field type the name of the collection. 3. Tap **Create**. ![collections-create-ios-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/collections-create-ios.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=76f930a40249e0fe56a5aa9b502587e2) > [!NOTE] > > * After you add files and folders to a collection, the name of the collection appears next to the names of these files and folders throughout your Box account. > * Your **Favorites** category is now a collection. Box lists all your collections in the **My Collections** tab. **To view a collection:** tap the name of a collection.  Box displays the names of the folders and files in the collection. **To add a new item to a collection:** 1. Tap the item you want to add.  Box displays the preview screen. 2. In the bottom menu of the preview screen, tap **Collections**. 3. Tap the name of the collection to which you want to add the file. # Using iOS drag-and-drop Source: https://docs.box.com/en/box-mobile/box-for-ios/using-ios-drag-and-drop Box currently supports iOS drag-and-drop only on iPad. Drag-and-drop on iPad enables you to quickly and easily upload content from your device or another mobile application directly to the Box app.\ To speed up your work, Box also enables you to select multiple files so you can perform bulk actions with drag-and-drop. > [!NOTE] > > To move content into Box, you must have the necessary folder access and folder write permissions.  If you do not have the necessary permissions, contact the folder's owner. ## Using drag-and-drop to upload content to the Box app If you have access and write permission, you can move files from your iPad device or a mobile app into the Box **Files** directory, or move the items directly into a destination folder.  Box then uploads your items automatically. **To upload content to the Box app:** 1. On iPad, touch and hold the item you want to upload to Box.  The item can be single or multiple files. 2. Drag the item onto the Box app icon and release.  Box asks you to choose the destination. 3. Select where you want to put the item. 4. Box adds the item to the destination. **To upload content to the Box app while in multitasking mode:** 1. On iPad, touch and hold the item you want to upload to Box.  The item can be single or multiple files. 2. Drag the item onto an open Box window and over your chosen destination folder, then release. 3. Box adds the item to the destination. # Using the Box for iOS Security Settings Source: https://docs.box.com/en/box-mobile/box-for-ios/using-the-box-for-ios-security-settings For our more security-oriented users, Box for iOS offers the ability to add an extra layer of security to our Box for iOS application. By default, after a user logs into the application, they can access their content by simply clicking back into the app. If you'd like to add extra protection, you can enable our **App Passcode** feature. The **App Passcode** feature allows a user to set a 4-digit PIN that will pop up after a chosen amount of time away from the app. By default, this time limit is set to **Immediately**, which means closing the app and clicking right back in will trigger the PIN requirement. > [!NOTE] > > This functionality is separate from the iOS passcode presented at the Home Screen of your iOS device. That code allows access to your full phone, while the passcode mentioned in the article only controls access to the Box for iOS application. ## Enabling the Box for iOS App Passcode To enable the passcode, please follow the steps below: 1. Log in to the Box for iOS application. 2. Tap the **Gear** icon in the top-left corner to access **Settings.** 3. In the Settings, select **Security.** 4. Tap **Turn Passcode On.** 5. Choose a passcode and enter it on the number pad. 6. Confirm your passcode. 7. If you would like to change the time limit to prompt the Passcode, tap the **Lock** setting and choose the time setting you prefer. ## Enabling TouchID or FaceID Box also allows users to leverage the iOS functionality TouchID or FaceID once they have a passcode set. Here is how to enable this feature: 1. Once the passcode is set, return to the **Security Option** page. 2. Enable the TouchID/FaceID setting. 3. Complete the TouchID/FaceID prompt to confirm the setup. # Using the iOS EMM Unprotected & Protected Checkbox Source: https://docs.box.com/en/box-mobile/box-for-ios/using-the-ios-emm-unprotected-protected-checkbox > [!NOTE] > > **This article does not apply to you if:** > > * Your version of iOS is greater than 12.1, in which case the content on your Managed Apps is protected. > * Your enterprise does not use an MDM solution and Box for EMM on iOS. In iOS 11, Apple introduced the Files app to bring all your files together in one convenient place, and enable access on not only the Apple device, but also on other apps across cloud services. The Files app enables you to access content through Box for Enterprise Mobility Management (EMM) in conjunction with a Mobile Device Management (MDM) system. In the Edit menu of the Files app, Box discovered an unexpected behavior in the **Move**, **Copy**, and **Share** actions that allows content from Managed Apps to be passed to Unmanaged Apps. This can occur even when the MDM configuration is set to disallow documents to be opened in Unmanaged Apps and accounts, for example in personal storage, iCloud, and so on. As a workaround to this unexpected behavior, you can disable the iOS Files app on devices running iOS 12.0 or earlier. **To disable Files app functionality**: 1. From the Admin Console, click **Enterprise Settings**. 2. Click the **Mobile** tab. 3. In the **User permissions for Box Mobile Application** section, click the **Disable iOS files functionality on devices running iOS 12.0 or older (iOS EMM only)** slider button. ![using-the-ios-emm-unprotected-protected-checkbox-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/using-the-ios-emm-unprotected-protected-checkbox.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=47a8eaef6dc427a577f7d41b76ec1c09) When you click this slider button, Box automatically disables the Files app functionality for unprotected versions of iOS, and automatically re-enables Files functionality when a protected version of iOS is online. You need to update your devices to version 4.3.6 of Box for EMM on iOS. The above applies only to people using iOS EMM. It does not apply to anyone else. > [!NOTE] > > Disabling iOS Files app functionality can affect workflows. This table summarizes what you can expect: | | | | | | - | - | - | - | | **Workflow Example** | **If the slider is disabled...** | **If the slider is enabled...** | **Work-around** | | See Box files in the iOS Files app. | You are able to see managed files in the iOS Files app. | You are unable to see managed files in the iOS Files app. | None at this time. | | Attach a Box file to an email through the iOS Mail email client. | You are able to attach a file through the iOS Sharesheet. | You are unable to attach a file through the iOS Sharesheet in Mail. | Use a shared-link instead of attaching a file. or Invite the user to a file as a collaborator whose permission you set. | | Open an iWork file from Box in an iWork iOS app, such as Presentation, and so on. | You are able to open an iWork file in an iWork iOS App. | You are unable to open an iWork file in an iWork iOS App. | None at this time. | This feature affects only: * Customers of Box iOS EMM * Enterprises with the "Allow Files to be into applications that save back to Box (iOS only)" enabled When you disable iOS Files app functionality, Box records these events via the Events API. In addition, Admin Insights enables you to see, in the security reports, who turns on and off the functionality. # Viewing Annotated Files with Box for iOS Source: https://docs.box.com/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios Box annotations accelerates the review and decision-making process by unifying feedback across desktop, Web, and mobile Box apps.  Using only your iOS device, you can: * [Create and view freeform hand-drawn annotations](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones) in Box Preview, and share those annotations with others. * Securely view annotations across files, documents, images, and video files without having to open the application in which the content was created. * Receive immediate notification of new annotations or feedback when someone mentions you in an annotation comment. * View comments in your Box Notification Center. Here’s how to work with Box Annotations on your iOS device: When someone uses the Box Web app to annotate a document, Box records details in the **File Activity** pane, including the commenter’s name, the time of the comment, and the page number of the annotated section.   (The **File Activity** pane displays on the right side on iPads, and via the button on iPhones.)  When they’re done they can share the annotated document with you via a shared link, or directly notify you by using the @ command and your user name within a comment.  You receive an email with a link to the document, plus an alert on your home screen. ![notificationonhomescreen-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/notificationonhomescreen.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=b5b98e71b2d26a68c2e2b886632b694a) Tap the alert (or the emailed link), and Box opens the file preview to the annotated area, regardless of where in the document it may be. ![viewannotation-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/viewannotation.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=ab567977e3ed779475c06064e603072f) You can view all existing comments in the **File Activity** pane. ![commentnotificationrevised-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/commentnotificationrevised.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=62dd1344541403f9c64088e721d6e03d) Tap **Page #** in a comment, and Box immediately displays the page with the corresponding annotation. You can also view an annotated document on your iOS device by navigating directly to the file you want and then opening it in Box Preview. > [!NOTE] > > Update to the latest version of the Box app if you receive an alert indicating some comments are not visible. For more information, including a list of file types you can annotate in Box, please see details on how to [create annotations using the Box Preview app](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents). # Application Administrators Source: https://docs.box.com/en/box-mobile/enterprise-mobility-management-emm-with-box/application-administrators ## Setting up Box for EMM Work with Box Product Support to set up Box for EMM for your enterprise. For configuration of your EMM policies, contact your EMM provider. Make sure you comply with the following requirements: * Box for EMM only works if your users got the app from your company’s EMM provider, * users must already have an EMM provider account, * users cannot download the EMM directly from a public app store. The app must be provisioned by the administrator, * users cannot back up the app from one device and restore it on another device. Apple’s Files app introduced in iOS 11 makes it possible to move or copy files from Box for EMM folders to other folders outside of Box’s environment. This means it’s possible to use your iOS device to make files accessible to people who should not have access to them, or to the general public. This behavior occurs only in versions older than iOS 12.1. For more information on supported versions, see [Understand the Box Policy For Browser And OS Support](https://support.box.com/hc/en-us/articles/360043696234). > [!NOTE] > > To avoid these issues, update to version 12.1 or higher. This behavior impacts only content stored on Box for enterprises that use Box for EMM in an MDM environment. If your enterprise does not use an MDM solution and Box for EMM on iOS, your data is not affected. > [!WARNING] > > Since the latest version of the apps won't install on iOS 11, this is not a concern for most admins. If your users need to use an older version of iOS, you prevent the behavior in the affected iOS versions. Navigate to **Admin Console** > **Enterprise Settings** > **Mobile** and turn on **Disable iOS Files** functionality on devices running iOS 12.0 or older (iOS EMM only). To learn more, see [Using the iOS EMM Unprotected & Protected Checkbox](/en/box-mobile/box-for-ios/using-the-ios-emm-unprotected-protected-checkbox). ## Login error messages and causes If your users are having trouble logging in, see the table below for possible causes:
**Error Message****Possible Causes**
Could not complete login because the app is not authorized. Please contact your administrator for more information.
  • The user installed Box for EMM from the public app store, instead of receiving it from their EMM provider.
  • The user backed up the app on one device and restored it on another device.
  • The device is out of compliance with its EMM provider.
Could not complete login because the user is not authorized. Please contact your administrator for more information.
  • The user is not part of the enterprise that provisioned the app.
  • Incorrect managed app configs have been loaded onto the device.
*No message (returns user to the login screen)*
  • Box for EMM was configured incorrectly during initial setup.
  • The device is not connected to the internet.
## Moving enterprise from Box app to Box for EMM app During the move, you can allow test users to use both the Box for EMM and standard Box apps. However, after completing the move, you must disable the Box for iPhone and iPad, or Box for Android apps, so users cannot log into their enterprise accounts through these apps. To disable these apps for your enterprise, go to the Admin Console, navigate to **Enterprise Settings** > **Apps**. In the **Official Box Applications** section, select the apps you wish to disable. # Application Users Source: https://docs.box.com/en/box-mobile/enterprise-mobility-management-emm-with-box/application-users ## Downloading Box for EMM To download Box for EMM (Enterprise Mobility Management), contact your administrator. Don’t download the application from the app store. > [!NOTE] > > The above applies if your enterprise uses MDM (Mobile Device Management) only. If your company doesn’t use MDM, you can download the standard Box app (Box for mobile) from your app store. Once Box for EMM is installed on your device, by default you can search for it in the app store to update. However, your admin may have disabled the manual update option. If that is so, contact your admin for updates. ## Notifications Box for EMM does not support push notifications on iOS. On Android you can [configure push notifications](/en/box-mobile/box-for-android/configure-notification-and-security-settings-on-box-for-android) yourself. The Box app can send notifications to you when someone: * invites you to collaborate on an item, and you have enabled auto-acceptance of collaborations, * comments on a file you own, * comments on a file you previously commented on, * @-mentions you on a file, * edits a file that is highly relevant to you, where Box determines relevance based on your history of accessing the file. # Configuration Guides - General Information Source: https://docs.box.com/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information In this document you can find general information about configuration of EMM with Box for available providers. ## Read first To understand the concepts in the configuration guides, start with reading the following documents: * [What is EMM](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-emm-with-box) * [Deployment Process](/en/box-mobile/enterprise-mobility-management-emm-with-box/deployment-process) * [Application Users](/en/box-mobile/enterprise-mobility-management-emm-with-box/application-users) * [Application Administrators](/en/box-mobile/enterprise-mobility-management-emm-with-box/application-administrators) # Prerequisites Before configuring Box for EMM for a specific provider, make sure that: * you have a role of Enterprise Admin to set up EMM with Box * you are an Admin in the provider's console. You can find more information in provider’s documentation: * [Microsoft Intune](https://learn.microsoft.com/en-us/mem/intune/fundamentals/tutorial-walkthrough-endpoint-manager) * [Workspace ONE (AirWatch)](https://docs.omnissa.com/bundle/WorkspaceONE-UEM-Console-BasicsVSaaS/page/AWT-ADMINCONSOLEOVERVIEW.html) * [Ivanti (previously MobileIron)](https://help.ivanti.com/mi/help/en_us/core/11.x/gsg/CoreGettingStarted/Login_Adportal_username.htm) * [MaaS360](https://www.ibm.com/docs/en/maas360?topic=portal-admin-guide) * [Citrix XenMobile](https://docs.citrix.com/en-us/xenmobile/server/whats-new.html) * all users in EMM-enabled enterprises are managed Box users * all users have their devices enrolled in the selected vendor's admin console * Box for EMM and/or Box for Mobile is added to the selected vendor's admin console * the correct app policy is added > [!WARNING] > > The Box for EMM solution does not support an enterprise deployment where users are both managed and unmanaged. > Box for EMM for iOS allows users to have Box for EMM alongside a second instance of Box for iPhone/iPad, but it is not recommended. The credentials for each remain separate. # Process flow 1. Create a support ticket requesting the public ID to register for Box for EMM. 2. Box Product Support provides you with a Public ID to connect with your selected vendor (provider). 3. Upload the Box for EMM app into the admin console of your vendor. 4. Create a managed app config that includes the Public ID provided by Box. 5. Specify the variables that generate the values pushed to the app. 6. Distribute the application to users with your vendor's enterprise app store. The one-time token is used to validate that the Box for EMM app is provisioned by the vendor. 7. When a user requests to log in to Box for EMM, the app sends, among others, the user's login credentials and Public ID to the Box server. See the table below for more information. 8. The Box server checks the above information to match a user to a vendor's server. 9. The Box server calls the vendor's server to validate the security or status of the device, using the Management ID. 10. If the Box and vendor's servers validated the user's credentials, Public ID, and Management ID, the user can log in. > [!NOTE] > > Process flow details might slightly differ depending on the vendor of your choice. Go to a specific vendor's configuration to learn more. # Configuration keys and values ## Required Below table lists all configuration keys that are required for the Box for EMM application to run successfully.
**Configuration key** **Description** **Required for** **Configuration value**
Public ID A shared secret provided by Box to MDM admin. Identifies the enterprise managing the device and settings to apply. Microsoft Intune the public ID provided by Box
Workspace ONE the public ID provided by Box
MaaS360 the public ID provided by Box
Ivanti the public ID provided by Box
Management ID - MSC only Identifies the device during the management status check. Microsoft Intune *AnyString*
Workspace ONE *\{ManagementID}*
MaaS360 *%CSN%*
Ivanti *\$\{deviceUDID}*
com.box.mdm.oneTimeToken(iOS Only) Precaution against tampering with the deploy after Box login. Microsoft Intune and others *AnyString*
Workspace ONE *\{DeviceUid}*
MaaS360 *%CSN%*
Ivanti *\$\{deviceUDID}*
User Email Address Box account to pre-fill and allow during login. Microsoft Intune *\{\{userprincipalname}}*
Workspace ONE *\{EmailAddress}*
MaaS360 *%email%*
Ivanti *\$\{userEmailAddress}*
Allow Microphone(iOS Only) Disable all features which ask for microphone access. Microsoft Intune *false*
Workspace ONE *false*
MaaS360 *false*
Ivanti *false*
> [!NOTE] > > Key-value pairs may differ depending on your provider. There can be additional key-value pairs needed for a vendor. ### Microsoft Intune The following key-value pairs are specific for Intune.
**Configuration key** **Configuration value** **Comments**
Intune Enterprise *1* required for MAM
userprincipalname *\{\{userprincipalname}}* required for MAM
IntuneMAMUPN *\{\{userprincipalname}}*
  • required for MAM
  • available to iOS devices only
IntuneMAMOID *\{\{userid}}*
  • optional for MAM
  • enables iOS users to open Box items in other apps.
### MaaS360 The following key-value pair is specific for MaaS360. | | | | - | - | | **Configuration key** | **Configuration value** | | Billing ID | the customer billing ID (MSC only) | ## Optional | | | | | - | - | - | | **Configuration key** | **Optional for** | **Configuration value** | | User Email Address | Microsoft Intune | *\{\{userprincipalname}}* | # Box admin console configuration 1. Open the Box admin portal. 2. Go to **Apps** and disable the following options. Box for EMM: 1. iOS: 1. **Box for iPhone**, 2. **Box for iPad**, 3. **Capture for iOS**. 2. Android: 1. **Box for Android phones**, 2. **Box for Android Tablets**, 3. **Box for Android MDMs**. 3. Enable or keep enabled the **Box for MobileIron** and **Box for Good Technology** if they're also deployed. Depending on other Box apps you deployed you may need to disable additional apps. > [!NOTE] > > Performing these steps prevents users belonging to the enterprise’s deployments of Box and vendors from logging into the regular (unmanaged) Box app and mobile site. Make sure to notify your Box users before taking this step. # Related Box reference Specific configuration for each type of deployment: * [MDM](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mdm-with-box) * [MAM](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mam-with-box) # Related provider's reference ## Microsoft Intune * [MAM FAQs](https://docs.microsoft.com/en-us/mem/intune/apps/mam-faq) * [App protection policies (iOS)](https://docs.microsoft.com/en-us/mem/intune/apps/app-protection-policy-settings-ios) * [App protection policies (Android)](https://docs.microsoft.com/en-us/mem/intune/apps/app-protection-policy-settings-android) * [Support contacts for Endpoint Manager](https://docs.microsoft.com/en-us/mem/get-support) ### Workspace ONE (AirWatch): * [Deploy Public Applications on your Devices](https://docs.omnissa.com/bundle/MobileApplicationManagementVSaaS/page/DeployPublicApps.html) * [Device Registration](https://docs.vmware.com/en/VMware-Workspace-ONE-UEM/2302/UEM_Managing_Devices/GUID-DeviceRegistration.html?hWord=N4IghgNiBcIE4FMDmBLAzgFwXABGHAJggG4oDGCIAvkA) * [Managing your Application Deployment](https://docs.omnissa.com/bundle/MobileApplicationManagementVSaaS/page/ManagingApplicationDeployment.html) ### MaaS360: * [IBM MaaS360 Mobile Device Management (SaaS)](https://www.ibm.com/docs/en/maas360) * [Getting started with the MaaS360 Portal](https://www.ibm.com/docs/en/maas360?topic=guide-getting-started-maas360-portal) * [MaaS360 Portal Home page](https://www.ibm.com/docs/en/maas360?topic=guide-maas360-portal-home-page) ### Ivanti (MobileIron): * [Ivanti Support](https://forums.ivanti.com/s/contactsupport?language=en_US) * [Ivanti product documentation](https://www.ivanti.com/support/product-documentation) ### Citrix XenMobile: * [XenMobile](https://docs.citrix.com/en-us/xenmobile) * [Install and configure](https://docs.citrix.com/en-us/xenmobile/server/install-configure.html) * [Add apps](https://docs.citrix.com/en-us/xenmobile/server/apps.html) # Deployment Process Source: https://docs.box.com/en/box-mobile/enterprise-mobility-management-emm-with-box/deployment-process ## MDM Box for EMM provides two types of deployment configurations for MDM: Box-verified MDM deployment (recommended) and MDM deployment with Managed Status Check (MSC). In the Box-verified configuration, during login Box checks if the app is deployed under your MDM solution. MSC is an extra check which verifies during login if the device is managed by and in good standing with the MDM server. The diagram below shows how Box MDM deployment configuration works. ### Box-verified MDM deployment flow (recommended) ![box-for-emm-mdm-verified-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/box-for-emm-mdm-verified.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=5139a06a21b94105607c39a106d37713) 1. Enterprise Admin registers the EMM certificate for the user. Box Product Support configures the instance for the user and provides the Public ID to the Enterprise Admin. The Public ID is a unique ID that ties the Box for EMM instance to the specific Box user. 2. Enterprise Admin loads the EMM application, adds the Public ID of the Box user and adds the Management ID generated by the EMM provider to check if the device is compliant and the user is valid. 3. EMM provider provisions the EMM application to the user’s mobile device. 4. The installed application sends Management ID, Public ID, and Box credentials to Box. 5. Upon user login, Box calls the EMM provider to verify the Management ID. Box allows or blocks EMM access depending on the validation result. ### MDM deployment with Managed Status Check (MSC) If the Box-verified configuration is not sufficient for your company, you can add a Managed Status Check (MSC) step that will check the Box servers. With MSC, the MDM server checks device compliance during Box login. It doesn’t rely only on public ID, so if this ID is compromised, MSC provides protection against such breach. > [!NOTE] > > Box does not recommend using the added status check. Deployments with MSC are prone to login errors, depend on stable connection between MDM service and Box servers, and add to the deployment complexity. In most cases the additional check that MSC offers is not necessary. ![box-for-emm-mdm-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/box-for-emm-mdm.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=d6bcbde5e2d8957a5e1c487132bacdac) ## MAM To enable MAM for all users in your enterprise, navigate to the Admin console and [turn it on](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings#mobile-security-settings-for-admins). ### Turning on MAM > [!NOTE] > > MAM solution works only if all users are using the same email address for both their Box and Intune accounts and it must be the primary email address of their Box account. ### Flexible MAM deployment If you need more flexibility, either in deploying the solution just for some employees or having different Box and Intune email addresses, deploy using your [MDM configuration](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mdm-with-box). In the MDM app configuration, the administrator can set the Intune Enterprise value to “1” to enable MAM for a user, and also specify the User Principal Name that the user must use to log into Intune. The administrator can use the capabilities of their MDM provider to deploy different configurations to different users. Then, when the user logs in to Box and MDM is checked, the MAM solution is launched. User needs to log in to Intune using the correct email address and accept the app protection policy. > [!NOTE] > > Enterprise Admin has to configure the app protection policy in Intune for the Box app beforehand for the app that the users will be using. ### MDM with MAM You can use MDM together with the MAM configuration. To do so, deploy your MDM solution, and configure MAM separately. For more details, refer to the related documentation. ## Related documents * [Configuration guides](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information) * [MDM configuration](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mdm-with-box) * [MAM configuration](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mam-with-box) # Using EMM with Box Source: https://docs.box.com/en/box-mobile/enterprise-mobility-management-emm-with-box/using-emm-with-box Enterprise Mobility Management helps your company securely manage access to company content through mobile devices. The EMM capabilities that Box integrates can be split into device management (MDM) and app management (MAM). MDM and MAM can be used independently, or together, so you can pick a configuration that is right for you. > [!NOTE] > > On iOS, the Box for EMM app is required to get the most out of MDM. If you want to use only MAM, you can enable it with the standard Box app (Box for mobile). ## Box for EMM The Box for EMM app on iOS offers the following features: Allows enterprises to restrict Box usage to company-approved mobile devices secured by MDM providers. Allows some configuration of Box app behavior through managed app configurations. Optionally (with select MDM providers), causes server-to-server communication between Box and the MDM server during login to check the device management status. On Android, when the Box app is installed through Android Enterprise, it has similar functionality to Box for EMM on iOS. ## Device and app management Box for EMM facilitates the functionality supplied by the Mobile Device Management (MDM) providers. Mobile Application Management (MAM) through Intune is supported in Box and Box for EMM apps. Both MDM and MAM are compatible with a Bring Your Own Device (BYOD) strategy, and in either case you allow the organization to control the device or its applications. Below table lists the differences between MDM and MAM options. | | | | - | - | | **MDM** | **MAM** | | Organization controls the entire device along with the data. | Organization controls enterprise apps and data. | | Organization manages the device. | Organization does not manage the device. | | Requires device enrollment. | Does not require device enrollment. | > [!NOTE] > > The MDM providers manage the device, while Box for EMM checks that it is running on a managed device before allowing any access. Note that the MDM providers’ admin can deprovision the Box for EMM in the MDM portal. ### Choosing the most suitable solution Depending on your company’s needs, you can choose to implement MDM or MAM solutions, or use both. MDM solution is most commonly used for company-owned devices, as it provides complete control over the device - from setting up a secure VPN connection to access the company resources, to configuring lock screen options on a device. After enrollment, the company can track the device and wipe it if it’s lost or otherwise compromised. Users can install their own applications freely, but you can specify which sources can and can’t be used. Bear in mind that MDM doesn’t allow you to track and control any data within an application, but it provides some controls for restricting data transfer between applications. All MDM providers have similar capabilities to control devices, as they use OS provided interfaces to do this. More information is available from Apple, Google and MDM providers. MAM is more friendly towards the BYOD strategy - the company doesn’t control the entire device, which is more acceptable for employees who use their private devices to access company resources. MAM clearly separates corporate apps from private ones. You can decide which apps can save content in a specific location, including into Box and provides a good balance between privacy and security. See also: [How to enable MAM](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings#mobile-security-settings-for-admins) As of March 2023, Microsoft Intune is the only MAM provider supported by Box. > [!NOTE] > > It is possible to use both MDM and MAM at the same time. Box for EMM app is required for MDM, while only the standard Box application can be used with MAM without MDM. ## Operating systems and providers For information on OS support in Box, see [Box Policy for Browser and OS Support](https://support.box.com/hc/en-us/articles/360043696234). You can deploy Box using any MDM provider, but only the ones listed below support the [managed status check (MSC)](/en/box-mobile/enterprise-mobility-management-emm-with-box/deployment-process#mdm-deployment-with-managed-status-check-msc): * Workspace ONE Unified Endpoint Management (AirWatch) * MobileIron Core (Ivanti Neurons) * MobileIron Connected Cloud (Ivanti Neurons) * MaaS360 > [!NOTE] > > The MSC process is not needed for most enterprises. If you wish to use other MDM providers and your threat model indicates that a simple Box verification of MDM deployment is not strong enough, contact your CSM to make Box aware of your needs. If you don’t have a CSM assigned, contact your Account Executive or our [Sales team](https://www.box.com/quote). For MAM, you need to choose Intune. If you want to use MDM with MAM, you can choose other providers. If you can't deploy Box with an EMM solution, our iOS and Android apps offer a variety of native mobile security features. See [Understanding Mobile Security Settings](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings) for more information. # Using MAM with Box Source: https://docs.box.com/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mam-with-box Mobile Application Management (MAM) allows an enterprise to restrict the data that passes in and out of specific applications on an end user's mobile device, without the need to control the device itself. It is often the top choice for enterprises that practice a Bring Your Own Device (BYOD) strategy. > [!NOTE] > > Microsoft Intune is the only supported provider for MAM. # Microsoft Intune - iOS and Android ## Add app policy To start using MAM with Box for EMM or Box for Mobile, first enable it in Intune. For more information, refer to [Microsoft documentation](https://learn.microsoft.com/en-us/mem/intune/apps/mam-faq). When you’re adding an app protection policy, type “Box” in the search field. For iOS, select **Box - Cloud Content Management**; for Android, you should see **Box**. > [!NOTE] > > If you can't edit Office files in Box for EMM (for example after enabling the [Office Co-Authoring feature](https://support.box.com/hc/en-us/articles/5954058378899-Guide-to-enabling-coauthoring-in-Box-for-Microsoft-Office)), enable saving to Box in Intune in the app protection policy. To do so, select **Box** in the *Allow users to save copies to selected services* setting\*. > > \*Check the [Microsoft documentation](https://learn.microsoft.com/en-us/mem/intune/apps/app-protection-policy-settings-ios) to make sure that the setting name is up to date. For information on further configuration, see [Add app configuration policies for managed iOS/iPadOS devices](https://learn.microsoft.com/en-us/mem/intune/apps/app-configuration-policies-use-ios) and [Add app configuration policies for managed Android Enterprise devices](https://learn.microsoft.com/en-us/mem/intune/apps/app-configuration-policies-use-android). ## Configure MAM in the Box Admin Console As an Admin, you can enforce Microsoft's Intune MAM service even if Box account holders are not enrolled in it: 1. Log in to the Box Admin console. 2. Go to Enterprise Settings -> Mobile. 3. Scroll down to find the User Permissions for Box Mobile Application section. 4. Toggle on the **Intune Mobile Application Management (Intune MAM)** option. ## Conditional Access In addition to the MAM service, Admins can enforce Intune’s Conditional Access to set mobile device-based and app-based policies. For more information, visit [Learn about Conditional Access and Intune](https://learn.microsoft.com/en-us/intune/intune-service/protect/conditional-access#ways-to-use-conditional-access-with-intune). **Requirements to use all the existing signals in Conditional Access:** * Intune MAM must be enabled in the Admin Console as shown above in [Configure MAM in the Box Admin Console](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mam-with-box#configure-mam-in-the-box-admin-console). * Users must add their Microsoft User Principal Name (UPN) as a secondary email in their Box account(s) in case their Microsoft UPN cannot be found in their primary and secondary email addresses in their Box account(s). * Example: * Box Primary Email: [user@company.com](mailto:user@company.com) * Microsoft UPN: [user@company.onmicrosoft.com](mailto:user@company.onmicrosoft.com) > [!NOTE] > > Conditional Access is supported for the following Box for Mobile and Box for EMM versions and above: > > * iOS and iPadOS: 5.34 and above > * Android: 6.33 and above > > Depending on your organization’s Conditional Access configuration, an Authentication Broker app may need to be installed on the mobile device. The broker app can be Microsoft Authenticator for iOS, or Microsoft Company portal for Android devices. Refer to [Microsoft documentation](https://learn.microsoft.com/en-us/intune/intune-service/protect/app-based-conditional-access-intune#how-app-based-conditional-access-works) for more details on further requirements and instructions on using app-based Conditional Access. # Using MDM with Box Source: https://docs.box.com/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mdm-with-box Read on to learn how to configure MDM with Box. # Microsoft Intune Microsoft Intune is one of the most popular Enterprise Mobility Management (EMM) providers. For iOS, the enterprise admin (EA) can obtain Box integrations (Box for EMM, Box Mobile) using the public App Store. When the EA acquires one of the integrations, they can provision it through the admin console in Microsoft Intune. For Android, an admin has to first connect to the managed Google Play store and approve the Company Portal integration. ## iOS Start with adding a new policy: 1. 1. 1. [Add app configuration policies](https://learn.microsoft.com/en-us/mem/intune/apps/app-configuration-policies-use-ios) for managed iOS/iPadOS devices. 2. Choose Box for EMM or Box Mobile as the Targeted App. 3. Use the configuration designer and enter the [general](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#required) and [Intune-specific](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#microsoft-intune) configuration keys/values. > [!NOTE] > > If you’re using Intune for MAM and a third-party provider for MDM that doesn’t have User Principal Name as its variable, try using Email variable instead. ### Add a new protection policy Proceed to add a new [protection policy](https://learn.microsoft.com/en-us/mem/intune/apps/app-protection-policy-settings-ios) for your integration. Choose the Box for EMM/Box Mobile as the public app. Select all the appropriate settings in next steps. Before you save your changes, make sure that all the settings are correct and assigned to the right group. > [!NOTE] > > If you can't edit Office files in Box for EMM (for example after enabling the [Office Co-Authoring feature](https://support.box.com/hc/en-us/articles/5954058378899-Guide-to-enabling-coauthoring-in-Box-for-Microsoft-Office)), enable saving to Box in Intune in the protection policy. To do so, select **Box** in the *Allow users to save copies to selected services* setting\*. > > \*Check the [Microsoft documentation](https://learn.microsoft.com/en-us/mem/intune/apps/app-protection-policy-settings-ios) to make sure that the setting name is up to date. ### Box configuration > [!NOTE] > > Box for EMM is restricted to only MDM managed devices - it’s a default feature in Box for EMM. The users can log into Box for EMM only if their account was provisioned with the Microsoft Intune admin console. They have to use their enterprise credentials. You can make sure that users access Box through Box for EMM. To do so: 1. 1. 1. Go to the **Admin console > Integrations**. 2. Find **iOS** in the **Box Official Clients** section. 3. Disable the following integrations by toggling the radio button next to them: 1. **Box for iPhone** 2. **Box for iPad** 4. Scroll down to **Mobile web and accessibility** and disable **Box.com mobile site**. Make sure that **Box for iPhone (EMM)** and **Box for iPad (EMM)** are enabled. If you deployed any other Box integrations, or you have an Android solution, check if you want to disable any additional integrations. > [!NOTE] > > Changing the above settings prevents the enterprise’s users from accessing the regular (unmanaged) Box for Mobile and mobile site. Make sure you notify your Box users before taking this action. ## Android Start with connecting your Intune account to the Android Enterprise account. For more information, see [Android Enterprise documentation](https://support.google.com/work/android/answer/9419830?hl=en\&ref_topic=6174026\&visit_id=638224348865099359-4120265133\&rd=1) and [Intune documentation](https://learn.microsoft.com/en-us/mem/intune/fundamentals/mdm-authority-set). Then, approve your company portal in the [managed Google Play store](https://support.google.com/work/android/topic/7042018?hl=en\&ref_topic=10000954,6090502,6090491,\&sjid=15080196254040412864-EUom.microsoft.windowsintune.companyportal) and confirm that it works. Ensure that all approved integrations are synced and have the policies/assignments set up for them. ## Integration configuration policy Enter the [general](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#configuration-keys-and-values) and [Intune-specific](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#microsoft-intune) configuration keys and their values in configuration settings. Validate whether Box for Mobile is visible in the Play Store. Download it and check if it’s available in Workspace. Your users can now open the integration and log in. ## User scenarios | **Scenario** | **Outcome** | | - | - | | A user managed by Microsoft Intune requests to log in to the Box for EMM that was provisioned with Microsoft Intune. | User logs in successfully. | | A user managed by Microsoft Intune requests to log in to the Box for EMM that they installed directly from a public store. | The user can’t log in, as the **Public ID **configured in the Microsoft Intune admin console isn’t pushed to the Box for EMM installed from a public store. | | A user backs up the integration on one device and attempts to restore it on another device. | The user can’t log in, as the Box for EMM validates the one time token and determines that the integration was not provisioned with Microsoft Intune. | | A Box user who is not a part of the enterprise deployment of Box for EMM requests to log in to Box for EMM provisioned with Microsoft Intune. | The user can’t log in, as their login info doesn’t match the **Public ID** in Box for EMM. | | The enterprise admin issues a selective wipe to a device managed by Microsoft Intune. | The offline corporate data is removed from the managed device. | | The Box user un-enrolls their device from Microsoft Intune. | Box for EMM is removed from the device. | # Workspace ONE (AirWatch) Learn how to configure MDM with Workspace ONE (AirWatch). ## iOS 1. After receiving the key value pair from Box, the EA should obtain the Box for EMM integration. 2. Add Box for EMM or Box for Mobile in your EMM console. 3. After the integration is loaded, enable the following deployment setting: 1. **Remove or Unenroll** 2. **Prevent Application Backup** 3. **Application Tunneling** 4. Disable the following deployment setting: 1. **Make Application MDM Managed if User Installed** 2. **Application Configuration** Enter the [general key-value pairs](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#required) required for Workspace ONE. ## Android Add the integration [in the Workspace ONE admin console](https://docs.omnissa.com/bundle/WorkspaceONE-UEM-Console-BasicsVSaaS/page/AWT-ADMINCONSOLEOVERVIEW.html). 1. After the integration is loaded, configure the settings. 2. Check the following policies: 1. **Remove on Unenroll**: strongly recommended by Box. By checking this option you can remove a user's account in the Box admin console when you're retiring them. Doing so prevents the user from accessing the integration, as Box for Mobile and Box for EMM automatically log out users whose MDM profiles have been removed. 2. **Send Application Configuration**, 3. **Application uses the AirWatch SDK**. 3. Add configuration keys: 1. First key as **Management ID**, 2. Second key as **Public ID** - enter the key - value pair provided by Box, 3. **OPTIONAL**: you can add a third configuration key as **EmailAddress**. This option configures users' AirWatch email address to pre-populate on the Box for Mobile or Box for EMM login page. > [!NOTE] > > If the integration was uploaded previously but not configured as above, edit the deployment settings. Android Enterprise requires account integration in the AirWatch console before any devices can be configured. Then you need to [register a device](https://docs.vmware.com/en/VMware-Workspace-ONE-UEM/2302/UEM_Managing_Devices/GUID-DeviceRegistration.html?hWord=N4IghgNiBcIE4FMDmBLAzgFwXABGHAJggG4oDGCIAvkA) and [push the integration to the device](https://docs.omnissa.com/bundle/MobileApplicationManagementVSaaS/page/DeployPublicApps.html). ## User scenarios | **Scenario** | **Outcome** | | - | - | | Users managed by AirWatch request to log in to Box for EMM that has been provisioned with AirWatch. | A key-value pair is shared with enterprise admin, who then sets it up in their AirWatch console. This key-value pair and a one‐time token are pushed to Box. The integration checks for this pair and allows users to log in successfully. | | Users managed by AirWatch request to log in to Box for EMM that they installed from a public store. | The key-value pair set up in the AirWatch console is not pushed to Box for EMM that was installed from a public store. Users can't log in to the integration. | | Users back up the integration on one device and attempt to restore it on another device. | Box for EMM validates whether the integration was provisioned by the EMM provider, so users can't log in. | | Users not managed by AirWatch request to log in to Box for EMM installed from a public store. | The required key-value pair is not pushed to Box for EMM. Users can't log in to the integration. | | Users at enterprises not registered for Box for EMM request to log in to Box for EMM provisioned with AirWatch. | The custom key-value pair is not shared with admins whose enterprises are not registered with Box for EMM. Without a key-value pair pushed to Box for EMM, users can't log in to the integration. | | Users faking integration installation through AirWatch and pushing dummy managed configurations to the integration. | Box checks with AirWatch to confirm whether a ManagementID is valid and matches that of an authorized user, users can't log in. | # MaaS360 Learn how to configure MDM with MaaS360. > [!NOTE] > > Sending the Public ID on Android is handled through an EMM client installed on the device. It is separate from the Box mobile integration. ## iOS When you receive the Public ID from Box (step 2 in the [process flow](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#process-flow)), follow these steps: 1. Go to the MaaS360 admin console. 2. Add Box for EMM/Box for Mobile from the iTunes store. 3. Add the [required](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#required) and MaaS360-specific key-value pairs as configuration. Box for EMM/Box for Mobile is now added to the App Catalog. Select the target devices to distribute the integration to users. If prompted, enter the EA password. > [!NOTE] > > Make sure that the device to which the integration is being distributed is managed by an MDM policy. If a new policy is required, add it in the MaaS360 admin console. Newly created policies have to be applied to the required users and devices. ## Android When you receive the Public ID from Box (step 2 in the [process flow](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#process-flow)), follow these steps: 1. Contact Box Product Support for your enterprise, who provide Box for EMM directly. 2. Go to MaaS360 and add the integration. For more information, see [Adding apps to the App Catalog](https://www.ibm.com/docs/en/maas360?topic=overview-adding-apps-app-catalog) 3. Upload the .apk file provided by Box Product Support. If prompted, enter the MaaS360 password. Box for EMM/Box for Mobile is now successfully added to the MaaS360 App Catalog. After adding the integration to the catalog, you need to select the WorkPlace Persona policy in MaaS360. If a new policy is required, add it. For more information, see [MaaS360 security policies overview](https://www.ibm.com/docs/en/maas360?topic=security-maas360-policies-overview) Edit the WorkPlace Persona policy and enter the Public ID. For more information, see [Configuring policy settings for an Android device](https://www.ibm.com/docs/en/maas360?topic=settings-configuring-policy-android-device). ## User scenarios | **Scenario** | **Outcome** | | - | - | | A user managed by MaaS360 requests to log in to Box for EMM that is provisioned with MaaS360. | The user logs in. | | A user managed by MaaS360 requests to log in to Box for EMM that they installed directly from a public store. | The Public ID configured in the MaaS360 admin console has not been pushed to Box for EMM that is installed from a public store. User can't log in. | | A user backs up the integration on one device and attempts to restore it on another device. | Box for EMM validates the one time token to determine whether the integration is provisioned with MaaS360. User can't log in. | | A Box user who is not a part of the enterprise deployment of Box for EMM requests to log in to Box for EMM provisioned with MaaS360. | The user's login info doesn't match the Public ID on Box for EMM. User can't log in. | | A user fakes an integration installation through the EMM provider and pushes dummy managed configurations to the integration. | Box checks with the MaaS360 server to confirm if the Management ID is valid and matches that of an authorized user. User can't log in. | | The enterprise admin issues a selective wipe to a device managed by MaaS360. | Box for EMM is blocked from being used on the managed device. | # Ivanti EPMM (previously MobileIron Core) Learn how to configure MDM with MobileIron (Ivanti). Before you start configuration of Box for EMM for iOS or Android, you need to: 1. Contact Box Product Support and inform them you want to deploy Box for EMM with Ivanti EPMM. 2. Ivanti provides the API hostname (URL), user ID, and password for Ivanti account to Box Product Support, which Box needs to access the Ivanti APIs. 3. [Create a MobileIron user](https://help.ivanti.com/mi/help/en_us/core/11.x/gsg/CoreGettingStarted/User_management_overview.htm). 4. [Assign correct roles to the user](https://help.ivanti.com/mi/help/en_us/core/11.x/gsg/CoreGettingStarted/Assigning_and_removing_d.htm). 5. Send Box Product Support the user ID and password you created in the previous steps. 6. Send Box Product Support the Fully-Qualified Domain Name (FQDN) for your Ivanti EPMM server or the URL for your Connected Cloud tenant. 7. Box Product Support registers this information in your Box enterprise account, and provides you with a .plist file containing a Public ID to use in Ivanti EPMM. ## Mobile integration configuration details 1. Add Box for EMM integration in Ivanti. For more information, see [Admin Portal workspace](https://help.ivanti.com/mi/help/en_us/core/11.x/gsg/CoreGettingStarted/Admin_Portal_workspace.htm). 2. Create a managed integration configuration, using the general key-value pairs provided in the [integration configuration section](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#required). 3. Edit the settings - recommended options are: 1. **Prevent backup of the app data,** 2. **Remove app when MDM profile is removed,** 3. **Remove app when the device is quarantined or signed out.** 4. For more information, see [Managed App Settings](https://help.ivanti.com/mi/help/en_us/core/11.x/gsg/CoreGettingStarted/Admin_tools_overview.htm). 5. Edit Box for EMM and apply labels to it. 6. Publish the integration. 7. Create a new action to selectively wipe Box for EMM data for non-compliant devices. # Ivanti Neurons for MDM (previously MobileIron Cloud) Learn how to configure MDM with [Ivanti Neurons for MDM](https://help.ivanti.com/mi/help/en_us/cld/admin/ivanti/92/all/en-us/About%20Cloud.htm). 1. [Import the Box for EMM integration](https://help.ivanti.com/mi/help/en_us/cld/admin/ivanti/92/all/en-us/App_Catalog.htm#To_add_an_app_from_a_public_store) to the Ivanti App Catalog. 2. Choose which users to distribute Box for EMM to. 3. For Box for EMM, configure: 1. app installation, 2. [app settings](https://help.ivanti.com/mi/help/en_us/cld/admin/ivanti/92/all/en-us/App_Configuration.htm), 4. Create a managed app configuration, using the [general key-value pairs](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information#required). 5. Choose which users to distribute the configuration to. ## User scenarios - Ivanti EPMM and Ivanti Neurons | **Scenario** | **Behavior** | | - | - | | A user managed by Ivanti requests to log in to Box for EMM that has been provisioned with Ivanti. | The user can log in. | | A user managed by Ivanti requests to log in to Box for EMM that they installed directly from a public store. | The Public ID configured in the Ivanti admin console is not pushed to Box for EMM that was installed from a public store, and the user can’t log in. | | A user backs up the integration on one device and attempts to restore it on another device. | Box for EMM validates the one time token to determine whether the integration was provisioned with Ivanti. The user can’t log in. | | A Box user who is not part of the enterprise deployment of Box for EMM requests to log in to Box for EMM provisioned with Ivanti. | The user's login info does not match the Public ID on Box for EMM, and the user can’t log in. | | A user fakes an installation through the EMM provider and pushes dummy managed configurations to the integration. | Box checks with the Ivanti server to confirm whether the Management ID is valid and matches that of an authorized user. The user can’t log in. | # Citrix XenMobile Learn how to configure MDM with [Citrix XenMobile](https://docs.citrix.com/en-us/xenmobile.html). 1. Provision the Box for EMM integration on Citrix XenMobile server. For more information, see [Add apps](https://docs.citrix.com/en-us/xenmobile/server/apps.html#:~:text=On%20the%20XenMobile%20Server%20console,be%20added%20to%20that%20collection). 2. Configure settings for Box for EMM. For more information, see [Configure app settings for iOS](https://docs.citrix.com/en-us/xenmobile/server/apps.html#configure-app-settings-for-ios-apps) apps or [Configure app settings for Google Play apps](https://docs.citrix.com/en-us/xenmobile/server/apps.html#configure-app-settings-for-google-play-apps). 3. Enter **com.box.mdmios** in the **Identifier** field. 4. Enter the following text in the **Dictionary content** field: *\* *\* *\Public ID\* *\Enter\_Your\_Public\_Id\_Here\* *\com.box.mdm.oneTimeToken\* *\string>$DEVICE\_UDID$\* *\* *\* > [!NOTE] > > Remember to replace the *\{Enter\_Your\_Public\_Id\_Here}* string with your actual **Public ID**. 5. Choose [the delivery groups](https://docs.citrix.com/en-us/xenmobile/server/deploy-resources#to-add-a-delivery-group). 6. Edit each delivery group and make sure the **Box for EMM Config** [policy](https://docs.citrix.com/en-us/xenmobile/server/deploy-resources#to-add-policies) shows up. ## User scenarios | Scenario | Outcome | | - | - | | A user managed by Citrix XenMobile requests to log in to the Box for EMM integration that was provisioned through Citrix XenMobile. | The user logs in. | | A user managed by Citrix XenMobile requests to log in to Box for EMM that they installed directly from a public store. | The Public ID configured in the Citrix XenMobile admin console was not pushed to Box for EMM that was installed from a public store. The user can't log in. | | A user backs up the integration on one device and attempts to restore it on another device. | Box for EMM validates the one time token and determines that the integration was not provisioned through Citrix XenMobile. The user can't log in. | | A Box user who is not part of the enterprise deployment of Box for EMM requests to log in to Box for EMM provisioned through Citrix XenMobile. | The user's login info does not match the Public ID on Box for EMM. The user can't log in. | | The enterprise admin issues a selective wipe to a device managed by Citrix XenMobile. | Box for EMM is removed from the managed device. | # Accessing Content Using Document Provider Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/accessing-content-using-document-provider ## Overview Apple's [Document Provider extension](https://developer.apple.com/library/prerelease/ios/documentation/General/Conceptual/ExtensibilityPG/FileProvider.html) allows third-party applications to open files from Box (or any cloud storage provider) and save them back to Box without any special integrations within Box. Once you install the Box app on the iOS device, Box shows up as a Document Provider in the Apple UI. The Document Provider extension allows third-party Box apps (for example, Microsoft Excel) to access documents managed by Box. The Document Provider consists of two view controllers: * **Document Picker**: Displays the Apple user interface when third-party users access a Box document. In this article, we refer to Box as the Document Provider. The third-party app invokes the Document Picker. * **File Provider**: Allows third-party users to select, preview, download, or upload Box documents. ## Document Picker Security Settings The **Content can be opened in external applications** setting allows Admins to control the user's ability to open content from Box in other applications from the same device. See [Mobile Security Settings](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings) for more information. The **Files can be opened in applications that save back to Box (iOS only)** setting allows the document picker to open files from Box in external applications and save changes back to Box. ![Accessing\_Content\_Using\_Document\_Provider.png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-mobile/accessing-content-using-document-provider.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=ddd860ab460d86ba85d85895efb031bf) > [!NOTE] > > The iOS Document Provider functionality does not alert providers (for example, Box) about which app is making the request. As a result, Box does not currently have a way to provide an allow list (the ability for an Admin to sanction which apps are allowed to access files on Box **﹣** like Document Provider). > > Currently, an Admin cannot restrict users to Box as a Document Provider with only iAnnotate and block other third-party apps. Box allows all apps or none at all. ## The Microsoft Excel Example Following up on the Microsoft Excel example, here is the process when an Excel user opens a file using Box: 1. The users verify that their admin has enabled the **Open files in external applications** settings. If the Admin has disabled these settings (and, consequently, Document Provider), users will not be able to access their Box files from the Document Picker window. 2. When Box third-party users open a file, they are presented with options. The options include cloud providers who have their applications installed on the device and who have implemented Document Provider. To open a Box file in Excel, users click **Open** (1), **Locations** (2), and then select **Box** (3). (To add Box as a Content Provider in Microsoft Office apps, see: [To set up Box as a Content Provider](https://support.box.com/hc/en-us/articles/360044196433-Box-for-Office-Integrations#h_b55b399a-f32b-4ee1-a6e5-a82bd14f1d97:~:text=a%20shared%20link.-,Mobile,-Box%20for%20Office)). ![iPad file picker steps: Open, Locations menu, then select Box from storage providers.](https://mintcdn.com/product-docs/S7YEON1MH5lHfCKo/images/box-mobile/durpat89pu67g4bt4jkj2ifffygkvvm4.png?fit=max\&auto=format\&n=S7YEON1MH5lHfCKo\&q=85\&s=7f517c0b757ce4bae9ea3c1f501791c1) 3. When Excel users select Box, iOS displays the Document Picker window with the Box Document Picker UI. Excel users can navigate their folders in Box from this view and select and open the file. ![iPad Box file picker showing Workbook2.xlsx, PDF, and MP4 files with All Files tab selected.](https://mintcdn.com/product-docs/S7YEON1MH5lHfCKo/images/box-mobile/nbff1h0exrbklkhxyc9msvlp2j4v8tja.png?fit=max\&auto=format\&n=S7YEON1MH5lHfCKo\&q=85\&s=f9ca2c418410b52a7bc08593d86cad78) 4. When users are done editing or viewing the document, they can save the file back to Box from Excel. ![Excel on iPad showing Annual Financial Report dashboard with charts and metrics table.](https://mintcdn.com/product-docs/S7YEON1MH5lHfCKo/images/box-mobile/qogplpjzoyv5w8sk397gmn8oc7qd6qzr.png?fit=max\&auto=format\&n=S7YEON1MH5lHfCKo\&q=85\&s=bcef318f6e0fd5812e4ebf07bf937067) ## Behavior When using Box via the iOS Document Picker, be aware of the following behavioral nuances: * The iOS Document Picker UI presents you with the Login Screen if you’re logged out of the Box app. SSO works in this scenario **﹣** if you log in using Document Picker, you are also logged into Box. * We currently do not offer offline support in the Document Picker. You must be connected to the internet to make use of this feature. # Annotating a PDF With Notability Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/annotating-a-pdf-with-notability Notability allows users to create, edit, and share business plans all in one place. Both beautiful and functional, Notability seamlessly combines three major ways to capture information: handwriting, typing, and recording. It contains a powerful feature set that helps you be more productive, and provides the tools to capture, create, and share information more effectively. ## There are two ways Box uniquely integrates with Notability. First, you can start notes in Notability and then send them to Box. Simply tap **share** in Notability, select **Box**, and pick your destination folder. Furthermore, if you set up auto-sync in Notability, all of your notes will automatically be sent to Box without you having to think about it. ![iPad note app Share menu: Box destination Product ideas folder, PDF format, Send to Box button.](https://mintcdn.com/product-docs/S7YEON1MH5lHfCKo/images/box-mobile/qadcs4b4bz54sezog95y0t9enykdi1oo.jpg?fit=max\&auto=format\&n=S7YEON1MH5lHfCKo\&q=85\&s=8280b54b364ba93155d29d66c2f45e8e) Second, you can start notes in Box or edit documents you receive from coworkers. To start a note in Box, **tap the cloud** in the lower-left-hand corner and select **Notability**. Then when you're done, tap the Box arrow and your file will be saved to Box. Additionally, if you receive PDFs, RTFs, or Notes from coworkers, these can be opened and edited in Notability. **Tap the document** to view it in Box, **then tap the cloud** in the upper-right-hand corner, and **select Edit** in Notability. Once you're done, tap the Box arrow and you'll be taken right back to Box. ![22vyio-1-jpg](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-mobile/22vyio-1.jpg?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=461998a2a635b7b8f2db465a7890ca09) If you have SSO, you can log into Box through Notability by entering your email address and leaving the password blank. You will then be redirected to your active directory page where you can login using your company credentials. You can download Notability [here](https://itunes.apple.com/us/app/notability-take-notes-annotate/id360593530?mt=8) and if you experience any issues, you can reach Notability support at [support@gingerlabs.com](mailto:support@gingerlabs.com). # Box as a Managed Place in Microsoft Intune Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/box-as-a-managed-place-in-microsoft-intune ## Overview Box and Microsoft have enabled a new capability for Intune Mobile Application Management (MAM aka App Protection Policy) that allows saving copies of org-managed documents to Box from the relevant Microsoft mobile apps (i.e. Office, Word, PowerPoint, Excel, and Outlook apps). Previously, enterprises that leveraged Intune MAM were limited to OneDrive and SharePoint as managed cloud storage providers. Box as a Managed Place in Intune now provides enterprises the option to control the flow of managed data to move between Microsoft and Box, and block any attempts to save copies of org-managed data outside of Box. ## Supported Microsoft Mobile Apps **iOS:** Office, Word, Powerpoint, Excel, Outlook\ **Android:** Office, Word, Powerpoint, Excel ## Technical Requirements Enterprises will be required to have Azure Active Directory (AAD) or Okta federation for their Box login in order to utilize the Box as a Managed Place functionality in the relevant Microsoft mobile apps. Enterprises are not required to have a Mobile Device Management (MDM) solution to enable the functionality because the functionality is part of Microsoft's Intune MAM policy aka app protection policy, meaning it's available for both MDM enrolled devices and unenrolled devices. ## Enable Box as a Managed Place from the Microsoft Intune Portal To enable the Box as a Manage Place functionality, a Microsoft Intune admin at your enterprise must log into the Microsoft Endpoint Manager admin center and navigate to the relevant MAM policy aka app protection policy that is associated to their enterprise's relevant Microsoft mobile apps. From the MAM policy, click on the Edit button within the "Data protection" section of the policy and find the "Save copies of org data" policy setting. Select "Block" and then under the "Allow user to save copies to selected services" dropdown, select "Box". This will block saving copies of org data outside of Box within the relevant Microsoft mobile apps associated to the MAM policy, i.e. saving copies of org data is allowed only within Box. > [!NOTE] > > **Notes:** > > * If you can't edit Office files in Box for EMM (for example after enabling the [Office Co-Authoring feature](https://support.box.com/hc/en-us/articles/5954058378899-Guide-to-enabling-coauthoring-in-Box-for-Microsoft-Office)), enable saving to Box in Intune in the app protection policy.  To do so, select **Box** in **Allow users to save copies to selected services**.  Check the [Microsoft documentation](https://learn.microsoft.com/en-us/mem/intune/apps/app-protection-policy-settings-ios) to make sure that the setting name is up to date. > * If users want to save files to Box (with co-authoring or not) and have an app protection policy that restricts the locations where content from Office is saved, users must enable saving to Box in Intune. ## End Users Enabling Box as a Managed Place End users will first need to install the latest version of the relevant Microsoft mobile apps. Once installed, a user should navigate to the Open tab (folder icon) and in the "Other Storage" section, select "Add Storage Account" and then select Box. Once the end user has successfully authorized Microsoft to access their Box account, they're all set, and the relevant Intune MAM policies will be applied to the end user. # Recording audio in the Box app on iOS and Android Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/recording-audio-in-the-box-app-on-ios-and-android On iOS and Android, the Box app enables you to record and upload audio to Box when you're on the go. Recording audio in the Box app enables you to: * Record audio and upload directly to Box. * Pause a recording and then later resume your recording. * Review your recording prior to upload. * Record audio even when the Box app is in the background and you're multi-tasking on other apps. ## Permission to record To use audio recording, you'll need to grant Box permission to use your device's microphone. **To grant Box permission to use your device's microphone:** 1. In the Box Browse tab, tap the **+** button. 2. On iOS, tap **Record Audio**.  On Android, tap **Capture Media** then tap **Record Audio**.  Box opens audio mode. 3. Tap **Enable Microphone** and grant permission. ## Recording and saving to Box When you want to record, Box enables you to start an audio recording from a Box folder.  When you save your recording, Box uploads the recording to this same folder. **To record audio using your device's microphone:** 1. Open the Box folder in which you want to save the recording. 2. In the Box Browse tab, tap the **+** button. 3. On iOS, tap **Record Audio**.  On Android, tap **Capture Media** then tap **Record Audio**.  Box opens audio mode. 4. To begin recording, tap **Record**. 5. To pause recording, tap **Pause**, and when you're ready to continue recording where you left off, again tap **Record**. 6. To stop recording, tap **Pause**, and then tap **Done**. 7. After a recording is done, you can review, delete, or save the recording on the **Review** screen: * To review the recording, tap the play button. * To delete the recording, tap **Delete**. * To save and upload the recording, tap **Save Recording**. 8. After uploading your recording, Box displays the file in the folder from which you started the recording. # Safari View Controller and Chrome Custom Tabs Support Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/safari-view-controller-and-chrome-custom-tabs-support Safari View Controller (iOS) and Chrome Custom Tabs (Android) allow mobile applications a mechanism to bring the native OS web browser experience into their application. In our iOS and Android mobile apps, we've implemented this feature to provide end users (and their organizations) further control and flexibility on the authentication experience into Box. ## Benefits 1. Greater control of the authentication experience by the individual and organization. 2. Using this feature Identity Providers (within the SSO process) and potentially password vault services can automatically populate user credentials. 3. If the user already has an active Box session on their device, they can now be seamlessly authenticated into Box without having to re-enter their credentials. 4. Ability to authenticate only approved devices 5. Organizations will be able to use certificate based authentication or perform other device level checks as a means of restricting access to only approved devices. Additionally they could use this as a means to provide easy access 6. Unified experience between what you see in the Box app's login process and that of the device's native browser. 7. In the past, there have been some cases where authentication has failed in the mobile app but has worked in the device's mobile browser. This feature can help customers with unique login experiences that may not have previously worked in our app. ## Concerns 1. Mobile Device Trust cannot be used in conjunction with this feature. 2. By enabling it our mobile apps lose control of the authentication process and therefore currently cannot run custom device checks during the process. 3. This feature requires the enterprise to be SSO enabled or above. 4. Enabling this feature flip will turn it on for both iOS and Android devices. 5. The user's SSO authentication session can remain active in the mobile browser even if they log out of the mobile app. 6. A user who navigates to box.com through their mobile browser may automatically be logged into their Box account due to an active SSO session on the device. This is similar behavior to what exists on the web app when there is no SSO logout redirect URL specified. 7. Some Android devices may not be compatible for instance if they do not have Chrome or an old version ## How do I enable this feature for my enterprise? If you would like us to enable these features for your organization, please reach out to Box Product Support. # Selecting Box Preview's Display Mode on Mobile Devices Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/selecting-box-previews-display-mode-on-mobile-devices This feature is available only for documents. When you open a document on your mobile device, Box displays a preview of the document's contents, one page at a time.  Using your Settings tab, you can select how Box fits the displayed page to your device's screen. ## Display modes When displaying the preview of a page, Box uses one of two display modes: Fit to Width or Fit to Screen. ### Fit to Width This is the Box default option. When you open a document on your mobile device, Box fits the page to the width of your device's screen, and enables you to * scroll up and down through the page, and * scroll to the previous or next page. ### Fit to Screen When you open a document on your mobile device, Box fits the full page onto your device's screen, and enables you to * see the entire page without scrolling, and * scroll to the previous or next page. ## Selecting display mode **To select how Box Preview fits the displayed page to the screen of your mobile device:** 1. In the top-left of your Box account's screen, tap your avatar to go to the Settings page. 2. Tap **File & Folders** and then **Page Display.** 3. Tap: * **Fit to Width** (default) - To fit the page to the width of the screen.  Afterwards, depending on the aspect ratio of your mobile device's screen, you may need to scroll through the displayed page to see its entire contents. * **Fit to Screen -** To fit the entire page onto the screen.  Afterwards, you'll be able to see the entire displayed page without scrolling. After you select a display mode, Box uses that mode to display all previews of documents on your device until you change the mode. # Understanding Mobile Security Settings Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings Box mobile applications (Box for iOS v2.7.3+ and Box for Android v1.7.5+) have admin-controlled settings that allow **end users** to more securely access their Box accounts on their mobile devices and give **admins** control over how their employees access company data. These settings provide granular controls for admins via the Admin Console and allow more security and control over how employees should access company data. Admins can use these settings to manage and customize enterprise users' access to sensitive data and prevent instances of data leakage to or from Box applications. To control these features from your Admin Console, navigate to the **Enterprise Settings** > **Mobile** tab. Turn settings on and off by clicking the corresponding slider. The setting is **On** when the slider is blue and the button is on the right. The setting is **Off** when the slider is grey and the button is on the left. The setting is unavailable to you (that is, you cannot change it) when the slider is light grey. ## Mobile Device Encryption Device manufacturers generally encrypt devices by default. Box relies on system or device encryption for both iOS and Android. iOS devices generally have a passcode and provide TouchID and FaceID verification, which further protects files on iOS. You can find [more details from Apple](https://www.apple.com/business/docs/site/iOS_Security_Guide.pdf). Additionally, [Device Trust](/en/box-admin-tools/box-security/setting-up-device-trust-security-requirements) enables you to require iOS devices to have passcodes before using Box. If an Android device is not encrypted, the app data is also unencrypted but cannot be accessed by another app — app data is private for that app's use only. On Android, Device Trust doesn't directly enforce a device passcode for users, but Android Enterprise and other EMM providers have native control over the device and can enforce a requirement for passcodes.\ To disable downloads on Android devices that have no passcodes, check **Save to device only if encrypted (Android only)**, described below. ## **What are the main benefits?** * **For users,** mobile security settings can be enabled to provide additional protection when accessing Box from their mobile devices. * **For admins,** Box mobile app management features provide visibility into all account activity—including users and their files—and let admins manage how content is shared and accessed both inside and outside the company. ## **File Security Settings** You have multiple options for controlling the level of content security with mobile devices: * **Files can be saved to device**: Controls people's ability to download files or save them for offline use on their mobile devices. Effective Box for iOS 3.2+ and Box for Android 3.2+, to configure the following settings, you must click the slider for this setting to **On** (blue): * "Preview only" collaborators can save files for offline use * Content can be opened in external applications * Content can be printed * Save to device only if encrypted (Android only) * Files can be opened in applications that save back to Box (iOS only) * **"Preview-only" collaborators can save files for offline use**: Box account holders with "Preview only” permissions for a folder can save folder content for offline use when you click the slider to **On** (blue). “Preview only” folder contents never leave the Box app container. * **Content can be opened in external applications:** Enables you to control people's ability to open content from Box in other applications using the same operating system. * **Content can be printed**: Enables you to control people's ability to print files from their devices. * **File contents can be copied and pasted**: Enables you to control people's ability to copy text to their device clipboard and paste it elsewhere. * **Automatic uploading from device**: Controls the appearance of an automatic uploading feature within the app. This setting is available only to customers with paid accounts. * **Contextual information included in push notifications:** Enables you to control people's ability to receive contextual details, such as file names, with the push notification. * **Save to device only if encrypted (Android only)**: On versions of Android that support this feature, the Box application can detect if full-device encryption is enable: * If so, you can **Allow** savings files by clicking the slider to **On** (blue). * If not, this field remains **Restricted**. * **Files can be opened in applications that save back to Box (iOS only):** Enables the file picker to open files from Box in external applications and save changes back to Box. * **Disable iOS Files functionality on devices running iOS 12.0 or older (iOS EMM only)**: Prevents people with iOS devices from accessing content via Box for Enterprise Mobility Management (EMM) in conjunction with mobile device management (MDM) protections. This setting does not affect the Box app. > [!NOTE] > > If you have allowed **Files can be saved to device** in earlier versions of mobile applications, you will continue to see this setting allowed in this version as well. ## **Mobile security settings available to individual Box account holders** * **Passcode lock:** You can set an application-specific passcode (only used to open the Box app) and set the threshold for inactivity before you are prompted for it. * *How to enable:* The passcode lock can be turned on and off and the timeout can be set in the settings of the mobile app. * *Why this is important:* It's an extra layer of security on your Box account if your mobile device is lost or stolen. * **Remote log-out:** You have the ability to remotely log out of the Box app installed on your mobile device. * *How to use:* Accessing Box from a web browser, you can navigate to **Account Settings** > **Security** tab. All of your login activity will be listed, and you can log out of Box from any phone, tablet, device or browser by clicking on “forget app”. * *Why this is important:* You can revoke access to your account and content even after your mobile device is lost or stolen. * **Require 2-step login verification:** You can require 2-step login verification for any new or unrecognized login to your account—including logins from mobile apps. With the feature turned on, a security code is texted to your mobile phone and is required in addition to your password in order to access your Box account. * *How to enable:* From the Box web application, you can navigate to **Account Settings** > **Account** tab and turn on 2-step login verification. * *Why this is important:* Prevent imposters from logging into your Box account. ## **Mobile security settings available to admins** * **Restrict saving files for offline use:** Admins can choose to allow or block the Box mobile apps from saving files onto discrete devices. * *How to enable*: Navigate to **Admin Console** > **Enterprise Settings** > **Mobile** tab. Then in the **User Permissions for Box Mobile Application** section, next to **Files can be saved to device**, click the slider to **On** (blue). Admins can also view the features they’ve enabled or disabled for all employees in their security reports. * *Why this is important*: Maintain more control over content while still allowing employees mobile access to Box. * **Intune Mobile Application Management:** Admins can choose to enforce Microsoft's Intune Mobile Application Management service even if Box account holders are not enrolled in MDM. * *How to enable*: Navigate to the **Admin Console** > **Enterprise Settings** > **Mobile** tab. Then in the **User Permissions for Box Mobile Application** section, next to **Intune Mobile Application Management**, click the slider to **On** (blue). Admins can also view the features they’ve enabled or disabled for all employees in their security reports. * *Why this is important*: Exercise more control over access to content while still allowing employees mobile access to Box. * **Require an application-specific passcode lock:** Admins can require their Box accountholders to set an application-specific passcode and set the threshold for inactivity. When people exceed the threshold, Box requires them to enter the passcode. Accountholders with this requirement on their devices can use FaceID (on iOS) or BiometricPrompt (on Android) to bypass this passcode. * *How to enable:* Navigate to **Admin Console** > **Enterprise Settings** > **Mobile** tab. Then, in the **Passcode Settings for Box Mobile Application** section, click the **Require passcode lock** down arrow and select a time limit. You can also view the features you’ve enabled or disabled for all employees in their security reports. * *Why this is important:* It's an extra layer of security if someone's a mobile device is lost or stolen. * **Require 2-step login verification:** You can require 2-step login verification for any new or unrecognized logins—including on mobile apps. When you enable this setting, the system texts a security code to an individual's mobile phone. They must then use that code, in addition to their password, to log in. * *How to enable:* Navigate to **Admin Console** > **Admin Settings** > **Security** tab. In the **Signup and Login** section, check **Login Verification** to require 2-step login verification for everyone. * *Why this is important:* Prevent an imposter from logging in to an employee’s account. Everyone -- including administrators -- who has not set up a login verification will be required to enter their mobile phone number on their next log in to the Box Web site before they can access their account. * *How to enable*: Navigate to **Admin Console** > **Enterprise Settings** > **Device Trust** tab. To make the device pinning options available, in the **Application Settings** section check **Enable Device Pinning**. * *Why this is important:* Exert more control over mobile access to corporate accounts, enabling you to limit access to trusted devices. * To limit the number of devices per person to which each Box application can be pinned, under **Devices Per User** click the corresponding down arrow. Click the number of devices you want. * To allow people to pin the Box application to an unlimited number of devices, click **Unlimited**. * To receive a notification each time someone pins the Box application to a new device, check the corresponding **Notify Admin** check box. When you're done, click **Save**. * **Device pinning:** Admins can enable people to access their corporate-managed Box account from any number of devices, but can also limit the types and number of those devices each person can use. For example, you can limit employees to logging in via only one iOS or one Android phone or tablet. * **Important** - Before you enable this feature, ensure your people have upgraded their mobile devices and Box apps. * **Remove pinning or remote log-out per person:** You can also un-pin specific devices for specific employees. When you do this, they system logs that person out on that device. * *How to enable:* Navigate to **Admin Console** > **Enterprise Settings** > **Device Pinning** tab. To un-pin a device, in the **Application Usage** section, in the **Search Users** box start typing the name of the person whose device you want to un-pin. Box displays a list of names. Click the name you want. The system displays the list of devices to which Box is pinned. For each device you want to un-pin, click **Remove**. * *Why this is important:* Secure corporate accounts and content even after an employee’s mobile device is lost or stolen. * **Notes**\ You can also use the **All Application Types** drop-down menu to specify device pins for a discrete Box application. When the list of application pins displays, you can remove an existing pin by checking the check box to the right of the application type, and then clicking **Remove**. ## **Why should admins care about all these settings?** * These granular security settings give admins the flexibility to allow mobile access for employees while maintaining control of company information. * Admins can also customize their Box mobile deployments as needed by their use case and security needs. ## **What types of customers can use these settings?** * All the admin security options above are available in Business, and Enterprise accounts. * Admins with business accounts also have the ability to enable device pinning and require 2-step login verification. ## **How is this different than what mobile device management providers like MobileIron?** * The settings help admins customize user access and file sharing options within Box’s mobile apps. However, many enterprises need MDM solutions to secure content across the entire mobile device (not just content on Box). ## **Where can I get more information?** * More info on device pinning: [Device Pinning Settings](/en/box-admin-tools/box-security/device-pinning) # Using and Managing Box Capture Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/using-and-managing-box-capture > [!NOTE] > > End of Life (EOL) has been announced for Box Capture effective January 29, 2027. For more information, visit the [official announcement page](https://support.box.com/hc/en-us/articles/7670479650451-Announcing-end-of-life-for-the-Box-Capture-app). ## What is Box Capture? Capture is a mobile application that uploads photos and videos taken with your mobile device directly into Box, making it easy to share content no matter where you are. Currently, Box Capture is only supported on iOS devices. You can download and install it from the [Apple App Store](https://itunes.apple.com/us/app/box-capture/id1040325411?mt=8). The application is available in all [Box supported languages](https://support.box.com/hc/en-us/articles/360044192413). Before using Box Capture with the iOS floating action button, be sure to enable the **Save to Library** setting in your device's **File & Folder Options** menu. ## Using Box Capture ## **Capturing Images, Videos, and Audio Files** * Select the type of media you want to capture. Tap **Photo** to take pictures, **Video** to capture video, or **Audio** to record audio (you can also use Box Capture to **scan** documents, see "[Scanning Documents](#scanning-documents)" below for more info). If it is your first time using Box Capture, be sure to give the app permission to use your camera and microphone by tapping **Allow** when prompted. * By default, Box Capture will save your captured content to a new folder named "Capture Uploads" (located in **Files**). However, you can choose to upload your image and video files to any folder in your Box account. * To change the destination of your captured content, tap the **Folder** button near the bottom of the screen. Navigate to the folder where you'd like to save your content and tap **Use this Folder** to select the folder you are currently in. ![capture-1](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/capture-1.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=4acf4728d7e06528da582ceb92a8f12c) * Tap the **circle** at the bottom of the screen to capture an image. If recording video or audio, tap the circle once to begin recording, and again to stop. * You can also choose to import images or videos from your phone memory by tapping the **Gallery Icon** at the top right of the screen. If it is your first time performing this action, be sure to give Box Capture permission to access your gallery by tapping **Allow** when prompted. Tap an image or video to select it. You can select multiple images or videos and upload them all at once. * When you capture photos and videos, Box Capture can also capture geolocation metadata. If this feature is enabled, all captured photos and videos will be tagged with metadata corresponding to where they were taken. You can toggle geolocation metadata on or off from the **settings** menu (see "Settings" below for more information). > [!NOTE] > > Box Capture's review setting is disabled by default for images, video, and audio, meaning your content will be uploaded to Box as soon as you capture it. To enable review, tap the **Review** slider at the bottom-right of the screen. See "[Review](#review)" below for more information. ## **Scanning Documents** * Select **Scan** to enter Document Scan mode. Once in scan mode, Box Capture will automatically detect any documents that are in the camera's line of sight. Make sure that the edges of your document are within the frame for best results. Wait for the green border to outline your document, then press the **circle** to scan. Don't worry if your document is tilted or at an angle, Box Capture will automatically crop and deskew your scan for you. ![capture-9](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/capture-9.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=99efc1f65d9d21377244ae181c5d3305) * Once your document is scanned, you will be taken to the Scan Sandbox screen. From here you can grayscale, manually crop, rotate, or delete your scan. You can also choose to take additional scans to create a multi-page document. When you are finished editing and adding pages, tap **Next.** * **Review** is always enabled for document scans. Once you have finished editing your scanned pages, you will be taken to the review screen, where you can edit your document's name and add comments. For more info on the review screen, see "[Review](#review)" below. > [!NOTE] > > Box also provides [document scanning](/en/box-mobile/how-to-guides-for-mobile/using-document-scanning) in the main Box Android app and main Box iOS app. ## **Review** With **Review** enabled, you can view the content you capture before uploading it to Box. You can also add comments and tag collaborators. * To enable Review, simply tap the **Review** slider at the bottom-right to move it to the on position. ![capture-2](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/capture-2.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=a76aeacb3a4417c5d5f7bf21d0440985) * Now once you capture anything, you can review it before uploading it to Box. * Edit your image's name and add comments by tapping “**Add a comment...”** near the bottom of the screen. You can tag people in comments just like you can in Box by adding an "@" symbol in front of their name. Tap **Save** in the top right of the screen when you are done. ![capture-3](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/capture-3.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=a3786238a063de1a93db9b169ae33171) * Tap **Save to Folder** at the top of the screen to change where your content is saved. Navigate to the folder where you'd like to save your content and tap "**Use this Folder"** to select the folder you are currently in. You can choose any folder in your Box account. * When you are finished reviewing, tap **Save** in the top right corner to save your image or video to Box. ## Managing Content Tap the **Recents** icon in the top-left corner to view a gallery of all your captured content. ![capture-4](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/capture-4.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=4f1eeb31f0f857e9dcc66f3ec5f2bbf8) * Press and hold an item to select it. After selecting one item, you can tap other items to select them as well. You can move or delete selected items. * Tap an item to view it individually. You can add comments, generate a shared link, or delete the item using the buttons at the bottom of the screen. * While viewing an image or video, tap the **Ellipsis** in the top right corner to perform the following actions. * Save the file to your device's camera roll * Rename the file * Move the file to another folder in Box * Invite collaborators to the folder where your content is currently located (see "Adding Collaborators" below) ![box-capture-4](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/box-capture-4.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=e2cfe4aab3a3439da9d1f33c7d697db2) ## Adding Collaborators After capturing images or video and uploading them to Box, you can invite and remove collaborators to the folder containing your captured content. * From the **Recents** screen, tap on an image to view it individually. Make sure that the image you've selected is in the folder into which you would like to invite collaborators. * Tap on the **Ellipses** in the top-right corner to open More Options, then tap **Folder Access** * Here, you can see a list of all the people your folder is currently shared with. Tap on a collaborator's name to change their access permissions, or remove them from the folder entirely. ![box-capture-6](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/box-capture-6.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=90249f6ac1a6794cc07444d36af0ae7d) * To add a collaborator to the folder, tap the **plus** in the top-right corner. On the next screen, enter the name or email of the collaborator you would like to add, then tap **Invite** in the top-right to add them to the folder. ![box-capture-8](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/box-capture-8.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=3f2aed1449743d7441a5bd6d64be332b) ## Settings To access your Box Capture app settings, navigate to the **Recents** screen, then tap the **Settings** icon in the top-left corner. See the table below for more information on each option:
**Account Information**
  • See how much storage space you have available in Box.
**Security**
  • Enable passcode protection and set a 4-digit passcode by tapping **Passcode. **If a passcode is set and enabled, Box Capture will prompt you to enter the passcode every time it launches.
**Camera & Uploads**
  • Enable **Save to Library** if you want each photo or video you take to be saved to your phone's local storage as well as your Box account.
  • Enable **Upload using Cellular Data** to allow Box Capture to upload your photos and videos via your mobile data plan. Disabling this option will mean your photos and videos are only synced to Box when your device is connected to WiFi.
**Metadata**
  • Toggle geolocation metadata on or off. If this setting is enabled, Capture will retrieve geolocation metadata each time you take a photo or video.
**Cache**
  • Tap **Clear Local Storage** to delete data Box Capture has saved on your phone. **Note: **Your captured photos and videos have been uploaded to Box, and will not be deleted from your Box account. Clearing your local storage will **only** delete local copies.
## Capture for EMM [Box Capture for EMM](https://itunes.apple.com/us/app/box-capture-for-emm/id1137221086?mt=8) lets your employees work with teams from anywhere, while letting IT centrally manage security, policy and provisioning across any mobile device. With integrations with mobile security leaders like AirWatch, Citrix, Intune, MaaS360, MobileIron and Okta, your data and IP will be kept safe and under control. The table below details the differences in security between Capture and Capture for EMM: ![captureemm](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/captureemm.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=7c5f0f9855eaa129ff0d6ea2b901a702) # Using Capture mode in the Box app on iOS and Android Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/using-capture-mode-in-the-box-app-on-ios-and-android On iOS and Android, the Box app gives you two options to launch the app directly into continuous capture mode so you can immediately use the Box app's camera to snap photos, record video, scan documents, or record audio when you're on the go. To use continuous capture, either: * add a convenient Capture widget to your device's home screen that launches you directly into the Box app's camera, or * enable a setting in the Box app that automatically launches you into the Box app's camera every time you open the app. Continuous capture in the Box app enables you to: * quickly and easily launch into the Box app's camera on your iOS or Android device to immediately snap photos, record video, scan documents, or record audio to upload to Box, and * have a designated upload folder where all your photos, videos, scanned documents, and audio recordings are stored when uploaded from continuous capture. ## Option 1: Setting up the continuous capture widget Use this setting if you want to add a Capture widget to your device's home screen. ### On iOS **To add the continuous capture widget to your device's home screen on iOS:** 1. Press and hold an empty area on your device's home screen until a "+" button appears in the top-left of your device's screen. 2. Tap the **+** button. 3. In the search bar, search for "Box", then select **Box** from the search results.  The Box search displays the Box Capture widget. 4. Tap **Add Widget**. 5. To launch continuous capture mode, tap the **Capture** widget. ### On Android **To add the continuous capture widget to your device's home screen on Android:** 1. Press and hold the Box app icon, or press and hold an empty area on your device's home screen until the device menu appears. 2. In the menu, select **Widgets**. 3. Search for the "Box" section. 4. In the list of Box widgets, press and hold the **Box Capture** widget, and then drag it to an empty area on your device's home screen. 5. To launch continuous capture mode, tap the **Capture** widget. > [!NOTE] > > If your Android device uses the MIUI operating system, you may not be able to add the Box Capture widget to your device.  We will support continuous capture for MIUI devices in the future. ## Option 2: Enabling the Box app to always launch into continuous capture Use this setting if you **do not** want to add a Capture widget to your device's home screen. **To enable the Box app to always launch into continuous capture:** 1. In the Box iOS or Android app, open the **Settings** screen. 2. In the **Continuous Capture** section, tap the **Open in continuous capture** toggle button. The next time you open the Box app, it launches directly into continuous capture.  Every time you open the Box app, Box takes you directly into continuous capture regardless of where you last left off in the app. ## Selecting the upload location When you upload content from continuous capture, by default Box saves the content to a Box folder named "Capture Uploads". If you want to save your continuous capture content in a different folder, launch Capture mode and then select the folder you want to use. **To change the designated upload folder:** 1. Launch into continuous capture. 2. At the top of the screen, tap the folder to change the designated upload folder. ## Configuring continuous capture settings Continuous capture settings enable you to: * select whether to review each photo or automatically upload it to Box, * select photo quality, * select video quality, * select whether to store the geographic location of your photos. **To configure your continuous capture settings:** 1. Open the continuous capture settings screen. You can do this in one of two ways: * navigate to the Box app’s **Settings** screen, and under **Options** tap **Continuous Capture**, *or* * when in continuous capture mode, tap the gear icon in the top-left corner of the screen. 2. In the settings screen, tap to select values for the following: * **Review Photo After Capture** * **Video Quality** * **Photo Quality** * **Save Photo GPS Location** ### Review Photo After Capture If you enable **Review Photo After Capture**, after you snap a photo, Box displays a Review Photo screen. You then can either retake the photo or upload it to Box. If you disable **Review Photo After Capture**, after you snap a photo, the Review Photo screen is bypassed and the photo is immediately uploaded to Box. Disable this setting when you want to rapidly snap photos in succession and immediately begin uploading them to Box. **Video Quality**\ The following video qualities are available: * 720p * 1080p (default) * 4K **Photo Quality**\ The following photo qualities are available: * Original (default) * Small * Medium * Large **Save Photo GPS Location**\ When you enable **Save Photo GPS Location**, Box asks you for permission to access your location. After you grant this permission, Box stores the photo's GPS location as part of the photo's Exif data. **To view the location of the photo:** 1. Download the photo to your desktop. 2. Open the photo with a standard photo viewer. The location data appears in the photo’s **Properties** section. # Using Document Scanning Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/using-document-scanning Document scanning is a mobile feature that enables you to use your mobile device to capture images, convert them to PDF files, and add them directly into Box, making it easy to share content no matter where you are. With document scanning, you can: * Scan an unlimited number of pages of text and convert the scanned pages to PDF format. * Edit individual pages by adjusting the cropping, color scale, or rotating the image. * Delete individual scanned pages. * Search for text within the scanned image, or search for the scanned document using keywords as part of file search. Document scanning is available in all Box-supported languages, and is supported on devices with iOS 13 and above, and Android 4 and above. Box uses optical character recognition technology to recognize text, which enables searching of the scanned document. Optical character recognition language support in iOS includes English, French, Italian, German, Spanish, Portuguese, and Chinese.  Android supports Latin-based languages. This table compares the main Box Android app, Box iOS app, and the Box iOS Capture app: | Document Scanning Feature | Box App (Android) | Box App (iOS) | Box Capture App (iOS) | | - | - | - | - | | Auto-detection of image corners | ✅ | ✅ | ✅ | | Auto-scan | ✅ | ✅ | ❌ | | Manual scan | ✅ | ✅ | ✅ | | Cropping | ✅ | ✅ | ✅ | | Color scale options | ✅ | ✅ | ✅ | | Text recognition via optical character recognition | ✅ | ✅ | ❌ | | Searchable text | ✅ | ✅ | ❌ | **To scan text:** 1. In the Box **Browse** tab, tap the **+** button. 2. On iOS, tap **Scan Document**.  On Android, tap **Capture Media** then **Scan Document**.  Box opens camera mode. 3. Hover your camera over text. 4. When the camera detects the document, Box automatically captures the image.  Otherwise, you can manually capture an image by tapping the shutter button at any time.  Box enables auto-scan by default. 5. Box displays the captured image in the Preview screen. 6. On the Preview screen, you have the option to either retake the image or keep the image. ## Converting images to PDF After scanning a document, you can convert its image into PDF. **To save and convert to PDF:** When you have captured at least one image and are in camera mode, Box displays a **Save** button. * Tap the **Save** button.  Box converts the captured images to PDF, and saves the scanned document to Box. ## Editing a scanned document **To edit:** 1. When an image is stored and you are back in camera mode, at the bottom-left of the screen tap the image.  You have the option to edit or delete the captured image. 2. Select the edit you want to perform. * On iPhone and Android, at the bottom of the Edit screen tap the action you want to perform. * On iPad, at the top of the Edit screen tap the action you want to perform. 3. After making edits, tap **Done**. ## Searching After uploading a scanned document, you can search it for keywords.  You can also search for scanned images in folders. **To search for words within a scanned document:** 1. When the scanned document has been uploaded, go to the File Preview screen and at the top of the screen tap the magnifier icon. 2. In the **Search** field, type keyword(s). 3. If Box finds keywords, Box displays the search results. **To search a scanned document with file or folder search:** 1. In the Box **Browse** tab, tap the magnifier icon. 2. In the **Search** field, type keyword(s). 3. If Box finds keywords, Box displays the search results. > [!NOTE] > > Using file or folder search to find keywords in a scanned document is not available to Keysafe customers because the text is excluded from search indexing. # Using the Box Notification Center on Mobile Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/using-the-box-notification-center-on-mobile The Box Notification Center on Mobile displays a summary of notifications sent to you by Box, and by the people you work with. Notifications can include * @mentions, * collaboration invitations, * shared link announcements, * file annotations, * task reminders, and * updates on collaborator activities. If you [turn off auto-acceptance of incoming invitations](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#collaborating-on-content), the Box Notification Center on Mobile enables you to accept or decline collaboration invitations. The Notification Center also displays invitations to enroll in two-factor authentication (2FA), accept Terms of Service, or set a strong password to access shared content. With support on Android and iOS, the Box Notification Center enables you to review your workflow notifications on the go, so you can quickly and efficiently stay up-to-date on the work you're involved in. > [!NOTE] > > * Support on **Android** is coming soon for > * task notifications, > * accepting invitations to enroll in two-factor authentication (2FA), > * accepting Terms of Service, and > * accepting invitations to set a strong password. > > * The Notification Center does not provide expiration notifications, but Box does send these notifications to you through email. > > * The Notification Center does not support filtering of notifications. ## Reviewing your notifications When you receive a notification, Box displays a badge next to the Notification Center in your Inbox showing how many unread notifications you have. ![mobile-notificationcenter-highlight-77111-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/mobile-notificationcenter-highlight-77111.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=f5be6278492d313f162bbe4d2777950e) **To review your notifications:** 1. In the footer bar, tap **Inbox**. 2. In the top of the Inbox window, a badge next to **Notifications** displays how many unread notifications you have. Tap **Notifications**. 3. Box displays the list of your notifications. Unread notifications have a blue background, and read notifications have a white background. **To accept or decline an invitation:** 1. In the footer bar, tap **Inbox**. 2. At the top of the Inbox window, tap **Notifications**. 3. Below the invitation, tap **View Details**. 4. In the invitation, tap **Accept**, or tap **Decline**. # Using the Box Task Center on Mobile Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/using-the-box-task-center-on-mobile The Box Task Center on Mobile displays a summary of tasks assigned to you, a summary of tasks you assigned to other people, their due dates, and statuses. The Box Task Center also enables you to mark a task as completed, approved, or rejected. With support on Android and iOS, the Box Task Center on Mobile enables you to review all your assigned tasks on the go, so you can quickly and efficiently review the status and due dates of the work you're involved in. ![androidtaskcenter-taskcenter-75680-png](https://mintcdn.com/product-docs/miYvheuSw76MH4Yu/images/box-mobile/androidtaskcenter-taskcenter-75680.png?fit=max\&auto=format\&n=miYvheuSw76MH4Yu\&q=85\&s=87af2341f34b46a8f48c290a28c8ec8c) **To see tasks assigned to you:** 1. In the footer bar, tap **Inbox**. 2. In the top of the Inbox window, a badge on **MY TASKS** displays how many unfinished tasks you have. Tap **MY TASKS**. **To see the status of tasks you've assigned:** 1. In the footer bar, tap **Inbox**. 2. In the top of the Inbox window, tap **SENT TASKS**. **To resolve a task:** 1. In the footer bar, tap **Inbox**. 2. In the top of the Inbox window, tap **MY TASKS**. 3. Below the task, tap * **Mark as Complete**, or * **Approve**, or * **Reject**. If you assigned a task to yourself, you can also resolve it through **SENT TASKS**. Both **MY TASKS** and **SENT TASKS** show the 20 most recently assigned tasks. # Using the Status-and-Transfers Icon Source: https://docs.box.com/en/box-mobile/how-to-guides-for-mobile/using-the-status-and-transfers-icon When you're * uploading or downloading a file or folder, * moving or copying a file or folder, or * marking for offline access a file or folder, the status-and-transfers icon at the top of the screen displays the current progress of the action. The status-and-transfers icon also enables you to cancel the action, retry a failed action, or retry an action that returned an error. ![jobsstatus-png](https://mintcdn.com/product-docs/kvkGVzDUZ2GDsgwd/images/box-mobile/jobsstatus.png?fit=max\&auto=format\&n=kvkGVzDUZ2GDsgwd\&q=85\&s=e2c9812e1b200806f9ebd78d394bd7e9) **To see the detailed status of the action:** tap the status-and-transfers icon. **To Cancel or Retry the action:** 1. Tap the status-and-transfers icon.  Box displays the status window. 2. Beside the file or folder name, tap the loading icon and select the option you want to perform. # About Box Mobile Source: https://docs.box.com/en/box-mobile/index Box Mobile is how your teams use Box on phones and tablets. The Box apps for **iOS** and **Android** connect to the same content, permissions, and security model as the web experience, so people can work with files when they are away from a laptop. You can preview documents, upload and share content, comment and collaborate, capture scans and recordings, and keep track of tasks and notifications—without storing a separate copy of your data outside Box. Organizations that standardize on mobile device and app management can deploy Box alongside **enterprise mobility management (EMM)**, **mobile device management (MDM)**, and **mobile application management (MAM)** so policies, distribution, and data protection stay consistent across the fleet. ## What you can do with Box Mobile With Box on a mobile device, you can: * Access folders and files you are permitted to see in Box, including search and preview. * Upload new content, share links, and collaborate with comments and shared access. * Use **document scanning**, **Capture** mode, and related capture features to add content from the real world into Box. * Work with **collections**, annotations (where supported), and platform-specific features such as drag and drop on supported iOS devices. * Use in-app experiences such as the **status and transfers** indicator, **task center**, and **notification center** to follow work in progress. For how previews behave on small screens, see [Selecting Box Preview's display mode on mobile devices](/en/box-mobile/how-to-guides-for-mobile/selecting-box-previews-display-mode-on-mobile-devices). For security options in the apps, see [Understanding mobile security settings](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings). ## Example use cases | Scenario | How Box Mobile helps | Where to start | | - | - | - | | **Field and frontline work** | Capture photos, scans, or audio into Box and share with the team without waiting to return to a desk. |
  • [Document scanning](/en/box-mobile/how-to-guides-for-mobile/using-document-scanning)
  • [Capture mode](/en/box-mobile/how-to-guides-for-mobile/using-capture-mode-in-the-box-app-on-ios-and-android)
| | **Travel and hybrid work** | Review and comment on content from a phone or tablet with the same permissions as on the web. |
  • [Manage content (iOS)](/en/box-mobile/box-for-ios/manage-your-content-with-box-for-ios)
  • [Collaborate (iOS)](/en/box-mobile/box-for-ios/collaborate-using-box-for-ios)
  • [Manage content (Android)](/en/box-mobile/box-for-android/managing-content-with-box-for-android)
  • [Collaborate (Android)](/en/box-mobile/box-for-android/collaborate-using-box-for-android)
| | **Regulated or locked-down environments** | Combine Box with EMM/MDM/MAM so mobile access follows corporate policy. |
  • [Mobile security](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings)
  • [iOS security](/en/box-mobile/box-for-ios/using-the-box-for-ios-security-settings)
  • [Android security](/en/box-mobile/box-for-android/configure-notification-and-security-settings-on-box-for-android)
| | **Quick collaboration** | Share links, respond to comments, and track uploads and downloads from the status and transfers experience. |
  • [Status and transfers](/en/box-mobile/how-to-guides-for-mobile/using-the-status-and-transfers-icon)
  • [Next steps](#next-steps)
| ## Getting started for admins Consider the following items when rolling out Box on managed phones and tablets. **1. Map Box to your mobility stack** Read [Using EMM with Box](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-emm-with-box) so you know how Box fits with your existing EMM program. **2. Plan configuration and rollout** Work through [Configuration guides - General Information](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information) and the [Deployment process](/en/box-mobile/enterprise-mobility-management-emm-with-box/deployment-process) before you push apps broadly. **3. Deploy with MDM** Follow [Using MDM with Box](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mdm-with-box) to distribute and manage the Box apps on devices. **4. Add MAM if you use it** If your organization relies on app-level policies, use [Using MAM with Box](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mam-with-box). **5. Clarify app roles** Confirm who is an [Application administrator](/en/box-mobile/enterprise-mobility-management-emm-with-box/application-administrators) versus an [Application user](/en/box-mobile/enterprise-mobility-management-emm-with-box/application-users) in your managed setup. ## Getting started for users Follow these steps the first time you use Box on a phone or tablet. **1. Learn the basics on your device** * iPhone or iPad: [Manage your content with Box for iOS](/en/box-mobile/box-for-ios/manage-your-content-with-box-for-ios) * Android: [Managing content with Box for Android](/en/box-mobile/box-for-android/managing-content-with-box-for-android) **2. Collaborate on files** * iOS: [Collaborate using Box for iOS](/en/box-mobile/box-for-ios/collaborate-using-box-for-ios) * Android: [Collaborate using Box for Android](/en/box-mobile/box-for-android/collaborate-using-box-for-android) **3. Track uploads and downloads** Open [Status and transfers](/en/box-mobile/how-to-guides-for-mobile/using-the-status-and-transfers-icon) to see what is in progress. **4. Tune previews and security (optional)** * [Preview display mode](/en/box-mobile/how-to-guides-for-mobile/selecting-box-previews-display-mode-on-mobile-devices) * [Mobile security](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings) * [iOS security](/en/box-mobile/box-for-ios/using-the-box-for-ios-security-settings) * [Android security](/en/box-mobile/box-for-android/configure-notification-and-security-settings-on-box-for-android) ## Next steps Go deeper with these topics: > **[Using EMM with Box](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-emm-with-box)** > **[Using MDM with Box](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mdm-with-box)** > **[Using MAM with Box](/en/box-mobile/enterprise-mobility-management-emm-with-box/using-mam-with-box)** > **[Configuration Guides - General Information](/en/box-mobile/enterprise-mobility-management-emm-with-box/configuration-guides-general-information)** > **[Deployment Process](/en/box-mobile/enterprise-mobility-management-emm-with-box/deployment-process)** > **[Understanding Mobile Security Settings](/en/box-mobile/how-to-guides-for-mobile/understanding-mobile-security-settings)** > **[Manage Your Content with Box for iOS](/en/box-mobile/box-for-ios/manage-your-content-with-box-for-ios)** > **[Managing Content with Box for Android](/en/box-mobile/box-for-android/managing-content-with-box-for-android)** > **[Using Document Scanning](/en/box-mobile/how-to-guides-for-mobile/using-document-scanning)** > **[Using Capture mode in the Box app on iOS and Android](/en/box-mobile/how-to-guides-for-mobile/using-capture-mode-in-the-box-app-on-ios-and-android)** > **[Using the Status-and-Transfers Icon](/en/box-mobile/how-to-guides-for-mobile/using-the-status-and-transfers-icon)** > **[Box as a Managed Place in Microsoft Intune](/en/box-mobile/how-to-guides-for-mobile/box-as-a-managed-place-in-microsoft-intune)** *** ## Related Information [Box Mobile product page](https://www.box.com/mobility) [Troubleshooting & FAQs](https://support.box.com/hc/en-us/sections/21356693663763-Box-Mobile) # Adding a Divider Line in Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/adding-a-divider-line-in-box-notes For calling out sections and separating content, you can add a divider line to your box notes. This line can help your readers know where one section starts and stops, without adding additional headers. **To add a divider:** 1. Move your text cursor to the section you want to separate 2. Click on the “+” to the left of the text body * To add a divider on keyboard, click “-“ 3 times. 3. Click Divider Line ![Box Notes insert menu opened from the plus button with the Divider Line option highlighted.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-notes/move-text-cursor-section-want.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=8fc97d2c961a6731946b2355197217e3) * To remove the line, click backspace or delete on your keyboard. * To adjust the line, click and hold the line and move it up or down. # Adding Links to Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/adding-links-to-box-notes ## Anchor Links Anchor links are automatically created with headers. To copy an anchor link, click the header to see a link icon on the right. Use it internally to jump to sections within the document or externally to open specific sections in a new tab. ![Box Note Heading 1 with collapse chevron, AI block menu, and section link icon.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-notes/box-note-heading-collapse-chevron.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=3daab7a86b42870b9e9121a27bb95b78) > [!NOTE] > > The link will use your current file sharing permissions. ## Hyperlinks To create a hyperlink, select a portion of text to link and then click the **link icon ![White chain link icon on a dark background for inserting a hyperlink.](/images/box-notes/white-chain-link-dark.png)** from the toolbar under the selected line of text. ![Selected text with floating toolbar showing Box AI, edit, and link icons below.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-notes/selected-text-floating-toolbar-box.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=7fdd2a128f17e2fb443393e47b4811cc) You can edit the URL link by hovering over it and selecting either the edit icon ![White pencil edit icon on a dark background.](/images/box-notes/white-pencil-edit-dark.png) or the disabled link icon ![White unlink icon: two interlocking loops with a diagonal strike-through on dark background.](/images/box-notes/white-unlink-two-interlocking.png) from the link toolbar. ![Hyperlink popover on blue linked text showing http://box.com/ with edit, unlink, and copy icons.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-notes/hyperlink-popover-blue-linked-text.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=100b94462dbe81dac75e1f4744ca2239) ## Link previews Box Notes supports rich embeds for link previews. When you add a link from a video platform, design program, music streaming service, or other source, Box Notes can display a video playback, audio stream, or file viewer if supported. A few sources we support include: * Figma * Google Docs, Slides, Sheets * Youtube * Spotify **To create a link preview:** 1. Open a Box Note: * Copy and paste a link into a Note * Click on the “+” to the left of the text body and select Link Preview to add a link * Click the upload button in the header of the Note and select Insert link preview to add a link 2. Select how to view the link: * Title only (default) * As a Preview * As a URL 3. For link preview options, click the ellipsis button : * Minimize Display * Reduces preview size and limits content functions * Display as URL * Removes the preview and leaves link as URL * Copy Link * Delete ## Box Files Previews When you add a shared link to a Box Note, Box enables you to create a preview of the link's contents, so you can quickly access the information you need without leaving your Note. **To create a file preview:** * Paste a shared link into your Note, click the Insert button that appears. * In the top of the Box Note window, click the up-arrow icon and select Insert preview from Box shared link. * Click on the “+” to the left of the text body and select Link Preview to add a link Collaborators with View or better permissions can see the link's preview. ![BoxNotes-FilePreview\_TBD.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/boxnotes-filepreview-tbd.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=8f2c20a02b990f7f91c2cb7f36aa1da7) **To turn off a shared link's preview:** 1. Hover on the link. 2. Click the ellipsis (**...**) beside the link and select **Revert to a link**. This affects everyone who has access to the link. **To see who has access to a link:** 1. Hover on the link. 2. Click the ellipsis (**...**) beside the link and select **Who can see this?** Box Notes displays previews for [most file types](/en/box-fundamentals/for-users/staying-organized/previewing-content/viewing-different-file-types-supported-in-box-content-preview). # Creating a Box Note Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/creating-a-box-note It's simple and fast to create a new Box Note. The process differs slightly, depending on where you are within Box when you create the Note. > [!NOTE] > > This article explains how to create a new, blank Box Note. You can also [create a new Note from a template](/en/box-notes/creating-and-editing-box-notes/using-templates-in-box-notes). **To create a new Box Note in the default Notes folder** 1. In the lefthand navigation, next to the **Notes** listing, select the plus icon. ![notesenhancements-plusiconinleftnav-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/notesenhancements-plusiconinleftnav.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=0795154686eab88f7cc4a0395b243e9c) Box automatically stores this note in your default **My Box Notes** folder. **To create a Note directly into the folder of your choice:** 1. Navigate to the folder you want. 2. From the top navigation, select **New**, and from the list that displays, select **Box Note**. ![notesenhancements-newmenuinfolder-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/notesenhancements-newmenuinfolder.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=57ab4109a6de915356804de2b4f287c1) Box automatically stores your Note in your current folder. There are two other easy ways to create a new blank Box Note: * Directly from an existing Box Note. To do this, open any Box Note, navigate to the top navigation and select **New**. * Via **[https://app.box.com/notes/create\_note](https://app.box.com/notes/create_note)**. Save this URL as a shortcut or bookmark in your browser. Then select it to open a new, blank Box Note. To rename your note, select the title at the top. Box selects the entire title text, so you can immediately type a new name. Box automatically saves the updated title. > [!NOTE] > > You can't use forward slashes and backslashes in the title of your Box Note. Box will not save titles containing these characters. More on [creating Box Notes from templates](/en/box-notes/creating-and-editing-box-notes/using-templates-in-box-notes). # Deleting Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/deleting-box-notes Users can delete Box Notes from within the Box Notes web interface. To delete a Box Note, open the **More Options** menu (the **ellipses** in the upper right) and select **"Delete This Note"** ![box-note-delete-jpg](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/box-note-delete.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=08aea2e8c6bd260bac3743cf95ae3924) # Formatting Text in Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/formatting-text-in-box-notes To format text, use the toolbar towards the top of the screen. Formatting text in Box Notes works much the same way as formatting text in a word processor: * To format existing text, select a passage and then click the formatting tool you want. * To format new text, click the formatting tool you want and then begin typing. Tool options include: ![Formatting.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/formatting.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=b90a4f88c3883c765cfcc1a907fe7e02) 1. **Font Title:** Choose from body text and heading levels 1 through 3. 2. **Font Style:** Apply bold, italic, underline, or strikethrough styles. * **Bold**: * Click **B** to apply the **bold** style * CTRL+B keyboard shortcut on PC * CMD+B keyboard shortcut on Macs * **Italics**: * Click ***I*** to apply the *italic* style * CTRL+I keyboard shortcut on PC * CMD+I keyboard shortcut on Macs * **Underline**: * Click **U** to apply the underline style * CTRL+U keyboard shortcut on PCs * CMD+U keyboard shortcut on Macs * **Strikethrough**: * Click ![Strikethrough icon.png](/images/box-notes/strikethrough-icon.png) to apply the ~~strikethrough~~ style * CTRL+SHIFT+9 keyboard shortcut on PCs * CMD+SHIFT+9 keyboard shortcut on Macs * **Inline Code:** * Click **\** to apply the code style * Use back ticks \` \` to apply the code style * CTRL+SHIFT+C keyboard shortcut on PCs * CMD+SHIFT+C keyboard shortcut on Macs 3. **Font Size:** Select the size from the dropdown list. 4. **Font Color:** Select the required color block from the dropdown list. * **Highlight:** Choose a color to highlight text. 5. **Text Alignment:** Click the arrow to see options to align your text to the left, center, or right of the note. 6. **Bulleted Lists, Numbered Lists,** or **Check Lists**: To add bullets to a list click the bullets icon. To add numbers to a list click the number icon. To add a checklist to the note, click the checklist icon. To indent the list further, use the **Tab** key. 7. **Insert Image**: See: [Inserting Images in Box Notes](/en/box-notes/creating-and-editing-box-notes/inserting-images-in-box-notes) 8. **Insert Table**: See: [Using Tables in Box Notes](/en/box-notes/creating-and-editing-box-notes/inserting-and-formatting-tables-in-box-notes) ## Word and character count While working through a note, you can see the word and character count of the whole document or a selected portion of text: * Select the three-dot menu (**⋯**) in the top-right corner of the note, then select **Word count** * Mac: Command + Shift + 0 * Windows: CTRL + Shift + 0 ## Keyboard shortcuts To view available keyboard shortcuts, select the three-dot menu (**⋯**) in the top-right corner and select **Keyboard shortcuts**. The shortcuts panel remains visible alongside your note so you can reference it while editing. ## Find and replace To find or replace text in your note: * Mac: Command + F (find) or Command + Shift + H (replace) * Windows: CTRL + F (find) or CTRL + H (replace) When you open Find and Replace with a previous search query still active, Box selects all the text in the search field so you can quickly type a new term or modify the existing one. # Inserting and Formatting Tables in Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/inserting-and-formatting-tables-in-box-notes ## Inserting tables To insert a table into your Box Note: * Select the table icon from the top toolbar. ![The top tool bar showing the add table icon.](https://mintcdn.com/product-docs/AnmsZaFTYelmS6p6/images/box-notes/notes-table-icon.png?fit=max\&auto=format\&n=AnmsZaFTYelmS6p6\&q=85\&s=438bdc0a6a7d0109dada73e24be697ea) * Select **+** from the left context menu and select **Table**. * Type `/` in your note and select **Table** from the slash menu. You can also type `/table` to filter directly to the table option. ![The add menu showing the AI and the plus icons.](https://mintcdn.com/product-docs/AnmsZaFTYelmS6p6/images/box-notes/notes-add-table.png?fit=max\&auto=format\&n=AnmsZaFTYelmS6p6\&q=85\&s=84cf7135b5b783e97efd2acdaca9343b) Box then displays the table in your Box Note. You can now enter text into the table, and format the table to meet your needs. * If you add rows below a row that has specific justification and then add or paste content in those new rows, the content follows the justification of the row above. ## Inserting tables from outside Box Notes If you have a table from another source, you can copy that table and paste it into the Box Note. All structural formatting and content, including color of the cells, from the table remain similar after you paste it. You can also copy a table from Box Notes and paste it into another source. > [!NOTE] > > Structural formatting is lost when pasting between Box notes and Excel desktop. See [Box Notes Limitations](https://support.box.com/hc/en-us/articles/8427168240147) for more information. ## Formatting tables Box provides two ways for you to format a table. You can select from a variety of actions in a cell menu, or use the table's grid display to add or remove columns and rows. When you click a cell: * Box displays the cell menu icon in the cell's top-right corner. * Box displays the table in grid display with a shaded border and dots along the top and left sides of the table. ### Using table menus **Accessing the table menu:** Click the ellipsis menu ![Box Announcements page with Company Users and Company Admins tabs, Create Announcement button, and draft and live announcements list.](/images/announcements/image.png) on the following areas to view specific actions: * All areas * Background Color * Clear Cell(s) * Row, Column, Table * Delete item * Multiple selected items (Drag and hold) * Merge items * Side of row * Set row header * Duplicate row * Merge cells * Insert above * Insert below * Top of column * Sort Column * Ascending * Descending * Set column header * Duplicate column * Merge cells * Insert left * Insert right * Cell * Insert above * Insert below * Insert left * Insert right * Delete row * Delete column If you highlight the whole table: * Background Color * Distribute column * Clear Cells * Delete Table ### Using the table’s grid display Icons in the table’s grid display enable you to * Insert a column to the left or right of a selected column * Remove columns * Insert a row above or below a selected row * Remove rows In contrast to the cell menu, which enables you to insert columns to the right and insert rows below, the table's grid display enables you to insert columns to both left and right, and insert rows both above and below. **To insert a column via the table’s grid display:** 1. Click a cell where you want to insert the column. At the top of the table, Box displays a dot above each of the column's borders. 2. To add a column to the left, hover on the dot above the column's left border. To add a column to the right, hover on the dot above the column's right border. Box displays a **+** icon. 3. Click **+**. ![Insert\_Column.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/insert-column.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=b6d42e088455fc01132aec0e4e0b5c18) **To remove a column via the table’s grid display:** 1. Click the top cell of the column you want to remove. To select multiple columns, click then drag and release. Box displays a shaded border along the top of the table. 2. Click the shaded border above the column. Above the column, Box displays an **x** icon. 3. Click **x**. ![Delete\_Column.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/delete-column.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=711126b24b402d5f607ff73e2cdfc11a) **To insert a row via the table’s grid display:** 1. Click a cell in a row where you want to insert a new row. On the table’s left side, Box displays a dot beside each of the row's borders. 2. To add a row above, hover on the dot beside the row's top border. To add a row below, hover on the dot beside the row's bottom border. Box displays a **+** icon. 3. Click **+**. ![Insert\_Row.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/insert-row.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=833cd655d6f3649b4b45c705b98f53c2) **To remove a row via the table’s grid display:** 1. Click a cell in the row you want to remove. To select multiple rows, click then drag and release. Box displays a shaded border along the left side of the table. 2. Click the shaded border beside the row. Beside the row, Box displays an **x** icon. 3. Click **x**. ![Delete\_Row.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/delete-row.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=8bdd32a3735d5b0419a86c102591df60) **To move a row or column** 1. Hover over the top of the row or column to select it. 2. Drag and drop the row or column above, below, to the right or left of another row or column. ### Adjusting column width Box enables you to select a column’s border, and then drag the border to the desired width. Box also enables you to equalize the widths of all columns in a table. **To adjust the width of a column:** 1. Hover on a column’s border. Box highlights the border. 2. Click and hold on the highlighted border. 3. Move your mouse left or right, then release. **To equalize all column widths:** 1. Click in a cell. 2. In the top-right corner of the selected cell, click the menu icon. Box displays a drop-down menu of formatting actions you can select. 3. In the drop-down menu, click **Distribute columns evenly**. > [!TIP] > > To cancel an action: > > * On Windows, press and hold your keyboard's **Ctrl** key and press the **z** key. > * On Mac, press and hold your keyboard's **Command** key and press the **z** key. > > These key combinations cancel only the immediately preceding action. # Inserting Block Quotes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/inserting-block-quotes You can add block quotes to your Box Notes. When you add a block quote, Box displays a shaded vertical bar to the left of the text that you type or paste. You can also add images to block quotes. ## Web Application On the web application, you can insert a block quote in one of two ways: using the contextual menu or a key combination. **To insert a block quote using the contextual menu:** 1. Click where you want to insert the block quote. Box displays **+** to the left of your cursor. 2. Click **+** and select **Block Quote**. 3. Type or paste the quoted text. ![block-quotes-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/block-quotes.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=a021cf99d3610ab211b4fd24f822f9ab) **To insert a block quote using keyboard keys:** 1. Click where you want to insert the block quote. 2. On your keyboard, simultaneously press the **>** and **space** keys. 3. Type or paste the quoted text. To exit a block quote, press **Enter** on a blank line, or click outside the block quote. ## Mobile Application On your mobile device, you can insert a block quote by tapping the ">" and space keys at the same time. **To insert a block quote using the keypad:** 1. Tap where you want to insert the block quote. 2. On your keypad, simultaneously tap the **>** and **space** keys. 3. Type or paste the quoted text. To exit a block quote, tap **Enter** on a blank line, or tap outside the block quote. # Inserting Call Outs Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/inserting-call-outs A Call Out allows you to highlight important information or make your announcements stand out. Use Call Outs to provide tips, warning messages, or any other type of information you perceive as particularly helpful for the user. 1. Select the **+** icon and select **Call Out** from the context menu, or type `/` and select **Call Out** from the slash menu. ![callout-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/callout.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=b5652eddbf5743839200c422b59165a7) 2. The call out appears in a new line. ![call-out-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/call-out.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=9a1094715f73bb63e981238af5d0632a) 3. Type in the content. The call out is saved automatically. ## Customizing call outs You can customize your call outs to suit your needs and match the content you are working on. * The speech bubble emoji that appears on the left is the default emoji. Click it to choose a suitable one. ![call-out-icons-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/call-out-icons.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=556113349dc4a512b95d5365fbd32d1a) * To change the background color, click the ellipsis (...) button and select the color. ![calloutcolor-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/calloutcolor.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=ccf5f43f4b3260de3058e7cbc5e73bdc) ## Deleting call outs To delete a call out, click the ellipsis (...) button and select **Remove**. ![removecallout-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-notes/removecallout.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=1bc7f18a77b069872b3cf13101cfc365) # Inserting Emojis and Symbols Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/inserting-emojis-and-symbols Box enables you to insert various emojis and symbols into your Box Notes by typing commonly used character combinations. This feature is available on all supported platforms. ## Using Emojis and Symbols To insert an emoji or symbol, type in the selected character combination and press the **space** key. Box automatically changes the text to an emoji or symbol. ## List of Emojis and Symbols Consult the table below for a list of available emojis and symbols. You can also access this list from Box Notes settings menu: 1. Click the **Settings** button in the bottom left corner of Box Notes. 2. Select **Emoji shortcuts** from the list. | | | | | - | - | - | | **Name** | **Symbolic representation** | **Output** | | Copyright | (c) | © | | Heart | \<3 | ❤️ | | Shrug | /shrug | ¯\_(ツ)\_/¯ | | Smile | :) | 🙂 | | Stuck out tongue | :P | 😛 | | Wink | ;) | 😉 | | Laquo | \<\< | « | | Raquo | >> | » | | Left Arrow | \<- | ⟵ | | Multiplication | 1\*2 | 1×2 | | Not Equal | != | ≠ | | Half | 1/2 | ½ | | Plus Minus | +/- | ± | | Trademark | (r) | ® | | Right Arrow | -> | ⟶ | ## Deleting Emojis and Symbols To remove an emoji or symbol, do one of the following: * On Mac: Press **Cmd** and **Z** at the same time. * On Windows: press **Ctrl** and **Z** buttons at the same time. * Press the **backspace** button to revert an emoji or symbol to text. To remove it completely, keep pressing the **backspace** button until all characters are deleted. # Inserting Images in Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/inserting-images-in-box-notes You can insert images into Box Notes by dragging and dropping them from your desktop, or by inserting a Box shared link for an image stored on Box. Insert an image in one of two ways: * Drag and drop an image from your desktop into a Box Note. This is the fastest and easiest way. * Select the upload icon (up arrow) in the toolbar, and choose either **Upload image from your computer** or **Insert image from Box shared link**. When you upload images on your iOS devices, Box stores images in a Box folder in the same directory as the Box Note. The folder is named "Box Notes Images", and inside the folder is a specific folder named after the title of your Box Note. Box inserts images into Box Notes using shared links with your account's default access type. If you are sharing a Box Note with someone outside your company, you may need to adjust the access level of the images' shared links for the images to appear. When you use the **Insert image from Box shared link** option, you must use a Box shared link to an image stored on Box. Box Notes does not support external links and non-shared links. ## Supported image formats: Box Notes supports the following image file types: * .bmp * .gif * .ico * .jpeg * .jpg * .png * .svg ## Resizing images When you select an image, Box displays a dot in the middle of each side of the image, and at each corner of the image. Use these dots to resize your images. When you resize an image, Box maintains the image's proportions. **To resize an image:** 1. Select the image. 2. Do one of the following: * On the left or right side of the image, select and hold the dot, then drag the cursor horizontally. * On the top or bottom side of the image, select and hold the dot, then drag the cursor vertically. * On one of the corners of the image, select and hold the dot, then drag the cursor diagonally. 3. When the image is the size you want, release the mouse button. ## Cropping images You can crop an image to display only the portion you want. After uploading an image, use the zoom and drag controls to focus on a specific area. **To crop an image:** 1. Select the image in your note. 2. Select the crop tool from the image options. 3. Use the zoom control to enlarge or reduce the visible area. 4. Drag the image within the frame to position the section you want to display. 5. Confirm your selection. Box saves the cropped view while preserving the original image file. # Inserting Table of Contents into Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/inserting-table-of-contents-into-box-notes A heading-based Table of Contents allows you and your collaborators to quickly find the information you are looking for, especially when you come across a longer Box Note. **To insert a Table of Contents:** 1. Click the contextual menu on the left and select **Table of Contents**. ![inserttoc-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/inserttoc.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=2eb1e01cbd1b1e9ee6ff861066781fc8) 2. The structure of your Table of Contents is based on the headings. When you add or remove a heading, or change a heading type, the Table of Contents updates automatically. > [!NOTE] > > The Table of Contents uses Heading 1, 2, and 3 to build the structure. Other types are not supported. **To customize a Table of Contents:** 1. Click the three dots icon above the Table of Contents to display a pop-up menu. ![tocmenu-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-notes/tocmenu.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=1f409c3fe468b3a6a1bce1f867e79c2e) 2. Use the following options to customize the Table of Contents: * **Hide Contents**: Collapses the Table of Contents. * **Headings**: Allows you to control the structure by selecting the headings you want to display. * **Remove**: Removes the Table of Contents. # About Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/introducing-box-notes Box Notes is an easy-to-use document creation tool that functions 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. ![notes-2-0-features-1-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/notes-2-0-features-1.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=ecf498d521cc7dbaa6d7e15187ff3934) ### Navigation and organization In addition to the toolbar, you can insert content such as tables, call outs, dates, and inline AI chat using the inline menu. Select the **+** icon on the left of the text editor, or type **/** anywhere in the note to open the slash menu. The slash menu supports filtering — start typing to narrow the list of available content blocks. ![Box Notes editor showing the plus button and inline menu for inserting tables, callouts, code blocks, and other content blocks.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-notes/addition-helpful-features-insert-additional.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=52b53062039e2bc11368f5d5c38b6a77) ### Get started quickly with Box Notes * [Create new notes](/en/box-notes/creating-and-editing-box-notes/creating-a-box-note) quickly to capture ideas and discussions in real-time * [Format text](/en/box-notes/creating-and-editing-box-notes/formatting-text-in-box-notes) easily for simple and powerful collaboration * Add [hyperlinks](/en/box-notes/creating-and-editing-box-notes/adding-links-to-box-notes), [images](/en/box-notes/creating-and-editing-box-notes/inserting-images-in-box-notes), and [tables](/en/box-notes/creating-and-editing-box-notes/inserting-and-formatting-tables-in-box-notes) to bring your notes to life * Insert dates with an interactive date picker — type `/date` in the slash menu or select the + icon to add a date to your note * [Use Templates in Box Notes](/en/box-notes/creating-and-editing-box-notes/using-templates-in-box-notes) to make recurring work simple * 4 Ways to Use a Box Note - [Video](https://players.brightcove.net/6232633676001/bVxoAYQdS_default/index.html?videoId=6311013165112) Want to stay organized in Box Notes? Discover more articles on [moving and copying notes](/en/box-notes/staying-organized-in-box-notes/moving-or-copying-box-notes), accessing [recently edited notes](/en/box-notes/staying-organized-in-box-notes/accessing-recent-box-notes), [bookmarking your favorites](/en/box-notes/staying-organized-in-box-notes/using-favorites-with-box-notes), or how to [track changes](/en/box-notes/working-together-in-box-notes/tracking-changes-and-recent-activity-in-a-box-note) and [see version history](/en/box-notes/staying-organized-in-box-notes/tracking-version-history-in-box-notes). Work with notes wherever, with [Box for iOS](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-ios), or [Box for Android](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-android). And stay organized in Box Notes with [Inbox](/en/box-notes/staying-organized-in-box-notes/accessing-box-notes-inbox), [Recents](/en/box-notes/staying-organized-in-box-notes/accessing-recent-box-notes), and [Favorites](/en/box-notes/staying-organized-in-box-notes/using-favorites-with-box-notes). # Printing a Box Note Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/printing-a-box-note To print Box Notes, open the **More Options** menu (the **ellipses** in the upper right corner) and select **Print**. ![Product Notes More Options menu open with Print option highlighted.](https://mintcdn.com/product-docs/8lXyx5j-wSA1mfCm/images/box-notes/v9wf65rvj6561yze116f2ywygylv0dlk.png?fit=max\&auto=format\&n=8lXyx5j-wSA1mfCm\&q=85\&s=7f11b61f545cb88c4ff90e035262f41e) > [!NOTE] > > Printing using your operating system's File menu will not work correctly. This is because most browsers have difficulty determining the location of content within the Box Notes webpage. # Using Code Blocks in Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/using-code-blocks-in-box-notes To enhance your collaboration during code development and review, Box's web app enables you to add code blocks to your Box Notes. In Box Notes, a code block contains a scrollable text field, a language selection field, and a selection to remove the code block. After adding a code block, you can either paste or type code into your code block's text field. Code blocks in Box Notes support the following software languages: * Bash shell * C * C++ * C# * CSS * Dart * Go * HTML * JavaScript * Perl * PHP * PowerShell * Python * Java * R * Ruby * Rust * Scala * SQL * Swift > [!WARNING] > > * After selecting a language for your code block, you cannot select a different language for that code block. > * Box Notes does not support the use of code blocks on mobile devices. As with all content in Box Notes, multiple people can simultaneously edit a code block's contents.\ When someone is working in your code block's contents, Box displays a collaboration icon in the code block's text field identifying the person's user name.\ Collaborators with Read-only permission can view but not edit a code block's contents. > [!NOTE] > > Box Notes does not support the insertion of other Box Note elements — for example, tables, images, call-out boxes, headings, or other code blocks — into code blocks. To learn more about using other Box Notes elements, start [here](/en/box-notes/creating-and-editing-box-notes/introducing-box-notes). **To insert a code block in a Box Note:** 1. Click where you want to insert a code block. Beside the cursor, Box displays **+**. 2. Click **+** then select **Code Block**. 3. Type or paste the code into your code block's text field. **To select a software language for your code block:** 1. In the top-left corner of the code block, click the menu icon. Box displays a drop-down menu. 2. In the drop-down menu, click the software language you want to use. After selecting a language, you cannot select a different language for this code block. **To search for and select a software language for your code block:** 1. In the top-left corner of the code block, click the menu icon. Box displays a drop-down menu. 2. In the **Search Languages** field, type the name of the software language you want to use. As you type, Box displays available languages. 3. Click the software language you want to use. After selecting a language, you cannot select a different language for this code block. **To remove a code block:** 1. In the top-right corner of the code block, click the ellipsis, "**...**". 2. Select **Remove**. **To increase or reduce a code block's height:** 1. Hover your mouse in the code block, then right-click. 2. To increase height, click **Expand**. To decrease height, click **Collapse**. **Adding a Mermaid Diagram** To help with visualizing logic procedures and operations, you can create a Mermaid diagram in several ways: * **From the context menu:** Click the "+" menu and select **Mermaid** directly — the language is pre-selected. * **From a code block:** Add a code block, then choose **Mermaid** from the language dropdown. * **Using Box AI:** Ask Box AI (inline or from the side panel) to generate diagrams and charts for you. You can also highlight a table and ask inline AI to generate a Mermaid pie chart from it. # Using Templates in Box Notes Source: https://docs.box.com/en/box-notes/creating-and-editing-box-notes/using-templates-in-box-notes Templates enable you to quickly create a Box Note using pre-populated content. You can choose from a set of default templates, or use custom templates that you or your team has created. This is useful when you need to create a Box Note using a standard format or structure such as meeting agendas, project plans, or calendars. > [!NOTE] > > Currently, this feature is not available to free Box accounts. ## **Creating a Note Using Templates** You can create a new Box Note from an existing template either in a default Box Notes folder or in the folder in which you are currently active. To create a new Box Note from a template in your default Box Notes folder: 1. In the Box Notes side navigation, next to the **New** button, click the arrow. 2. In the dropdown list that displays, click **Note from Template**. This creates the new note in your default Box Notes folder. Typically the label of this folder is **My Box Notes.** ![create-new-box-note-from-template-first-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/create-new-box-note-from-template-first.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=007b892029bbb5b0c951cbf16a71bbb6) To create a new Box Note from a template in the folder in which you are currently active: 1. In the Box Web App, on the **Files** page, click **New**. 2. In the dropdown list that displays, click **Box Note from Template**. This creates the new note in your currently active folder. ![create-new-box-note-from-template-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/create-new-box-note-from-template.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=2803476bb5d39f2102a37244786b4ff1) **Default Templates** To use one of the default templates provided by Box: 1. Select a template under the **Default** tab. 2. Click **Create**. This creates a new note that uses the template you selected. ![Choose a Template dialog on Default tab; Meeting Agenda template selected with Create button.](https://mintcdn.com/product-docs/8lXyx5j-wSA1mfCm/images/box-notes/zlxa3xjq5sykiad05pnzlfcegp29ktj7.png?fit=max\&auto=format\&n=8lXyx5j-wSA1mfCm\&q=85\&s=3e5c065efc2886f555c821f2677e54f3) **To use a custom template that you have created or in which you are a collaborator:** * Open the **Custom** tab. * Any custom templates accessible to you display in this list. * Select a template from the list and click **Create**. A new note is created using the selected template. > [!NOTE] > > If you cannot find a template that you believe you should have access to, verify that you are a collaborator in the template itself or in the folder in which the template is located. ![Choose a Template dialog on Custom tab; Notes Technical Design Template selected with Create button.](https://mintcdn.com/product-docs/8lXyx5j-wSA1mfCm/images/box-notes/b7gre4w482mhw9ru5ggtttsh6dnwhhzf.png?fit=max\&auto=format\&n=8lXyx5j-wSA1mfCm\&q=85\&s=5d8f31fb1b4b66095abeb2a56dfc5411) Alternatively, you can open the template that you want to use (just as with any Box Note), then, in the top right, click **Use this Template**. ![Use this Template button with more options ellipsis and comments icons in toolbar.](https://mintcdn.com/product-docs/8lXyx5j-wSA1mfCm/images/box-notes/z9k96liwrshaguylzb4em4oyb78h2kn9.png?fit=max\&auto=format\&n=8lXyx5j-wSA1mfCm\&q=85\&s=2044dd9f4a32d9bdae529be878c0c552) A new Box Note is created using the template you have opened. **To use a custom template to which you have received a shared link:** Templates sent via shared link do **not** display in the **Custom** tab of the Template Picker. You must click the shared link you were sent to open the template (just as with any Box Note). Then, in the top right, click **Use this Template**. A new Box Note is created using the template you have opened. ## Creating a Custom Template To create a custom template: * [Create a new Box Note](/en/box-notes/creating-and-editing-box-notes/creating-a-box-note). * Fill this new note with the contents of your template. * Once you are satisfied with your template, open the **More Options** (**...**) menu in the upper right corner and select **Set this as a Template**. This note is now a template. ![Box Note More Options menu with Set this as a Template highlighted.](https://mintcdn.com/product-docs/8lXyx5j-wSA1mfCm/images/box-notes/ww7s8tqxahnw0eebodqatmzxm8yrcx48.png?fit=max\&auto=format\&n=8lXyx5j-wSA1mfCm\&q=85\&s=00adf67cf5bd80cf431c4e9389d2fd25) > [!NOTE] > > * After you have set a Box Note as a template, that Box Note file **is** the template file. If you delete this file, no one can use the template. You may want to move the newly-created template into a specific **Templates** folder, to keep track of where your templates are stored. > * If you would like others in your organization to use this template, verify that they are collaborators [(with any access level)](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) in the template itself, or in the folder in which the template is stored. You can also send coworkers a shared link to the template. This enables them to use the template.  However, templates sent to coworkers via shared link do not display in their **Custom Templates** list. ## Sharing a Custom Template There are a few different ways that you can share a template with a coworker: 1. **Add Collaborators to the Folder Containing the Template** * The best way to ensure a coworker has access to a template is to [add that coworker as a collaborator](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) in the folder containing the template. Collaborators [(with any access level)](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) in the folder containing a template can select the template from the **Custom** tab when creating a Box Note from a template. 2. Collaborators with the **Viewer Uploader, Editor, Co-Owner,** or **Owner** access level also can edit and disable the template. * This method of sharing a template is useful if you want someone to have access to a template in the **Custom** tab, without giving them permission to edit the template. By inviting them into the folder, you have the most granular control over what permissions they have in relation to the template. 3. **Invite to Edit the Template Directly** * To display a template in someone's **Custom** tab when creating a Box Note from a template -- and if you are satisfied with giving that person permission to edit the template -- you can add them as an **Editor** to the template itself (just as with any Box Note). To add someone as an Editor in the Template: * In the upper-right corner, click **Share**. * Select **Invite people to edit.** * Enter the people you want to add as Editors. Note that they can edit and disable the template. If you do not want to assign these permissions to them, we recommend you add them as collaborators to the folder containing the template.  In that way you have more granular control over their permissions. * Once someone has been added as an Editor in a Template, the template displays in their **Custom** tab when creating a Box Note from a template. 4. **Send the Template via Shared Link** * The simplest way to share a template with someone is to send them a shared link to that template. However, templates sent via shared link do **not** display in the **Custom** tab of the Template Picker. To use the template, people must click the shared link to open the template, and then, in the top right, click **Use this Template**. To send a template via shared link: 1. In the upper-right corner, click **Share**. 2. Click **Get Link.** 3. Choose who can access this link. You can choose between **People in your company, People in this folder,** and **People with the link**. 4. Choose what permission level to assign to people who follow the shared link.  Click **Can View** if you give people with the link access to use the template but not edit or disable it.  Click **Can Edit** to give people with the link permission also to edit and disable the template. 5. When you are ready, copy the link provided and send it to whomever you want. **Editing a Custom Template** The creator of a template and collaborators with the **Viewer Uploader, Editor, Co-Owner,** or **Owner** access level can edit existing templates. **To edit a Template:** 1. Open the template you wish to edit. 2. Open the **More Options** (**...**) menu and click **Edit this Template**. ![Template More Actions menu with Edit this Template highlighted.](https://mintcdn.com/product-docs/z0Za9jbMKO7np_ih/images/box-notes/6sel0gtzam7srowzcxloe0133q8tkyne.png?fit=max\&auto=format\&n=z0Za9jbMKO7np_ih\&q=85\&s=6d6eab59e30de96ed5541d8a3b55b7a9) You can now edit the template just as with any Box Note. Your changes are saved automatically. ## **Disabling Specific Templates** The creator of a template and collaborators with the **Viewer Uploader, Editor, Co-Owner,** or **Owner** access level can disable existing templates. **To disable a template:** 1. Open the template you wish to disable 2. Open the **More Options** (**...**) menu and click **Disable this Template**. ![Box Note template More Actions menu with Disable this Template highlighted.](https://mintcdn.com/product-docs/z0Za9jbMKO7np_ih/images/box-notes/379eit2gla4ubm0d8xiytilt6oukymmr.png?fit=max\&auto=format\&n=z0Za9jbMKO7np_ih\&q=85\&s=dc90d00ac9b976898540e0e649008fe7) The template is converted back to a regular Box Note. Alternatively, you can delete the template altogether. However, this means you must recreate the template from scratch should you wish to use it again in the future. # Box Notes in Box for Android Source: https://docs.box.com/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-android Box Notes can be created and edited in the Box Android app. Box Notes are web-based documents and do not require any additional software. Use Box Notes to create, edit, and share ideas in real-time with your collaborators. **Creating Box Notes** To create a new Box Note: * Navigate to the folder where you'd like to create the new Box Note. * Tap the **+** icon from the action menu at the bottom of the screen. * Tap **New Box Note**. * Name your Box Note, then tap **Create**. The note will open automatically. **Editing Box Notes** * Tap the **Edit** icon in the bottom-right to begin typing in your new Box Note. * Use the **toolbar** at the top of the screen to format text. Apply changes to existing text by highlighting it before selecting a formatting option. ![box-for-android-6](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/box-for-android-6.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=465ddbc59846a25d56cdf2db3d29b744) * Tap the **Check Mark** in the upper-left once you are done typing to dismiss the keyboard. * You can leave comments on Box Notes by tapping the **Comment** icon in the upper-right corner. **Sharing Box Notes** Tap the **Share Link** icon at the top of the screen, then tap the **Share link enabled** slider to generate a [shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) to your Box Note. Only collaborators with [access levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) of Editor or Co-owner can make changes to Box Notes. All other collaborators will only have view access. You can choose to send the shared link directly to collaborators via the messaging app of your choice, or copy the link to the clipboard and paste it later. # Box Notes in Box for iOS Source: https://docs.box.com/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-ios Box Notes is available in the Box for iOS mobile application. Box Notes are web-based documents and do not require any additional software. You can use Box Notes to create, edit, and share ideas in real-time with your collaborators. **Creating Box Notes** To create a new note, open the Box for iPhone or Box for iPad application on your device and follow this procedure: * Navigate to the folder where you'd like to create the new Box Note. * Tap the **+** icon in the top right corner. * Tap **Create New Box Note**. A new note will load immediately. ![ios-6](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/ios-6.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=cde9789972c18515270b47281d7eb8bd) * Tap the title to edit and assign a new title for this note. * Start typing in your new Box Note. You can add annotations to your Box Note by highlighting text and tapping the **Annotate** icon in the bottom menu. Tap highlighted text to view annotations left by collaborators. * Tap **Done** to dismiss the keyboard. **Editing Box Notes** Like any other Box document, you can find your notes in the folder where you added the note. You can open and edit your Box Note, and all changes will be saved automatically. While editing your Box Note, use the toolbar at the bottom to change text formatting (screenshot below). Apply changes to existing text by highlighting it before selecting a formatting option. ![ios-7](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/ios-7.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=416e7d59190d69600c73a9a4b9c8a351) To add images to your box note, touch the **image icon** (screenshot above) in the upper right-hand corner and choose the image you would like to add. You can add images from Box, from your iOS library, or you can take a new photo and immediately add it to your Box Note. **Sharing Box Notes** Tap the Shared Link icon![ios-8](/images/box-notes/ios-8.png)in the toolbar at the bottom of your device to generate a [shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) to the Box Note. Only collaborators with [access levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) of Editor or Co-owner can make changes to Box Notes. All other collaborators will only have view access. You can choose to send the shared link directly to collaborators via Email or Messages, or copy the link to the clipboard and paste it later. # Box Notes Notices and Known Limitations Source: https://docs.box.com/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-notices-and-known-limitations ## Support Information Box Notes is supported on the following browsers and versions: * iOS Safari and Chrome * Android Chrome * You can open and view existing Box Notes on mobile browsers. * [Box for Android](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-android): Box Notes is supported on [Android KitKat 4.4](http://www.android.com/versions/kit-kat-4-4/) and higher. ## Reporting Behavior Box Notes are included in Admin Console Reports. * Creating a new Box Note is recorded as **Created** or **Uploaded**. * Viewing a Box Note may be recorded with **File Opened** and may sometimes be accompanied by a **Download**. * Edits (and annotations) made to a Box Note are recorded as **Uploaded**. For edits (Uploaded), the user recorded for the upload is made every 30 seconds; see the Version Behavior section below for details. * Deletes of Box Notes are recorded normally as action **Trash**. ## Version Behavior Box Notes creates a new version of each note in Box every 30 seconds, and lists the author as the person who made the most recent edit. Thus, if two people are making edits simultaneously in a note, the person who made the last edit will be recorded as *uploading* that version. Box provides a complete log of activities in Box Notes upon a request to your Customer Success Manager (CSM) or to [box-notes-log-request@box.com](mailto:box-notes-log-request@box.com) ## Known Limitations * Maximum number of people editing a note at the same time: 30 * Once the limit is reached, any new users will see a snapshot/read only view of the note * Recommended maximum content: * 200 pages of text (about 500,000 characters) * 100 items in a list * Images up to 20 MB * If these limits are exceeded, the product may act unexpectedly, including lag while typing or browser tab crashes. * Shared links to Box Notes that have the "Require Password" option set or that are in folders that have the "Require Password" option set are not supported at this time. In this case, the Box Note will not load. * Box Notes cannot be used in folders that have the Hide Collaborators security property set. * If an admin has the "Restrict content creation" enterprise setting turned on, the new Box Note button will be disabled because Box Notes creates new notes inside a folder at the first-level. * Table object is not editable in Box for Android. * In Full Width Mode, tables will always be full width. To narrow the table, you must narrow the first column. * Copying images from third-party sites to a Box Note is not supported. ## FAQ ### Can you change the location of where newly-created notes are stored? Yes, you can change the default save location for new Notes. To do this, open any existing Box Note. In the lefthand navigation, at the bottom, click the gear icon. From the menu that displays, click **Change Default Save Location**. ![NotesEnhancements-ChangeDefaultSaveLocation.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/notesenhancements-changedefaultsavelocation.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=1b43fa41c2144dd4a7568ec87646d3b4) The **Select a Default Save Location** window opens. Navigate to the folder you want, click its corresponding circle, and then click **Save**. Or, to save your Notes in a new folder, click **New Folder**, type in a folder name, and then click **Create**. ### How do I get to the parent folder of a note? You can click on the name of the parent folder in the left-hand sidebar notes list, in the row of the note. You can also click on the 'More options' menu (looks like 3 dots on the right-hand corner) to also get to the parent folder. ### What does a company need to consider to ensure it works within their firewall? We suggest ensuring these URLs are allowlisted: [Configuring a Firewall for Box Applications](/en/box-admin-tools/box-security/configuring-a-firewall-for-box-applications-and-services) ### What constitutes a 'recent' note? What factors / date range make a note display in the new sidebar? When you create or open a note, it is added to your recents list. We display the 1000 most recent notes. ## License Information See [license information](https://www.box.com/legal/acknowledgements) for software used by Box Notes. # Using Box Notes on Different Devices Source: https://docs.box.com/en/box-notes/installing-and-deploying-box-notes-apps/using-box-notes-on-different-devices You can work with your notes wherever, with our web and mobile apps. Read on for more details! ## Find out more about the apps you want to use * [Box for iOS](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-ios) * [Box for Android](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-in-box-for-android) Or learn more about [Box Notes Notices and Known Limitations](/en/box-notes/installing-and-deploying-box-notes-apps/box-notes-notices-and-known-limitations). # Accessing Box Notes Inbox Source: https://docs.box.com/en/box-notes/staying-organized-in-box-notes/accessing-box-notes-inbox Your Box Notes Inbox enables you immediately to see which Box Notes have been recently edited by collaborators. To view your Box Notes Inbox, in the lefthand navigation in any Box Note click the Inbox icon (![inbox-icon-box-notes-png](/images/box-notes/inbox-icon-box-notes.png)). Any Box Notes updated since the last time you opened Box Notes are pushed to the top of the list and display with a blue dot. The Inbox icon also displays the number of updated Box Notes you have not viewed yet.  After you view these Box Notes, the blue dot and number no longer display. ![box-notes-inbox-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/box-notes-inbox.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=b1df293dd621a96589c6162fe5869034) # Accessing Recent Box Notes Source: https://docs.box.com/en/box-notes/staying-organized-in-box-notes/accessing-recent-box-notes The left hand sidebar in Box Notes lets you access recently opened Box Notes quickly and easily. The sidebar is collapsable. To open it, click the ![rkau0cndjxktr9elzewbh2mpc8pi6prf](/images/box-notes/rkau0cndjxktr9elzewbh2mpc8pi6prf.png) icon in the upper left corner. To close it, simply click the icon again. To view a list of recently opened Box Notes, click the **clock icon** in the sidebar. By default, the **Recent Notes** list displays your most recently accessed Box Notes. # Moving or Copying Box Notes Source: https://docs.box.com/en/box-notes/staying-organized-in-box-notes/moving-or-copying-box-notes To move or copy a Box Note: * Open the **More Options** menu (**ellipses** in the upper right corner) and select **Move or copy this note**.![Product Notes More Options menu with Move or copy this note highlighted in red.](https://mintcdn.com/product-docs/8lXyx5j-wSA1mfCm/images/box-notes/ypabb3wo1wwrub4yblfa1jjbqejui764.png?fit=max\&auto=format\&n=8lXyx5j-wSA1mfCm\&q=85\&s=8a242f9512a6add5e8a67fa207a46da0) * In the window that appears, select a destination folder by clicking the bubble beside its name. If you **do not** select a folder, the file will be moved or copied into the folder that you are currently viewing. ![Move or copy Product Notes dialog; Team Meetings folder selected with Move and Copy buttons.](https://mintcdn.com/product-docs/S7YEON1MH5lHfCKo/images/box-notes/25s46iyuqa9q0tg7oxbj0grfoggtac5q.png?fit=max\&auto=format\&n=S7YEON1MH5lHfCKo\&q=85\&s=34f9ac20831f7a4648cd3bda59fc6c71) * Alternatively, you can create a new folder (inside the folder you are currently viewing) by clicking **New Folder**. * Click **Move** or **Copy** to complete the action. # Opening or Searching for Box Notes Source: https://docs.box.com/en/box-notes/staying-organized-in-box-notes/opening-or-searching-for-box-notes In the Box Notes web interface, you can open or search for any Box Note that you have access to. **Opening Box Notes** 1. From your **Files** page, in the lefthand navigation select **Notes** to open your default Box Notes folder. 2. Select the folder icon in the upper left corner of the toolbar. 3. In the window that opens, select the Box Note you would like to open by selecting the bubble beside its name. You can also search for a Box Note using the search bar in the pop-up. Select **Choose** when you have selected a Box Note. To return to a previously opened Box Note, access it from your [Recents](/en/box-notes/staying-organized-in-box-notes/accessing-recent-box-notes). **Searching Box Notes** Box Notes includes a redesigned quick search with improved results to help you find notes faster. 1. Select the search icon in the upper left. 2. Enter your search terms in the search bar that displays. Results update as you type, surfacing the most relevant notes. 3. Select a result to open that note. # Organizing Your Box Notes Source: https://docs.box.com/en/box-notes/staying-organized-in-box-notes/organizing-your-box-notes Making a note is easy. Finding and working with your notes should be easy too! See what's been edited or viewed recently, and bookmark your favorite notes — all in one place. ## Stay organized in Box Notes * [Opening or Searching for Box Notes](/en/box-notes/staying-organized-in-box-notes/opening-or-searching-for-box-notes) to find the notes you've been working on * [Moving or Copying Box Notes](/en/box-notes/staying-organized-in-box-notes/moving-or-copying-box-notes) to put notes where they belong * [Accessing Box Notes Inbox](/en/box-notes/staying-organized-in-box-notes/accessing-box-notes-inbox) to see what's been edited recently * [Accessing Recent Box Notes](/en/box-notes/staying-organized-in-box-notes/accessing-recent-box-notes) to see what notes you've opened * [Using Favorites with Box Notes](/en/box-notes/staying-organized-in-box-notes/using-favorites-with-box-notes) to quickly access the notes you reference the most * [Tracking Version History in Box Notes](/en/box-notes/staying-organized-in-box-notes/tracking-version-history-in-box-notes) to see what's changed # Tracking Version History in Box Notes Source: https://docs.box.com/en/box-notes/staying-organized-in-box-notes/tracking-version-history-in-box-notes While you're working in Box Notes, we automatically save your changes as a new version roughly every 5 minutes or at the first update after at least 5 minutes of inactivity. You can access past versions of a Box Note by clicking the **More Options** menu (the **ellipsis** in the top right corner), then clicking **Version History**. ![ellipsis-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/ellipsis.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=ff53452f2b3367ba973d760c4ee2da9d) A version history panel will open to the right of your Box Note with the current version at the top of the list. For each version, you will be able to see the date and time the version was saved and the editor associated with that version. ![version-history-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-notes/version-history.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=b4beecc1667e410c6e5d8242cbaefd6a) You can select any past version to view it, and you can click **Restore** for any of the past versions listed to make that version current. This action will not cause any history to be lost. The restored version will be added on to the existing version history as the current version. # Using Favorites with Box Notes Source: https://docs.box.com/en/box-notes/staying-organized-in-box-notes/using-favorites-with-box-notes The left hand sidebar in Box Notes lets you access favorited Box Notes quickly and easily. The sidebar is collapsable. To open it, click the ![rkau0cndjxktr9elzewbh2mpc8pi6prf](/images/box-notes/rkau0cndjxktr9elzewbh2mpc8pi6prf.png) icon in the upper left corner. To close it, simply click the icon again. **View Favorites** To view a list of favorited Box Notes, click the **star icon** in the left hand sidebar. **Mark a Box Note as a Favorite** To mark a Box Note as a favorite, open the **More Options** (**...**) menu in the Box Note that you'd like to favorite, then select **Favorite**. Alternatively, you can locate the Box Note in the Recent Notes sidebar and click the **star icon** beside its name. # Comments and Annotations in Box Notes Source: https://docs.box.com/en/box-notes/working-together-in-box-notes/comments-and-annotations-in-box-notes You can comment on a Box Note, or select to highlight any portion of a note and annotate that portion. Each time someone comments on or annotates a file, Box sends email notifications to anyone who owns or has joined the folder that contains the file. This makes it easier for teams to work together and provide quick feedback. ## Annotating a Box Note 1. Select to highlight the text you want to annotate. 2. Click the annotation icon. ![Selected text toolbar with Box AI icons; red arrow points to the text prompt icon.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-notes/selected-text-toolbar-box-ai.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=89af9d69f6ba71aea2e808b393930f83) 3. Enter your feedback. 4. Click **Post**. The text you’ve annotated is highlighted with a yellow background.  Your annotation displays whenever someone else hovers over the highlighted text.  Text with multiple annotations is highlighted in a brighter, deeper yellow. > [!NOTE] > > Only collaborators with editor or co-owner access can annotate a Box note. You can also respond to an existing annotation: 1. Hover over the existing annotation 2. Click **Reply**. Your text is appended to the existing annotation, and your response prompts Box to send out another email notification. You can also leave a comment on the entire document. To do this: 1. In the top right, click the **Comment** icon to open the Comments sidebar. 2. Enter your comment 3. Click **Post.** You can delete any Box Note comments that you added. To delete a collaborator's comment on a Box Note you own, use the Box API. Any user with edit access to a Note is now able to: * Edit a comment after posting it (only editing your own comments is possible). * Copy a link to a specific comment and share it with someone (so entering such a link will immediately scroll to proper comment). **@Mention** You can use @mentions to tag someone in the Box Note. 1. Type the @ symbol, followed by the name or email of the people you want to tag. 2. Depending if the user is internal or external, you can: a. Invite b. Share a link 3. Select permission level a. Editor b. Viewer Once selected, the user you added will have access to the Box note and be sent an email notification, depending on that user’s permission settings. ![Box Note @mention dropdown with Editor or Viewer permission options for Box User.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-notes/box-note-mention-dropdown-editor.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=c7bd9386b08c1178d2a490eabff073e0) > [!NOTE] > > To receive notifications when a file has been annotated or commented upon, you must enable your notification settings for comments for either **In Items I Own** or **In Items I've Joined**. [More information on folder settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings#email-and-notifications-settings). ## Replying to annotations You can add a reply to an existing annotation. Nested replies--a reply to a reply and so on--are not supported. **To reply to an annotation:** 1. In the **Comments** panel, click the annotation, or click the highlighted commented text in the Note. 2. Click **Reply**. 3. In the **Write a reply...** field, enter your response. 4. Click **Post**. ## Notifications When you @mention someone within an annotation, Box sends an email and a Box notification to that person. The email and Box notification contain a link to the annotation on the board, where threaded replies are displayed. ## Editing an annotation You can edit replies you own at any time. When you edit an annotation, Box adds the *Edited* label to the annotation. The email and Box notification contain a link to the annotation on the board, where threaded replies are displayed. **To edit an annotation:** 1. Adjacent to the annotation, click the ellipsis (**...**) button. 2. Click **Modify**. 3. Enter and edit the annotation. 4. Click **Update**. ## Deleting an annotation You can delete annotations you own at any time. When you delete the top level annotation or global comment, the replies attached with it are deleted. **To delete an annotation you own:** 1. Adjacent to the annotation, click the ellipsis (**...**) button. 2. Click **Delete**. 3. Confirm the deletion by clicking **Delete**. ## Resolving an annotation Annotations are in either an Unresolved or Resolved status, and can be resolved by anyone.  Resolved annotations can be reverted back to Unresolved status. Individual replies within an annotation cannot be resolved. **To resolve an annotation:** 1. Adjacent to the annotation, click the ellipsis (**...**) button. 2. Click **Resolve**. Box displays the *Resolved* badge in the annotation. **To restore an annotation to an Unresolved state:** 1. Adjacent to the annotation, click the ellipsis (**...**) button. 2. Click **Unresolve**. Box removes the *Resolved* badge in the annotation. ## Filtering annotations You can filter annotations, and their threaded replies, based on: * **All** * **Unresolved** * **Resolved** The default is **All**. The setting you select is cached at the file level, so Box applies the last-used filter on a particular Note file in subsequent visits. Box sorts filtered replies in ascending order, from top to bottom, based on the date and time of the top-level annotation or global comment. **To filter annotations:** at the top of the **Comments** sidebar, click the type of filter you want. Box displays the filtered comments, annotations, and threaded replies. > [!NOTE] > > To receive notifications when a file has been annotated or commented upon, you must enable your notification settings for comments for either "**In Items I Own**" or "**In Items I've Joined**". [More information on folder settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings#email-and-notifications-settings). # Overview of Collaboration in Box Notes Source: https://docs.box.com/en/box-notes/working-together-in-box-notes/overview-of-collaboration-in-box-notes Working with teams is core to Box Notes – whether brainstorming with coworkers, taking meeting notes you share with partners, or the project plans you're working on with customers, real-time collaboration is an essential part of how we work. ## Get started working together in Box Notes * [Share Box Notes](/en/box-notes/working-together-in-box-notes/sharing-your-box-notes) with your teams securely * [Tracking Changes and Recent Activity in a Box Note](/en/box-notes/working-together-in-box-notes/tracking-changes-and-recent-activity-in-a-box-note) to keep track of your team’s progress * [Use comments and Annotations in Box Notes](/en/box-notes/working-together-in-box-notes/comments-and-annotations-in-box-notes) to build on each other’s ideas # Sharing Your Box Notes Source: https://docs.box.com/en/box-notes/working-together-in-box-notes/sharing-your-box-notes There are three common ways to share your Box Notes with collaborators: 1. Generate a **View-only Shared Link** if you would like to give someone quick read-only access to the document. 2. Generate an **Edit Shared Link** if you would like to give someone the ability to edit the Box Note. 3. If you would like others to be able to edit your Box Note, you can [add them as collaborators](/en/box-fundamentals/for-users/getting-started/collaborate-on-files) to an individual Box Note, without inviting them to the Box Note's containing folder. ## To share your Box Note Click the Share button in the upper-right. Three options will be displayed: ![box notes - 3.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/box-notes-3.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=edca0155e532f15c9060e0115ae6ced7) 1. Click the first option (**Get Link**) to see a shared link to your file. You can choose whether the recipient of the link: 1. **Can View** ([Viewer permissions](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels)) 2. **Can Edit** ([Editor permissions](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels)). Be aware that marking the link **Can Edit** will allow recipients to view the version history of the note. ![box notes share modal.png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/box-notes-share-modal.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=06f8cc469e2a76a1224f157668ee8600) 2. Use the second option (**Invite people to edit**) to invite collaborators to edit a single Box Note specifically. Simply enter a name or email address and click **Send Invites**. Invited collaborators will receive an email invitation to collaborate, just like when invited to collaborate on a folder. They will be added to the file with the access level **Editor**, and will only have access to the Box Note, not its containing folder. The shared Box Note will appear in the collaborator's **Files** page. It can be renamed, but not moved or deleted. 3. Click the third option (**Manage people**) to view a list of all of the collaborators in a particular Box Note. This list will include any collaborators in the containing folder as well. From here, you can add and remove collaborators, as well as manage their access levels. > [!NOTE] > > Box Notes will continue to inherit all folder settings regarding collaboration as well. Inviting collaborators to edit a single Box Note will not prevent collaborators at the folder level from being able to edit the Box Note as well. Different types of Box users have the following abilities: * Users can disable Edit Shared links in the [Sharing tab](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#sharing-tab) of their Account Settings using the **Link Viewers Can** setting in the **Shared Links.** Choose the option "Preview the shared item only" to disable Edit Shared Links. * Administrators can choose the default access level for shared links or disable Edit Shared Links option in the [Content and Sharing](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) tab of their Enterprise Settings. If your Admin has disabled Edit Shared Links, you will not see the **Can View/Can Edit** drop down. * Anonymous Box users will not be able to edit Box Notes, even using an Edit Shared Link. Users must log into Box to edit. * Shared links to Box Notes that have the "Require Password" option set or that are in folders that have the "Require Password" option set are not supported at this time. In this case, the Box Note will not load. Multiple collaborators can make changes to Box Notes, simultaneously, without worrying about version control or overwritten content. Identifier icons follow each collaborator as they make changes or select text to annotate throughout the document. Identifier icons are usually a user’s profile picture, but, in the absence of profile pictures, a user’s initials are represented graphically. ## Modifying Shared Links You can also modify the view or edit options after a shared link has been sent. Simply open the Shared Link options and change the setting to **Can Edit**. But beware that all users who can access this link will also be able to edit. If you want to adjust permissions for different users of the same link, use [Collaborator permission levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) at the folder level instead. # Tracking Changes and Recent Activity in a Box Note Source: https://docs.box.com/en/box-notes/working-together-in-box-notes/tracking-changes-and-recent-activity-in-a-box-note Box Notes Differences, Presence and Collaboration Cursors make it easier to see what's specifically changed in a particular Box Note, and who's been active there. ## Tracking Changes with Differences We've made it easy to keep track of changes made by other collaborators. When you open a Box Note that has been modified, any additions made since the last time you viewed the Box Note will be highlighted in purple. ![tracking-changes-with-differences-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-notes/tracking-changes-with-differences.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=af2f0f256ca8778fa494543d9bff50ac) To hide these highlights, click the **highlighter icon** in the upper right corner, and then click the icon again to unhide the changes. ## Tracking Recent Activity with Presence You can keep track of who has viewed or edited a Box Note by clicking on any collaborator's badge (their profile picture or initials), displayed in the upper right. This will open the Recent Activity tab, where you will see a list of collaborators, sorted by when they last viewed or edited the Box Note. Note that if a collaborator has been invited to the Box Note, but has never opened it, they will not appear in this list. ![recent-activity-with-presence-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-notes/recent-activity-with-presence.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=ca3982518f112e85be48a5299d9935ca) ## Tracking Recent Edits with Collaboration Cursors You can see where other collaborators are working in the file. When someone's editing a Box Note you're viewing, a colored cursor displays the editor's name and icon on hover next to their current edit. Each time a collaborator moves a cursor, Box updates the location of the cursor. ![collaboration-cursors-png](https://mintcdn.com/product-docs/w-T_6NPwQG7Ze9eT/images/box-notes/collaboration-cursors.png?fit=max\&auto=format\&n=w-T_6NPwQG7Ze9eT\&q=85\&s=ddccce9a864bc16ef1dc0400ada42aa4) # About Box Relay Source: https://docs.box.com/en/box-relay/about-relay/introducing-box-relay Box Relay is a workflow automation application that enables Box power users easily to automate and accelerate business processes centered around content. Use Relay's straightforward interface to build a workflow to facilitate content collaboration and automate vital business processes. Create a new workflow from scratch, or choose from a large number of pre-built workflow templates to help you get started right away.  You can monitor and track workflow progress in real-time, so you can see who has approved a given document, and who still needs to review it. Meanwhile, those to whom you’ve assigned specific tasks in turn can be notified directly to review, edit, and comment on their assignments. You can only create workflows that involve folders you own, co-own, or edit. ![relay-allworkflows-69505-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-allworkflows-69505.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=deb8f10488f4b64001427436efc846e7) Box Relay is built natively on Box, so it’s also fully auditable and meets the compliance requirements of enterprise-grade software. To take full advantage of the Relay's capabilities, look for processes that typically involve: * multiple users * multiple steps * the use of metadata * advanced routing logic * status visibility and reporting Examples of such processes include: * contract approvals * content collaboration * budget approvals * new employee on-boarding Box Relay also enables you to work seamlessly with teams outside your company, so you can streamline processes with your contractors, vendors, and customers without sacrificing security. For more information about getting started with Relay, see the section about [building basic workflows](/en/box-relay/building-basic-workflows). # Relay Features in Box Business Plans Source: https://docs.box.com/en/box-relay/about-relay/relay-features-in-box-business-plans With a growing list of available Relay features, you can do so much more than manage your workflows, as you can now schedule workflows, provide multi-step outcomes, and access ready-made workflows from Box. All Box Relay users can now: * Manage file, folder, task, events and actions as triggers and outcomes * Dynamically generate custom documents * Leverage Box Forms submissions to generate documents, name folders, and enrich metadata * Schedule Workflows * Start Manual Workflows * Configure multi-step outcomes * Integrate File Requests * Select from Box-published workflow templates If you are an enterprise user, you have access to advanced features such as customizing your workflows. Enterprise users can: * Manage metadata events and actions as triggers and outcomes * Build custom workflows templates * Includes using dynamic naming with metadata attributes in a current file or folder workflow. * Automate classification (with Box Shield) * Transfer Workflow Ownership Enterprise Advanced users can: * Automate business process workflows end-to-end using Box Forms submissions, Box Doc Gen templates, and Box Sign signature request outcomes * Use the data gathered from Box Forms submissions to generate documents, name folders, and enrich metadata * Dynamically generate documents based on the Box Forms data, workflow variables, and more * Automatically send documents that have been generated with Doc Gen for signature or approval in Box Sign For a comprehensive look at the available features based on customer tiers, see the chart below: | | | | | | - | - | - | - | | Feature | Business Plans (Business, Business Plus) | Enterprise Plans (Enterprise, Enterprise Suites, Enterprise Plus) | Enterprise Advanced | | File events and actions | ✔ | ✔ | ✔ | | Folder events and actions | ✔ | ✔ | ✔ | | Task events and actions | ✔ | ✔ | ✔ | | Sign events and actions | ✔ | ✔ | ✔ | | Manual Start Workflows | ✔ | ✔ | ✔ | | Multi-step Outcomes | ✔ | ✔ | ✔ | | Notifications and Reminders | ✔ | ✔ | ✔ | | Activity and history reporting | ✔ | ✔ | ✔ | | File Request Integration | ✔ | ✔ | ✔ | | Box-Published Workflow Templates | ✔ | ✔ | ✔ | | Scheduled Workflows | ✔ | ✔ | ✔ | | Dynamic file/folder naming | ✔ | ✔ | ✔ | | Metadata events and actions | | ✔ | ✔ | | Custom Workflows Templates | | ✔ | ✔ | | Automated Classifications | | ✔ | ✔ | | Transfer Workflow Ownership | | ✔ | ✔ | | Box Forms Integration | | | ✔ | | Box Doc Gen Integration | | | ✔ | | Box Sign Signature Request Outcome | | | ✔ | For additional information on workflows, tasks, and events, refer to the [Box Relay FAQ](https://support.box.com/hc/en-us/articles/360043695134-Box-Relay-FAQ). # Enabling Box Relay for your Organization Source: https://docs.box.com/en/box-relay/administering-and-configuring-relay/enabling-box-relay-for-your-organization By default, Relay is enabled only for your Box admins and co-admins and disabled for everyone else. As an admin or co-admin, you can in turn: * Enable Relay for everyone in your organization. * Enable Relay only for individuals or groups you designate (that is, creating an Allow List). * Enable Relay for everyone except individuals or groups you designate (that is, creating a Deny List). People you enable can create workflows on any folder they own, co-own, or edit. **To enable Box Relay for your managed users**: 1. From your admin console, go to **Enterprise Settings** > **Content and Sharing** tab. 2. Scroll down to the **Relay** section. 3. Configure who can use Relay, who can create workflows, and who can publish workflow templates. See the [Relay](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#relay) section in [Enterprise Settings: Content & Sharing Tab](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab) for details. 4. Click Save. For the people you enabled Relay for, a link to Relay displays in the lefthand navigation of their Box Web app home page. ![enabling-box-relay-for-your-organization2-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/enabling-box-relay-for-your-organization2.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=5a39cd74d6261767b83c56151b87eb33) > [!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 Box 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.](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups) > * Also, even if you disable Relay for all managed users in your enterprise, admins and automations co-admins still have Relay - that is, regardless of this setting, admins and automations co-admins always have Relay. > * To make File Request available as a workflow trigger option, [verify File Request is accessible](/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request) in your organization. > * If an individual who has created workflows leaves the organization, you can transfer their workflows and their content to someone else.  To do this, from your Admin Console, navigate to **Users and Groups**, select the user you want to delete, and then go to the **Edit User Account Details** section to delete the user and transfer their content and workflows. # Reporting on Relay Usage in your Organization Source: https://docs.box.com/en/box-relay/administering-and-configuring-relay/reporting-on-relay-usage-in-your-organization As an admin, you can generate a usage activity report on Relay. This report shows who has created, modified, or deleted a workflow in your organization. You can view the report directly when you run it, and/or export it as a .csv file to your default reports folder in Box. **To view who has created, edited, or deleted workflows:** 1. From your admin console, go to **Reports** > **Create Report** > **User Activity**. 2. Using the righthand scrollbar, scroll down to the **Relay** section. ![reporting-on-relay-usage-in-your-organization1-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/reporting-on-relay-usage-in-your-organization1.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=bb842fa43de659737e7e8a0875e91350) * To see everyone who’s either created, edited, or deleted a workflow, check **Relay** and then, in the top-right portion of the screen, click **View**. The report displays. * To see only people who’ve performed one or two of those actions, leave **Relay** clear, check the corresponding box or boxes, and then click **View**. The report displays. 3. To export the report as a .csv file click **Run**. (You can do this either before or after you view the report.) Box uploads the report to the default Reports folder in your Box user account. ![reporting-on-relay-usage-in-your-organization2-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/reporting-on-relay-usage-in-your-organization2.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=232d785915fd42575d5d725a70dca704) # A Sample Workflow - Marketing Campaign Budget Approval Source: https://docs.box.com/en/box-relay/building-basic-workflows/a-sample-workflow-marketing-campaign-budget-approval Below is a sample Relay workflow that automates the process of reviewing and approving the budget for a marketing campaign. You can easily customize and apply this workflow to any process in your organization that involves a review-and-approval cycle and moving content between target folder locations. In this example, the marketing team identifies the need for a marketing campaign and assembles a proposal. Then: * A team member submits the proposal to marketing leadership for approval. * Marketing leadership reviews and approves the proposal and sends it to finance for approval. * Finance reviews and approves the proposal budget. * The fully-approved proposal moves to an "approved” folder, and the marketing team can begin working on the campaign. ![demo-01-campaign-flow-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/demo-01-campaign-flow.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=9f0b5a137a480ca2e6796ddb3edf697a) Now let's build this workflow in Relay. Despite the seemingly large number of steps listed here, when you become comfortable with using Relay you can create a workflow such as this in a matter of minutes. Starting things off: Establishing and naming a new workflow. To do this: 1. Open your Box **Files** page. In the lefthand navigation, click **Relay** to display the **Workflows** page. 2. Click **New Workflow**. The **Workflow Builder** page displays. 3. In the **Untitled Workflow** box, enter the name of the workflow – in this case, call it ***Marketing Campaign Budget Approval***. 4. In the **Add a description** box, enter text that clearly explains the intent of this workflow. ![relay-sampleworkflowdescription-69726-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-sampleworkflowdescription-69726.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=2e58e8ab76803033381441fe5dac6cef) Now specify the trigger – the event that starts off this workflow. To do this: 1. Under **What starts this workflow?** click **A File Event**. ![relay-marketing-campaign-budget-approval-trigger-file-event-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-marketing-campaign-budget-approval-trigger-file-event.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=63de82989ce37680ff102c454d8e1423) 2. Under **What type of file event?** click **New Upload**. ![relay-marketing-campaign-budget-approval-trigger-file-event-new-upload-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-marketing-campaign-budget-approval-trigger-file-event-new-upload.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=b584858fbf68bea8baccb599f3bb7a51) 3. Under **In what folder will this event occur?** click the box and then click **Select a folder from Box**. The **Select a folder to act on** box displays. ![select-a-folder-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/select-a-folder.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=657094a6054a95e5c6e7f76b277c2c0a) 4. From the list of folders that displays, select **Marketing Campaign Proposals – REVIEW** and click **Select**. ![relay-selected-folder-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-selected-folder.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=0ae8735079c6a699909eca4a5e061a4f) That's it. In just a few clicks, you’ve instructed Relay, if a file is uploaded to the **Marketing Campaign Proposals – REVIEW** folder, to immediately run the **Marketing Campaigns Budget Approval** workflow. Now create the outcome you want to result from the trigger event. To do this: 1. Click **Add Metadata** in the **Outcome 1** box. ![outcome-1-add-metadata-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/outcome-1-add-metadata.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=7b0e96e11e817964be83d1bde9d28168) 2. Click the **Select a file** box, then click **The file that triggered the flow**. ![select-file-that-triggered-flow-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/select-file-that-triggered-flow.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=7c919e82b14249f03db2069dd95ec2b9) 3. Under **What metadata template would you like to apply?** click the box to display your list of metadata templates. Then click the template you want -- in this case, the **Marketing Campaign Details** template. ![add-metadata-template-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/add-metadata-template.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=ecefc74a51b939fdebcf169badc4387b) This means Relay is automatically applying the metadata template to every file that is uploaded into the **Marketing Campaign Proposals – REVIEW** folder. Now it's time to involve your first reviewer. To do this: 1. Click **+ Outcome**. The **Outcome 2** box displays. * Adding outcomes is how you can string together a long chain of events in a complex workflow. 2. Click **Assign a Task**. ![relay-sampleworkflowassigntask-69726-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-sampleworkflowassigntask-69726.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=7df4faa859914a7cb85122f3bec2f67b) 3. Under **What type of task would you like to assign?** click **General Task**. 4. Under **What are the task details?** click the **Assignee(s)** box and begin typing in the name of the assignee you want. When their name displays, click the name. ![relay-sampleworkflowassignee-69726-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-sampleworkflowassignee-69726.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=128ba20923a17d347e4651a8c0d464b1) 5. In the **Message** box, type in clear instructions for the assignee – in this case, to update the metadata values in the marketing template. ![demo-17-outcome-2-task-assignee-message-medium-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/demo-17-outcome-2-task-assignee-message-medium.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=a4f8959cb6a2892e6fdc67198767ef20) 6. Under **Assign the task to a file**, click the box and then click **The file that triggered the flow**. ![demo-18-outcome-2-related-file-medium-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/demo-18-outcome-2-related-file-medium.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=3a016eae22d3df47932ea4a737752281) Once again, this means that each time a file is uploaded to the folder you’ve specified, the person you’ve just assigned is alerted to update the metadata on that file. This is the beginning of your approval chain. Now move the proposal further along your approval chain. To do this: 1. Click **+ Outcome**. The **Outcome 3** box displays. 2. Click **Assign a Task**. 3. Under **What type of task would you like to assign?** click **Approval Task**. 4. Under **What are the task details?** click the **Assignee(s)** box and begin typing in the name of the assignee you want. When their name displays, click the name. 5. In the **Message** box, type in clear instructions for the assignee – in this case, to review and approve the campaign proposal. ![demo-19-alt-task-assignee-medium-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/demo-19-alt-task-assignee-medium.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=375bbcf3e64a89e8a138e017bb17c3e5) 6. Optionally, if this task is time-sensitive, provide a deadline. To do this, under **Time to complete**, type in the number of **Days** and/or the number of **Hours**. In this case, in the **Days** box, type 2. In this case, if after two days the assignee has not approved this proposal, Relay changes the status of this workflow to **Overdue**, and notifies the assignee that the task is overdue. 7. Under **Assign the task to a file**, click the box and then click **The file that triggered the flow**. ![demo-20-take-2-time-and-related-file-medium-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/demo-20-take-2-time-and-related-file-medium.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=701d7b2e047bdf0a8e49ba00a48457d3) Now get Finance to approve the proposal. To do this: 1. Click **+ Outcome**. The **Outcome 4** box displays. 2. Click **Assign Task** > **Approval Task**, and as you’ve just done before, select an assignee, type in any relevant instructions and, optionally, a deadline, and identify the related file. ![demo-21-outcome-4-all-filled-out-medium-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/demo-21-outcome-4-all-filled-out-medium.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=8ccf0867a67994e3e278c3ced64ec45c) Now identify the last outcome – what should happen when the proposal receives its final approval. 1. Click **+ Outcome**. The **Outcome 5** box displays. 2. Under **What is the next action?** click **A File Action**. 3. Under **What type of file action?** click **Move**. 4. Under **What file should be moved?** click **The file that triggered the flow**. ![demo-22-outcome-5-file-moved-medium-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/demo-22-outcome-5-file-moved-medium.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=a9a7014ec511165a9463c0268b60bf40) 5. Under **Where should the file be moved to?** click the box, then click **Select a file from Box.** ![demo-23-outcome-5-where-file-moved-to-medium-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/demo-23-outcome-5-where-file-moved-to-medium.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=63e42d194cfc6713e6b85dae68edabd5) 6. When the **Select a folder to act on** box displays, next to the folder you want, click the button and then click **Select**. You’ve just instructed Relay to upload the completely approved file to the Marketing Review folder. ![demo-24-select-file-folder-to-act-on-medium-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/demo-24-select-file-folder-to-act-on-medium.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=5da497836be89f2a71247f3dd315380c) For the entire time you're building your workflow, Relay displays the flow, in linear fashion, down the lefthand side of your screen. Here is the flow you've just completed: ![relay-sampleworkflowflowcomplete-69726-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-sampleworkflowflowcomplete-69726.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=bb347040ff745d44e3e01794c2e11bf0) This at-a-glance view makes it easy for you to see what you're building, and identify whether it is in fact what you want or if you've made an error or omitted a step. If the workflow matches what you are envisioning, you have one more choice to make. You can either: * Save the workflow as a draft -- OR -- * Activate it. To activate your workflow: 1. Click **Activate**. 2. Return to your **Workflows** page. The workflow you just created displays as orange (that is, active). Now the workflow runs each time someone drops a file into the designated folder. ![demo-26-workflow-activated-medium-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/demo-26-workflow-activated-medium.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=4f227dc564f7e90fdc2a9b41f4694e04) # Creating a New Workflow in Relay Source: https://docs.box.com/en/box-relay/building-basic-workflows/creating-a-new-workflow-in-relay Box Relay enables you to automate almost any business workflow centered around content, from the most simple to the highly-complex. Leveraging a no-code builder, anyone can build, manage, and track their business processes directly in Box. With a simple design interface, you can automate sequential or parallel processes and assign tasks to anyone, including external users. Creating a workflow encompasses four procedures: 1. Establishing and naming your workflow 2. Establishing the triggering event 3. Specifying one or more outcomes 4. Saving or activating the workflow Along the way you have many options to customize your workflow to your precise needs. You can also create workflows with multiple procedures that execute either sequentially, such as a standard contract approval process, or simultaneously, such as a content review process in marketing. > [!NOTE] > > Box also provides a robust [set of pre-built workflow templates,](/en/box-relay/building-basic-workflows/using-templates-to-build-workflows-quickly) appropriate for a range of business lines, that you can modify as you see fit.  You may wish to try using a template to more quickly familiarize yourself with workflow components, and to get started right away. > [!TIP] > > When you're comfortable creating workflows, you may also wish to begin [sharing your workflows as customized templates](/en/box-relay/building-enhanced-workflows/creating-and-using-your-own-custom-workflow-templates) for others throughout your organization to use. ## Establishing and naming your workflow **To create and name your workflow and your first flow** 1. In the left-hand navigation, click **Relay**. Box displays the **Relay** page. 2. In the top-right portion of the screen, click **New workflow.** ![relay-new-workflow-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-new-workflow.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=957f4874803604f7306a64f5a0d02e68) 3. The **Workflow Builder** page displays. Name and describe your workflow. To do this: 1. In the upper-left portion of the screen select **Untitled Workflow**. Overwrite with the name you want. ![relay-my-new-workflow-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-my-new-workflow.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=b00d049fede0bd1e197b2eb13297cc1c) 2. Tab or click into the **Add a description** field and enter a description. Be specific. ![relay-newworkflowdescription-69552-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-newworkflowdescription-69552.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=92d0620eaddb86f5ee246d529c5d26b5) 4. Name this specific flow. To do this: 5. Toward the top of the **Workflow Builder** page, click **Flow 1**. The **Flow 1** box displays. ![relay-flow-1-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-flow-1.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=074e04ad3e4e9bf1121b269c80e90f20) ![relay-approval-flow-1-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-approval-flow-1.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=3303a5edfdbfda43c4f0f96a8f6c4f46) 2. Type in a specific name for this flow. Then click anywhere outside the **Flow** box. > [!WARNING] > > You can only create workflows that involve folders you own, co-own, or edit. If you specify a folder you do not own, co-own, or edit, Relay displays the following message: > *You do not have sufficient permissions on a file or folder in this workflow.* > > Contact your Box Admin to change the Relay setting to allow editors to build workflows. > [!TIP] > > Be specific in your workflow description. As you continue to use Relay and the number of workflows proliferates, it may become difficult to distinguish them unless your description provides an at-a-glance summary of workflow context and intent. You can easily view whether you have included a description with your workflow; in the **Workflows** screen, workflows with descriptions display with an **i** symbol. ## Establishing the triggering event **To establish the triggering event** 1. Under **What starts this workflow?** click the type of trigger event you want to begin the workflow. * To trigger the workflow when there’s a file action, such as a file upload, share, or deletion, or a watermark or security classification applied, click **A File Event**. * To trigger the workflow when there’s a folder action, such as folder creation or a folder move or share, click **A Folder Event**. * To trigger the workflow when there’s a change in file metadata, such as an attribute that’s been added, updated, or deleted, click **File With Metadata**. * To trigger the workflow in which someone must review or approve a document, click **A Task Event**. * To create an incomplete workflow for someone else to complete and trigger, click **Manual Start**. * To trigger the workflow when someone uploads a file or discrete batch of files via the Box File Request feature, click **A File Request**. * To schedule a workflow to run periodically, such as daily, weekly, or even every month on the first or last day, click **A Scheduled Event**. * You can specify a start date but not a start time. * Workflows will run based on the Relay builder’s time zone at the time of creation. * To schedule a workflow based on electronic signature actions in Box Sign, click **A Sign Event**. ![relay-trigger-scheudled-event-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-trigger-scheudled-event.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=35167059f7c256cd81b8096e39cd504b) > [!WARNING] > > If you do not enable metadata in your organization, Relay cannot complete any workflows that employ metadata in any way. Typically metadata is enabled in most organizations. If you aren't certain whether metadata is enabled, contact your Box Administrator. > [!NOTE] > > For any task assigned as part of a workflow, the creator of the workflow is also the assigner of the task. Further, within Box, the only people who can re-assign or modify a task are the assigner and assignee. 2. Your next step depends on which choice you make, above. For example: * If you selected a file event, now specify the file action that initiates the trigger. * If you selected a folder event, now specify the folder action that initiates the trigger. * If you selected a file with metadata, now choose from a list of metadata templates to apply. You also have the opportunity to modify metadata attributes. * Get [more information on creating a metadata structure](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) for your enterprise. * If you selected a task event, now specify whether the trigger initiates with a completed, approved, or rejected task. * If you selected a Manual Start, now specify the folder that will contain uploaded content. * If you selected A File Request, now specify the folder that will store all the content uploaded via the File Request. * If you selected A Scheduled Event, you will now need to specify the start date, frequency, and end date. * Start date is when your workflow will run for the first time.  If you select today’s date, the workflow will run on activation.  Use the calendar icon to open the calendar.  Navigate between months by using the arrows on the left and right side of the month. * Next, select how often the Relay should run.  Your options are: * Day * Week * Month, on the first day * Month, on the last day * Year > [!NOTE] > > If you select week, you will also have an option to select which days the relay runs during the week * Next, select the end for your workflow.  You can select from the following options: * Never * Use this option if you do not have an end date in mind for this workflow. * After Occurrence(s) * You must enter the number of occurrences.  Must be numerical and cannot exceed 999 occurrences. * On a day * Use the calendar to select a specific date * If you selected A Sign Event, now specify the Sign action that initiates the trigger. > [!NOTE] > > If an exclamation point displays, click the exclamation point to view additional information. 3. Under **In what folder will this event occur?** click the **Select a folder** box, and then click **Select a folder from Box**. The **Select a Folder to act on** window displays. ![relay-createnewworkflowselectfolder-69552-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-createnewworkflowselectfolder-69552.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=08006df038df3b12ad2722170d132ed0) > [!NOTE] > > If you select **Classification Applied** as your trigger, before you select a folder Relay prompts you to select the type of classification to apply. [More on classification labels in Box](/en/box-shield/shield-classification-labels-and-policies/classification-labels). 4. To the right of the folder you want, click the button. * To access any subfolders, click the corresponding parent folder. 5. Click **Select**. The workflow screen redisplays. * * If the selected folder has a classification label, the label will be displayed next to the folder name. ![classificationlabelrestrictionsinfo-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/classificationlabelrestrictionsinfo.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=53c9fcf68795d164599a033ba69478a6) * * If any classification-based security policies apply to the folder, a short description will inform you about the restrictions. Click the icon next to the description to view the policy details. ![classificationlabelrestrictionspopup-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/classificationlabelrestrictionspopup.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=b34223c81c1cd9030db78b4640c42b4f) > [!NOTE] > > Workflow actions involving folders affect only the individual folders you specify -- not any subfolders or parent folders. > [!WARNING] > > In Box Relay, “workflow” and “flow” are similar but distinct terms. “Workflow” refers to the entire process, from activation through to completion. It is all-inclusive. A flow is one discrete set of events from trigger through outcome. A workflow consists of one or more flows. > [!TIP] > > You can set up flows to work in parallel by creating separate flows. Here’s an example: You need a writer and a marketing manager to comment on an infographic. You could create a single sequential flow to get first the writer’s input and then the marketing manager’s input. However, you can save time by creating one flow for the writer’s input and another flow for the marketing manager’s input and have the two flows run concurrently. ## Specifying an Outcome After you specify a triggering event, now you specify an outcome -- what you want to happen as a result of the event. For example, you may want to assign someone to review a file when it is uploaded. Or you may want to share a folder that has just been created. Or you may return the workflow to an earlier completed step if someone rejects a task. To help clarify the purpose or intention of each outcome, you can also add a description immediately below each outcome header. **To specify an outcome** 1. In the **Outcome** section, under **What is the next action?** click the action you want to result from the trigger. * File or folder actions give you a similar range of choices as you had when specifying the trigger. Complete the rest of the section in the same way you completed the **Trigger event**. * Metadata outcomes prompt you to designate and apply a metadata template to the file you specify. You can also apply specific metadata attribute value(s) as an outcome. * Task outcomes prompt you to identify the individual to whom you want to assign a task and, optionally, set a deadline. Relay notifies both the assignee and the assigner when a task is assigned. * If you assign more than one person to a single task, **every** assignee must complete the task before Relay advances the workflow. If instead you want the workflow to move forward when just one assignee has completed the task, check **Only one assignee is required to complete this task**. * You can assign a task to the person who first initiated this workflow. This person displays in the list of possible assignees as the **Workflow Starter**. This is useful when you create a workflow that could be initiated by any number of people -- for example, when any one person from a group of loan underwriters submits a loan application for review and approval. * Specify what you would like Relay to do if someone rejects the task assigned to them. You can redirect the workflow to a previous task outcome in the workflow; assign a general task (and then specify the outcome); or end the workflow. * Choices for manual start outcomes also are essentially the same as those for file or folder actions.  They're simply started on demand, rather than automatically, when someone selects one or more files from the trigger folder and manually starts the workflow. * To notify people automatically when an outcome has completed, click **Send a Notification**, then enter their email addresses, add a subject line, and provide a brief explanatory message.  This enables you, for example, to alert stakeholders when a process has ended, or when a file has been rejected, and so on. * Recipients receive both an automated email message and a notice in their Box notification Center. * File Request uploads also provide a similar set of outcome choices as those for file or folder actions. 2. If you select copy, rename, or create (folder only) as the file/folder outcome, you can add dynamic variables to the outcome. Using dynamic variables can help with renaming files within the same Relay, without needing to manually hard code file or folder names. These variables include: * Current date. Example formats include: Month “DD” “YYYY”, “MM” “DD” “YYYY”, Month “YYYY” * Metadata attributes from file requests, workflow folder, and current outcome folders and files * File/folder names used within a trigger or current workflow outcome ![trigger-dynamic-variables-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/trigger-dynamic-variables.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=83114330dfe72da209665c7c9c2a07e3) * Additionally, you can have both static and dynamic variables when renaming, copying, or creating a folder or file. **To add dynamic variables to your current workflow:** 1. From the outcome of either a folder or file section, select: * File Rename * File Copy * Folder Rename * Folder Copy * Folder Create 2. Click on the text box under outcome selection, then click on variables, and select **Trigger** or **Current Outcome.** * Optionally, you can type **/** in the text box to see the variables. ![trigger-selection-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/trigger-selection.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=a69d260bfeab8422d2b6f16c91bcef02) 3. Select one or more of the following variables: * Name of workflow folder * Date of workflow trigger or outcome * Month “DD” “YYYY” * “MM” “DD” “YYYY” * Month “YYYY”, as well as more formats * Metadata attributes from file requests, workflow folder, and current outcome folders and files\* * Name of the file copy * Original name of the file * Name of the folder copy * Original name of the folder * Name of the folder that triggered the workflow * This variable references the folder modified in the trigger 4. Once done, add static text to the name if needed. When the workflow executes, the dynamic variables are updated with the new data while renaming the file/folder. 3. (OPTIONAL) For a workflow with multiple sequential steps – for example, document approval requiring three approvals -- you can string multiple outcomes together sequentially. To do this, click **+Outcome** to display and create a new **Outcome.** Each time the first outcome completes – for example, when the first person approves – Relay automatically initiates the second outcome – in this case, forwarding the approved document to the second person in line. \*Metadata attributes from current outcome file or folders available for Enterprise plans and above. > [!TIP] > > To create multiple sequential outcomes, you may find it more efficient to duplicate an outcome and then just edit the duplicates to suit your needs. To duplicate an outcome, to the right of the Outcome title click the ellipsis (**...**), and from the menu that displays click **Duplicate**. [More on triggers and outcomes.](/en/box-relay/building-basic-workflows/understanding-triggers-and-outcomes-in-relay) [More on rejection routing](/en/box-relay/building-enhanced-workflows/routing-your-workflow-when-a-task-is-rejected). ## Saving and activating your workflow When you have finished creating your workflow, you can save it and activate it (that is, turn it on) later, or you can activate it immediately. Regardless of which you choose, at any time you can return to this workflow and modify it. **To save or activate your workflow** 1. Do one of the following: * To save this workflow without activating it, in the top-right portion of the screen, click **Save Draft**. * To save and activate the workflow, in the top-right portion of the screen, click **Activate**. 2. The **Workflows** page redisplays, listing your completed workflow. Now, for any workflow you have activated the instant your triggering event occurs – for example, a file is uploaded to the folder you specified – Box Relay launches the workflow. > [!NOTE] > > * You cannot save a draft of an incomplete workflow. You can only save a complete workflow that consists of a trigger plus at least one outcome. However, you can save a draft of a workflow that has a single outcome, and then return to it later to create additional outcomes or flows. > * If you create a task outcome that includes rejection instructions, and you decide to move this outcome elsewhere in the flow, the system deletes your rejection instructions and you must re-enter them before you can save or activate the workflow. Activated workflows display with an orange box to the left of the workflow name. Relay lists their status as **Active**. Workflows that are saved but not yet activated display with a grey box to the left of the workflow name. Relay lists their status as **Inactive**. To monitor and manage your workflows, use the **Workflows** screen. ## Identifying whether a folder has an active workflow running You may wish to know in advance whether a folder is part of an active workflow. To find this out, use the Box Web app to view details of the folder. These details include the workflows associated with that folder. **To see if a folder is part of a workflow** 1. In Box, navigate to the folder you want, and open it. 2. In the right-hand navigation, click **Details**. 3. In the list of details that displays, scroll down to the **Workflows** section. All workflows with which this folder is associated display here. To see the specific details of any of these workflows (triggers, outcomes, and so on), click the workflow you want. # Envisioning a Workflow in Relay Source: https://docs.box.com/en/box-relay/building-basic-workflows/envisioning-a-workflow-in-relay With Box Relay, you can define and launch a workflow to automate a broad range of otherwise-manual collaborative business processes, such as: * Contract approvals * Content collaboration * Budget approvals * New employee on-boarding In fact, almost any business process that’s centered around a file or document or a batch of files or documents, and that you can break down into discrete component actions, is a good candidate for Box Relay. Anyone can define and launch a workflow, if: * their organization gives them the permission to do so. * They own, co-own, or can edit the folders involved in the workflow. > [!NOTE] > > If when you identify a folder for your workflow you receive the following error message: ``` You do not have sufficient permissions on a file or folder in this workflow. ``` contact your Box Admin to change the Relay setting to allow editors to build workflows. To define a workflow, you need three basic things, in this order: 1. **A triggering event** – some action on a file or folder that, when it is performed, initiates the workflow – for example, a file upload, a folder share, a metadata attribute applied, a Box File Request, or a completed task such as a contract approval. 2. **The event location** – a folder in which the triggering item is located or to which it is sent. 3. **One or more outcomes** – what you would like to happen after the triggering event occurs – for example, a file moved or uploaded to a “Completed” folder, or assigning and forwarding a document to someone else for an additional signature. As an example, let’s take the following simple marketing campaign approval process: * A team member submits the proposal for approval * A marketing executive gets the proposal, reviews it, and approves the campaign. * A finance executive gets the proposal and reviews and approves the budget. * The fully-approved proposal moves to an "approved” folder, and the marketing team can begin its campaign. Here’s how you could plan that workflow: 1. Identify the campaign proposal as the triggering file. 2. Identify a folder called “Pending Review” as the location. 3. As an outcome, assign a task – approval of the proposal – and indicate the approver and, optionally, a timeframe within which proposal must be approved. When a team member uploads the proposal document to the “Pending Review” folder, Box Relay forwards the proposal to the marketing executive you assigned to review it. At that time Relay also sends an alert to that person's task center. 4. As a second outcome, assign another task – approval of the proposal budget. Again, indicate the approver and add an optional timeframe. When the marketing executive approves the campaign proposal, Relay alerts the finance executive that a proposal is ready for review. 5. As a third outcome, identify another folder called “Approved Proposals Q4” into which Relay automatically moves the proposal when the finance executive completes the task (in this case, approving the budget and saving the proposal). > [!TIP] > > * When you start designing an automated workflow it’s helpful to envision and write down your workflow first (perhaps with Lucidchart, Powerpoint, and so on). That helps you identify or create the folders (that is, the locations) you need. From there it’s straightforward to create the workflow in Relay. > * Box also provides a robust [set of pre-built workflow templates](/en/box-relay/building-basic-workflows/using-templates-to-build-workflows-quickly), appropriate for a range of business lines, that you can modify as you see fit.  You may wish to try using a template to more quickly familiarize yourself with workflow components, and to get started right away > * When you're comfortable creating workflows, you may also wish to begin [sharing your workflows as customized templates](/en/box-relay/building-enhanced-workflows/creating-and-using-your-own-custom-workflow-templates) for others throughout your organization to use. **Understanding Tasks** One of the most powerful aspects of Box Relay is its ability to automate workflows involving multiple people – not just content. Box Relay accomplishes this via tasks. Get more details on [using the Box Task Center](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-box-task-center) and [adding tasks in Box](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks). # Understanding Triggers and Outcomes in Relay Source: https://docs.box.com/en/box-relay/building-basic-workflows/understanding-triggers-and-outcomes-in-relay Box Relay is a flexible and powerful way to automate routine and repeatable business processes that are centered around content. In Relay, you define those processes by creating workflows. Those workflows consist of two parts: triggers and outcomes. Triggers are events that initiate Relay workflows. Outcomes are the results that occur from completing Relay workflows. Box provides a robust set of [pre-built workflow templates](/en/box-relay/building-basic-workflows/using-templates-to-build-workflows-quickly), appropriate for a range of business lines and with pre-defined triggers and outcomes, that you can modify as you see fit. You may wish to try using a template to more quickly familiarize yourself with workflow components and to get started with Relay right away. > [!TIP] > > When you're comfortable creating workflows, you may also wish to begin [sharing your workflows as customized templates](/en/box-relay/building-enhanced-workflows/creating-and-using-your-own-custom-workflow-templates) for others throughout your organization to use. > [!WARNING] > > You can only create workflows that involve folders you own, co-own, or edit. This topic explains the [triggers](#relay-triggers) and [outcomes](#outcome-actions) available in Relay workflows. ## Relay Triggers There are several types of triggers that you can choose to begin a workflow in Relay: * [File events](#file-event-options): actions that happen to a file within a parent folder, such as a file move or download. * [Folder events](#folder-event-options): actions that happen to a folder within a parent folder, such as a folder move or share. * [Form Submission](#form-submission): Relay starts a workflow when someone submits a form. * [Files with metadata](#file-with-metadata-options): actions that happen to a file with specified metadata attribute. * [Task events](#task-event-options): actions that happen to a file or folder within a parent folder as part of a workflow, such as a task being completed, approved, or rejected. * [Manual start events](#manual-start-options): a workflow started on a file or folder by a user. * [File Request events](#file-request-options): requests made for a file. * [Scheduled events](#scheduled-event-options): a specified date. * [Sign events](#sign-event-options): actions that happen to an electronic signature in a file, such as complete, cancelled, expired, or declined. The options you can configure for a Relay trigger depend on which trigger you choose. ### File event options Here, you are starting the workflow by selecting the file event. ![relay-trigger-file-event-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-file-event.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=6eb2b35b5be60b36be865036796fb571) Then you choose the type of file event. For example, this workflow may begin when a file is uploaded, copied, or moved. It may begin when a file is locked or unlocked. It may begin when a watermark is added, or when a security classification is applied. ![relay-trigger-file-event-options-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-file-event-options.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=16c4ca141c0bd7216a6d0ab81c67ca8f) Your next choice is to specify where this event is to take place -- that is, in which folder the file resides or to which it will be moved or copied. To do this, click the **Select a folder** box and follow the prompts to specify the folder you want. ![relay-selectfolderforevent-70014-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-selectfolderforevent-70014.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=9fd576a17d0f924295dee5f0680b605b) (If you select **Classification Applied** as your event, before you select a folder Relay prompts you to select the type of classification to apply. [More on classification labels in Box](/en/box-shield/shield-classification-labels-and-policies/classification-labels).) * If the selected folder has a classification label, the label will be displayed next to the folder name. ![classificationlabelrestrictionsinfo-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/classificationlabelrestrictionsinfo-2.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=33561e76b09b0c1133a8d84c1b37f27d) * If any classification-based security policies apply to the folder, a short description will inform you about the restrictions. Click the icon next to the description to view the policy details. ![classificationlabelrestrictionspopup-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/classificationlabelrestrictionspopup-2.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=4efbedf25d292b8f67988a3e45b94d30) ### Folder event options Here, you are starting the workflow by specifying the type of event that happens to or with a folder. ![relay-trigger-folder-event-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-folder-event.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=85e208b80b872e700a9a940e63e85f29) Then you choose the folder event. For example, this workflow may begin when a new folder is created, or when an existing folder is copied, moved, or deleted, or when a collaborator is added. ![relay-trigger-folder-event-options-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-folder-event-options.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=66fdbfc19071c73e91c471d10d33243a) And as with a file event, you must specify where this event is to take place -- that is, the folder in which this triggered folder resides, or to which it will be moved or copied. To do this, click the **Select a folder** box and follow the prompts to specify the folder you want. ![relay-selectfolderforevent-70014-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-selectfolderforevent-70014.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=9fd576a17d0f924295dee5f0680b605b) If the selected folder has a classification label, the label will be displayed next to the folder name. ### Form Submission With the **Form Submission** trigger, a Relay workflow starts whenever someone submits a response with Box Forms. You can choose which form triggers a workflow. When using the **Form Submission** trigger, Relay enables you to: * * Use responses in forms as dynamic variables to name or rename content, map to Doc Gen tags in the **Generate Document** outcome to dynamically generate documents, and specify signers in a Box Sign signature request when using the **Request a Signature** outcome. * Use files attached to form submissions in file outcomes. * Use a form attachment's destination folder in folder outcomes. * Carry over Metadata from form responses to a selected file or folder in an **Add Metadata** outcome. ### File with metadata options Here, you are starting the workflow when a metadata template you specify is applied to a file. ![relay-trigger-file-with-metadata-event-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-file-with-metadata-event.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=d2a60ef3c1b009045cf4d6da42ada909) Then you choose which metadata template. ![relay-trigger-file-with-metadata-event-options-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-file-with-metadata-event-options.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=9dcc12f0e7c1a520de76fb5f794b8ba0) > [!WARNING] > > If you do not enable metadata in your organization, Relay cannot complete any workflows that employ metadata in any way. Typically metadata is enabled in most organizations. If you aren't certain whether metadata is enabled, contact your Box Administrator. You can also add one or more pairs of metadata attributes and values to further filter the content that initiates the workflow. In that way you can be highly granular with the type of file around which you want to build your workflow -- for example, a contract from a specific vendor that exceeds a specific budget amount. To do this, after you select the metadata template, click **Add a condition**. The **Select an attribute** menu displays. Click the **Select an attribute** down arrow to display a drop-down list of all the possible metadata values you can specify. ![relay-trigger-file-with-metadata-event-option-attributes-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-file-with-metadata-event-option-attributes.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=54c8261b97d58309f9cef4fcbd5212fb) In the below example, you're limiting the workflow to files with the Background Check Alert metadata template applied and whose start date is July 21. ![relay-trigger-file-with-metadata-event-option-attributes-background-check-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-file-with-metadata-event-option-attributes-background-check.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=7b698e682faae9170041f64c26b5377a) As with file and folder events, your next choice is to specify in which folder this event is to take place. To do this, click the **Select a folder** box and follow the prompts to specify the folder you want. ### Task event options Here, you are starting or continuing the workflow with a task event. ![relay-trigger-task-event-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-trigger-task-event.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=eb47d59f99d82469b64fd2d96fd96b92) And then you select when the assignee has completed a general task. ![relay-trigger-task-event-general-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-trigger-task-event-general.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=c59889f91a88bc4b3e6cc9a149c74b62) ... or has approved or rejected an approval task. ![relay-trigger-task-event-approval-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-trigger-task-event-approval.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=537f2031910e2d8d5b07318654d00d89) ### Manual start options Here, the workflow does not kick off automatically, with no intervention on your part.  Instead, you partially pre-configure a workflow, directly from a document or set of documents that already exist in a Box folder.  Another individual -- the workflow starter -- selects one or more files, completes the incomplete steps of the workflow (such as designating task assignees), and only then manually initiates the workflow. ![relay-trigger-manual-start-event-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-manual-start-event.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=f9c7c83effa58d481594e0ee059eea6f) A manual workflow is especially useful when task assignees vary -- for example, when a contract must be reviewed by different sets of corporate executives who are assigned by different department heads.  [More details on manual start workflows](/en/box-relay/building-enhanced-workflows/creating-and-running-a-manual-start-workflow). ### File Request options File Request is a separate feature, available to every paid Box Business Plan account (or higher).  Basically, File Request enables you to create a Web form in seconds that anyone can use to upload content to Box. When you specify File Request as a workflow trigger, the workflow launches automatically each time someone completes your File Request form and uses it to submit content to the Box folder you’ve designated. ![relay-trigger-file-request-event-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-file-request-event.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=5b0e0384bac109c2a92dd2e46e520222) This is especially useful when gathering content from someone is the first step in a workflow.  For example, Finance teams can use File Request to solicit vendor invoices and have Relay route those invoices through an approval process.  More details on [using a File Request to kick off a workflow](/en/box-relay/building-enhanced-workflows/starting-relay-workflows-automatically-with-file-request). ### Scheduled event options Here you can create a Relay workflow and schedule it to begin at a later date, and at regular occurrences (daily, weekly, monthly, and so on) so you only need to activate it once. Among the reasons you may wish to do this: * Month-end close process – review and approval of financial statements at the end of each month to close the books * R\&D capitalization check – engineering confirmation that quarterly resource allocations are correct for capitalization purposes * Business review – department leads update quarterly objectives in a shared PowerPoint deck * Compliance check – once a year employees across an organization confirm they’ve read the employee handbook ![relay-trigger-scheduled-event-event-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-scheduled-event-event.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=e673054dd713f09bf03525c4e5ee9ef7) Your next choice is to specify a start date, a repeat frequency (daily, one or more times a week, monthly, annually), and an end date (at a designated time, after a certain number of occurrences, or never, if there is no end date).  Click each box to display a drop-down menu from which you can then click your desired options. ![relay-trigger-scheduled-event-event-options-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-scheduled-event-event-options.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=de465e726da1889f2470c9a748a92b66) ### Sign event options Relay allows you to define workflows based on the results of electronic signature events in Box Sign. Here, you are starting the workflow by selecting a Sign event. ![relay-trigger-sign-event-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-trigger-sign-event.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=e9a00a3a78bdd5c7ef8c003daff1a70e) Your next choice is to select a Sign event for the workflow, and then select which folder those Sign events will occur in. ![relay-trigger-sign-event-options-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-trigger-sign-event-options.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=4e5d6859a6d4b891a5f511d0b492ac08) ## Outcome actions The next step, regardless of what trigger you have chosen, is to specify an outcome. The choices in selecting an outcome vary. Any data used as variables in Relay to feed into workflow outcomes is treated as metadata. * With file events the process of specifying an outcome is essentially the same as selecting a trigger. * If the selected file has a classification label, the label will be displayed next to the file name. ![classificationlabelfilerestriction-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/classificationlabelfilerestriction.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=d3eaf41dbedebc6f6329877ea2475edd) * * If any classification-based security policies apply to the file, a short description will inform you about the restrictions. Click the icon next to the description to view the policy details. ![classificationlabelrestrictionspopup-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/classificationlabelrestrictionspopup-2.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=4efbedf25d292b8f67988a3e45b94d30) * * If the selected file is a Box Sign signature request file, you can choose to select the file with or without the signing log. ![filerequestsigninglog-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/filerequestsigninglog.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=70855f831842a3723a5ae42c583e354b) * With folder events the process of specifying an outcome is also essentially the same as that of selecting a trigger, with one exception: * If you select **Apply Classification** as the folder outcome, you then must also click the **Select a classification** drop-down arrow and click the security classification you want (collaborators only, company employees only, short-term sharing, and so on). * Optionally, if you want the classification policy you select to take precedence over all other security classifications that may be in place on that folder's files and subfolders, check **Overwrite all existing classifications with this value**. ![relay-outcome-apply-classification-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-outcome-apply-classification.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=27c5b9b3f876d73ea3c0d46ef808f217) If you select a folder name that already exists, you can choose to use the existing folder instead of creating a new folder. Select **Use existing folder** when present to avoid creating a new folder. ![naming-exisiting-folders-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/naming-exisiting-folders.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=b04452e25461ca6c6cdc97b30c964bf7) If you decide to not use the existing folder and leave the checkbox unmarked, the workflow creates a new folder with a timestamp added at the end of the folder name. ## Dynamic Naming If you select copy, rename, or create (folders only) as the file/folder outcome, you can use dynamic variables to create folder or file names. These variables dynamically reference certain attributes without the need to hardcode the names within workflow. ![trigger-dynamic-variables-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/trigger-dynamic-variables-2.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=86c12880a614b276ed2bd8a01bf66637) * Available variables include: * current date * Example formats include: Month “DD” “YYYY”, “MM” “DD” “YYYY”, Month “YYYY” * Metadata attributes from file requests, and workflow folder, * Current outcome folders and files for Enterprise users. * file/folder names used within a trigger or current workflow outcome * Name of the folder that triggered the workflow * This variable references the folder modified in the trigger * You can include both static and dynamic text when renaming, copying, or creating a folder or file. \*Metadata attributes from current outcome file or folders available for Enterprise plans and above. ## Metadata outcome options The process for creating metadata and task outcomes differs from creating metadata and task events. These are explained below. As a result of a trigger event, you can: * specify the file or folder to which you want to apply a metadata template, then specify the metadata template you want to apply. * add or update metadata attributes in that template Here’s an example: * You apply a “press release” metadata template to a newly-created press release. * One of the attributes in this template is “Status.” * You create a workflow such that, as the press release is developed, its status changes with each step, from “in progress” to “in review” to “approved.” > [!NOTE] > > **Admin Permissions** > > You can specify and apply multiple attributes within the same template, but you cannot apply an attribute across multiple templates. To apply metadata values across multiple templates, you must create a separate outcome for each template. **To apply a metadata template as an outcome and specify an attribute to change:** 1. Under **What is the next action?** click **Add Metadata**. 2. Under **What file or folder do you want to apply metadata to?** click the down arrow and select the file. * This adds the template to the file or folder you’ve just specified. 3. Under **What metadata would you like to apply?** click anywhere in the box to display a list of the metadata templates. 4. Click the template you want. 5. To add a new metadata attribute-value pair, click **Add a Value**. Then click **Select an attribute**. * From the list of attributes that displays, locate the attribute you want to update, and then click the down arrow next to it to select a value. > [!NOTE] > > If you're adding metadata to a folder, ensure the admin has enabled **Cascading Folder Level Metadata** for the user. Enabling this setting will not cascade Relay-applied metadata to the folders. > > ![cascading-folder-level-metadata-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/cascading-folder-level-metadata.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=4231da952af4fece4505ead4e9b0c78e) Repeat the above steps and add discrete metadata outcomes to change the metadata attribute value to appropriately reflect the status of the workflow. For example, in the press release workflow, select the **Status** attribute and add a discrete value for **in review** when the release forwards to a reviewer, and when the release is ready to be published create an outcome with a status attribute of **approved**. Get [more information on creating a metadata structure](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) for your enterprise. ### Dynamic Naming with outcomes When using metadata templates to build folder or file outcomes, you can use [dynamic naming](#dynamic-naming) to reference the attributes you select. However, if you select a template that contains attributes your selected file or folder does not have, the missing attributes are indicated as missing in the following format upon execution of the workflow: “(missing)\{attribute title}” > [!NOTE] > > Using metadata attributes with current file or folder outcomes requires an Enterprise or above plan. See [Relay Features in Box Business Plans – Box Support](/en/box-relay/about-relay/relay-features-in-box-business-plans) for more information on available Relay for Enterprise accounts. ## Task outcome options As the result of a trigger event, you can assign a task. For example, when a vendor uploads a contract proposal to the folder you specify, you can configure Relay to assign a task on that file to a specific individual for review or approval. You can also re-route the workflow if someone rejects the task they've been assigned. Regardless, when a task is approved or completed, Relay automatically moves the workflow forward. Any one of the four triggers can result in a task outcome. **To create a task outcome** 1. In the **Outcome** box, click **Assign a Task**. ![relay-outcome-assign-task-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-outcome-assign-task.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=15612563985c3baa41c60737f07d1d9c) 2. Decide what type of task this is. If you want the assignee merely to accept or reject the task -- for example, approving or rejecting a budget -- under **What type of task would you like to assign?** click **Approval Task**. For any other activities -- for example, copy editing a blog or filling out an invoice -- click **General Task**. 3. Under **What are the task details?** click the **Assignee(s)** box and begin typing the name or email address of the assignee. Relay displays a list of possible assignees. Click the assignee you want. * You can assign a task to the person who first initiated this workflow. This person displays in the list of possible assignees as the **Workflow Starter**. This is useful when you create a workflow that could be initiated by any number of people -- for example, when any one person from a group of loan underwriters submits a loan application for review and approval. (In one specific circumstance the workflow starter may not be the person who initiates the workflow. For details, see the note at the bottom of this article.) * You can assign a task to multiple individuals. * If you do assign a task to multiple individuals, every assignee must complete the task before Relay advances the workflow. If instead you want the workflow to move forward when just one assignee completes the task, check **Only one assignee is required to complete this task**. 4. In the **Message** box, enter a specific description of the task. 5. Optionally, enter the number of days or hours you want to allow the individual to complete this task. 6. In the **Assign the task to a file** box, specify on which file the task is to be assigned. ![relay-outcome-assign-task-general-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-outcome-assign-task-general.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=eea9e9d5b322f8b70215b7a2df92328d) If a task assignee rejects the task, by default Relay ends the workflow. You have three options: 1. Do nothing and preserve the **End the flow** default. 2. Send Relay back to an earlier task outcome, essentially rerunning the workflow from that point forward. 3. Assign a general task. * You can assign this general task to the workflow starter, if you wish. **To send Relay back to an earlier task outcome** * Click **Go to Outcome \[outcome step #]**. * You must select a previous task outcome (either general or approval). For example, if someone rejects a task you cannot select a file copy or metadata update action. * You cannot select a task outcome later in the workflow. **To assign a general task** 1. Click **Assign a general task**. * This can help you establish a review cycle. For example, if the vice president rejects a contract, you can route the contract back to the original sales rep. The sales rep can modify the terms of the contract accordingly and the workflow eventually makes its way back to the VP for approval. * You can only assign a general task -- not an approval task. 2. Choose what happens after this general task completes. Either: * continue the process from a previous task outcome; or * continue the process from the task outcome for which you've configured the rejection route. As with other events, Relay logs and tracks rejected tasks. It tracks steps that have been repeated due to a rejection as separate successive events. ## Notification outcomes Use notification outcomes to apprise stakeholders of key developments in workflow progress -- for example, when a process has ended or a file has been rejected.  Relay sends an automatic message to the people you designate, via the Box Web app and email.  If you're the workflow creator, you can customize the message Box sends, to ensure clarity or suggest another action for the message recipients. [More on rejection routing](/en/box-relay/building-enhanced-workflows/routing-your-workflow-when-a-task-is-rejected) [More on creating a new workflow](/en/box-relay/building-basic-workflows/creating-a-new-workflow-in-relay) [More on file and folder security classification](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-security-classification) [More on watermarking](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files) [More on using Box File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) > [!TIP] > > * If you have multiple outcomes and multiple tasks assigned, the list of workflow steps may become a little harder to track. Use the collapsible workflow summary view, in the lefthand navigation, for a quick but comprehensive visual overview of the workflow you're creating. > * When a rejected task prompts Relay to rerun some workflow steps, any file copy actions it repeats could result in orphaned files and affect your version control. For that reason, consider moving files, rather than copying them. ## Document generation and signature outcomes To dynamically generate documents, select **Generate Document** as an outcome. From here, you can use dynamic variables, including Box Forms submissions (if the trigger was **Form Submission**), manual data entry, and more, to generate documents. Once the document is generated, you can send it for e-signature or approval using the **Request Signature** outcome in subsequent outcomes. In order to successfully send documents for signature using the Request Signature outcome, ensure that you have created and included [Box Sign template tags](/en/box-sign/templates/creating-templates-using-tags) within your Doc Gen template in Microsoft Word manually or by inputting the tags by using the [Box Doc Gen Template Creator add-in](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview). **Step 1. Configuring Document Generation as an Outcome to the workflow** 1. Under **Outcome**, select **Generate document**. 2. Choose a Doc Gen template to configure. 3. Map the Doc Gen tags from the template with static values or dynamic variables. 4. Select the destination folder where Relay will save the generated document. 5. Select file format 1. PDF 2. Docx 1. Not available for automated signature requests via Relay ![relay-doc-gen-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-doc-gen.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=49182b3e7de570f6ffe3634505050c8d) ![relay-doc-gen-folder-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-doc-gen-folder.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=8b0f3b373ec82d61d28446f2c6aac288) The document you generate through a Relay outcome becomes available in all subsequent: * File outcomes * Metadata outcomes * Task assignment outcomes * Signature request outcomes, enabling you to automatically send the generated document for signature or approval with [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign) if the **Request Signature** outcome is configured as one of the subsequent outcomes. * Signature request file and signing log become available after initial outcome **Step 2. Sending the generated document for e-signature or approval with Box Sign** ![relay-sign-outcome-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-sign-outcome.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=f46ec2000eee618d968e47562efeb586) 1. Select the Request Signature outcome. > [!NOTE] > > The **Request Signature** outcome can only be utilized in combination with the **Generate Document** outcome configured in previous outcomes. 2. Select the file generated by the previous outcome. 3. Under **Add Recipients**, you can add signers, approvers, or **Get a Copy** recipients by either leveraging dynamic variables or by manually inputting an email address. For example, if you added an email address field within your Box Form, you can dynamically leverage the email address entered within that field to send the generated document for signature or approval. 4. For each recipient, specify one of the following Box Sign recipient roles: **Signer**, **Approver**, or **Get a Copy**. To learn more about Box Sign recipient roles see [this article](/en/box-sign/sending-a-document-for-signature/roles-for-signers). 5. (Optional) For multiple recipients, specify the signing order by enabling **Specify Signing Order** and adding the number next to each signer's name that corresponds to the desired signing order. For example, #1 will correspond to the first signer in the workflow, #2 the second signer, and so on. > [!NOTE] > > Ensure you do not use the same email twice (for example, by using a dynamic variable and an email input) as this will cause the workflow to fail. 6. (Optional) Update metadata on the signed files to include real-time signature request status updates during the signature request process. To do this: 1. Click **Select a metadata template for tracking signature requests (optional)**. 2. Specify the metadata template and the metadata attribute that Relay will populate with signature request status. Signature request status values include: **In progress**, **Signed**, **Cancelled**, and **Expired**. 7. Click **Activate**. For additional information on using Box Doc Gen in Relay, see [Generating Documents with Doc Gen and Relay](/en/box-relay/building-enhanced-workflows/generating-documents-with-box-doc-gen-and-box-relay). # Using Templates to Build Workflows Quickly Source: https://docs.box.com/en/box-relay/building-basic-workflows/using-templates-to-build-workflows-quickly If you automate a workflow around files or documents – such as moving a budget proposal through an approval process, or a marketing document through multiple collaborators – you reduce the “busy work” of using email, spreadsheets, and messaging apps to monitor the progress of your projects.  However, it can be difficult or confusing to imagine exactly how to transform a series of manual business actions into an automated workflow – or even to figure out whether you need a workflow at all. That’s where workflow templates come in. Box provides a robust set of pre-built Relay workflow templates that help you get a jump-start on incorporating workflows into your regular line of business work.  To start with, using Relay templates as models help you answer the following: * How can a workflow apply in my situation? How do I know if I even need one at all? * How can I tell which processes are appropriate for workflows? Where do I start? Where does the process begin in Relay and where does it end? * How do I build a workflow? How do I translate my needs into corresponding triggers and outcomes? Then, when you decide where you can apply a workflow, you can leverage a template to greatly simplify the task of building that workflow. Relay templates are specific to scenarios typical in various lines of business, such as marketing, HR, legal, or finance. They automate processes around content review and approval and file/folder automations.  In so doing, they can remove much manual work and repetitive tasks from your day-to-day work in Box.  And when you select a template and open its workflow, you can modify it however you need. Further, because templates make it simple for anyone to create and initiate a workflow, they also relieve your IT department, or your Box Admins, of the burden of creating workflows for the entire organization. > [!NOTE] > > You can also create your own customized templates and share them across your enterprise.  More details on [creating custom workflow templates](/en/box-relay/building-enhanced-workflows/creating-and-using-your-own-custom-workflow-templates). **Using a Box template to create a workflow** 1. Open Relay and go to the **Workflows** page. * The lines of business that offer templates display in a top navigation. Brief descriptions of several specific featured workflows display immediately below. ![allworkflowswithtemplates-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/allworkflowswithtemplates.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=d035dcb576ae4b38a3b95776c3df4e02) 2. Click the line of business you want. Box displays the available templates for that line of business.  Then click the template you want. * You can also click one of the featured template descriptions. * To see every template that’s available, click **View All**. ![templatesviewall-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/templatesviewall.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=ed5d7dce5b5cf7e6afcbac08a0426e35) 3. When you click a template, Box displays a high-level overview of that workflow. Review the workflow, and if you’re satisfied, click **Use template**.  Box opens the builder page displaying each step of the workflow. ![selectedtemplate-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/selectedtemplate.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=e023db3f56ad2d0bc600245c1bbc3645) 4. Enter the required information in the steps that are highlighted in purple – for example, task assignees, metadata template, specific file, folder, or collaborator, and so on. 5. (Optional) Add or delete additional steps to this workflow as desired. * Other optional steps include re-naming the workflow, editing its description, and modifying the name of each step. 6. When you’re done, click **Activate** to start the workflow. Or click **Save Draft** to save the workflow to your **Workflows** page for later use. If none of the pre-built templates seem right, you can always [create a new workflow from scratch](/en/box-relay/building-basic-workflows/creating-a-new-workflow-in-relay).  To do this, click **New Workflow**. > [!WARNING] > > When you modify a template, then save or activate it, it saves as a discrete workflow in your Relay instance.  From there you can review it and monitor its status from your **Workflows** page.  The actual template itself does not change, and is again available to you in its original, unmodified form the next time you select it from the menu of templates. # Creating and Running a Manual Start Workflow Source: https://docs.box.com/en/box-relay/building-enhanced-workflows/creating-and-running-a-manual-start-workflow Relay’s automated trigger-and-outcome design is ideal for workflows in which task assignees do not vary from case to case, so you can “set and forget” the process. But what about workflows in which the assignees or details vary per iteration? Or workflows you want someone else to initiate? For these, you can use a manual start. With a manual start, the workflow does not kick off automatically, with no intervention on your part. Instead, any folder owner, co-owner, or editor manually initiates a partially pre-configured workflow, directly from a document or set of documents that already exist in Box. The workflow runs once. It does not repeat. But it can be modified and re-used. For example, manual starts appropriate for workflows based on a single document might include * A contract must be reviewed by different sets of corporate executives who are assigned by different department heads * A loan application needs approval from any combination of underwriters and loan officers who someone else must designate * Product design and packaging must be completed by designers, artists, and copywriters who vary with each product You can also establish a manual start with multiple files, such that workflow participants review all of the documents as a discrete package. This enables you to apply the same workflow to groups of files en masse; you don’t need a separate workflow for every file in the group. There are many reasons you may wish to do this; typically this involves either onboarding or review and approval. For example: * A marketer requiring approval for a set of brand assets for a new campaign * A budget proposal involving multiple supporting documents, such as a sales forecast, R\&D specs, and so on, from different submitters that all must follow the same approval workflow. * A new head count requisition that must be approved in concert with the external-facing job description and internal-facing head count justification. For manual starts with multiple files, all files must reside in the same folder. Finally, for processes that require multiple folders, you can configure Relay to apply one workflow to all folders in a hierarchy (parent folders, child folders, grandchild folders, and so on). You do not have to rebuild the same workflow each time for each folder. Examples of a multi-folder workflow include: * A consent form routes to key stakeholders for review and approval; each stakeholder can begin the workflow from their discrete dedicated folder. * Digital assets for multiple product lines are copied into one discrete folder per product line. * Employees submit monthly business trip expenses that must be reviewed by HR, then by Finance. A single workflow created on a top-level Employee Expense folder can cascade down to each employee’s sub-folder; within each sub-folder is a sub-sub-folder per month or quarter. * New suppliers with dedicated sub-folders can on-board themselves by starting the same workflow that was applied to a top-level Suppliers folder. In all cases, workflow creators enjoy great flexibility around the steps they’re assembling, because they can account for any combination of variables. And before they start the process, workflow starters can add collaborators and task assignees. > [!WARNING] > > You can only create workflows that involve folders you own, co-own, or edit. If when you identify a folder for your workflow you receive the following error message: ```auto theme={null} You do not have sufficient permissions on a file or folder in this workflow. ``` Contact your Box Admin to change the Relay setting to allow editors to build workflows. Only the admin who created the workflow receives notifications. **Working with manual starts** Broadly, here’s how a manual start operates: 1. The workflow creator builds and saves the workflow, setting up the various workflow steps. 2. At any point thereafter, the workflow starter selects one or more files, then chooses the workflow around that file. * They can see details of the workflow before starting it, to ensure it’s the process they want. 3. The workflow starter completes any steps the creator may have required (such as designating tasks and assignees, or inviting collaborators). 4. The starter initiates the workflow. The procedures for the workflow creator and the workflow starter differ, though there are similarities. **Creating a workflow for someone to start manually** 1. Begin a new workflow in Relay. 2. Under **Trigger**, click **Manual Start**. 3. Specify the folder from which the workflow can be triggered. * Whoever starts the workflow can finish configuring and then initiate the workflow only from a file contained in this folder. 4. (OPTIONAL) To cascade this workflow down to child folders, select **Apply workflow to all subfolders**. ![relay\_trigger\_manual\_start\_event\_all\_subfolders.png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trigger-manual-start-event-all-subfolders.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=49446e2ad60319dd1ba4ca0df88f4323) The workflow applies both to existing sub-folders and to any sub-folders you create after the fact. However, if you move a sub-folder outside of its hierarchy, the workflow no longer applies. 5. If there are tasks associated with this workflow, under **Outcome**, click **Assign a Task**. 1. To configure this workflow with pre-assigned task assignees, enter the names of the people you want. 2. To enable whoever starts the workflow to designate task assignees, click to move the **Specify when started** slider to the right. In the **Assignee(s)** box, Relay displays an advisory that the workflow cannot start until at least one person is assigned the task. ![Creating\_and\_Running\_a\_Manual\_Start\_Workflow2.png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/creating-and-running-a-manual-start-workflow2.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=bdfc9d5fde02329d54ac96f47edbc50d) 6. Complete the rest of the task outcome. (See below for a link to more details on creating outcomes and assigning tasks and task assignees in Relay.) 7. Now add collaborators. To do this: 1. Specify the file or folders to which you want to add collaborators. 2. Specify collaborators. For this, do one of the following: * To add collaborators to a file, under **Outcome**, click **A File Action**. * To add collaborators to a folder, under **Outcome**, click **A Folder Action**. 8. If you want the workflow starter to specify collaborators, click to move the **Specify when started** slider to the right. In the **Who would you like to share the file/folder with?** box, Relay displays an advisory that the workflow cannot start until at least one collaborator is identified. When using the **Specify when started** feature to specify external users, you can specify only external users who have been previously collaborated. 9. Click **Save Draft**. This workflow displays in three places: 1. In the **Workflows** page of Relay 2. In the **More Actions** drop-down menu for the file or folder assigned in the workflow 3. In the righthand pane, under the **Details** tab. In the workflow’s tracking page, Relay displays all executions of the workflow. It does distinguish cascading workflows -- that is, it does not indicate whether it was started from a sub-folder (or from which sub-folder). The workflow also displays in the **Details** tab in the right sidebar of each sub-folder, again with no indication whether it is a cascading workflow. **Removing a collaborator from a workflow** If a collaborator is no longer needed for a workflow, you can remove them from either the shared file/folder or the file/folder that launched the workflow. ![Box Relay Outcome panel configured to remove the workflow starter as a collaborator from a selected file.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-relay/collaborator-longer-needed-workflow-remove.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=8cb149a9a4ec6d4ebcea2ee6acc410b4) To remove collaborators from a file or folder, under Outcome: 1. Click either **A File Action** or **A Folder Action**. 2. Select **Remove Collaborator.** 3. Choose which file to remove collaborator from. 4. Enter the name of the collaborator. **Starting a workflow manually** 1. Open the folder that contains the file or files you want to use to start the workflow. * For a single file, hover over the file you want, then click the ellipsis (**…**) to display the **More Options** menu. * For all files, select them all and then click the Workflow icon. 2. Click **Start a Workflow**. The **Select a Workflow** window opens. 3. Click the workflow you want. The **Review Workflow** window opens. From here you can review the steps of the workflow. If any step requires your input, it displays with a small **Incomplete** banner, and also prompts you to **Add Assignees** or **Add Collaborators**. 4. When you’re done, click **Start**. The workflow begins, and Relay sends a notice to the workflow creator that the workflow has begun. **Notes on manual start with multiple files** * You cannot create a manual start on more than 20 files at a time. * In a multi-file manual start, when you initiate the workflow you cannot change any of the documents. If you included a file in error or forgot a file, you must make your change and then re-initiate the workflow. * Acting on one file means acting on each and every one of them; you can’t create different actions for each individual file in the set, or approve some documents and not others. In other words, creating a file copy event causes each file to be copied, adding a collaborator to one file adds that collaborator to them all, applying a metadata value to one file applies that value to all, approving one document approves them all, and so on. To track the status of a workflow, from the **Workflows** page hover over the workflow you want, and then click **Tracking**. The tracking page displays the status of the files in the workflow, including any files that have failed. # Creating and Using Your own Custom Workflow Templates Source: https://docs.box.com/en/box-relay/building-enhanced-workflows/creating-and-using-your-own-custom-workflow-templates Box offers pre-built templates to help your workflow creators more quickly automate and streamline business processes based around content.  [More on pre-built templates](/en/box-relay/building-basic-workflows/using-templates-to-build-workflows-quickly).  However, you can also build your own templates, which you can use to tailor and standardize how a workflow is implemented across your enterprise, and then share those templates with others.  In this way, you can: * Expand and accelerate Relay adoption across your organization. * Avoid inconsistencies that can result from building numerous similar “one-off” workflows. * Standardize workflow best practices across multiple departments. * Get more value, in less time, from your Relay implementation. ### Creating Custom Workflow Templates Customizable workflow templates enable departments or divisions across an organization to use the same basic template.  People can access the templates you create, make any modifications they wish, and then activate the templated workflows. Relay enables you to: * Create a new workflow template from scratch * Create a template from an existing workflow * Create a new template from an existing template In all cases, templates you create and save display on your **Workflows** page, under **My Templates**.  Templates you publish – that is, templates you make available for others to use – display on your **Workflows** page, under **My Company**. **To create a new template from scratch:** 1. Toward the top right, click **New Template**. * If Box is displaying a **New Workflow** button and not a **New Template** button, click the **View Gallery** link immediately below the button.  All workflow templates now display, and the button label changes to **New Template**. ![newworkflowbutton-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/newworkflowbutton.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=a3c46532a572e263bea250ab6f3523d6) ![newtemplatebutton-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/newtemplatebutton.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=09812c7b4d63ef1b35aa3e7c3e5abe16) 2. Build the workflow. This is the same process as building any workflow, with one important exception: you can assign trigger and outcome details to be completed later, by whoever uses the template, instead of specifying these details yourself.  To do this, click **To be completed…** at the relevant prompts.  These details display with a purple icon. ![tobecompleted-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/tobecompleted.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=0a55deea0ad0ab07e435d5e40da32685) When you're done, click **Save**. Each template displays in the template gallery with labels that indicate the template's origin: * one of the six pre-built categories that Box provides (HR, Business Operations, Sales, and so on) * if applicable, **My Templates** and/or **My Company** **To create a template from an existing workflow** 1. From your **Workflows** page, to the right of the workflow you want, click the ellipsis (**…**). 2. From the menu that displays, click **Edit**. The workflow opens in the workflow builder. 3. In the top right of the screen, click the ellipsis. 4. From the menu that displays, click **Use as a template**. * If you do not need to share this workflow with anyone else, click **Save**. This template now displays in your **Workflows** page, under **My Templates**. * To share this workflow for others to use, click **Publish**. Then, at the prompt, click **Confirm**.  This template now displays in the **Workflows** page, under **My Company**, for everyone who uses Relay in your organization. **To create a new template from an existing template:** 1. From your **Workflows** page, click **My Templates**. 2. Click the template you wish to modify.  The workflow builder page opens. 3. Edit the workflow as you wish. * If you do not need to share this workflow with anyone else, click **Save**. This template now displays in your **Workflows** page, under **My Templates**. * To share this workflow for others to use, click **Publish**. Then, at the prompt, click **Confirm**.  This template now displays in the **Workflows** page, under My Company, for everyone who uses Relay in your organization. You can also easily modify an existing template.  To do this, unpublish the template you wish to modify.  Then make any changes you wish, and re-publish. > [!TIP] > > It’s good practice to indicate in your workflow name whether the workflow is a template – for example, **Agency Review Tmplt**.  Workflow names do not indicate by default whether they are templates or simply personal or single-use workflows. > [!NOTE] > > If you are unable to share your own templates with the rest of your organization, contact your Box Administrator.  The administrator controls who can publish custom templates to the rest of the company. ### Using a custom template Putting a custom template to use -- that is, activating the workflow that you (or someone else) has built and customized -- is straightforward. **To use a custom template:** 1. In your **Template Gallery**, locate and click the workflow you want.  A window opens, displaying the steps configured in the template. 2. Click **Use Template**.  The Workflow Builder opens. 3. Review all of the workflow steps.  Modify the workflow if you wish, and be sure also to complete any details that you, as the workflow starter, are required to specify (selecting folders, identifying notification recipients, and so on). 4. When you're done, click **Activate**. The workflow is now ready to work and displays in your list of active workflows. ### Removing and Deleting Templates If you wish to remove a template from the list of templates available to everyone else in your company, you can unpublish it.  One reason you may wish to do this: you need to modify an existing template.  To modify a template, you must unpublish the template, first.  Then change it as you wish, and re-publish it. You can unpublish only templates you have created.  Box Admins and Co-admins can unpublish anyone's customized template. **To unpublish a template from the list:** 1. Click the workflow template you wish to remove.  The workflow overview window opens. 2. Click **Edit**. The **Workflow builder** page opens. 3. In the top-right corner, click the ellipsis (**...**). 4. Click **Unpublish**. The template no longer displays in the list of templates under **My Company**.  However, it continues to display in the list under **My Templates**.  To remove it entirely, you can delete it. **To delete a template:** 1. Click the workflow template you wish to remove.  The workflow overview window opens. 2. Click **Edit**.  The **Workflow builder** page opens. 3. In the top-right corner, click the ellipsis. 4. Click **Delete**. # Generating Documents with Box Doc Gen and Box Relay Source: https://docs.box.com/en/box-relay/building-enhanced-workflows/generating-documents-with-box-doc-gen-and-box-relay If your organization is on the Enterprise Advanced plan, you have access to Box Doc Gen and Box Forms within Box Relay, enabling you to: * Seamlessly collect data with web and mobile-friendly forms. * Dynamically generate custom documents based on data submitted via: * Box Forms, * workflow variables in Relay, * metadata, and * manual data entry. * Automatically send documents, generated by Box Doc Gen, for e-signature and approval with Box Sign in Relay. ## Overview Here's a summary of how to create an end-to-end document generation workflow in Box Relay: 1. Create a Doc Gen template within Microsoft Word using the [Box Doc Gen Template Creator add-in](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview). You can create the template using [JSON data](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json) or [manually](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-manually). 2. Upload the Doc Gen template within the Box Doc Gen entry point in Box Relay.  Alternatively, upload the template within a preferred folder by right-clicking the template and selecting **Mark as Doc Gen Template**. 3. Create a new Box Relay workflow and set the trigger to be a Box Forms submission. 4. Configure a Generate Document workflow outcome; select the Doc Gen template you want to use; configure the workflow variable mappings; save the location folder in which you want to save the generated document; and name the generated document. 5. Create an approval or review task. 6. Create a Request Signature outcome; configure the file that you want to send for signature, the recipient mappings, recipient roles, and specify the signing order.  You can also select a metadata template to track the signature request status in real time. ## Creating the Relay Workflow Follow these steps to create and configure the Relay workflow. ### Step 1: Create your Doc Gen template To create your Doc Gen template, you must use the [Box Doc Gen Template Creator add-in](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview) in Microsoft Word.  Learn about installing the template creator [here](/en/box-doc-gen/box-doc-gen-installation/installing-the-box-doc-gen-template-creator-add-in-for-microsoft-word). To create your Doc Gen template, do one of the following: * [Use sample JSON data and the Box Doc Gen Template Creator add-in](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-from-json), or * [Create a Doc Gen template manually with the Box Doc Gen Template Creator add-in](/en/box-doc-gen/box-doc-gen-templates/creating-a-template-manually). ### Step 2: Upload the Doc Gen template to Box **To upload an authored Doc Gen template to Box:** 1. In Box, to use an existing file, navigate to **Relay > Doc Gen Templates > New Doc Gen Template > Existing file**.  To create a new file, select: **New > Doc Gen Template > New file > provide a name for the template > Destination folder > Create**.  Box creates a new Doc Gen template and Word file that you can modify using Microsoft Word in Box. 2. Select your Doc Gen template. 3. Select the destination folder in Box. 4. Click **Create**.  Box uploads the template to Box and marks it as a Doc Gen template. ![relay-docgen-step2-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step2.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=cf3139ac865e042709bfcd75b174ed3d) **If the template already exists in Box:** 1. Click the docx file. 2. Click the ellipsis (**…**) then select **Mark as Doc Gen template**. ![relay-docgen-step2-markcomplete-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step2-markcomplete.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=86012d5ccafe5e570763bdec3c7ef48c) ### Step 3: Create a workflow that starts from a Form submission **To configure a workflow initiated by a Form submission:** 1. In Box, navigate to **Relay > New Workflow**. 2. In the **Trigger** section, under **What starts the workflow**, click **Form Submission**. 3. Select the Box Form that initiates the workflow. ![relay-docgen-step3-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step3.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=14401c53ee83943add7aa0d8516d8c3d) ![relay-docgen-step3-2-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step3-2.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=53668c36d54b42e32ef28758ffa483ec) ### Step 4: Set up Document Generation as an Outcome in Relay To use the form responses to dynamically create documents, select **Generate Document** as your first outcome. Relay searches for all dynamic fields associated with your Doc Gen template, and enables you to map those fields from the Box Form submission to workflow variables and Doc Gen tags in your Doc Gen template.  When a Box Forms submission initiates the Box Relay workflow, Relay uses the configured template mapping between the Doc Gen template tags and the Box Form submission data to identify what content to add from the Box Form into the generated document. **To configure Document Generation as an Outcome to the workflow:** 1. Under **Outcome**, click **Generate document**. 2. Choose a Doc Gen template to configure. 3. Map the fields from the selected Form to the variables in the Doc Gen template. 4. Select the destination folder where Relay will save the generated documents. ![relay-docgen-step4-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step4.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=b20fd56f372becad7797b54c84bc1033) ![relay-docgen-step-4-2-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step-4-2.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=a66a2fa6d4944679cf1742764fbed909) The document you generate through a Relay outcome becomes available in all subsequent: * File outcomes, * Metadata outcomes, * Task assignment outcomes, and * Signature request outcomes, which enable you to send the generated documents automatically for signature with [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign). * Signature request file and signing log become available after initial outcome. ### Step 5: Create a Review Task Box recommends customers manually review the automatically generated document before using it in a subsequent business process.  To do this, use the **Assign a Task** outcome. After configuring the Form Submission trigger and Generate Document outcome, create an additional Assign a Task outcome. **To assign a Task in Relay:** 1. Click **+ Outcome** then select **Assign a Task**. 2. Follow the steps from [Task outcome options](/en/box-relay/building-basic-workflows/understanding-triggers-and-outcomes-in-relay#task-outcome-options). 3. Within **Assign the task to a file**, select the file generated from Outcome 1. ![relay-docgen-step5-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/relay-docgen-step5.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=5de873583982704da6d342e16a26eaa3) ### Step 6: Automatically send the generated document for signature with Box Sign Box Relay enables you to send the generated document for e-signature or approval with the Box Sign outcome. > [!WARNING] > > To use the Request Signature outcome in Relay, you must create and input Box Sign template tags within the Doc Gen template in Microsoft Word, using the [Box Doc Gen Template Creator add-in](https://appsource.microsoft.com/en-us/product/office/wa200007137?tab=overview). **To send the generated document for e-signature or approval with Box Sign:** 1. Select the **Request Signature** outcome. 2. Select the file generated by Outcome 1. 3. Under **Add Recipients**, add signers and approvers by either using dynamic variables or by manually inputting an email address.  For example, if you added an email address field within your Box Form, you can dynamically leverage the email address entered within that field to send the generated document for signature or approval. 4. For each recipient, specify one of the following Box Sign recipient roles: **Signer**, **Approver**, or **Get a copy**.  To learn more about Box Sign recipient roles see [this article](/en/box-sign/sending-a-document-for-signature/roles-for-signers). 5. For multiple recipients, specify the signing order by enabling **Specify Signing Order**, and adding a number next to each signer's name that corresponds to the desired signing order. > [!WARNING] > > Ensure you do not use the same email twice (for example, by using a dynamic variable and an email input) because doing so causes the workflow to fail. 6. Update metadata on the signed files to include real-time signature request status during the signature request process. To do this: 1. Click **Select a metadata template for tracking signature requests (optional)**. 2. Specify the metadata template and the metadata attribute that Relay will populate with signature request status.  Signature request status values include: **In progress**, **Signed**, **Cancelled**, and **Expired**. 7. Click **Activate**. ## Your Workflow in Action After you activate your Relay workflow, when someone submits a Box Form your workflow automatically: * Generates the document using the Doc Gen template. * Auto-populates and formats the document with the relevant content from the submitted Box Form and the data you configured in the Doc Gen outcome in Creating the Relay Workflow, Step 4. * Saves the document in the folder you defined in Creating the Relay Workflow, Step 2. * If you configured the Request Signature outcome, Box automatically sends the generated document for signature or approval to the recipients you defined in Creating the Relay Workflow, Step 6. * For the workflow to continue, the recipient(s) will need to complete the signature requests. Otherwise, if the recipient(s) cancels, declines, or leaves the request to expire, then the workflow ends. # Routing your Workflow when a Task is Rejected Source: https://docs.box.com/en/box-relay/building-enhanced-workflows/routing-your-workflow-when-a-task-is-rejected It would not be useful if your workflows always ended prematurely each time someone rejected a task you assigned them as part of that workflow. So as you build your workflow, you can specify different outcomes based on whether someone approves or rejects a task.  In case of a rejection, you can: * re-direct the workflow to a previous task outcome step; * assign a general task to another individual before redirecting to a previous task outcome step; or * end the workflow **A common example -- a contract approval process** Relay moves the contract along until it arrives at the desk of the group Vice President. The VP is unhappy with the terms stated in the contract, and rejects it, advising in a comment that they want to make certain changes. In this case Relay has been configured to send the contract back to the originating sales rep via a general task assignment. The sales rep revises the contract, thus completing the task, and Relay routes the workflow to a previous approval task outcome to go through the process again. Here's what that workflow could look like, in sequential order: **Trigger:** File uploaded to folder labelled **Contracts for Review.** **Outcome 1:** General task to sales rep to update file. **Outcome 2:** Approval task to sales manager. * if rejected: Go to outcome 1 * if approved: Go to next outcome (outcome 3) **Outcome 3:** Approval task to sales VP. * if rejected: Go to outcome 1 * if approved: Go to next outcome (outcome 4) **Outcome 4:** Move file into folder labelled **Final Contracts.** > [!NOTE] > > When assigning tasks, try to keep folder permissions in mind.  It is possible that when a task is rejected and returns to an earlier task assignee, the file that is the subject of the workflow will have moved to a folder to which the earlier assignee may not have access. **Related Links** * [More on triggers and outcomes in Relay](/en/box-relay/building-basic-workflows/understanding-triggers-and-outcomes-in-relay) * [More on creating a new workflow in Relay](/en/box-relay/building-basic-workflows/creating-a-new-workflow-in-relay) # Starting Relay Workflows Automatically with File Request Source: https://docs.box.com/en/box-relay/building-enhanced-workflows/starting-relay-workflows-automatically-with-file-request If you want to start a discrete workflow automatically when people upload multiple files, you can use Box’s File Request feature. File Request is a separate feature, available to every paid Box Business Plan account (or higher).  You can review [comprehensive information about File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request) elsewhere.  Basically, File Request enables you to create a Web form in seconds that anyone can use to upload content to Box.  When you specify File Request as a workflow trigger, the workflow launches automatically each time someone completes your File Request form and uses it to submit content to the Box folder you’ve designated. This is especially useful when gathering content from someone is the first step in a workflow.  For example: * HR teams can use File Request to gather employment-related documents from new hires and upload them directly into Box. Relay then routes the documents through the HR review process before moving the documents to the new employees’ files. * Marketing teams can use File Request to gather assets from creative agencies, with Relay automatically routing the assets through a review-and-approval process. * Finance teams can use File Request to solicit vendor invoices and have Relay route those invoices through an approval process. * IT can use File Request to obtain security and compliance certifications from partners so Relay can route them to legal and compliance teams to review. Using File Request as a trigger in Relay effectively enables you to apply one workflow repeatedly, to every document submitted via your form, without any further action on your part.  You can: * assign a single workflow outcome to a discrete set of files instead of to a single file * create a new folder with a unique and easily-identifiable name and move all files submitted via your File Request into that folder * approve multiple files simultaneously, with a single action You can use File Request to solicit documents and metadata from anyone, inside or outside your organization, regardless of whether they even have a Box account. > [!NOTE] > > A File Request trigger differs from a simple “file upload” trigger in that it enables you to initiate a single workflow on multiple files at once, automatically. **Using File Request to Trigger a Relay Workflow** This consists of three separate procedures: 1. Create a File Request on a folder. All content submitted via your File Request is uploaded into that folder.   [Instructions for creating a File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone). 2. Build a Relay workflow on that folder using File Request as a trigger. [Instructions for building a workflow](/en/box-relay/building-basic-workflows/creating-a-new-workflow-in-relay). 3. Send the link to the File Request form to the people whose content you wish to process through your workflow. As the above procedure shows, you must create the File Request first.  Otherwise you cannot select a File Request as a trigger when you begin building your workflow. Also, when you build your workflow, you can modify it to start based exclusively on some metadata condition being met – for example, if the value of a submitted contract exceeds a certain amount. > [!WARNING] > > The workflow does not begin until Box receives requested content – that is, when requested files have been uploaded and metadata has been added. Relay then moves the submitted files and their associated metadata onto the next step of the workflow en masse, as a single package of files. The workflow starts each time content is submitted via the File Request form. When building your workflow, you can only use File Request forms on folders for which you have the corresponding Relay permissions.  For example, if Relay is available only for a folder owner or co-owner, you must be the owner or a co-owner of that folder to use that folder’s File Request as a trigger in your workflow. > [!TIP] > > Box File Request enables you to request up to 500 files at one time.  However, we recommend you limit your workflows to 20 files or fewer.  If you think people might upload more than 20 files, consider adding instructions to your File Request asking people to limit uploads to 20 files at a time. > [!NOTE] > > If you assign a task as an outcome following a file request, that task applies to all requested files together, as a bundle. # Managing and Modifying Your Workflows in Relay Source: https://docs.box.com/en/box-relay/managing-and-tracking-workflows/managing-and-modifying-your-workflows-in-relay You can view, manage, and modify all your workflows via your **Workflows** screen. This is your home page for all your Relay activities. > [!NOTE] > > You can view only those workflows you have created. You cannot see a workflow created by anyone else, even if you have been assigned a task in someone else’s workflow. Box Admins, however, can view every workflow created throughout your organization. To access your workflows, from the left-hand navigation click **Relay**. Your workflows display in alphabetical order. If you do not see Relay in your left-hand navigation, contact your Box Administrator. From the **Workflows** page, you can: ## Create a new workflow Depending on your business processes, creating a workflow could range from a few simple steps to many steps with simultaneous flows. ## Activate and deactivate a workflow At any time you can activate a workflow that you have saved but not activated. As soon as you do this the workflow launches the instant it is triggered. If on the other hand you identify an active workflow you no longer want – for example, if a business process changes and it’s no longer needed – you can deactivate it at any time. **To activate an inactive workflow** 1. From the **Workflows** screen, next to the workflow you want, click the ellipsis (**…**). 2. From the menu that displays, click **Activate**. The workflow is now active, and the next time your trigger occurs, the workflow executes. > [!TIP] > > * Try using different folders to store content at different stages of a workflow – for example, create one folder for “In Review Contracts” and another folder for “Fully Executed Contracts.” > * Also, any content that pre-exists in a folder that’s part of a workflow is not acted upon – that is, if you designate that any document uploaded to Folder A kicks off a workflow, any files that may exist in Folder A **before** you incorporated it into a workflow **are not** acted upon. Only files uploaded to Folder A **after** you have created and activated a workflow will be part of that workflow. **To deactivate an active workflow** 1. From the **Workflows** screen, next to the workflow you want, click the ellipsis (**…**). 2. From the menu that displays, click **Deactivate**. Your workflow stops executing when you deactivate it. This includes any workflow that has launched but not completed. > [!TIP] > > Move or rename any folders that are part of a deactivated workflow, to avoid the possibility of someone uploading new content into the folder expecting a workflow to kick off. ## Modify an existing workflow It is not uncommon for you to decide to edit an active workflow. For example, you may need to * add an approver you may have inadvertently omitted the first time * modify a destination in an on-boarding process * re-assign an approval task because the original approver is out of the office * insert a newly-arrived contract into the approval process Editing a workflow is much the same as creating a new workflow. **To modify an active workflow** 1. From the **Workflows** screen, next to the workflow you want, click the ellipsis (**…**). 2. From the menu that displays, click **Edit**. The **Workflow** screen displays, and you can make any changes you want. 3. Click **Update**. Any content that is in-progress but precedes your changes continues according to your new instructions. > [!NOTE] > > You can only modify workflows you have created. ## Duplicate a workflow From time to time you may want to repeat a workflow but in a different context or on a separate set of content. Instead of re-creating the same workflow from scratch, you can duplicate it in its entirety, change just one or two parameters if you need (such as a task assignee or folder), and then apply it discretely. **To duplicate an active workflow** 1. From the **Workflows** screen, next to the workflow you want, click the ellipsis (**…**). 2. From the menu that displays, click **Duplicate**. 3. A second version of this workflow displays in your **Workflows** page, with exactly the same name but with + ("copy") appended. Re-name the workflow to distinguish it from the original version. > [!TIP] > > If you have a complex workflow with multiple flows and multiple outcomes that you want to repeat across multiple folders, start by duplicating a similar existing workflow. You can then quickly modify the configuration within the step or steps you want (for example, the selected folder) and re-name the workflow. ## Rename a workflow At any time you can rename an existing workflow. This is much the same as naming a workflow for the first time. **To rename an existing workflow:** 1. From the **Workflows** screen, click the name of the workflow you want. 2. When the workflow displays, in the top-lefthand portion of the screen, hover over the workflow name. 3. Type in the new workflow name and then click **Update** in the top right portion of the screen. 4. The **Workflows** screen displays again. Any workflows that may be in progress when you rename the workflow continue uninterrupted. ## Delete a workflow If you do not need an existing workflow and you do not even want it to display in your **Workflows** page, you can delete it. **To delete an active workflow** 1. From the **Workflows** screen, next to the workflow you want, click the ellipsis (**…**). 2. From the menu that displays, click **Delete**. # Tracking and Downloading the Progress of your Workflows Source: https://docs.box.com/en/box-relay/managing-and-tracking-workflows/tracking-and-downloading-the-progress-of-your-workflows At any time you can find out how far along any of your workflows are. You can also generate and download a .csv file of all of the steps of workflows that are in progress or that have completed. Do all of this via the **Workflow Tracking** page. To get details of any active workflow, hover over the row of the workflow you want. (A workflow is active if it is in progress or if it has completed.) Then, to the right, click **Tracking** to display the tracking page for that workflow. The tracking page displays each individual flow with a status of: * in progress -- the flow has been initiated -- that is, the first trigger event has happened * completed -- all steps in a flow have completed and the final outcome has occurred * stalled -- the flow has arrived at a step it cannot complete, such as a missing file, folder, or task assignee From here, you can view each flow's activity and get complete and auditable details of each completed step. This helps you maintain confidence your automations are working as planned. You can always keep abreast of how far along each workflow is, and identify where workflows that aren’t completing promptly may be slowing down or stalling. You can also audit workflow progress, by visiting this page and downloading .csv files of each workflow's activity. **To track or download the progress of a specific workflow** 1. Open Relay. From the **Workflows** page, to the right of the workflow you want, click **Tracking**. ![relay-trackingbutton-72855-png](https://mintcdn.com/product-docs/wPPHlIIMO3KGvQgK/images/box-relay/relay-trackingbutton-72855.png?fit=max\&auto=format\&n=wPPHlIIMO3KGvQgK\&q=85\&s=1097a8841e378fedd45dda268e5c2876) 2. Hover on the row of the workflow you want, and to the right of the **Status** column click **View Activity**. The **Activity Report** window opens. ![relay-viewactivity-72855-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-viewactivity-72855.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=892f465fe022ff4b4ff91f484b89b7ae) ![relay-workflowactivitywindow-72855-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-relay/relay-workflowactivitywindow-72855.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=98ff2cdaef8c455578bc57744d8534fb) 3. From here you can view or download details of all of the workflow’s triggers and outcomes, including, where appropriate: * who completed each action * dates and times of completion * what actions were taken at each step * task type (general or approval) and disposition (completed, approved, or rejected) 4. To download a .csv file of a workflow's details, click **Export**. 5. Relay downloads to your machine a .csv file with the details of each step, including the event (trigger, outcome, and so on), the event type (file upload, folder copy, and so on), a timestamp, and the specific content and people involved. # Transferring Your Workflow to Another User Source: https://docs.box.com/en/box-relay/managing-and-tracking-workflows/transferring-your-workflow-to-another-user > [!NOTE] > > This feature is available **only on Enterprise, Enterprise Plus, and Enterprise Advanced** accounts. If you are looking to transfer Relay Workflow ownership to another user, you can initiate the process in the workflow builder page. > [!NOTE] > > **Note: Admin Permissions** > > Because only admins can configure template publishing permissions in the admin console, only admins can set those permissions for users. If you're an admin, be sure to enable the correct permissions prior to your users starting a workflow transfer process. > > For more information on enabling permissions as admin, refer to the [Enabling Box Relay for your Organization](/en/box-relay/administering-and-configuring-relay/enabling-box-relay-for-your-organization) article. Prior to starting, make sure your admin has given you publishing permission. If not, contact your admin. > [!NOTE] > > You can transfer only one workflow at a time to another user. **To transfer Relay Workflow ownership:** 1. Open Relay from the Box Navigation menu. ![box-menu-png](https://mintcdn.com/product-docs/am8R3s1XSmI2sD3k/images/box-relay/box-menu.png?fit=max\&auto=format\&n=am8R3s1XSmI2sD3k\&q=85\&s=eb8fe0d0fbeeed8701d715775c67f257) 2. Hover over the workflow you want to transfer. Click the ellipsis and select **Transfer to Users.** ![ellipsis-menu-png](https://mintcdn.com/product-docs/GHR0BBqfXA3GlYyY/images/box-relay/ellipsis-menu.png?fit=max\&auto=format\&n=GHR0BBqfXA3GlYyY\&q=85\&s=6d5b4d154315b99f9715c5ceb5b463f1) 3. Enter the user receiving the Workflow ownership. 4. Review the user information before completing the process. Click **Transfer.** * The system alerts you if an email is incorrect or an external user is being added. Once complete, a notification is displayed to indicate the transfer was successful. ![Green success notification banner stating that a new template has been created and transferred.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-relay/once-complete-notification-displayed-indicate.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=83201e574e081a093f18ed60df591949) # Configuring Shield Access Policies to Match Industry Best Practices Source: https://docs.box.com/en/box-shield/getting-started-with-box-shield/configuring-shield-access-policies-to-match-industry-best-practices While there are many ways to classify, control, and restrict content, many different industries have developed best practices that work well within those industries. Organizations within those industries that use Box can carry those practices into Box. This topic describes how to design Shield access policies for several industries, as well as a general use case best practice, in the following sections: For each, this topic suggests a set of Classification Labels, as well as how to configure Shield access policies for those labels within those industries. See [Creating and Using Classification Labels Based On Industry Best Practices](/en/box-shield/getting-started-with-box-shield/creating-and-using-classification-labels-based-on-industry-best-practices) for detailed descriptions of each Classification Label. ## Shield Access Policy General Best Practices For general use cases, the best practice is to keep your security stance simple. Consider these classification labels: * Optionally one for content that can be made generally available: Public * One for content that is intended to be kept within your organization: Internal * One for content that requires specific authorization for access: Confidential ### Public Shield Access Policy: General Use For general use, this is how you would configure Shield access policy security controls to manage content with the *Public* classification label: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People with the link Some organizations, to keep their classification scheme simple, consider not classifying content such as this. ### Internal Shield Access Policy: General Use For general use, this is how you would configure Shield access policy security controls to manage content with the *Internal* classification label: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People in your company and invited people * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): Restrict all External Users for Web App, Mobile, and Desktop ### Confidential Shield Access Policy: General Use For general use, this is how you would configure Shield access policy security controls to manage content with the *Confidential* classification label: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): Invited people only * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): * Restrict all Managed Users (except Owners/Co-owners) for Web App, Mobile, and Desktop * Restrict all External Users for Web App, Mobile, and Desktop * [Integration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#integration-restriction-settings): Block all integrations from downloading and reading content. Blocking the **Read** scope prevents AI integrations (such as the ChatGPT Box connector, Microsoft Copilot, Claude, and Cursor) from feeding this content into a large language model. * [FTP Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#ftp-restriction-settings): Enable Restrict FTP downloads * [Watermarking Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#watermarking-settings): Enable watermarking * [Sign Request Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#box-sign-request-restriction-settings): Enable Restrict users from requesting signatures on content using Box Sign ## Shield Access Policy Legal/M\&A Best Practices In the legal industry, a significant amount of content must be restricted to a limited amount of people. A classification schema that supports the needs of a legal organization could include: * One classification for content that can be made generally available: Public * Two classifications for content that should be accessible only to people within your organization: Internal and Confidential * One classification for content that's meant to be accessible only to specific people within your organization and specifically identified people outside of your organization: Client Content/Client Collaboration ### Public Shield Access Policy: Legal M\&A For Legal M\&A use, this is how you would configure Shield access policy security controls to manage content with the *Public* classification label: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People with the link Some organizations, to keep their classification scheme simple, consider not classifying content such as this. ### Client Content/Client Collaboration Shield Access Policy: Legal M\&A For Legal M\&A use, this is how you would configure Shield access policy security controls to manage content with the *Client Content* or *Client Collaboration* classification labels: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People in your company and invited people ### Internal Shield Access Policy: Legal M\&A For Legal M\&A use, this is how you would configure Shield access policy security controls to manage content with the *Internal* classification label: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People in your company and invited people * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): Restrict all External Users for Web App, Mobile, and Desktop ### Confidential Shield Access Policy: Legal M\&A For Legal M\&A use, this is how you would configure Shield access policy security controls to manage content with the *Confidential* classification label: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): Invited people only * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): * Restrict all Managed Users (except Owners/Co-owners) for Web App, Mobile, and Desktop * Restrict all External Users for Web App, Mobile, and Desktop * [Integration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#integration-restriction-settings): Block all integrations from downloading and reading content. Blocking the **Read** scope prevents AI integrations (such as the ChatGPT Box connector, Microsoft Copilot, Claude, and Cursor) from feeding this content into a large language model. * [FTP Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#ftp-restriction-settings): Enable Restrict FTP downloads * [Watermarking Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#watermarking-settings): Enable watermarking * [Sign Request Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#box-sign-request-restriction-settings): Enable Restrict users from requesting signatures on content using Box Sign ## Shield Access Policy Financial Services Best Practices The financial services industry requires both confidentiality and governance. Content can contain information that includes both personally identifying information (PII) and sensitive financial information. A financial services organization might consider the following classification schema to keep their content in Box secure: * One classification for content that can be made generally available: Public * Two classifications for content that should be accessible only to people within your organization: Collaborators Only and Internal * Three classifications for content that you share only with specifically defined people, either within or outside your organization: Confidential, Extremely Confidential, and PII ### Public Shield Access Policy: Financial Services For Financial Services use, this is how you would configure Shield access policy security controls to manage content with the *Public* classification label: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People with the link Some organizations, to keep their classification scheme simple, consider not classifying content such as this. ### Internal Shield Access Policy: Financial Services For Financial Services use, this is how you would configure Shield access policy security controls to manage content with the *Internal* classification label: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People in your company and invited people * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): Restrict all External Users for Web App, Mobile, and Desktop ### Collaborators Only Shield Access Policy: Financial Services For Financial Services use, this is how you would configure Shield access policy security controls to manage content with the *Collaborators Only* classification label: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): Invited people only ### Confidential Shield Access Policy: Financial Services For Financial Services use, this is how you would configure Shield access policy security controls to manage content with the *Confidential* classification label: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People in your company * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): * Restrict all Managed Users (except Owners/Co-owners) for Web App, Mobile, and Desktop * Restrict all External Users for Web App, Mobile, and Desktop ## Shield Access Policy Healthcare Best Practices The healthcare industry includes many different types of organizations, from hospitals and medical practices to pharmaceutical and medical device developers to public and private research institutions. Some organizations can benefit from a simple classification structure, while others may require more fine-grained levels of content security, especially when working with governmental organizations. Many organizations settle on a basic schema plus specific categorization for content containing personal health information (PHI). A healthcare organization might consider the following to keep their content in Box secure: * One classification for content that can be made generally available: Public * Two classifications for content that should be accessible only to people within your organization: Collaborators Only and Internal * Three classifications for content that you share only with specifically defined people, either within or outside your organization: Confidential - De-Identified PHI, Restricted - PHI, and Restricted - Sensitive The following sections describe common classification label naming, descriptions, and purpose in the healthcare industry, along with how an organization would typically configure Shield access policies to manage content with each classification. ### Public Shield Access Policy: Healthcare For Healthcare use, this is how you would configure Shield access policy security controls to manage content with the *Public* classification label: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People with the link Some organizations, to keep their classification scheme simple, consider not classifying content such as this. ### Collaborators Only Shield Access Policy: Healthcare For Healthcare use, this is how you would configure Shield access policy security controls to manage content with the *Collaborators* classification label: * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): Invited people only ### Internal Shield Access Policy: Healthcare For Healthcare use, this is how you would configure Shield access policy security controls to manage content with the *Internal* classification label: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People in your company and invited people * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): Restrict all External Users for Web App, Mobile, and Desktop ### Confidential - De-Identified PHI Shield Access Policy: Healthcare For Healthcare use, this is how you would configure Shield access policy security controls to manage content with the *Confidential - De-Identified PHI* classification label: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): People in your company * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): * Restrict all Managed Users (except Owners/Co-owners) for Web App, Mobile, and Desktop * Restrict all External Users for Web App, Mobile, and Desktop ### Restricted - PHI and Restricted - Sensitive Shield Access Policy: Healthcare For Healthcare use, this is how you would configure Shield access policy security controls to manage content with the *Restricted - PHI* and *Restricted - Sensitive* classification labels: * [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings): Block all external collaboration * [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings): Invited people only * [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings): * Restrict all Managed Users (except Owners/Co-owners) for Web App, Mobile, and Desktop * Restrict all External Users for Web App, Mobile, and Desktop * [Integration Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#integration-restriction-settings): Block all integrations from downloading and reading content. Blocking the **Read** scope prevents AI integrations (such as the ChatGPT Box connector, Microsoft Copilot, Claude, and Cursor) from feeding this content into a large language model. * [FTP Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#ftp-restriction-settings): Enable Restrict FTP downloads * [Watermarking Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#watermarking-settings): Enable watermarking * [Sign Request Restriction](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#box-sign-request-restriction-settings): Enable Restrict users from requesting signatures on content using Box Sign # Creating and Using Classification Labels Based On Industry Best Practices Source: https://docs.box.com/en/box-shield/getting-started-with-box-shield/creating-and-using-classification-labels-based-on-industry-best-practices Unclassified content is uncontrolled content. Classifying your content allows you to govern your content. The first step in classifying your content is creating [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels). This topic will describe a basic classification scheme, as well as best-practice classification schemes for several industries, including legal/M\&A, financial services, and healthcare. It contains the following sections: In Box, the names of Classification Labels are freeform text. You *can* name your Classification Labels anything you want to (at least, up to 40 characters worth). But just because you can do something doesn't mean you should. The security industry has naming conventions for various levels of security, and then other industries layer their own naming conventions on top of that to serve their specific security needs. These conventions aren't requirements, nor do they adhere to any regulation. But following these conventions will help you interoperate with other systems easier. ## A Basic Classification Label Scheme A basic classification labeling scheme uses common naming conventions, conventions that allow people familiar with the content security space to infer the likely level of security applied to content that uses these Classification Labels. This scheme uses the following label names: * Public - for content that can be made generally available * Personal - for non-business content that is usually not intended to be made public or shared * Internal - for content that is intended to be kept within your organization * Confidential - for content that requires specific authorization for access In addition to being a good basic classification scheme, other industries that require additional levels of content security will often start with these as a baseline and then add specific, finer-grained classifications or sub-classifications of these classifications. Many basic content classification systems will include only Internal and Confidential. While these classifications can be sufficient to identify content that requires some level of control, using just Internal and Confidential classifications can mean some amount of content left unclassified, which is sub-optimal when you want to ensure proper governance of all of your content. These classifications typically have purposes as described in the following sections. ### Public Classification Label Public classification is typically used for content that is intended for dissemination to the general public, either through direct distribution or publication. Examples of this type of content include published press releases, product support documentation, and official social media posts. ### Personal Classification Label Personal classification is typically used for non-business content that is usually not intended to be made public or shared. It is not often used in business environments, but if you allow personal content to be stored in your organization's Box instance, you may want to include it. ### Internal Classification Label Internal classification is typically used for content intended for use within the organization and is not meant for public or external parties. In some cases, specifically authorized external parties can be allowed access to content with this classification. Examples of this type of content include policy or procedure manuals, team meeting minutes, internal project plans, internal newsletters, employee training materials, and internal communications. ### Confidential Classification Label Confidential classification is where different industries add nuance and additional strata. A basic definition is that it is for content that needs specific authorization for access and is subject to stringent security measures. Additional clarifications that industries and organizations can add to the definition of Confidential classification include: * Content that includes sensitive business data and that could cause damage to the business if shared with unauthorized people, including the general public and most employees. * Content that includes health data but with any PHI/PII (personal health information/personally identifying information) removed to protect individual privacy while still being used for research, policy-making, or health system management. * Content with confidential data that is available to all employees but requires protection. * Content with confidential data that is allowed to be shared with trusted people both within and external to your organization. Examples of this type of content include content containing PII (personally identifying information), financial records and reports, proprietary research and development documents, contracts, shared project docs, unreleased scripts, contractual agreements, financial statements, non-public marketing plans, de-identified clinical trial data and patient surveys, anonymized datasets used for public health research, and strategies and future plans. ## Industry-Specific Classification Labeling Schemes Legal/M\&A, financial services, and healthcare organizations typically have content security needs beyond a basic classification scheme. The following sections describe industry-specific best practice classification schemes that build upon the basic classification scheme described above. ### Legal/M\&A Organization Classification Labels In the legal industry, a significant amount of content must be restricted to a limited amount of people. A classification scheme that supports the needs of a legal/M\&A organization could include the three basic classification labels (Public, Internal, and Confidential), plus: #### Client Content/Client Collaboration Classification Label This classification is generally used for content that is available to people within your organization and must be restricted to specifically defined people outside of your organization, content that is produced, shared, or collaborated upon with a client or partner. Examples include scripts being developed for clients, storyboards, shared project timelines, and deliverable schedules. ### Financial Service Organization Classification Labels The financial services industry requires both confidentiality and governance. Content can contain information that includes both personally identifying information (PII) and sensitive financial information. A classification scheme that supports the needs of a financial organization could include the three basic classification labels (Public, Internal, Confidential), plus: #### Collaborators Only Classification Label This classification is generally used for content intended to be shared only with trusted external parties. Examples include joint project reports with partner companies, shared financial analysis, and collaborative research. #### Extremely/Highly Confidential Classification Label An Extremely Confidential or Highly Confidential classification is typically used for extremely sensitive content that could result in substantial harm or risk to the individual or company if disclosed. Examples of this type of content include employee and customer information, passwords, source code, contracts, pre-announcement financial data, trading reports, M\&A details, and executive communications. #### PCI Classification Label This classification is typically used for any content that contains any information that is governed by the Payment Card Industry Data Security Standard (PCI DSS), which includes sensitive payment card or cardholder information. Examples of this type of content include content containing credit card numbers, cardholder's names, or cardholder's authentication data (like CVV or PIN numbers). ### Healthcare Organization Classification Labels The healthcare industry includes many different types of organizations, from hospitals and medical practices to pharmaceutical and medical device developers to public and private research institutions. Some organizations can benefit from a simple classification structure, while others may require more fine-grained levels of content security, especially when working with governmental organizations. Many organizations settle on a basic schema plus specific categorization for content containing personal health information (PHI). A classification scheme that supports the needs of a healthcare organization could include the three basic classification labels (Public, Internal, Confidential), plus: #### Collaborators Only Classification Label This classification label is used for content that your organization wants to share only with trusted external parties. Examples include research findings shared with partner institutions, joint clinical trial data, and shared patient data for consultation or referral purposes. #### Confidential - De-Identified PHI Classification Label This is a specialized, industry-specific classification used for content that contains health data from which identifiers have been removed to protect individual privacy while still being used for research, that is for policy-making, or that is for health system management. Examples include de-identified clinical trial data and patient surveys and anonymized datasets used for public health research. #### Restricted - PHI and Restricted - Sensitive Classification Labels These are specialized, industry-specific classifications. Restricted - PHI is used for content that contains health data that can identify an individual, directly or indirectly, and is protected under Health Insurance Portability and Accountability Act (HIPAA) regulations. Examples include personal medical records containing patient's name, date of birth, etc., medical billing information, and any content containing PHI. Restricted - Sensitive is used for content that contains sensitive health-related or personal information, whose unauthorized access could result in substantial harm, distress, or unfairness to the individual concerned. Examples include patient medical records, laboratory test results, and high-risk health data such as genetic or mental health information. ## Classification Label Colors In Box Shield, one of the characteristics that you define when you create a classification label is to assign it a color. The colors do not connote meaning specifically, but specific colors are typically associated with specific levels of control. In addition, some colors follow the U.S.'s Cybersecurity and Infrastructure Security Agency's [Traffic Light Protocol Definitions and Usage](https://www.cisa.gov/news-events/news/traffic-light-protocol-tlp-definitions-and-usage), which is "a set of designations used to ensure that sensitive information is shared with the appropriate audience" and "employs four colors to indicate expected sharing boundaries to be applied by the recipient(s)." You are, of course, free to associate your own color scheme with the Classification Labels you create for your organization. However, as with naming, choosing colors commonly associated with the levels of content security that the labels describe will help you interoperate with other systems. A best-practice color scheme would be: * Public: green * Personal: yellow * Internal: yellow, orange, and blue * Confidential: yellow and red * Extremely/Highly Confidential: red * Collaborators Only/Client Content/Client Collaboration: yellow and purple * Restricted (PHI and Sensitive): yellow and red ## Defining Your Classification Labels This is the first step toward securing your content. You need to answer the question: What Classifications work for my organization? In Box, your [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels) begin as a blank slate. You are free to define any that work for you. That said, using common classifications for your Classification Labels if they make sense for your content means that the people you work with both inside and outside your organization and who you share your content with will have a common understanding of your content security. Another common question is: How many Classification Labels are needed in the organization. The answer is: It depends. As a general rule, however, you don't want more classifications than necessary. It is easy to create classification clutter by creating too many Classification Labels that are too similar in definition. ### Keep It Simple: Common Classifications When you see the many options in the sections above, and when you start thinking about the ways you want to classify and control your content, you may think that more is better, that an extensive, granular structure is optimal. That may not be true. Simplicity has a number of advantages, including: * Clarity: With fewer classifications, you can make it clear what each one means. * Usability: When users have more choices, it can be more difficult to decide which one is correct. With fewer choices, it's not only more likely the right one will be chosen, but it's more likely that users won't just skip classifying files. If you do not already have any sort of classification system for your content, consider starting with a simple system, no more than 3 or 4 classifications. A good basic system might start with these three: * Internal * Confidential * Restricted Some large organizations are even known to use just two classifications, and do so successfully. ### Understand Your Content/Content Inventory To understand what Classification Labels will be useful for your organization, you first should understand what kind of content your organization is creating, receiving, and storing. Depending on your organization type, you may already have a good idea: If you're a healthcare organization, you may have content containing PHI (personal healthcare information), if you're a legal organization, you may have content containing client or contract information, if you're a media organization, you may have content that is under NDA (non-disclosure agreements), etc. But a review of your Insights dashboard will give you an idea of how many files your organization has stored within Box and a comprehensive [Folders and Files report](/en/box-admin-tools/reporting-and-insights/folders-and-files-report) will give you insights into those files. ### Existing Classifications You might already have a content classification system in place, in which case you can easily mirror that system in Box. Box even makes this easy if you're using [Microsoft Information Protection](/en/box-shield/using-box-shield/microsoft-information-protection-integration). ## Automate Your Content Classification You have your basic system of content classification set up. Your content in Box, however, is not (yet) classified. Until it is, you won't be able to ensure its security. You don't have to depend on manually classifying your content. Box's [classification policies](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification) can apply classification labels automatically based on file criteria that you define. The easiest way to think about this is: A file with X content should have Y classification. For example: * A file containing a credit card number should be classified as Confidential * A file containing an email address or a phone number should be classified as Internal * A file containing a credit card number should be classified as Restricted. This simple example just scratches the surface of how Box classification policies use [file criteria](/en/box-shield/shield-classification-labels-and-policies/classification-settings#file-criteria) to automatically classify your content. ## Use Classification in Your Shield Access Policies Once you have defined a classification scheme that works for your content and have used classification policies to classify your content, the next step is to define Shield access policies that will determine levels of access based on classification. A key component of Shield access policies is the ways that policies can restrict content access. The key is to combine access restrictions with the right Classification Label to match industry best practices. ### Shield Access Policy Restrictions With shield access policies, Box makes available several ways that you can control and restrict your content, including: * [External collaboration](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings) control, which defines who can and cannot [collaborate](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) with your content. * [Shared link](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings) control, which defines who can and cannot access [shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). * [Blocking downloading and printing](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings), and for both managed and external users. * [Blocking third-party application use](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#integration-restriction-settings). * [Blocking access to Box via ftp](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#ftp-restriction-settings). * [Blocking the use of Box Sign](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#box-sign-request-restriction-settings). * [Watermarking](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#watermarking-settings). ## Configure Shield Access Policies Once you have defined your classifications and configured and automated your content classification, you can configure the Shield Access Policies that will protect your content. See [Configuring Shield Access Policies to Match Industry Best Practices](/en/box-shield/getting-started-with-box-shield/configuring-shield-access-policies-to-match-industry-best-practices) for details. # Getting Started With Box Shield Classification and Access Policies Source: https://docs.box.com/en/box-shield/getting-started-with-box-shield/getting-started-with-box-shield-classification-and-access-policies While the power of Box Shield to protect the content within your organization is strong, getting Box Shield configured can be daunting because there are several parts and many settings. But securing your organization's content is one of your most important jobs as a Box administrator. Classifying your content and defining who can access your content based on classification is a core component of content security. This topic will help you understand and configure the Classification and Access Policies components of Box Shield for your organization. ## Classifying Your Content Content classification is the foundation of a content governance strategy. Unclassified content is uncontrolled content. The first step in classifying your content in Box is to create [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels). To get a better understanding of what Classification Labels you should create, see [Creating and Using Classification Labels Based On Industry Best Practices](/en/box-shield/getting-started-with-box-shield/creating-and-using-classification-labels-based-on-industry-best-practices). ## Defining Access Policies [Shield Access Policies](/en/box-shield/shield-smart-access-policies/about-smart-access) allow you to define who can access your content based on how that content is classified. But Access Policies have many options to configure. To guide you through this process, we have developed [Configuring Shield Access Policies to Match Industry Best Practices](/en/box-shield/getting-started-with-box-shield/configuring-shield-access-policies-to-match-industry-best-practices) to guide you on this journey to help secure your content. # About Box Shield Source: https://docs.box.com/en/box-shield/using-box-shield/introducing-box-shield Box Shield is our advanced security offering that helps organizations reduce risk and protect the flow of information. Shield helps you prevent accidental data leaks and quickly detect potential threats. Through machine learning and automation, Box Shield enables you to quickly detect violations of your security policies, automatically detect compromised accounts and insider threats, and enforce security controls around sensitive content. ## Box Shield Functionality Box Shield includes the following functionality: * Content classification, where you define and manage Box security classification labels for your organization. Classification also includes: * Automated classification * Imported third-party classification * Classification-based access controls * Smart Access, where you define and enforce classification-based access policies to control actions such as sharing, adding external collaborators, and downloading. * Threat Detection, which delivers context-rich alerts on potential threats such as compromised accounts and data theft, based on anomalous user behavior, suspicious location and session activity, and identified malicious content. Threat Detection also includes: * Deep learning-based malware detection * Anomaly detection * One-time exceptions * Context-rich alerts # Microsoft Information Protection Integration Source: https://docs.box.com/en/box-shield/using-box-shield/microsoft-information-protection-integration Microsoft Information Protection (MIP) integration is a capability of Box Shield that allows you to map Microsoft sensitivity labels, including encrypted sensitivity labels, to Box classification labels when files and new versions of files are uploaded or updated. Once you enable and configure Microsoft Information Protection integration and map Microsoft sensitivity labels to Box classification labels, files in your enterprise that are uploaded or updated will be scanned for a Microsoft sensitivity label. If a Microsoft sensitivity label exists for a file, it will have a mapped Box [classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels) added to the file's metadata instance, and this should happen almost immediately after upload or update. Before you can enable MIP integration in Box, you must first register the Box for MIP application in Azure Active Directory, which entails installing the Box for MIP application in Azure Active Directory, granting the Box for MIP application permissions to synchronize with Box, and then allowing Azure Active Directory to complete the registration process. ## Supported File Types for MIP Integration 'doc', 'docm', 'docx', 'dot', 'dotm', 'dotx', 'pdf', 'potm', 'potx', 'pps', 'ppsm', 'ppsx','ppt', 'pptm', 'pptx', 'vdw', 'vsd', 'vsdm', 'vsdx', 'vss', 'vssm', 'vst', 'vstm', 'vssx','vstx', 'xls', 'xlsb', 'xlt', 'xlsm', 'xlsx', 'xltm', 'xltx' ## Install and Configure the Box for MIP Application in Azure Active Directory You must be an Azure Active Directory administrator. 1. Click [https://login.microsoftonline.com/common/adminconsent?client\_id=963a4eb2-b128-4d26-8893-f3d8621a5ea8](https://login.microsoftonline.com/common/adminconsent?client_id=963a4eb2-b128-4d26-8893-f3d8621a5ea8). 2. If necessary, sign in to Azure Active Directory. 3. Review and approve the permissions required for the Box for MIP app to work correctly. Specifically, the following permissions are listed: * Read all protected content for this tenant. * Read all unified policies for this tenant. * Sign in and read user profile. > [!NOTE] > > *Sign in and read user profile* is a generic permission required only at the time of granting permissions and does not grant Box permission to read all your users' profiles. You can view the actual permissions granted to the Box for MIP app in Azure Active Directory > Enterprise applications > Box for MIP > Permissions. 4. Click **Accept**. > [!WARNING] > > The Azure registration process once you've completed installation and configuration of the Box for MIP application may take some time, from a few minutes to somewhat longer, to complete. Registration in Azure must finish before you can successfully enable the integration in Box with your Microsoft Tenant ID in the procedure below. ## Enable and Configure Microsoft Information Protection Integration > [!NOTE] > > **Prerequisites** > > * The Box for MIP application is [installed in Azure Active Directory and has the *Read all unified policies of the tenant* permission enabled](#install-and-configure-the-box-for-mip-application-in-azure-active-directory). > * Your Microsoft Tenant ID. To find your Microsoft Tenant ID: > > 1. Log in to Microsoft Azure as a Global or User Management Admin. > 2. Go to **Azure Active Directory > Manage > Properties**. Your Microsoft Tenant ID is the value in the *Tenant ID* field. 1. In the Admin Console, click **Classification**. 2. Click the **Classification Settings** tab. 3. In the Microsoft Information Protection section, select **Enable Integration**. 4. Enter your Microsoft Tenant ID and click **Save**. You will be asked to authorize the connection. 5. Select **Prevent Modifications** if you do not want existing classification labels on files mapped from sensitivity labels to be updated by anyone, including users, the folder cascade, or auto-classification. 6. Select **Set Default Mapping** if you want any unmapped Microsoft sensitivity labels to be mapped to a Box classification label, and then select a Box classification label. If you do not select a default and you do not map all Microsoft sensitivity labels, then some content may not get Box classification labels applied. 7. Map your existing classification labels to the Microsoft sensitivity labels in your tenant: 1. Select an item from the Microsoft sensitivity label drop-down list. 2. Select an item from the Box classification labels drop-down list that you want mapped to the chosen Microsoft sensitivity label. 3. To add more mappings, click **Add Mapping**. 8. Click **Save**. See the Microsoft Information Protection section in the [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) topic for additional details. # Testing Shield in Trial Mode Source: https://docs.box.com/en/box-shield/using-box-shield/testing-shield-in-trial-mode When certain criteria are met, Box enables prospective Box Shield customers to test Shield capabilities (except for an [information barrier](/en/box-shield/shield-information-barrier/understanding-information-barriers)) during a 30-day trial (also known as proof of concept, or POC). This topic explains how to use the "Shield Trial Mode" feature, which enables you to test Shield's classification-based security controls in your production environment of Box during a trial without impacting the Box experience for the majority of your managed users. If you're interested in deploying Shield on a trial basis, please contact your account team to request a Shield trial. Setting up Shield testing in Trial Mode is done in 4 steps: > [!WARNING] > > Only users within your organization you specifically select to participate in the Shield trial, which you do in [Step 1: Select users for the Shield trial](#step-1-select-users-for-the-shield-trial), will be able to classify items with the classifications you create for the trial, and only for items the user is an owner of. ### Step 1: Select users for the Shield trial After Box enables your Shield trial, first determine the Box users in your organization who will test Shield's classification-based access controls. This may be a group of individuals in your IT or Security teams, or a small department or functional team in your organization. > [!NOTE] > > Only this group of users will be able to view, apply, or modify new classification labels created for the purposes of the trial. The rest of your managed users will see no change to their Box experience. > > Only the primary admin, not any co-admins, can configure users for Shield trial. **To configure a list of users for Shield trial:** 1. In the Admin Console's left pane, click **Shield**. 2. In the top of the Shield window, click **Access Policies**. 3. In the top-right corner, click **Configure Trial Users**. Box displays the **Configure Shield Trial** window. 4. Select one of the following options: * **Disable for all managed users** * **Enable for all managed users** * **Enable for select users** * **Enable for everyone except select users** > [!NOTE] > > Box recommends you select **Enable for select users** to limit the Shield Trial to a small group of users. Type Box users by name or email address. As you type, Box displays names of users you can select (see screenshot below).  > > ![Configure Shield Trial modal with Enable for select users selected and users being searched and added.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shield/step-select-users-shield-trial.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=a44266c4383b4da6709f187ddbd399e3) 5. In the bottom-right corner of the window, click **Save**. > [!NOTE] > > The managed users who you select here to participate in the Shield trial are the ones who will be affected by Smart Access policies in that they can view, edit, and remove classification labels and will be subject to classification based access policies. (Threat Detection applies to all users automatically if a detection rule is enabled.) > > Users who manage the trial must also be given the co-admin role and must have at least one of the Shield permissions enabled. If they need to set up classification schema, configure access policies, or create threat detection rules, they need both view and edit privileges. If they just need to view classification schema and threat alerts, they need view privileges only. See [Granting And Modifying Co-Admin Permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions) and [Users & Groups Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings) for details. ### Step 2: Create new classification label(s) Next, create new classification label(s) ("**trial classifications**") for the purposes of your Shield trial. For instructions on how to create, modify, or delete classification labels, see [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels). If you are already using Box classifications in your Box environment, you will still need to **create new classification labels** for the Shield trial purposes - for example, \[TEST CONFIDENTIAL]. ### Step 3: Configure Shield Smart Access policies You can now create Shield Smart Access policies for your new classification labels, which will be enforced for only the group of Shield trial users. Refer to our Using Smart Access article to [create an access policy](/en/box-shield/getting-started-with-box-shield/configuring-shield-access-policies-to-match-industry-best-practices). ### Step 4: Apply classifications and test access policy enforcement You can now ask your Shield trial users to begin classifying files and folders using the new labels, and test out the access policy enforcement and restrictions.  Shield trial users can apply trial classifications to files or folders that are owned by Shield trial users. > [!WARNING] > > * Box recommends your Shield trial users apply trial classifications *only to previously unclassified files and folders*. If a Shield trial user applies a trial classification to a previously classified file, non-Shield trial users will not see a classification on the file. > * Shield trial users will not see the **Classify** option in the Preview mode of files that are not owned by a Shield trial user. The only exception is in the **All files** page, where all users will see the **Classify** option, but a non-trial user will not be able to classify any file. Only users who you enabled for Shield trial will be able to apply a classification label or edit the classification label for a file they own. ## Ending the Shield trial At the end of your 30-day trial, Shield will be disabled from your production environment. All **trial classification** labels created during the 30-day trial will be permanently deleted, and all files and folders that had a **trial classification** will become unclassified. All other trial data, i.e., access policies, detection rules, alerts, will also be permanently deleted. > [!NOTE] > > The following features are not available in the Shield trial: > > * Automated classification > * Microsoft Information Protection integration > * Information barrier # AI Classification Source: https://docs.box.com/en/box-shield/shield-classification-labels-and-policies/ai-classification *Shield AI Classification is available only as part of the Shield Pro add-on.* For optimal methods to use when writing label criteria, see our dedicated [AI Classification best practices](/en/box-shield/shield-classification-labels-and-policies/ai-classification-label-criteria-best-practices) page. ## Overview Box AI Classification helps to assess and classify your content, applying the appropriate classification label automatically. AI Classification can work alongside existing classification policies. For example, you can keep automated classification policies used to detect specific information types or file extensions, then use AI Classification to label a broader set of content that wasn’t easily identifiable via specific data types or keywords. One AI Classification policy is permitted per enterprise. To classify your content using Box AI, you need to: 1. [Create a classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels#create-a-classification-label), then 2. [Create an AI Classification policy](#create-an-ai-classification-policy). ## Classification text file types AI Classification scans the text in files for all of the following extensions: | Extensions | Text Extraction Limit | | - | - | | as, as3, bat, boxcanvas, boxnote, cmake, css, diff, doc, docx, gdoc, gslide, gslides, haml, htm, html, less, log, make, md, mm, msg, odp, odt, pages, pdf, ppt, pptx, properties, rst, rtf, sass, scm, script, sh, sml, txt, vi, vim, webdoc, wpd, xbd, xdw, xhtml, xml, xsd, xsl | 2MB | | asm, c, cc, cpp, cs, csv, cxx, erb, groovy, gsheet, h, hh, java, js, json, m, ml, php, pl, py, rb, scala, sql, ods, xls, xlsm, xlsx, yaml | 100KB | AI Classification supports different sizes of text extraction depending on the file type. The amount of text in a file is usually much less than the size of the file. For example, a 20MB PowerPoint file (.ppt) may have 200 KB of text that can be extracted for evaluation. Box scans only up to the text extraction limit. For example, for a PDF file where the text extraction exceeds 2MB, the AI Classification policy is based on whether the text in the first 2MB meets the conditions specified in the classification policy. > [!NOTE] > > Automated classification in Box does not support optical character recognition (OCR), so Box cannot extract and consider text in scanned PDFs or images embedded in text-based files (for example, images in a PPT). ## Classification image file types Supported image file types are: ai, bmp, cr2, crw, dng, eps, gif, heic, idml, indt, inx, jpeg, jpg, nef, png, ps, psd, raf, raw, svg, svs, tga, tif, tiff, webp Unlike traditional OCR, which extracts visible text from an image, AI Classification analyzes the whole image, including text and objects within that image, to determine what the content means - not just what the text says. > [!NOTE] > > AI Classification uses a version of the image that is a maximum of 2048 x 2048 pixels. This means very small or fine details might not be visible if the original image was larger. This may impact the classification result. ## AI Classification policy limits There is a total limit of 25,000 bytes for all combined criteria across labels. The limit varies by language, with the following an approximation of the number of characters supported: | **Language** | **Characters** | | - | - | | English | 25,000 | | Japanese | 8,500 | | French | 23,000 | | Chinese | 8,500 | | Korean | 8,500 | ## Create an AI Classification policy Admins, and co-admins with the following [permissions](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions), can create, modify, and delete AI Classification policies: * **Create and edit metadata templates for your company** * **View Shield Dashboard for your company** * **Create, edit, and delete Shield configuration for your company** To create an AI Classification policy: 1. Navigate to the **Admin Console**. 2. Select **Classification**. 3. Select **Create**, then choose **AI Classification Policy** from the dropdown options. > [!NOTE] > > This option does not display if you already have an AI Classification policy configured and listed in the Classification policies list. 4. Select a [classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels), then enter detailed information about the type of content that should be classified. For example, an internal classification may include content such as payroll slips, resumes, or policy documents. You can remove the classification label by selecting the **X** above the description box. 5. Select the model the policy uses to classify content, either **GPT** or **Gemini**. 6. Optionally, in the **Label Prioritization** section, configure how labels are prioritized when multiple labels match the same file: * Select **Specify Label Priority**. At least two labels must be selected to enable this option. * In the label priority table, arrange the labels in the order you want, from highest to lowest priority. * See [Label prioritization](#label-prioritization) for more details. 7. Optionally, [test and iterate](#test-and-iterate) using up to 10 files. 8. Select the policy setting of **Apply to all folders** or **Only selected folders**. 9. Select a [conflict handling](#conflict-handling) behavior. 10. Select **Next**. 11. Select either **Save as Draft** or **Enable**. After selecting **Enable**, the classification policy is in effect for files that are triggered by [classification events](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification#classification-events). > [!NOTE] > > * There is a limit of 50 classification policies per EID. AI Classification policies count towards this limit. > * If you have multiple auto-classification policies, the AI Classification policy will be set to the last priority by default. This is modifiable by [changing the priority order](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification#change-classification-policy-priority). > * One AI Classification policy is permitted per enterprise. > * Content is only scanned prospectively after the policy is enabled. > * Please do not perform large scale migrations or use Shuttle when you have AI Classification enabled on your account. If you are interested in scanning large volumes of content, reach out to your Account team. > * As LLMs are non-deterministic in nature, it is possible that the Security Classification Agent will not always return the same Classification result. ## Test and iterate By selecting test files, you can ensure you are seeing the expected classification results and modify the criteria if needed. You can select up to 10 files at a time. Once files are selected, the chosen label criteria are sent to AI to evaluate each test file. Tests run on the [model](#model-selection) currently selected in the policy, so your results reflect what live classification produces. Follow the process to [create an AI Classification policy](#create-an-ai-classification-policy) up to step 7, then: 1. In the **Test and iterate** section, click **Select Files**. 2. Select up to 10 files to test. 3. The test results display, with a classification applied based on the provided guidance. Reasoning is shown for why the AI chose the label that it did. If no classification is provided, reasoning will be given to justify the lack of classification. Common reasons for Box AI being unable to classify the file include: 1. The file may no longer exist. 2. We are unable to extract text from the file (AI only works on content with extractable text). 3. The file is empty. You can rerun a test by selecting the circular arrow that sits above the uploaded files. This is particularly helpful after refining your input in the classification label descriptions. Select **Clear** at the bottom of the section to remove your test results. ## AI Classification policy settings ### Model selection The policy configuration page includes a model control that determines which AI model classifies your content. The options are: * **GPT**: the standard classification path * **Gemini**: the classification path for enterprises that need classification workloads to stay on the compliant model, such as FedRAMP environments Choosing a model does not add a second agent, and the control is not part of **Configure Labels**. The same Security Classification Agent runs whichever model you select. Your selection is saved with the policy. It displays when you edit the policy and is retained when you disable and enable the policy again. Because one AI Classification policy is permitted per enterprise, one model applies to all of your AI Classification activity, including [test and iterate](#test-and-iterate) runs. More information on Box agents is available at [supported AI models](https://developer.box.com/guides/box-ai/ai-models#box-agents). ### Folder criteria | **Setting** | **Description** | | - | - | | Apply to all folders | The policy will apply to files in all folders in your enterprise. | | Only selected folders | The policy will apply to files only in folders you select and in all sub-folders of those folders. To select folders: 1. Click **Select Folders**. 2. Enter a search term and press **Enter**. 3. Select one or more folders. 4. Select **Save**. | ### Label prioritization The **Label Prioritization** section lets you control which classification label takes precedence when the Security Classification Agent determines that multiple labels are applicable to the same file. By default, **No priority order** is selected. > [!NOTE] > > In the absence of prioritization instructions, the AI generally tries to select the more restrictive label if the Security Classification Agent determines multiple labels are applicable to the same file, but results aren't guaranteed. To specify a priority: 1. Select **Specify Label Priority**. This option is available only when at least two labels are selected in the policy. 2. In the label priority table, arrange the labels from highest to lowest priority. 3. Save the policy. When label prioritization is enabled, the priority order is sent to the Security Classification Agent as instructions for resolving conflicts between matching labels. If multiple labels match a file, the Agent applies the highest-priority label. > [!NOTE] > > Label prioritization only applies when the Security Classification Agent determines that multiple labels are applicable to the same file. If only one label matches, that label is applied regardless of the priority order. ### Conflict handling Determines the behavior of the AI Classification policy for conflicts when content has an existing classification label: * **Skip files that already have a classification label** (Recommended) - The policy will: * Overwrite a classification label that was previously applied by another classification policy * Skip files with classification labels applied by a user, by folder cascade, by workflow, or that were applied via Microsoft Purview Information Protection (MPIP) integration from MPIP sensitivity labels * **Overwrite any existing classification label** - The policy will overwrite any existing classification label, whether that label was previously applied by a user, by folder cascade, by a workflow, or by a previous policy, except when: * The auto-classified label was overridden manually by a user for the latest file version * A classification label was applied from an MPIP sensitivity label and the MPIP Prevent Modification setting is enabled > [!NOTE] > > Overwriting existing classification labels cannot easily be undone. It is recommended you only select **Overwrite any existing classification label** if you're confident in the accuracy of your AI Classification guidance. ## Enable, disable, or delete an AI Classification policy To enable, disable, or delete an AI Classification policy: 1. Navigate to the **Admin Console**. 2. Select **Classification**. 3. Select the name of your AI Classification policy. 4. Select either **Enable**, **Disable**, or **Delete**. An AI Classification policy can be in a disabled state if you saved it as a draft when creating it, or if you disabled it any time after creating it. Disabling a classification policy does not remove any classifications that have been already applied. It just stops application of the policy until the policy is enabled again. When you delete an AI Classification policy, Box does not remove classifications that this policy applied to content. > [!NOTE] > > * You cannot duplicate an AI Classification policy, as you can only create one policy. > * Once enabled, the classification policy will be in effect for files that are triggered by [classification events](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification#classification-events). ## AI Classification user experience AI Classification details are accessible by: 1. Selecting a file within Box. 2. Selecting **Details** in the panel on the right-hand side. Information shows in the **Applied by** section, where it states the classification was applied by Box AI on a specific date. A description is shown with the reasoning for why that label was applied. For example: “The file was marked *internal only* because it contains non-public financial results.” ## AI Classification results information If a classification label is applied to a file by AI Classification, you can view the AI’s reasoning in the side panel as explained above in [AI Classification user experience](#ai-classification-user-experience). If the label was not applied, you need to select to make this information visible: **Make AI Classification Results information visible:** 1. In the **Admin Console**, select **Content**. 2. Select the **Metadata** tab. 3. Select **AI Classification Results**. 4. In the **Visibility** setting, disable **Hide template from users** to make the template visible. 5. Select **Save**. **Viewing AI Classification Results information:** 1. In the Box web application, select a file. 2. Select the Metadata icon next to the right-hand pane. The AI Classification Results section shows the Box AI Classification Agent reasoning for the decision it made when evaluating the file. # AI Classification label criteria - Best practices Source: https://docs.box.com/en/box-shield/shield-classification-labels-and-policies/ai-classification-label-criteria-best-practices [*Shield AI Classification*](/en/box-shield/shield-classification-labels-and-policies/ai-classification) *is available only as part of the Shield Pro add-on.* AI Classification helps to assess and classify your content, applying the appropriate classification label automatically. This guide explains how to write effective label criteria to quickly and easily classify content. For setup and feature details, see [AI Classification](/en/box-shield/shield-classification-labels-and-policies/ai-classification). ## How AI Classification works The Security Classification Agent: * Reads your label criteria * Evaluates each file against all labels in a policy * Applies the single best-fit label, or **none** if no label's criteria are met confidently * Displays applied labels and reasoning to end users in the file sidebar under Additional Details The agent runs the model you select on the policy. The guidance on this page applies to both models, but results can differ between them, so retest your label criteria if you change the [model selection](/en/box-shield/shield-classification-labels-and-policies/ai-classification#model-selection). ## Configuration recommendations The following settings work well in most situations: * Consider allowing end users to modify classifications using [Classification Modification Permissions](/en/box-shield/shield-classification-labels-and-policies/classification-modification-permissions) * Set conflict handling to **Skip**, especially if users can apply or modify labels * AI Classification performs best with 1 to 3 labels * Think like a human reviewer, where too many labels increase the likelihood of inconsistent classifications * You do not want all labels to be applied by AI, such as *Public* where you only want humans to apply the label ## AI Classification policy best practices ### Define effective label criteria To ensure accurate AI Classification, label criteria need to be: * **Distinct**: Each label needs to have a non-overlapping, clearly differentiated criteria that targets a unique set of document characteristics. * **Descriptive**: Use plain language to specify: * Document types (e.g. contracts, strategy decks, spreadsheets) * Topics or intent (e.g. product roadmap, security breach, deal terms) * Data types (e.g. PII, source code, financials) * Audience (e.g. internal teams, legal) **Avoid**: * Vague descriptors (e.g., "High risk to the company") * Overlapping labels (e.g., "Confidential" vs. "Highly Confidential") * Undefined technical jargon ### Troubleshooting tips If AI Classification results are not meeting expectations: * **Use fewer, well-defined labels**: Add examples and tighten criteria * **Check for overlap**: Ensure labels are clear and unambiguous without overlap and avoid “catch-all” labels * **Ensure the file is a supported file type**: View the [text](/en/box-shield/shield-classification-labels-and-policies/ai-classification#classification-text-file-types) and [image](/en/box-shield/shield-classification-labels-and-policies/ai-classification#classification-image-file-types) file types that are supported ### Known limitations AI Classification returns mixed and sometimes inaccurate information for criteria that includes the following conditions or topics: * Calculations, table structures, and numbers * Counting words or phrases * Document metadata such as page number, authors, file size, word count, and collaborators (AI Classification doesn't take into account any of these document components) * Images, charts, graphs, etc. that are within text documents (it can only analyze image files directly) ## Using Box AI to improve your label criteria > [!NOTE] > > The guidance in this section reflects general best practices for using Box AI to refine existing label criteria. Results may vary depending on your specific use case, data, and configuration. These recommendations are intended as guidance only and may not produce consistent or expected results in all scenarios. Use Box AI to help refine your existing classification label criteria so they are LLM-friendly: 1. Open the document in Box which contains your existing label criteria. 2. Select **Box AI** from the right-hand sidebar, or from the top navigation bar. 3. Use the below example prompt to rewrite each label's criteria into clear, descriptive language optimized for AI-based classification. 4. Copy the output into the relevant [classification label](/en/box-shield/shield-classification-labels-and-policies/classification-labels). ### Example prompt Please rewrite each **data classification label definition** so it is LLM-friendly, clear, and semantically precise, suitable for use as label criteria in an AI-based content classification system. When rewriting the criteria: * Focus only on what types of documents or content belong in each label. * Use plain, descriptive language that reflects document types, topics, data sensitivity, and intended audience. * Make each label distinct and clearly differentiated from the others. * Prefer concise paragraphs or short bullet lists. Do not include: * System or instructional language (for example: “you should classify,” “evaluate,” or “only apply if”). * Decision logic, prioritization rules, or conflict-resolution guidance. * Any description of how an AI model should behave. Output format: * Label name * Refined label criteria Do not include explanations or additional commentary. ## Tips & tricks ### Exclusion criteria and negative examples Explicitly exclude common false positives.\ **Example**\*:\* “Not restricted if data is anonymized or aggregated and cannot be linked to an individual (for example, ‘Average customer income by age group’).” ### Label prioritization tie breakers Define which label wins if multiple criteria are met.\ **Example**\*:\* “If criteria for both *Internal* and *Sensitive* are met, classify as *Sensitive*.” ### Default label logic Use one label as a fallback.\ **Example**\*:\* “Apply *Internal Only* if no other label criteria are met.” ### Time sensitivity If dates matter, explicitly state they should be evaluated against **today’s** date. Don’t assume the model infers the comparison.\ **Example**\*:\* “Only classify as Restricted if the date in the file is after January 1, 2023. Compare against today’s date.” ## Example label criteria > [!NOTE] > > These example label criteria are provided for demonstration purposes only and do not constitute legal or compliance advice. Actual requirements and outcomes may vary based on your organization's policies, use cases, and regulatory obligations. ### Confidential data Includes: * **Business records**: audit findings, management and board reports, strategic presentations, incident response materials, third-party risk documentation (e.g., SOC reports) * **Operational data**: KPI reports, productivity metrics, security logs, meeting transcripts or recordings * **Employee information**: performance reviews, disciplinary actions * **Masked or anonymized data**: masked PII (e.g., last 4 digits of SSN), anonymized or aggregated NPI ### Restricted data Includes: * **Corporate information**: non-public strategies, pre-announcement M\&A data, legal or regulatory investigations * **PII**: SSNs, driver’s license numbers, passport numbers, payment card numbers, medical records, biometric data (not restricted if masked or truncated and cannot be reconstructed) * **NPI**: bank account numbers, balances, DOB, income or salary data, credit reports, transaction history, loan or insurance data\ (not restricted if anonymized or aggregated) ## Known limitations AI Classification may return mixed results for criteria involving: * Calculations, numeric reasoning, or complex tables * Counting words or phrases * Document metadata (page numbers, authors, file size, word count, collaborators) * Images, charts, or graphs embedded in text documents (images are only analyzed when the file itself is an image) # Classification Labels Source: https://docs.box.com/en/box-shield/shield-classification-labels-and-policies/classification-labels Classification labels allow you to create, modify, and delete security classification identifiers for content in your organization's Box deployment. These labels are used by [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield). With classification labels, you can classify files based on their sensitivity and enforce access policies associated with that sensitivity level. Classification labels help you identify sensitive information and encourage smarter behavior when people handle that content. Important things to know about classification labels: * You can [create up to 25 different classification labels](#create-a-classification-label). * Files and folders can be assigned only one classification label at a time. * You can define which user roles are allowed to change classification labels on files and folders. * A classification label by itself does not block sharing, downloading, or other actions on a file or folder. Restrictions apply only when an admin configures a [Smart Access policy](/en/box-shield/shield-smart-access-policies/about-smart-access) for that classification, such as a [shared link restriction](/en/box-shield/shield-smart-access-policies/security-control-types#shared-link-restriction) or an [external collaboration restriction](/en/box-shield/shield-smart-access-policies/security-control-types#external-collaboration-restriction). A user's ability to act on classified content also depends on their [collaborator permission level](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). * External users can view file classification labels only within the file preview. The label is displayed at the top of the page and in the sidebar, along with any applied restrictions. > [!NOTE] > > Only users within your organization and with the roles you define are allowed to change classification labels on files and folders. See [Classification Modification Permissions](/en/box-shield/shield-classification-labels-and-policies/classification-modification-permissions) for information on how to define which roles are allowed to change classification labels. When users preview a file or folder that has a classification label applied, the label and description are shown in the right-hand sidebar, as in the following example: ![Box Details panel displaying a TOP SECRET classification badge and its definition with example content types.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shield/when-users-preview-folder-has.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=35490ad90fbaa8fd1d2f58aa8e3d906c) The classification label appears here, under Details in the right-hand sidebar, and also next to the file's name in Preview when users select or preview content. The definition, under the label in the right-hand sidebar, is where you can include information describing the classification in further detail. ## Classification Label Limits The following table describes the limits in classification labels. | Item | Limit | | - | - | | Name | 40 characters | | Description | 300 characters | | # of classification labels | 25 | ## Create a Classification Label All fields are required. 1. Go to **Admin Console > Classification**. 2. Click the **Classification Labels** tab. 3. Click **Create New**. 4. Enter the information for the classification label. For more information, see the [Classification Label Tab](/en/box-shield/shield-classification-labels-and-policies/classification-settings#classification-label) section in the [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) topic. 5. Click **Create**. ## Edit a Classification Label 1. Go to **Admin Console > Classification**. 2. Click the **Classification Labels** tab. 3. Click the name of a classification label. 4. Edit any information about the classification label. For more information, see the [Classification Label Tab](/en/box-shield/shield-classification-labels-and-policies/classification-settings#classification-label) section in the [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) topic. 5. Click **Save**. ## Delete a Classification Label > [!WARNING] > > Deleting a classification is permanent. Box removes the classification from all files and folders to which it is applied. This operation cannot be undone, and may take a short amount of time if the classification was applied to many files and folders. 1. Go to **Admin Console > Classification**. 2. Click the **Classification Labels** tab. 3. Click the name of a classification label. 4. Click **Delete**. # Classification Modification Permissions Source: https://docs.box.com/en/box-shield/shield-classification-labels-and-policies/classification-modification-permissions Classification modification permissions define what user roles among your enterprise users can change classification labels on files and folders. (External users are not allowed to change classification labels.) There are 4 choices for classification modification permissions: * Owner * Owner and Co-owner * Owner, Co-owner, and Editor (default) * Owner, Co-owner, Editor, and Viewer Uploader ## To Change Classification Modification Permissions 1. In the Admin Console, click **Classification**. 2. Click the **Classification Settings** tab. 3. In the Modification Permissions section, select a set of user roles. See the [Modification Permissions section](/en/box-shield/shield-classification-labels-and-policies/classification-settings#modification-permissions) in the [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) topic for more information. 4. Click **Save**. To allow only Admins and Co-Admins to modify classification labels on files and folders, toggle off **Allow additional user roles to modify classifications**. # Classification Policies (Automated Classification) Source: https://docs.box.com/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification Automated classification enables you to automatically apply policy-based security classifications to your sensitive enterprise content. You can configure classification policies to look for matches of defined file types or of specific data types in file content and specify a security classification for the content when the file type is a match or when data type conditions are met. Check our dedicated support page for [AI Classification](/en/box-shield/shield-classification-labels-and-policies/ai-classification). This topic has the following sections: ## Classification Events Automated classification is triggered when any of the following file events occur in folders specified in classification policies: * Upload a new file * Preview a file * Update (edit) a file * Download a file * Move or copy a file * Invite people to a file * Create a shared link for an existing file * Modify the scope of a shared link of a file, such as changing the scope from *People in the company* to *People with the link* * Mark a file version current * Undelete a file from trash ## Classification File Types The automated classification process recognizes many different data types, also called info types. See the [Data Types](/en/box-shield/shield-classification-labels-and-policies/classification-settings#data-types) section in [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) for details. For matching data types, automated classification will scan the text in files with filenames that use any of the following extensions: * as * as3 * asm * bat * boxnote * c * cc * cmake * cpp * cs * css * csv * cxx * diff * doc * docx * erb * gdoc * groovy * gsheet * h * haml * hh * htm * html * java * js * json * less * log * m * make * md * ml * mm * msg * ods * odt * pdf * php * pl * ppt * pptx * properties * py * rb * rst * rtf * sass * scala * scm * script * sh * sml * sql * txt * vi * vim * webdoc * wpd * xhtml * xls * xlsb * xlsm * xlsx * xml * xsd * xsl * yaml > [!NOTE] > > Automated classification in Box does not support optical character recognition (OCR), so Box cannot extract and consider text embedded in images. Data type classification supports up to 1 MB of text extraction in a file, which covers the vast majority of files in Box. The amount of text in a file is usually much less than the size of the file.  For example, a 20MB PowerPoint file (.ppt) may have 200 KB of text that can be extracted for evaluation. For text extraction that exceeds 1 MB, Box scans only the first 1 MB and applies the classification policy if any text in the first 1 MB meets the conditions specified in classification policies. ## Classification Policy Limits The following table describes the limits in classification policies. | Item | Limit | | - | - | | Name | 80 characters | | Description | 255 characters | | # of conditions per group in File Criteria per policy | 10 | | # of groups in File Criteria per policy | 3 | | # of classification policies | 50 | | # of terms per entry | 50 | | # of characters per term | 100 | ## Classification Conflicts Classification conflicts can occur when a file has an existing classification and: * A file [event](#classification-events), such as preview, move, edit, copy, share, etc., causes the file's classification to be evaluated by existing classification policies. A Conflict Handling setting in classification policies allows you to determine on a per-policy level what happens when there is a classification conflict. See the [Classification Label section](/en/box-shield/shield-classification-labels-and-policies/classification-settings#classification-label) in [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) for details. ## Classification User Experience Box users will have two visual experiences for files that are classified in any way: * In both List view and Grid view, any file that has any classification applied will have a Classification badge (![icon-badge-classification-png](/images/box-shield/icon-badge-classification.png)) to the right of the file name. A folder that contains any file that has any classification applied will also have a Classification badge to the right of the folder name. * When previewing a file or folder that has a classification label applied, the label and description are shown in the right-hand sidebar. See [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels) for details. When you hover the mouse pointer over a Classification badge, a card will appear with details about any classifications applied, including: * Classification name alongside its corresponding color * The definition of the classification * Any security controls associated with the classification ## Viewing a Classification Policy 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. 3. Click a classification policy name. ## Creating a Classification Policy 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. 3. Click **Create Policy**. 4. Enter the information for the classification policy. See the [Classification Policy Tab](/en/box-shield/shield-classification-labels-and-policies/classification-settings#classification-policies-tab) section in the [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) topic for details. 5. Click **Next**. 6. Click either **Save as Draft** or **Enable**. Enable begins applying the classification policy to all your existing content immediately. ## Editing a Classification Policy 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. 3. Click a classification policy name. 4. Make any desired changes. See the [Classification Policy Tab](/en/box-shield/shield-classification-labels-and-policies/classification-settings#classification-policies-tab) section in the [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) topic for details. 5. Click **Save**. ## Duplicating a Classification Policy To reuse folders or file criteria selected for an existing policy, you can duplicate the policy to start with. A duplicate policy does not contain the name, description, or applied classification label from the original. 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. 3. Click a policy name. 4. Click **Duplicate**. 5. Enter a name, description, and applied classification label to the new policy, and make any desired changes to the policy criteria. See the [Classification Policy Tab](/en/box-shield/shield-classification-labels-and-policies/classification-settings#classification-policies-tab) section in the [Classification Settings](/en/box-shield/shield-classification-labels-and-policies/classification-settings) topic for details. 6. Click **Next**. 7. Click either **Save as Draft** or **Enable**. ## Enabling a Classification Policy You can have disabled classification policies if you saved them as drafts when you created them or if you disabled them anytime after creating them. 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. 3. Click a policy name of a policy with the status of Disabled. 4. Click **Enable**. ## Disabling a Classification Policy Disabling a classification policy does not remove any classifications that have been already applied. It just stops application of the policy until the policy is enabled again. 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. 3. Click a policy name of a policy with the status of Enabled. 4. Click **Disable**. ## Deleting a Classification Policy When you delete a classification policy, Box does not remove classifications that this policy applied to content. 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. 3. Click a policy name. 4. Click **Delete**. ## Classification Policy Priority When you have more than one classification policy, Box enables you to prioritize which policies Box executes when conflicts occur among policies. The smaller the Priority value is, the higher the priority. If conditions for multiple policies are met for the same file, Box applies the policy with the smallest Priority value. For example, Box executes a conflicting policy whose Priority is 2 and does not execute a conflicting policy whose Priority is 3. ### Change Classification Policy Priority 1. Go to **Admin Console > Classification**. 2. Click the **Classification Policies** tab. The Priority column lists, from top to bottom, the priorities in which Box executes the policies. 3. Click **Change Priority Order**. 4. Drag a policy up or down the list to the desired position. 5. Click **Save**. 6. In the **Confirm Priority Order Change** dialog box, click **Confirm**. > [!NOTE] > > After a new priority order takes effect, Box does not re-classify classified files. ## Classification Policy Matches When you are using classification policies, you can view what terms and info types have been found in your content. However, before that information can be viewed, it must be made visible. ### Making Classification Policy Matching Information Visible 1. In the Admin Console, click **Content**. 2. Click the **Metadata** tab. 3. Click **Classification Policy Matches**. 4. In the Status drop-down list, select **Visible**. 5. Click **Save**. ### Viewing Classification Policy Matching Information 1. In the Box web application, select a file. 2. Click the Metadata icon (![icon-metadata-png](/images/box-shield/icon-metadata.png)) next to the right-hand pane. The Auto Classification Policy Section lists the number of instances of each type of term and info type found in the file. ## Classification Policy Examples This section describes several examples of classification policy configuration. ### Policy With Several Unique Terms and Data Types ![Classification rule builder listing data types such as Social Security and passport numbers with confidence levels and unique count thresholds.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shield/section-describes-several-examples-classification.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=674d97a1c66f7ee659854ea64c61383c) This policy has a condition group with 4 conditions, 3 InfoTypes and 1 set of custom terms. * The first condition of the group reads "If there are 1 or more unique U.S. social security numbers found with Low, Medium, or High confidence in this file, this condition is met." * The second condition of the group reads "If there are between 1 and 10 (inclusive) unique U.S. driver's license numbers found with Medium or High confidence in this file, this condition is met." * The third condition of the group reads "If there are no more than 5 unique passport numbers found with High confidence in this file, this condition is met." * The fourth condition of the group, "6 Terms." is considered as one data type in the group. This condition reads "If there are 3 or more unique terms from the list of 6 custom terms found in the file, this condition is met." * For the group of four conditions, the governing condition *When a file contains the following conditions Any 2* reads "If two or more conditions in this group are met, the file criteria defined in this condition group is met." ### Custom Terms Example ![customtermsonmodal-new-png](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-shield/customtermsonmodal-new.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=07bbf5483628a70c61c5f157b929fbd8) This example shows a set of common terms an enterprise might want to search for in documents to be able to classify those documents appropriately. # Classification Settings Source: https://docs.box.com/en/box-shield/shield-classification-labels-and-policies/classification-settings Classification settings include defining who can modify classification labels and any classification integrations. This topic contains the following sections: Click here for [AI Classification policy settings](/en/box-shield/shield-classification-labels-and-policies/ai-classification#ai-classification-policy-settings). ## Classification Labels Tab
**Setting****Description**
NameRequired. A classification label name must be unique and cannot be more than 40 characters. The name appears in a colored pill when users select or preview a file or folder with the classification label applied.
ColorRequired. The default is Yellow.
DefinitionRequired. Additional information that is displayed to users in the web application (but not the Box apps on iOS or Android nor in Box Drive) when users select or preview a file or folder with the classification label applied.
## Classification Policies Tab A classification policy has 3 parts: * Policy name and description, how you identify the policy * Policy criteria, where you define what you look for to apply the policy * Policy label, what classification label gets applied to a file when the policy applies to the file ### Policy Name and Description
SettingDescription
Classification Policy NameEnter a unique and descriptive name. Limited to 80 characters. Plain text only.
DescriptionOptional. Enter additional information that summarizes what the policy does. Limited to 250 characters. Plain text only.**Important:** Because of potential security issues, the Description field cannot contain hyperlinks.
### Policy Criteria Policy criteria includes folder criteria and file criteria. #### Folder Criteria
**Setting****Description**
Apply to all foldersThe policy will apply to files in all folders in your enterprise.
Only selected foldersThe policy will apply to files only in folders you select and in all sub-folders of those folders. To select folders:
  1. Click **Select Folders**.
  2. Enter a search term and press **Enter**.
  3. Select one or more folders.
  4. Click **Save**.
#### File Criteria The File Criteria section allows you to define either the file types (by file extension) or one or more condition blocks of data types as criteria for the policy to be applied. Select: * **Specify file types** to enter one or more file extensions. * **Specify data types** (default) to define up to 3 blocks of one or more data types. Only one of file types or data types can be selected per classification policy. The default for a new policy is to start with one empty data type selected. ##### File Types Define file types by entering one or more file extensions.
SettingDescription
File ExtensionsDetermines which file types the classification policy will be applied to. File types are determined by file extension.To enter file extensions, type one or more file extensions separated by commas.
  • File extensions must begin with a period.
  • File extensions must contain only letters and numbers
  • No more than 10,000 file extensions can be entered.
##### Data Types Define data type conditions in the condition blocks. You can add more conditions, up to 20 total, by clicking **Add Condition**. A condition defines a data type and how that data type should match in a document for the policy to be applied. You can add additional condition blocks by clicking **Add More**. When a classification policy has more than one condition block, select **AND** (default) or **OR** between all the condition blocks (they must all be the same) to determine policy matching: * AND means all file criteria must match for the policy to be applied. * OR means one or more of the file criteria must match for the policy to be applied.
**Setting****Description**
When a file contains the following conditionsDetermines which of the conditions must match for a policy to be applied. Select:
  • **All** to require all conditions to match for the policy to be applied.
  • **Any \[number]**, where \[number] is the number of conditions defined in the criterion, to require at least any of that number of conditions to match for the policy to be applied. Note that you cannot define which ones. For example, if you have 6 conditions and you select Any 3, then if 4 of any of the 6 conditions are met, then the criterion matches and the policy is applied.
Data TypeDetermines what will be searched for in the content. You can select one of each discrete InfoType, plus one or more user-generated term sets, up to 20 total. For numerical values in the InfoType selections, enter numerals only, no spaces, hyphens, periods, or other non-numeric characters.
**Data/Info Type****Description**
***Generic (International) Info Types***
(Custom) TermContains up to 50 user-generated terms to search for. Click **Edit**, enter up to 50 terms separated by commas, and click **Save**.\[!NOTE] When scanning for matches in a term, the scan:
  • Is case-insensitive.
  • Considers all characters other than letters and digits contained within the Unicode [Basic Multilingual Plane](https://en.wikipedia.org/wiki/Plane_%28Unicode%29#Basic_Multilingual_Plane) as whitespaces.
Also, the characters surrounding any match must be of a different type (letters or digits) from the adjacent characters within the word. For example:
  • if the policy looks for "*Acme-Internal*", the scan will match on "*Acme Internal*", "*acme-internal*", "*Acme - Internal*", "*Acme (INTERNAL)*", "*Acme: Internal*", "*728Acme-Internal*", "*Acme - Internal728*", "*Acme-Internal-728*", and so on, but not "*Acme-Internalization*", or "*Acem-Internal*".
  • if the policy looks for "AcmeInternal", the scan will match on "acmeinternal", "AcmeINTERNAL", "AcmeInternal4u", and so on, but not "Acme Internal", "Acme\_Internal", "AcmenInternalization", "Acme"
Credit Card NumberA 12-to-19 digit number used for payment transactions on credit cards globally.
Email AddressA string of characters in the form of \[username]@\[domain].\[top-level domain], such as [user@acme.com](mailto:user@acme.com).
IBAN CodeAn International Bank Account Number, defined by the [International Standard of Organization (ISO) 13616:2007 standard](https://www.iso.org/standard/41031.html).
ICD9 CodeA value in the [International Classification of Diseases, Ninth Revision, Clinical Modification (ICD-9-CM)](https://archive.cdc.gov/www_cdc_gov/nchs/icd/icd9cm.htm), which is the official system of assigning codes to diagnoses and procedures associated with hospital utilization in the United States until 1999.The ICD-9-CM consists of:
  • A tabular list containing a numerical list of the disease code numbers in tabular form;
  • An alphabetical index to the disease entries; and
  • A classification system for surgical, diagnostic, and therapeutic procedures (alphabetic index and tabular list).
ICD10 CodeA value in the [International Classification of Diseases, Tenth Revision, Clinical Modification (ICD-10-CM)](https://www.cdc.gov/nchs/icd/icd-10-cm/index.html), which is the official system of assigning codes to diagnoses and procedures associated with hospital utilization in the United States starting in 1999.The ICD-10-CM consists of:
  • A tabular list containing a numerical list of the disease code numbers in tabular form;
  • An alphabetical index to the disease entries; and
  • A classification system for surgical, diagnostic, and therapeutic procedures (alphabetic index and tabular list).
Passport NumberA passport number for any of the following countries:
  • Australia
  • Canada
  • China
  • France
  • Germany
  • Japan
  • Korea
  • Mexico
  • Netherlands
  • Poland
  • Singapore
  • Spain
  • Sweden
  • Taiwan
  • United Kingdom
  • United States
Phone NumberA telephone number that conforms to the [international public telecommunication numbering plan](https://en.wikipedia.org/wiki/E.164).
***U.S. Info Types***
U.S. Bank Routing NumberA 9-digit American Bankers Association (ABA) routing number.
U.S. Driver’s License NumberA driver’s license number for the United States. The number length and format can vary depending on the state.
U.S. Social Security NumberA 9-digit United States Social Security number.
***Canada Info Types***
Canada Bank Account NumberA Canadian bank account number.
Canada British Columbia Personal Health NumberThe British Columbia Personal Health Number (PHN) is issued to citizens, permanent residents, temporary workers, students, and other individuals who are entitled to health care coverage in the Province of British Columbia.
Canada Driver's License NumberA driver's license number for each of the ten provinces in Canada.
Canada Ontario Health Insurance Plan NumberThe Ontario Health Insurance Plan (OHIP) number is issued to citizens, permanent residents, temporary workers, students, and other individuals who are entitled to health care coverage in the Province of Ontario.
Canada Québec Health Insurance NumberThe Québec Health Insurance Number (HIN) is issued to citizens, permanent residents, temporary workers, students, and other individuals who are entitled to health care coverage in the Province of Québec.
Canada Social Security NumberThe Canadian Social Insurance Number (SIN) is the main identifier used in Canada for citizens, permanent residents, and people on work or study visas. 
ConfidenceDetermines the detection accuracy with which Box finds matching Info Types in your content. It is intended to indicate the likelihood that a piece of data matches a given Info Type. Select:
  • **High** (default) to minimize false positives. Counts matches with High confidence.
  • **Medium** to balance between minimizing false positives and high sensitivity of detection. Counts matches with both Medium and High confidences.
  • **Low** when you require high sensitivity of detection. Counts matches with Low, Medium, and High confidences.
Confidence is determined by matching elements that a detection result contains. Matching elements considered per Info Type vary, including, but not limited to, pattern, checksum, and context such as hotwords that indicate the presence of certain Info Types, a column header of a structured file, and so on. Generally, for confidence to hit High or Medium, the piece of data needs to have multiple matching elements, especially context.Selecting **High** may result in more false negatives, while selecting **Low** may result in more false positives.
WithSelect:
  • **All** (for custom terms only), which requires the condition to match all of the custom terms you defined in the condition.
  • **Greater than or equal to**, which requires the condition to match at least the number of unique instances in the Unique Count value.
  • **Less than or equal to**, which requires the condition to match or be less than the number of unique instances in the Unique Count value.
  • **In the range of** (all conditions except custom terms), which requires the condition to match the number of unique instances between the first and second Unique Count values, inclusive.
Unique CountDetermines the number of unique instances that need to match for the condition to match. You would enter 0, 1, or 2 values depending on what you select in the With column.
### Classification Label
SettingDescription
Apply This LabelDetermines which classification label gets applied to the file or folder when there is a policy match.
Conflict HandlingDetermines what happens when a classification label should get applied by the policy to a file that already has an existing classification label. Select from:
  • Overwrite any existing classification label (default) - The policy will overwrite any existing classification label, whether that label was previously applied by a user, by folder cascade, by a workflow, or by a previous policy, except when:
    • The auto-classified label was overridden manually by a user for the latest file version.
    • A classification label was applied from Microsoft Information Protection (MIP) sensitivity label and the MIP *Prevent Modification* setting is enabled.
  • Skip files that already have a classification label - The policy will:
    • Overwrite a classification label that was previously applied by another classification policy.
    • Skip files with classification labels applied by a user, by folder cascade, by workflow or that were applied via MIP integration from MIP sensitivity labels.
## Classification Settings Tab ### Modification Permissions
SettingDescription
Allow additional user roles to modify classificationsDetermines if additional user roles can modify classifications or limit modifying to only Admins and Co-Admins.**Note**: Admins and Co-Admins with “Edit User Content permissions” can always modify the classification labels on files and folders. 
  • If this setting is toggled off, then **only** Admins and Co-Admins with “Edit User Content permissions” can modify the classification labels on files and folders
  • The Admin and Co-Admin need to be a collaborator on the file or folder (Owner, Co-owner, Editor, or Viewer Uploader) if they are modifying the classification labels through the end user app.
User Role(s)Determines which user role(s) can add, modify, or delete classifications on files or folders. Select from:
  • Owner
  • Owner and co-owner
  • Owner, Co-owner, and Editor (default)
  • Owner, Co-owner, Editor, and Viewer Uploader.
### Microsoft Purview Information Protection
**Setting****Description**
Enable IntegrationDetermines the status of Microsoft Purview Information Protection integration. When enabled, mapped Microsoft sensitivity labels are converted to Box classification labels when files and new versions of files are uploaded.\[!WARNING] If you disable Microsoft Purview Information Protection integration, you will lose all of your selections and mapping information because Box does not retain information from integrated services once the integration ends.
Prevent ModificationsDetermines whether files with Box classification labels mapped from sensitivity labels can have those labels updated by anyone, including users, the folder cascade, or auto-classification.
Set Default MappingDetermines if a default classification label will be applied to a new file and a new version of a file when:
  • Microsoft Information Protection integration is enabled
  • No mapping exists for the Microsoft sensitivity label applied to the file
Mapped LabelsDetermines the mapping of Microsoft sensitivity labels to Box classification labels.
# Managing automated classification policies Source: https://docs.box.com/en/box-shield/shield-classification-labels-and-policies/managing-automated-classification-policies ## Viewing classification policies **To view your classification policies:** 1. In the admin Console's left sidebar, click **Classification**. 2. In the top of the window, click **Classification Policies**.  Box displays a list of your classification policies. 3. Click a policy name.  Box displays the details of the policy. ## Disabling an enabled classification policy **To disable a classification policy:** 1. In the admin Console's left sidebar, click **Classification**. 2. In the top of the window, click **Classification Policies**.  Box displays a list of your classification policies. 3. Click the policy name of an enabled policy.  Box displays the details of the policy. 4. In the top-right corner of the window, click **Disable**. ## Enabling a disabled classification policy **To enable a disabled classification policy:** 1. In the admin Console's left sidebar, click **Classification**. 2. In the top of the window, click **Classification Policies**.  Box displays a list of your classification policies. 3. Click the policy name of a disabled policy.  Box displays the details of the policy. 4. In the top-right corner of the window, click **Enable**. ## Prioritizing classification policies Box enables you to prioritize which policies Box executes when conflicts occur among policies. The smaller the Priority value is, the higher the priority. So, if conditions for several policies are met for the same file, Box applies the policy whose Priority value is the smallest.  For example, Box executes a conflicting policy whose Priority is 2 and does not execute a conflicting policy whose Priority is 3. **To prioritize your security classification policies:** 1. In the admin Console's left sidebar, click **Classification**. 2. In the top of the window, click **Classification Policies**.  Box displays a list of your classification policies.  The **Priority** column lists, from top to bottom, the priorities in which Box executes the policies. 3. In the top-right corner of the window, click **Change Priority Order**. 4. Hover on a policy name to highlight it. 5. Click and hold down the mouse button, then drag the policy name up or down the list to the desired position. 6. In the top-right corner, click **Save**. 7. In the **Confirm Priority Order Change** window, click **Confirm**. > [!NOTE] > > After a new priority order takes effect, Box does not re-classify classified files. ## Updating a classification policy **To update a classification policy:** 1. In the admin Console's left sidebar, click **Classification**. 2. In the top of the window, click **Classification Policies**.  Box displays a list of your classification policies. 3. Click a policy name.  Box displays the details of the policy. 4. In the top-right corner of the window, click **Edit**. 5. Change the policy as you wish. 6. In the top-right corner, click **Save**. ## Deleting a classification policy **To delete a classification policy:** 1. In the admin Console's left sidebar, click **Classification**. 2. In the top of the window, click **Classification Policies**.  Box displays a list of your classification policies. 3. Click a policy name.  Box displays the details of the policy. 4. In the top-right corner of the window, click **Delete**. 5. In the **Delete ... Policy** window, click **Delete**. > [!NOTE] > > Box does not remove classifications that this policy applied to content. # Configuring Permissions Between Information Barrier Segments Source: https://docs.box.com/en/box-shield/shield-information-barrier/configuring-permissions-between-information-barrier-segments Once you have [created segments in an information barrier](/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment), you must configure the permissions between each segment. For each segment, you define whether every other segment can access that segment's content. The default relationship for each segment relationship is to allow access. 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. Make sure you have at least 2 segments defined. 3. Click **Define Segment Permissions**. 4. For each segment relationship, click the Access drop-down menu and select: * *Can Access* - to allow members of the segment on the left to access content owned by members of the segment on the right. * *Cannot Access* - to prevent members of the segment on the left from accessing content owned by members of the segment on the right. (This creates an ethical wall). > [!NOTE] > > Each relationship is a one-way relationship. To define a two-way ethical wall, select *Cannot Access* for both of the segment relationships. 5. Click **Save**. The following image shows an example of some relationships. In this example, 5 segments have been defined. ![information-barrie-segment-releationsips](https://mintcdn.com/product-docs/72o8vyBxKgHlyFAJ/images/box-shield/information-barrie-segment-releationsips.png?fit=max\&auto=format\&n=72o8vyBxKgHlyFAJ\&q=85\&s=a614a327d5f3ffe6472dddc474553b8c) Here, the following ethical walls have been defined: * Users in the Investment Banking segment cannot access content owned by users in the Wealth Management segment. * Users in the Wealth Management segment cannot access content owned by users in the Investment Banking segment. # Creating an Information Barrier Source: https://docs.box.com/en/box-shield/shield-information-barrier/creating-an-information-barrier An information barrier creates an ethical wall. Within an information barrier, you configure segments, which contain users and/or Hubs, and permissions between segments. 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. 3. Click **Create**. 4. Click **Save**. At this point, you can configure the information barrier by [creating and configuring segments](/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment), [configuring permissions between segments](/en/box-shield/shield-information-barrier/configuring-permissions-between-information-barrier-segments), and [enabling the information barrier](/en/box-shield/shield-information-barrier/enabling-an-information-barrier). Until you do all of these things, the information barrier cannot function. # Creating an Information Barrier User Segment Source: https://docs.box.com/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment An information barrier must exist before you can add segments to it. Segments contain one or more managed users, and no managed user can belong to more than one segment. 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. 3. Click **Edit**. (If you do not see an information barrier, [create one](/en/box-shield/shield-information-barrier/creating-an-information-barrier) first). 4. Click **Add Segment**. (You can add up to 10 segments. If the information barrier already contains 10 segments, the **Add Segment** option is unavailable). 5. Enter a segment name and an optional description. (A description is recommended to help clarify the segment’s context and purpose). 6. Click **Save**. 7. Click **Manage items** in the segment you just created. 8. Select and upload a CSV (comma-separated values) file containing a list of users. * If you do not already have a file with user or Hub IDs, click **Download CSV of existing data** and add users or Hub IDs to that file. * To find Hub IDs, navigate to **Admin Console > Reports > Create > Box Hubs**. This report contains all Hub IDs. * As the file uploads, it is checked for conflicts with other segments (segments cannot contain users or Hubs that already exist in another segment). 9. Select **Add**. 10. Review the results of the conflict check. If there are no conflicts, or if you are satisfied with the resolution, click **Save**. Otherwise, click **Start Over**. > [!NOTE] > > * When a user in an enabled or pending barrier segment creates a Hub, that Hub is automatically added to the same segment. > * When adding a user to a Hub that belongs to a segment, the user must not be restricted from that segment or belong to another segment. If the user is restricted by the information barrier, a message displays and prevents them from being added to the Hub. > * A column showing the number of Hubs in each segment appears on the segment information page and on the final information barrier review page. # Deleting an Information Barrier User Segment Source: https://docs.box.com/en/box-shield/shield-information-barrier/deleting-an-information-barrier-user-segment 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. 3. Click **Edit**. 4. Click **Delete** (![delete-button](/images/box-shield/delete-button.png)) at the right end of a segment. 5. In the confirmation dialog box, click **Delete**. # Disabling an Information Barrier Source: https://docs.box.com/en/box-shield/shield-information-barrier/disabling-an-information-barrier Disabling an information barrier removes all ethical walls between user segments. It does not restore any collaborations removed by the enabling of the information barrier. 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. 3. In an enabled information barrier, click **Disable**. 4. In the Disable Information Barrier dialog box, select the **I acknowledge that this action cannot be undone and restrictions set by the current information barrier will no longer be enforced** check box. 5. Click **Disable**. # Editing an Information Barrier Source: https://docs.box.com/en/box-shield/shield-information-barrier/editing-an-information-barrier Because you do not want any ethical walls that exist in your current information barrier to not be enforced when making changes to an information barrier and because the enablement of an information barrier after any changes may take some time to remove any violating collaborations, editing an existing enabled information barrier involves making a copy of the existing configuration. You will edit that copy and then enable the copy. 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. 3. In the enabled information barrier, click **Edit**. 4. In the Editing requires a draft dialog box, click Continue. A duplicate information barrier with the status of Draft is created. 5. In the draft information barrier, click **Edit**. 6. Make any desired changes, including [adding](/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment), [editing](/en/box-shield/shield-information-barrier/editing-an-information-barrier-user-segment), or [deleting](/en/box-shield/shield-information-barrier/deleting-an-information-barrier-user-segment) user segments or [configuring permissions between segments](/en/box-shield/shield-information-barrier/configuring-permissions-between-information-barrier-segments). 7. Click **Save**. Once you have finished editing the draft, you can [enable it](/en/box-shield/shield-information-barrier/enabling-an-information-barrier). Once it is fully enabled, the existing enabled information barrier will become disabled. # Editing an Information Barrier User Segment Source: https://docs.box.com/en/box-shield/shield-information-barrier/editing-an-information-barrier-user-segment Editing the user segment in an information barrier means adding or deleting users or Hubs from the segment. You do that by re-uploading a user CSV (comma-separated values) file. If you still have the file that you uploaded to create the user and/or Hubs segment initially, you can edit that file before you begin and have it ready at the appropriate step. > [!NOTE] > > This process replaces the users currently in the user segment, but because the best practice is to start with the list of users existing in the segment, the net result will be to add users to the segment that you add to the list, remove users from the segment that you delete from the list, and leave users in the segment that have not been added or deleted from the list. 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. 3. Click **Edit**. 4. Click **...** then **Manage Items** (![Add/Remove/Edit Users button](/images/box-shield/add-remove-edit-users-button.png)) next to the number of users or Hubs in a segment. 5. Drag and drop a list of users and Hubs from a CSV (comma-separated values) file. You can also click **Download CSV of existing data** and edit that file. (Recommended if you have not prepared a file previously.) If you do not have a file with a list of users and Hubs ready, click to download the blank, pre-formatted CSV template and add users and Hubs to that file. 6. As the file is being uploaded, it is being checked for conflicts with any other segments. (Segments cannot contain users or Hubs which exist in other segments.) 7. Review the results of the conflict check. If there are no conflicts, or if you are satisfied with the conflict resolution, click **Save**. Otherwise, click **Start Over** to upload a new list of users and Hubs. # Enabling an Information Barrier Source: https://docs.box.com/en/box-shield/shield-information-barrier/enabling-an-information-barrier Before an information barrier can be enabled for the first time, a collaboration impact report that identifies any collaborations that will be removed must be run. This is part of the enablement process. > [!NOTE] > > If there is an existing information barrier in any state, enabled or disabled, that has had a collaboration report run previously for the information barrier, the report does not have to be run again to enable that information barrier. However, if you have [edited the information barrier](/en/box-shield/shield-information-barrier/editing-an-information-barrier), running a new collaboration impact report is recommended to review any collaboration changes. 1. Go to **Admin Console > Shield**. 2. Click the **Information Barrier** tab. 3. Click **Run Collaboration Report**. This report could take up to 2 hours to run and the information barrier cannot be enabled until the report is complete. You will receive an email notification when the report is complete. 4. When you receive the notification that the collaboration impact report is complete, go to the Reports folder to review the report and identify the collaborations that will be removed. You may want to communicate to content owners about the collaboration removal. 5. Click **Enable**. 6. In the Enable Information Barrier confirmation dialog box, select the *I acknowledge that some user collaborations specified in the report will be permanently removed* check box, and then click **Enable**. The information barrier status will show Pending while it removes any violating collaborations, and then will change to Enabled. See [Information Barrier Statuses](/en/box-shield/shield-information-barrier/understanding-information-barriers#information-barrier-statuses) for details. # Information Barriers for Hubs Source: https://docs.box.com/en/box-shield/shield-information-barrier/information-barriers-for-hubs Items within hubs respect limitations introduced through information barriers. When you [create an information barrier](/en/box-shield/shield-information-barrier/creating-an-information-barrier), you can specify the users and hubs that belong to specific segments. Information is available on how to [add hubs to existing information barriers](/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment). > [!NOTE] > > * If a user creates a hub and is already in an information barrier (IB) segment, that hub is automatically added to the segment. > * If a hub belongs to an IB segment, it can include: > * Content from that segment and non-segmented content > * Users from permitted segments and non-segmented users > * If a hub does not belong to an IB segment, it can only include non-segmented content, but it can be shared with segmented users. ## End user experience When information barriers are enabled, end users: * Cannot share hubs if it violates a segment restriction. * Cannot access a hub with a public shared link. * Cannot upload content to a hub outside their information barrier segment. End users can join and access hubs that do not belong to any information barrier segment, as well as hubs whose segment is permitted to interact with their own. When creating a hub, it is automatically added to the user’s information barrier segment if they belong to one. ## Information barrier restriction requirements **Collaboration with hubs in an information barrier:** Collaborations are blocked or removed if a user belongs to a segment that does not have access to the hub’s segment. Group collaborations are blocked or removed if any user in the group belongs to a segment that does not have access to the hub’s segment. **Shared links to hubs:** Users accessing hubs with a shared link go through a live information barrier check. If they do not have access, they are blocked from viewing the hub and its content. Anonymous users are exempt from this check because they do not belong to a segment. **Item association to hubs:** * For a hub in a segment, an item can only be added if the item owner: * Is in the same segment as the hub, or * Is not in any segment * If the hub is not in a segment, only items owned by users who are not in any segment can be added. Otherwise, the item cannot be added or will be removed. ## Violations of the information barrier When information barriers are enabled, collaborations that cause a violation are automatically removed. For example: * The hub belongs to Segment A and is shared with User B. User B belongs to Segment B. If the segments cannot interact, User B is removed from the hub. * The hub belongs to Segment A and is shared with Group B. Group B includes a user from Segment B. If the segments cannot interact, Group B is removed from the hub. If content in a hub violates information barrier rules, it is removed. For example: * The hub does not belong to a segment but contains content that belongs to a segment. That content is removed. * The hub belongs to Segment A but contains content owned by a user from Segment B. If the segments cannot interact, that content is removed. When content ownership changes from a non-segmented user to a segmented user, any violating collaborations are automatically removed. This does not apply to hubs, as hubs do not have owners. Any changes to a hub’s segment require a manual [change in segments](/en/box-shield/shield-information-barrier/editing-an-information-barrier-user-segment). ### View violations of the information barrier setup 1. Navigate to the **Admin Console**. 2. Select **Shield**. 3. Select the **Information Barrier** tab. 4. Click **Run Collaboration Report**. More information about this report is available in [Collaboration Reports](/en/box-admin-tools/reporting-and-insights/collaborations-report). An error message appears next to each row if a hub was deleted and no longer exists. ## Add hubs to existing information barriers Information on adding hubs to information barriers is available in [creating an information barrier user segment](/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment). ## View the number of hubs 1. Navigate to the **Admin Console**. 2. Select **Shield**. 3. Select the **Information Barrier** tab. 4. Click **View Details**. 5. The segment name and number of items are displayed. 6. Hover over the **i** next to **Items** to see the number of hubs. # Understanding Information Barriers Source: https://docs.box.com/en/box-shield/shield-information-barrier/understanding-information-barriers An information barrier in Box defines an ethical wall. An ethical wall is a mechanism that prevents exchanges or communication that could lead to conflicts of interest and therefore result in business activities that are ethically or legally questionable. ## Ethical wall use Ethical walls are used in many industries, and with different types of scenarios, including: * Isolating a few static internal parties based on business units * Financial services, where an ethical wall is most commonly employed in investment banks between the corporate-advisory area and the brokering department to separate those giving corporate advice on takeovers from those advising clients about buying shares. * Property and casualty insurance, where both parties to a claim, such as an airport and an airline, have insurance policies with the same insurer. The claim handling process needs to be segregated within the insurer's organization to avoid a conflict of interest. * Journalism, where separation is required between editorial and advertising arms. * Isolating many dynamic internal and external teams based on projects * Law, where it is necessary to separate one part of the firm representing a party on a deal or litigation from another part of the firm with contrary interests or with confidential information from an adverse party. * Consulting, where they are used to separate one part of the firm working on a project for a party from another part of the firm working on another project for a competitive party. ## Information barriers in Box Collaboration is a fundamental function of using Box to manage your content. Box makes that collaboration easy, both through [formal invites](/en/box-fundamentals/for-users/getting-started/collaborate-on-files) to collaborate on files or folders and through [shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) that provide access to files and folders. Creating barriers to that collaboration runs counter to the Box ethos, yet it is necessary for some industries and use cases, as listed above, and potentially in other industries and use cases as well. An information barrier is the Box functionality you use when you must prevent collaboration and create an ethical wall. > [!NOTE] > > Information barriers are enabled on a per-organization basis. If you would like to use an information barrier, contact your Box support representative. > > As part of the process of creating an information barrier, a full [Collaborations report](/en/box-admin-tools/reporting-and-insights/collaborations-report) is required so you can review all of the collaborations and shares that currently exist and will be removed when you configure and enable an information barrier. You can have one information barrier enabled per enterprise in Box. That information barrier consists of two components that you configure: * Segments * Permissions between segments After configuring the permissions, Box Drive prevents exchange of data between groups of users based on the permissions you set. ## Segments Information barrier segments (or just segments) are defined groups of users. They are different from [user groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups), however, because with segments, a user can be a member of one, and only one, segment. This requirement for uniqueness in segments means you can add only individual users to segments, not user groups. You can define up to 10 segments and add up to 10,000 users to a segment. The first step in [creating information barriers](/en/box-shield/shield-information-barrier/creating-an-information-barrier) is to [define segments](/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment). You then will [define permissions between each segment](/en/box-shield/shield-information-barrier/configuring-permissions-between-information-barrier-segments). > [!NOTE] > > Co-admins cannot add the primary admin to a segment. Only the primary admin can add themselves to a segment. ## Permissions between segments For each segment that you create, you define the relationship between that segment and every other segment. These relationships are defined by whether one segment * can access, or * cannot access content owned by another segment. When the relationship between two segments is defined as cannot access, that is an ethical wall. The users in a segment are prevented from viewing or accessing any content owned by the users in the other segment in this case. You can create multiple ethical walls within a single information barrier, and the number that you can create is a factor of how many segments exist in the information barrier because each segment has a relationship with each other segment. ## Information barrier collaboration impact report As part of the process to [enable an information barrier](/en/box-shield/shield-information-barrier/enabling-an-information-barrier), you will run a collaboration impact report. This report contains information that will show you what existing collaborations will be removed permanently when the information barrier is enabled. For each file or folder where collaboration will be removed, the following information is provided in the report: * Owner name, login, and segment * Item name, ID, type, and path * Collaborator name, login, segment, and permission * Collaborator type (user or group), inviter email, and invite sent and accepted date ## Information barrier statuses An information barrier can have any of the following statuses: | Status | Description | | - | - | | Draft | The information barrier configuration is still being worked on and is not in effect. | | Pending | A temporary state immediately following the [enabling of an information barrier](/en/box-shield/shield-information-barrier/enabling-an-information-barrier). New collaborations and access attempts are currently restricted per the information barrier configuration and existing collaborations that should not be allowed per the information barrier are being removed. | | Enabled | New collaborations and access attempts are currently restricted per the information barrier configuration. No existing collaborations are violating the IB configuration. | | Disabled | The information barrier configuration is disabled. | ## Information barrier user experience When you enable an information barrier, the experience for users trying to do various tasks in Box may change. This section explains some of those changes. ### Information barriers and content access Information barriers prevent access to information when you define *cannot access* permissions between user segments. So for example, say you have an information barrier configured as follows: * 2 segments, segment A and segment B * User A in segment A, user B in segment B * Segment A *can access* segment B, segment B *cannot access* segment A User A has no restrictions on accessing any of user B's content. However, user B cannot: * Preview any file owned by user A * Share any item owned by user A * Edit any item owned by user A * Delete any item owned by user A * Be invited as a collaborator to any folder owned by user A or any item in any folder owned by user A * View content at a shared link for any item owned by user A * Upload content to a folder owned by user A * View a list of item names in a folder owned by user A * View a snippet of any content owned by user A in search results * View the names of any content owned by user A in the **Files** list, search results, notifications, or Recents. Information barriers enforce access restrictions based on the content (file or folder) owner. If a user is in a segment that cannot access another segment, then the user cannot access the content owned by any user in that second segment. ### Information barriers and existing collaborations While a segment includes only users explicitly, it also includes implicitly the content owned in Box by the members of that segment. So when you create an information barrier, Box analyzes the users in each segment and the content that all the users own, and if there are any existing collaborations or shares that cross the potential information barrier, they will be removed when the information barrier is enabled. ### Information barriers and new collaborations When a user creates a collaboration on a file or folder and includes a user that is prevented from accessing that file or folder because of an information barrier, the collaboration will be prevented and an error message will explain why and list any users that must be removed before the collaboration can be made. ### Information barriers and moving and copying files When a user moves or copies a file or folder to a folder where access is prevented because of an information barrier, the move or copy will not be allowed and an error message will state that the action is prevented by security policy. > [!NOTE] > > Because collaborators in the file/folder will stay as collaborators in a move, the information barrier will retroactively check if any existing collaborators should not access the destination folder owner’s segment and remove them accordingly. Note that there is a chance that violating collaborators could still access the content before the check is done, but all user access events will be recorded and made available via Event API. ### Information barriers and ownership transfer Because you can only [transfer ownership of a folder to someone who's already collaborated directly on this folder](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators#transferring-folder-ownership) and an information barrier doesn’t allow restricted users to be invited, there is only a rare scenario to consider when ownership transfer happens while the information barrier is in *Pending* status while it is being enabled. In that status, violating collaborators may have not been removed and an ownership transfer between users in different segments who are also both collaborated on the folder can occur. The information barrier enablement process will retroactively check for such collaboration violations, and if they exist, remove them. The ownership transfer will occur, however. For example, User A and User B are collaborated on a folder. User A and User B get put into different segments in an information barrier and access between the two segments is restricted. The information barrier is enabled and is scanning for existing collaborations that must be removed, which would include this one. During this time, before the information barrier becomes fully enabled, User A transfers ownership of the folder to User B. When the information barrier becomes fully enabled, User B will be the folder owner and User A will not be able to access the folder's contents. ### Information barriers and uploading files When a user uploads a file to a folder where access is prevented because of an information barrier, the upload is blocked and an error message will state that the action is prevented by security policy. ### Information barriers and shared links When a user creates a shared link with *People with the link* or *People in your company* permission and if an information barrier is enabled, they will see a message that some users will be restricted from accessing the content because of a security policy. ### Information barriers and Box Sign signature requests When a user sends a signature request, if one of the recipients of the request are in a conflicting segment, the request sender will see a message that the request failed to send due to a security policy. This restriction is applicable to the following functionality: * Sending a document for signature * If a sender submits a signature request to a recipient in a conflicting segment, then the request is blocked * Sending a batch request * While initiating a batch send, if a sender uploads a CSV with a recipient in a conflicting segment and tries to send the signature request, then the request is blocked. * Using a template for signature request * If a user initiates a signature request from a template and the user is in a conflicting segment with one or more recipients set out in the template, then the request is blocked * Reassigning a signature request * If a recipient tries to reassign their role to someone in a conflicting segment with the sender, the reassignment is blocked * Using a ready-sign link (which may be disabled in the Admin Console) * If a recipient added to the Ready-Sign Link form conflicts with the template creator's segment, then the request is blocked. > [!NOTE] > > With shared Box Sign signature requests, collaborators cannot revise a signature request and add a signer that is in a conflicting segment with the sender. ### Information Barriers and user groups When a file or folder is added to a group and an information barrier prevents access between any members of the group, the addition is blocked and an error message will state that the action is prevented by security policy. ### Information Barriers and Shield trials An information barrier is not available in [Shield trials](/en/box-shield/using-box-shield/testing-shield-in-trial-mode). To run a test of an information barrier, create a [sandbox](/en/box-platform/managing-developer-sandboxes-for-box-admins), and then create and configure the information barrier in the sandbox. ### Information Barriers and Hubs Items within Hubs respect limitations introduced through information barriers. When you [create an information barrier](/en/box-shield/shield-information-barrier/creating-an-information-barrier), you can specify the users and Hubs that should belong to specific segments. Check our support site page for more details about [Information Barriers for Hubs](/en/box-shield/shield-information-barrier/information-barriers-for-hubs). ## Known limitations * File requests submitted by users logged in to a Box account are not included in Information Barrier restriction checks. ### See Also * [Creating an Information Barrier](/en/box-shield/shield-information-barrier/creating-an-information-barrier) * [Creating a User Segment for an Information Barrier](/en/box-shield/shield-information-barrier/creating-an-information-barrier-user-segment) * [Configuring Permissions Between Information Barrier Segments](/en/box-shield/shield-information-barrier/configuring-permissions-between-information-barrier-segments) * [Editing an Information Barrier](/en/box-shield/shield-information-barrier/editing-an-information-barrier) * [Enabling an Information Barrier](/en/box-shield/shield-information-barrier/enabling-an-information-barrier) * [Disabling an Information Barrier](/en/box-shield/shield-information-barrier/disabling-an-information-barrier) # About Shield Lists Source: https://docs.box.com/en/box-shield/shield-lists/about-shield-lists For customizing Threat Detection and Smart Access, Box Shield enables you to create Shield lists, which are lists of locations, domains, integrations, host IP addresses, or email addresses that you can later either include in or exclude from your threat detection rules. The Shield list page shows you the following information about each Shield list: * List name * When the list was last modified * The type of list * How many items are in the list * How many rules and policies use the list You can use Shield lists as an allowlist or denylist when defining detection rules in [Threat Detection](/en/box-shield/shield-threat-detection-rules/using-threat-detection) or restrictions in [Smart Access](/en/box-shield/shield-smart-access-policies/about-smart-access), as shown in the following table: | List Type | Usage | | - | - | | Locations | Detection rules: Suspicious location | | Domains | Access policies: External collaboration restriction | | Integration | Access policies: Integration restriction | | IP addresses | Detection rules: Suspicious location | | Email addresses | Access policies: External collaboration restriction | ## Shield List Limits The following table shows the number of Shield list limits in an enterprise: | Item | Limit | | - | - | | Number of items in a single Shield List | 10,000 | | Number of lists in an enterprise | 100 | | Max items in all lists in an enterprise | 1,000,000 | | Number of Shield Lists per policy | 20 | ### See Also * [Creating a Shield List](/en/box-shield/shield-lists/creating-a-shield-list) * [Editing a Shield List](/en/box-shield/shield-lists/editing-a-shield-list) * [Deleting a Shield List](/en/box-shield/shield-lists/deleting-a-shield-list) # Creating a Shield List Source: https://docs.box.com/en/box-shield/shield-lists/creating-a-shield-list 1. Go to **Admin Console > Shield**. 2. Click the **Lists** tab. 3. Click **Create Shield List**, and then select the type of list, from: * **Host IP Addresses** * **Locations** * **Domains** * **Integrations** * **Email Addresses** 4. Enter a **Shield List Name** and an optional **Description**. 5. Enter one or more values for the type of list as a comma-separated list. As you type, Box displays names that you can select when available: * For Locations, the countries you can select * For Applications, the applications currently available in your organization 6. Click **Next**. 7. Click **Create List**. # Deleting a Shield List Source: https://docs.box.com/en/box-shield/shield-lists/deleting-a-shield-list 1. Go to **Admin Console > Shield**. 2. Click the **Lists** tab. 3. Click the name of a list. 4. Click **Delete**. 5. In the confirmation dialog box, click **Delete**. # Editing a Shield List Source: https://docs.box.com/en/box-shield/shield-lists/editing-a-shield-list 1. Go to **Admin Console > Shield**. 2. Click the **Lists** tab. 3. Click the name of a list. 4. Click **Edit**. 5. Make any desired changes. 6. Click **Save**. # About Smart Access Source: https://docs.box.com/en/box-shield/shield-smart-access-policies/about-smart-access To prevent your sensitive content from being accidentally leaked, Smart Access enables you to configure access policies that Shield automatically enforces. With Smart Access, you can use automated controls to restrict sharing, viewing, downloading and printing, requesting signatures, and how third-party integrations download and read content based on content classification. To learn more, watch the following videos: * [How Box enforces an access policy](https://www.youtube.com/watch?v=YgE_YM1JDS0\&feature=youtu.be) from a user's perspective * [How to create an access policy](https://www.youtube.com/watch?v=mBPEtUw02E0\&feature=youtu.be) ## Access Policy limits The following table describes the limits in access policies. | | | | - | - | | **Item** | **Limit** | | Name | 80 characters | | Description | 255 characters | | Number of policies | 26 (25 for each of the number of classifications plus 1 for unclassified content) | ## Access Policy enforcement and monitoring Access policies affect how your users access content in Box. When you **enforce** a policy, the access becomes restricted right away. When you choose to **monitor** policy restrictions, you can monitor if and how users violate policies without imposing any actual restrictions. The [Event API](https://developer.box.com/reference/resources/event/) allows you to check the violations. The following access policies support the monitoring mode: * External Collaboration Restriction * Download and Print Restriction * Integration Restriction * FTP Restriction ## Security Control types Box Shield has several security control types that you can add to access policies: * External collaboration restriction * Shared link restriction * Download and print restriction * Integration restriction * FTP restriction * Watermarking * Box Sign request restriction For details on security control types, see [Security Control Types](/en/box-shield/shield-smart-access-policies/security-control-types). # Auto-Expiration of Shared Links Source: https://docs.box.com/en/box-shield/shield-smart-access-policies/auto-expiration-of-shared-links The auto-expiration of shared links provides enterprise admins and co-admins (who have [Create, edit, and delete Shield configuration for your company permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions)) with additional control over shared links created in their organization. They can: * Implement shared link expiry dates for files and folders after a specified number of days * Include default shared link expiry dates depending on classification * Decide if you want to allow your end users to overwrite shared link expiration dates * Notify owners a specific number of days before the shared link expires * Apply all of the above to all shared links, or only to publicly shared links > [!NOTE] > > Auto-expiration is not available on free Individual accounts. [Upgrade your plan](https://www.box.com/pricing) to access this feature. ## Shared link settings and auto-expiration policy If, in an [enterprise setting,](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) there is a different number of days than in the shared link auto-expiration policy, the more restrictive option is applied. If there are contradicting expiry dates between the shared link auto-expiration policy and the enterprise setting, both are applied. For example, if the enterprise setting is to notify the user 10 days before and the shared link auto-expiration policy is to notify the user 5 days before, these notifications are sent 10 and 5 days prior to expiration respectively. ## Create a shared link auto-expiration policy 1. Navigate to the **Admin Console.** 2. Select **Shield.** 3. Select the **Access Policies** tab. 4. Click **Create Policy**. 5. Enter a **Policy Name** and, optionally, a **Description.** 6. Select the **Content Type** you want this to apply to. Learn more about [Classification Labels](/en/box-shield/shield-classification-labels-and-policies/classification-labels). 7. Click the **Add Security Control** dropdown. 8. Select **Shared Link Auto-Expiration.** 9. Enable one, or both, of the following toggles: * Expire shared links for files after a specified number of days * Expire shared links for folders after a specified number of days 10. Select what type of link to apply the policy to. You can select either: * Public shared links only * All shared links 11. Allow additional options if desired: 1. Allow owners, co-owners, and editors to modify the default shared link expiration date 2. Notify owners a specified number of days before a shared link expires 12. Select **Next**, then **Start Policy**. > [!NOTE] > > The shared link auto-expiration policy only applies to newly created shared links or ones that were updated after the auto-expiration policy has been applied. ## Edit a shared link auto-expiration policy 1. Navigate to the **Admin Console** 2. Select **Shield** 3. Select the **Access Policies** tab 4. Click the name of an existing policy 5. Select **Edit** 6. Change elements to the desired outcome and click **Next**, then **Start Policy** ## Remove a shared link auto-expiration policy 1. Navigate to the **Admin Console** 2. Select **Shield** 3. Select the **Access Policies** tab 4. Click the name of an existing policy 5. Select **Delete** ## End user experience Any relevant auto-expiration date displays to users when they create a shared link. For example, if a shared link auto-expiration policy has been created where links expire after a certain number of days for public shared links only, when a user [creates a shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings#editing-your-shared-link-settings), a tooltip displays informing them when the link expires and becomes inaccessible. If the end user then tries to [edit shared link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings), and the policy has been set so owners are not allowed to modify the shared link expiration date, they will see a message that certain settings may not be available due to permissions. The option to change the link expiration date will be inaccessible. If the admin has selected the option to notify users, users are notified through an email about upcoming expiry dates. # Security Control Types Source: https://docs.box.com/en/box-shield/shield-smart-access-policies/security-control-types Security controls are what you add to Box Shield [access policies](/en/box-shield/shield-smart-access-policies/about-smart-access) to define what gets enforced in those policies. There are several security control types, and you can add one or more to any access policy. This topic describes the purpose of each security control type. For details about the settings in security controls, see [Shield Access Policy Settings](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings). ## External Collaboration Restriction External collaboration restrictions allow you to restrict all or some external collaboration based on domains and users. You can also define exceptions to external collaboration restrictions by entering business justifications for any exceptions you want to allow for an external collaboration restriction. When your users attempt to share something with someone outside your organization that is restricted by a smart access policy with an external collaboration restriction, in the Share dialog box, they will be allowed to select one of the justifications defined in the policy for the exception to the access policy. When the external collaborator security control is placed on a file used for Sign, the external recipient can sign it. However, they will not get a signed copy of the sign log, or the final copy signed by all participants. In such cases you need to send copies to the external recipients manually. You should avoid sending Sign requests with this control placed on it to any external users. See [External Collaboration Restriction Settings](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#external-collaboration-restriction-settings) for details about how to configure external collaboration restriction settings in an access policy. ## Shared Link Restriction Shared link restrictions allow you to specify who can access files and folders via [shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). After you apply an access policy with a shared link restriction to content, Shield applies the security control to new shared links going forward and retroactively to all existing ones. For example, if you create an access policy for confidential content and restrict link sharing to **Invited people only**, users can share links to confidential content only with invited people. If an existing shared link to that content was previously shared with people who are not invited, such people can no longer access the content through that link. See [Shared Link Restriction Settings](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#shared-link-restriction-settings) for details about how to configure shared link restriction settings in an access policy. ## Download and Print Restriction Download and print restrictions enable you to restrict download, print, online and offline access to the content by managed and external users across platforms. For example, after you enable the policy for Box Web App and Box Desktop, for restricted users: * Box disables the Download option and local editing on desktop using Box Drive, Box Tools, Box Sync, or Box for Office. * Box does not display the Print option in Box preview, and restricts browser printing - restricted users printing from a browser receive only blank pages. * Box allows editing in Microsoft Office for the web, but does not display the Print option in Office for the web, and restricts printing from the browser - restricted users printing from a browser receive only blank pages. * Box restricts saving a copy from Office Online and iWork. * Box prevents file Move and Copy operations for Editors and Viewers if **Restrict Managed Users > Restrict all users except Owners/Co-owners** is selected. * Box prevents file Copy operation for Viewers if **Restrict Managed Users > Restrict all users except Owners/Co-owners and editors** is selected. * Workflows created by a user using Relay will be restricted from moving or copying content if the user is restricted from moving or copying the content from any modality, such as the web app, the mobile app, or the desktop app. * Copying a file from one location in Box Drive and pasting it to a different location in Box Drive is considered a new upload. Because of this, the classification label of the original file will not be copied to the new file. Additionally, the same restriction applies to the Box Embed Widget in any integrations that have Box embedded. > [!NOTE] > > In Box Notes, Download and Print Restriction blocks downloads but not printing. Restricted users can still print a Box Note. See [Download and Print Restriction Settings](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#download-and-print-restriction-settings) for details about how to configure download and print restriction settings in an access policy. > [!WARNING] > > Download and Print Restrictions are not always enforced: > > * For Box Drive and Box Mobile, where files are downloaded to a device before a security control is enabled, these files remain accessible on the device after the security control is activated. > * After a new security control is activated or when an existing classification label changes (resulting in updated security controls), as users may temporarily retain their previously-granted access. > * If a security control applies broadly to all non-classified content, as users with prior access might continue to have temporary access despite the activation of this control. > * If the setting **“Preview-only” collaborators can save files for offline use** is enabled from the **Admin Console**. More information regarding this setting is available [here.](/en/box-admin-tools/box-admin-reference/enterprise-settings-mobile-tab) ## Integration Restriction Integration restrictions enable you to control how third-party integrations, including published custom integrations with which your organization is integrated, can access classified content. Note that Microsoft Office for the web, Google Workspace, Apple iWork, and Adobe Acrobat Online, which your users can select to open a file within the Box Web App, are not subject to integration restrictions. ### Integration Restriction scopes Integration Restriction provides two independent scopes. You can apply either scope, or both, to an integration for a given classification: * **Download** - The integration cannot retrieve the original file bytes. This blocks the integration from downloading the file itself. * **Read** - The integration cannot retrieve text or preview representations of the file. This is the pathway that modern AI integrations (such as the ChatGPT Box connector, Microsoft Copilot, Claude, and Cursor) use to feed file content into a large language model (LLM). From a data-loss-prevention perspective, an LLM reading a file's content is equivalent to downloading it, so the Read scope closes that pathway even when the integration never downloads the original file. The two scopes are independent. For any integration and any classification, you can restrict **Read** while allowing **Download**, restrict **Download** while allowing **Read**, or restrict both. This lets you tune each integration's access to sensitive content separately. For example, you might allow a trusted backup integration to download files while blocking an AI assistant from reading their contents. > [!NOTE] > > The Read scope currently governs the representation pathway only. For the pathways it does not yet cover, see [Integration Restriction known limitations](#integration-restriction-known-limitations) below. Restricting the Read scope does not change what the Download scope does, and enabling one scope does not enable the other. ### What Integration Restriction blocks The following table summarizes what each scope blocks for a restricted integration on content matched by the policy. | Scope | What is blocked | | - | - | | **Download** | Calls that retrieve the original file bytes (the file download pathway). | | **Read** | Calls that retrieve text or preview representations of the file. This includes representation fetches via the partner integrations adapter and through the [Representation API](https://developer.box.com/guides/representations), which is the path used by the Box MCP server and standard API integrations. | > [!WARNING] > > **Important: Box AI endpoints are not governed by Integration Restriction** > > The Read scope does **not** govern Box AI endpoints such as `/2.0/ai/ask` and `/2.0/ai/extract`. Classified content can still be read by Box AI endpoints, so a restricted integration can still obtain content through Box AI even when its direct access to representations is blocked. ### Integration Restriction known limitations The Read scope blocks the most direct content pathway used by AI connectors, but it does not make a file invisible or unreachable through every other surface. The Read scope does **not** do the following: * **Hide the file from search, folder listings, or file metadata.** The file still appears in search results and folder listings, and `GET /2.0/files/{id}` still returns metadata such as name, size, and classification. Only the file's content is blocked. * **Block local AI tools that operate inside a user's browser session.** Tools such as browser-extension assistants (for example, OpenClaw) present as the user, not as an integration, so Integration Restriction does not apply to them. * **Prevent a user from changing a file's classification label through an integration.** Integrations act with the permissions of the user who authorized them, so an integration can change a classification label only when that user could already do so in the Box web app. This is the same action the user can perform directly, not a gap specific to integrations. Custom integrations that use Client Credentials Grant or JWT authentication cannot access content unless they are collaborated in, in which case standard Classification permissions apply. * **Govern Box AI endpoints, including Box AI Extract.** See the note above about Box AI endpoints. For the Box MCP server specifically, you can disable Box AI tools from the Admin Console. See [Manage tool access](/en/box-mcp/admin-controls). ### Integration Restriction FAQ * **What's the difference between the Download and Read scopes?**\ The **Download** scope blocks an integration from retrieving the original file bytes. The **Read** scope blocks an integration from retrieving text or preview representations of the file. This is the pathway AI integrations use to feed content into an LLM. The scopes are independent, so you can restrict one while allowing the other. * **Will this block ChatGPT, Copilot, Claude, or Cursor from reading my files?**\ Yes. When you restrict the **Read** scope for the relevant integration and classification, those integrations are blocked from retrieving the text and preview representations they rely on to read your content. Some pathways are not yet covered, however. See [Integration Restriction known limitations](#integration-restriction-known-limitations) for cases a restricted integration could still use to reach content. * **Does this also block Box AI?**\ No. The Read scope does not govern Box AI endpoints (such as `/2.0/ai/ask` and `/2.0/ai/extract`), so classified content can still be read by Box AI endpoints. For the Box MCP server, you can disable Box AI tools from the Admin Console. See [Manage tool access](/en/box-mcp/admin-controls). See [Integration Restriction Settings](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#integration-restriction-settings) for details about how to configure integration restriction settings in an access policy. ## FTP Restriction FTP restrictions enable you to restrict downloads via the FTP protocol. This is simply a toggle that you can enable or disable, and applies globally to all content protected by the access policy, including Box Notes. ## Watermarking Watermarking places a semi-transparent overlay across the file's contents. Admins, and co-admins with requisite permissions, have the option to enforce watermarks and tie them to specific classification labels. This provides the option to limit watermarking to sensitive content. For more information, see [Security Control: Watermarking Customization](/en/box-shield/shield-smart-access-policies/security-control-watermarking-customization). Box Notes and some file types do not support watermarking. To learn more about watermarking in Box, see [Watermarking Files](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files). ## Box Sign Request Restriction When Box Sign is enabled for your organization, users can initiate Box Sign signature requests even on files matched by access policies with the following security controls: * Download and print restrictions * External collaboration restrictions * Shared link restrictions The Box Sign Request security control allows you to prohibit users from requesting signatures for files matched by policies with these security controls. See [Box Sign request Restriction Settings](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings#box-sign-request-restriction-settings). ### Box Sign request restriction FAQ * **How does Box Sign enforce Shield Policies?** Box Sign checks for both the Box Sign Security and Watermarking security controls when selecting a file to be used during the e-signature process. The sender can pick any destination folder for the signing process regardless of any shield policies. Once the signing process is complete any shield policies will be applied based on auto-classification. * **Can the new security control interrupt any existing processes?** No, the security control does not affect any past or in progress sign requests. * **Can I download my classified content if sign request restrictions are enabled?** Yes, it is legally required that all signees can download a copy of the document. Even if there are coexisting download and print restrictions, you can still download the document. * **If Box Sign requests restriction is disabled, can the users send sign requests to external signees?** Yes, even if there are existing collaboration restrictions, users can still share content with external parties using Box Sign. # Security Control: Watermarking Customization Source: https://docs.box.com/en/box-shield/shield-smart-access-policies/security-control-watermarking-customization Admins, and co-admins with requisite permissions, have the option to enforce watermarks and tie them to specific classification labels. This provides the option to limit watermarking to sensitive content. If enabled, end users no longer have the ability to apply their own watermarking to affected content. ## Watermarking sources Watermarking has two sources: 1. Admin-controlled classification, enforced through an [access policy](/en/box-shield/shield-smart-access-policies/shield-access-policy-settings). 2. User-created, where the user has [sufficient privileges](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files#permissions). Custom watermarking can be switched off by navigating to the **Admin Console** > **Enterprise Settings** > **Content & Sharing** > **Custom Watermarking**. If watermarking customization is switched off for end users in the **Admin Console**, it is still available in the access policy configuration. ## Create, edit, and remove access policies which enforce watermarking Enterprise admins and co-admins (who have [Create, edit, and delete Shield configuration for your company permissions](/en/box-admin-tools/managing-box-users-and-admins/managed-users/granting-and-modifying-co-admin-permissions)) can create and change watermarking access policies: 1. Navigate to the **Admin Console**. 2. Select **Shield**. 3. Select the **Access Policies** tab. 4. Enter a **Policy Name** and, optionally, a **Description**. 5. Select the **Content Type** you want this to apply to. See more about [Classification Labels.](/en/box-shield/shield-classification-labels-and-policies/classification-labels) 6. Select **Watermarking** from the dropdown **Security Controls** menu. 7. Ensure the **Enable Watermarking** toggle is turned on. * To customize the applied watermark, select the **Customize Watermark** button, then select and configure your watermark’s properties before clicking **Save**. 8. Select **Next**, then **Start Policy**. This will be automatically enabled for all affected content. To edit or remove the access policy, select the name of the access policy then click either **Edit** or **Delete**. > [!NOTE] > > Users should not include personal or sensitive information in customized watermarks. ## Customization conflicts If an end user tries to create or edit watermarking for a file or folder which has security controls with watermarking customization applied, they will be unable to do so: * Customization enforced via the access policy takes precedence over user-enforced watermarking * When end users try to override watermarking customization enforced via an access policy, the user will see a message explaining that the setting is disabled because of the access policy that is in place * If existing watermarking user settings are overridden, they will be restored after the access policy is removed # Shield Access Policy Settings Source: https://docs.box.com/en/box-shield/shield-smart-access-policies/shield-access-policy-settings Shield Access Policy rule settings are used to configure access policies. Access policies contain one or more security control types and have settings that are common to all policies and security control types and settings that are specific to each security control type. This topic has the following sections: * [Common Access Policy Settings](#common-access-policy-settings) * [Common Security Control Settings](#common-security-control-settings) * [Unique Security Control Settings](#unique-security-control-settings) * [External Collaboration Restriction Settings](#external-collaboration-restriction-settings) * [Shared Link Restriction Settings](#shared-link-restriction-settings) * [Download and Print Restriction Settings](#download-and-print-restriction-settings) * [Integration Restriction Settings](#integration-restriction-settings) * [FTP Restriction Settings](#ftp-restriction-settings) * [Watermarking Settings](#watermarking-settings) * [Box Sign Request Restriction Settings](#box-sign-request-restriction-settings) ## Common Access Policy Settings The following settings are common to all Access Policies. ### Policy Name Enter a short, unique, and descriptive name. 80 characters maximum. ### Description Enter an optional description that provides a summary of the policy purpose and function. 255 characters maximum. ### Content Type Defines what content the access policy applies to. Select from: * **Apply to all content without a classification label** - To apply the policy to all of the content in your organization * **Apply to only content with the following classification label** (default) and then choose a single classification label (required) - To apply the policy to only the content in your organization with the defined classification label. ### Common Security Control Settings Access policies can contain one or more security controls. Several security control types, External Collaboration Restriction, Shared Link Restriction, Download and Print Restriction, Integration Restriction, and FTP Restriction, contain the following setting: #### Enforcement Action Defines action that occurs when the security control triggers the access policy. Select from: * **Enforce restrictions** (default) - To enable the access policy once it is started. Select this option if you are ready to enforce the policy for your users. * **Monitor restriction violations only** - To monitor user actions that violate the access policy without warning or restricting users. Select this option to gather data about how this access policy will affect your users. ## Unique Security Control Settings The following section describes the settings for the security controls you can add to access policies. ### External Collaboration Restriction Settings The following settings can be configured when you add the [External Collaboration Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#external-collaboration-restriction) security control to an access policy: #### Domain and User Restriction Defines which domains and users have external collaboration allowed or blocked by the policy. Select from: * **Allow only specified domains and external users** and then click **Select** to enter one or more external domains and email addresses. External collaboration for files matched by policy will be limited to only the domains and email addresses specified, and blocked for everyone else. * **Block specified domains** and then click **Select** to enter one or more external domains that define with whom external collaboration is blocked by policy. External collaboration for files matched by policy will be blocked for the domains and email addresses specified, and allowed for everyone else. In the Select Blocked Domains dialog box, you can also enable **Allow some external users** and enter one or more email addresses. Email addresses in this field that are from the list of blocked domains will not be blocked from external collaboration. * **Block all external collaboration** to block all external collaboration on content for files matched by policy. #### Apply To Defines which collaborations the policy applies to. Select from: * **Only new external collaborations** - The policy applies only to new direct collaborations created after the policy goes into effect. > [!NOTE] > > Inherited collaborations can still occur. When the policy is applied on a file level, but not on a folder, an external collaborator can be invited to the folder containing the file and they will be able to access the file. To prevent this, there are two options: > > * Apply the policy to the folder that includes the file. This prevents an external collaborator from being invited to the folder. > * Select the *Existing and new external collaborations* option. * **Existing and new external collaborations** - The policy applies to all collaborations. After the policy takes effect it may take a small amount of time to identify existing collaborations to which it applies. Collaborators will not be notified of any such collaborations that have become restricted. > [!NOTE] > > Existing collaborators are restricted from viewing files matched by policy. They are not removed from collaboration. If the restriction is lifted, collaborators can again access collaborated files. #### User Justifications Determines if users are allowed to bypass these restrictions by providing a business justification defined for any new collaboration. If **Allow User Justifications** is enabled, you must add at least one and up to 10 business justifications that your managed users can select when creating an external collaboration to bypass the policy restriction. **To add business justifications** 1. Enable **Allow User Justifications**. 2. Enter one or more business justifications. Click **Add Justification** to add more (up to 10). 3. Click **Done**. Once you have added business justifications to the security control, click **Edit Justification** to make changes to, add, or delete any justifications. Click **Preview** to see a sample of what your users will see. ### Shared Link Restriction Settings The following settings can be configured when you add the [Shared Link Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#shared-link-restriction) security control to an access policy: #### Shared Link Restriction Determines who can access shared links for any files matched by the policy. Select from: * **People with the link** - To allow files matched by policy to be accessed via the shared link by anyone including people outside of your company and no sign-in is required. * **People in your company and invited people** - To allow files matched by policy to be accessed via the shared link by anyone in your company or people invited to the file or folder. * **Invited people only** - To allow files matched by policy to be accessed via the shared link only by people invited to the file or folder. ### Download and Print Restriction Settings The following settings can be configured when you add the [Download and Print Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#download-and-print-restriction) security control to an access policy: #### Download and Print Restriction Determines where and for whom download and print restrictions are enforced for any files matched by the policy. When added to an access policy, the maximum restriction levels are selected by default. Select from: * **For Box Web App** - Restrictions are applied for file activity when using Box in a web browser. This option also restricts editing on desktop (via Box Edit), print operation when editing in Microsoft Office Online, and print operation from Box Web App or browser. * **For Mobile** - Restrictions are applied for file activity when using the Box mobile app. * **For Box Desktop** - Restrictions are applied for file activity within * Box Drive, * Box Sync, * Box for Microsoft Office Coauthoring, and * Box for Office. For each of these options you also select which users the restriction applies to. The default selection is the most restrictive. For each, you can include or exclude: * **Restrict Managed Users**, and then select: * Restrict all users except Owners/Co-owners * Restrict all users except Owners/Co-owners and Editors * **Restrict All External Users** ### Integration Restriction Settings The following settings can be configured when you add the [Integration Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#integration-restriction) security control to an access policy: #### Integration Restriction scope Integration Restriction provides two independent scopes. For each integration and classification, you can restrict **Download**, **Read**, or both: * **Download** - The integration cannot retrieve the original file bytes of files matched by the policy. * **Read** - The integration cannot retrieve text or preview representations of files matched by the policy. This is the pathway AI integrations use to feed file content into a large language model (LLM). The scopes are independent. Restricting one scope does not restrict the other, so you can, for example, allow an integration to download content while blocking it from reading content, or the reverse. For an explanation of what each scope blocks and its known limitations, see [Integration Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#integration-restriction). > [!NOTE] > > The Read scope governs representation fetches through the partner integrations adapter and the [Representation API](https://developer.box.com/guides/representations) (the path used by the Box MCP server and standard API integrations). It does not govern Box AI endpoints such as `/2.0/ai/ask` and `/2.0/ai/extract`. #### Specify content restrictions on integrations For each scope (**Download** and **Read**), determine which integrations are restricted from accessing any files matched by the policy. Select from: * **Block all integrations** (default) - To block all integrations (except Microsoft Office for the web, Google Workspace, Apple iWork, and Adobe Acrobat Online) from the selected scope for any files matched by the policy. * **Block all integrations except selected integrations**, then enter one or more integrations to allow the selected integrations for any files matched by the policy. * **Allow all integrations except selected integrations**, then enter one or more integrations to block the selected integrations for any files matched by the policy. > [!NOTE] > > The following integrations will still be able to download content when users right-click on their files and select the **Open with** command even if you do not specify them here: > > * Microsoft Office for the web > * Google Workspace > * Apple iWork > * Adobe Acrobat Online > [!WARNING] > > When you are creating a Shield access policy and Box displays no integrations from which to choose, your organization may have exceeded the limit of 100 authorized integrations. To further investigate, contact [Box support](https://support.box.com/hc/en-us/requests/new). ### FTP Restriction Settings The following setting can be configured when you add the [FTP Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#ftp-restriction) security control to an access policy: #### Restrict FTP downloads Determines if downloads via FTP (file transfer protocol) are disabled for files matching the policy. Enabled by default. ### Watermarking Settings The following setting can be configured when you add the [Watermarking security control](/en/box-shield/shield-smart-access-policies/security-control-watermarking-customization) to an access policy: #### Enable watermarking Determines whether a semi-transparent overlay displays. It shows the current viewer's user name and time of access across a document's contents, for any files matched by the policy. Select from: * Enabled (default) - To apply a watermark to files matched by the policy. * Disabled - To remove any existing watermarks for files matched by the policy. This applied watermarking is visible in Preview to all collaborator roles, and is applied to downloaded and printed files for certain collaborator roles. Box Notes and some file types do not support watermarking. To learn more about watermarking in Box, see [Watermarking Files](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files). ### Box Sign Request Restriction Settings The following setting can be configured when you add the [Box Sign Request Restriction](/en/box-shield/shield-smart-access-policies/security-control-types#box-sign-request-restriction) security control to an access policy: #### Restrict users from requesting signatures on content using Box Sign Determines whether Box Sign requests are restricted or specifically enabled for any files matched by the policy. Select from: * Enabled (default) - To prevent your users from initiating Box Sign requests for files matched by the policy. * Disabled - To specifically allow your users to initiate Box Sign requests for files matched by the policy, which overrides download and print restrictions and shared link restrictions. # AI Threat Analysis Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/ai-threat-analysis *This feature is only available as part of the Box Shield Pro add-on.* AI Threat Analysis produces Box AI-generated summaries for threat alerts, pulling in the most critical data and context and explaining the alert in easy-to-understand language. ## Enable AI Threat Analysis Admins can enable Box AI to analyze alerts generated by a specific detection rule. This is turned off by default. The **Box AI Threat Analysis** toggle is included in every detection rule configuration page. See how to [create and edit threat detection rules](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule). ## Alert summary Turn on AI Threat Analysis to get a summary of an alert. Alert summaries: * Include why the alert was created and additional explanatory information on the detected anomaly. * Are typically around one paragraph long and aim to quickly highlight the most important information for the admin. * Are tailored to each [Box Shield threat detection rule.](/en/box-shield/shield-threat-detection-rules) * Are generated each time an admin views an alert, ensuring the summary reflects the most up-to-date information available on the alert page. * Can be easily saved for future reference using the **Copy to clipboard** feature. * Include a **Helpful** / **Not helpful** thumbs up/down option. Please share your feedback to help the Box Shield team understand how useful these summaries are for your team. # Anomalous Download Detection Rule Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/anomalous-download-detection-rule The Anomalous Download detection rule is a feature within Box Shield. It seeks to track managed user download behavior to prevent data leakage and theft. It monitors user activity and leverages Box machine learning to understand normal download behavior for users within your organization, generating alerts when these users have deviated sharply from typical patterns. The Anomalous Download detection rule monitors activity only for [managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users). ## Create, edit, and delete Anomalous Download detection rules To create or change this detection rule, you need admin rights (or co-admin rights with the [Create, edit, and delete Shield configuration for your company](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) permission enabled) in an account with the Box Shield add-on enabled. See our dedicated page for [creating, editing, and deleting threat detection rules](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule) for a step-by-step guide. > [!NOTE] > > Only one Anomalous Download detection rule can be created for each Box account. ## Anomalous Download alerts An alert will display in the Shield Dashboard when Anomalous Download activity is detected. Alerts include the Alert ID, date, the name and email address of the account holder whose activity triggered the alert, the risk score, and the IP address whose access triggered the alert. To view an alert's details: 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. 3. (Optional) Filter the alerts for **Anomalous Download.** 4. In the alert list table, click an alert. 5. Box displays the alert detail page. The alert detail page displays the following: * **Alert Summary:** overview of the alert including alert name, alert ID, alert type, risk score, alert created date, anomalous activity date range, anomalous download delta, and the target user. * **Download Details:** information regarding the download activity that triggered the alert, including a comparison between the user’s historical activity and the anomalous activity. Additional information such as the IP addresses, IP registrants, and any available device information will be shown. * **Anomalous Content Downloaded:** Gives a full breakdown of the files downloaded by the target user during the anomalous period. > [!NOTE] > > You can view the number of alerts in the past week from the **Detection Rules** page. For longer timeframes, check the [Shield Dashboard](/en/box-shield/shield-threat-detection-rules/using-threat-detection#using-the-shield-dashboard). A feedback box is displayed on the dashboard after an alert. This enables you to provide suggestions and comments to Box which helps to improve functionality. ## End user implications * If anomalous download activity is detected from a user’s account, the end user is not notified – only Shield admins are alerted of the activity. * No user restrictions will be applied when an Anomalous Download alert is triggered. # Create, Edit, and Delete a Threat Detection Rule Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule To help keep your organization's content secure, Threat Detection rules need to be configured and enabled. In some rule types, you can include multiple values, such as of IP addresses, domain, locations, or email addresses. You might therefore want to create a [Shield list](/en/box-shield/shield-lists/about-shield-lists) of those values instead of adding all the individual values to the rule. ## Create a threat detection rule To create a threat detection rule: 1. Navigate to **Admin Console** > **Shield.** 2. Select the **Detection Rules** tab. 3. Select **Enable** for the detection rule you want to configure and start. 4. Enter a **Rule Name**. This should be a short, unique, and descriptive name with a maximum of 80 characters. 5. Enter a **Description** (optional). Enter an optional description of a maximum of 255 characters, that provides a summary of the rule purpose and function. 6. Certain rule configurations vary depending on the rule: * [Malicious Content](/en/box-shield/shield-threat-detection-rules/malicious-content-detection-rule), decide if you want to enable deep scan and download restrictions. * [Suspicious Location](/en/box-shield/shield-threat-detection-rules/suspicious-location-detection-rule), click **Add Rule** to configure locations and activity to monitor, whether to restrict target user access, and decide which filters to enable. * [Suspicious Session](/en/box-shield/shield-threat-detection-rules/suspicious-session-detection-rule), decide which filters to enable. * [Ransomware Activity](/en/box-shield/shield-threat-detection-rules/ransomware-activity-detection-rule), decide whether to automatically terminate the target user's sessions when an alert is triggered. 7. Select a [Default Alert Priority](/en/box-shield/shield-threat-detection-rules/using-threat-detection#interpreting-shield-risk-scores). Select from: * Low * Informational * Medium (default) * High * Critical 8. Select whether to enable any rule specific settings, where applicable. 9. For all rules, decide whether to toggle: * **Publish alerts to Box Event Stream**: Enable this to allow alerts from this rule to be forwarded to a third-party tool, such as a SIEM or CASB tool, via the Box Event Stream. The default state is disabled. * **Send Notifications**: Enter one or more email addresses or managed usernames to receive email notifications of alerts. The only email addresses or managed usernames you can enter in this field are co-admins who have at least one Shield permission enabled in their user account settings. * **Box AI Threat Analysis**: When enabled, Box AI will provide a summary of generated alerts. 10. Once complete, select **Next**. 11. Review the rule settings then select **Start Rule**. ## Edit a threat detection rule To edit your threat detection rule: 1. Navigate to **Admin Console** > **Shield**. 2. Select the **Detection Rules** tab. 3. Select the rule. 4. Select **Edit**, then **Update Rule** after implementing changes. ## Delete a threat detection rule To delete your threat detection rule: 1. Navigate to **Admin Console** > **Shield**. 2. Select the **Detection Rules** tab. 3. Select the rule. 4. Select **Delete**. > [!NOTE] > > After selecting Delete, there is no confirmation screen. The detection rule is instantly deleted. # Malicious Content Detection Rule Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/malicious-content-detection-rule The Malicious Content detection rule is a feature within Box Shield. It seeks to identify malicious files that are uploaded into Box and protects users from downloading dangerous content. The Malicious Content detection rule scans files uploaded from [managed](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users), [external](/en/box-admin-tools/managing-box-users-and-admins/external-users/about-external-users), and anonymous users. ## Malware scan types Box Shield applies a metadata template on every file that is flagged as malicious. An alert is generated in the Box UI, with an additional alert event generated if the admin enabled the **Publish alert to Box Event Stream** toggle when they [enabled the detection rule](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule#create-a-threat-detection-rule). We do not give updates for files that were scanned and identified as safe.
**Reputation Scan****Deep Scan**
Type of ScanCompares file hash with hashes within known malware libraries from 30+ leading malware scan vendors. If the hash is identified within one of the malware libraries, it will trigger a malicious verdict.Recursively unpacks files to recognize suspicious indicators and identify more sophisticated malware (a form of static analysis scanning). The scan is extended to all active content, which means the malware scan is triggered for any of the enterprise’s previously unscanned files on the next preview, share, download, or edit. Scans external files that are accessed by managed users to reduce third party risk.
When is a Scan Triggered? 
  • File upload 
  • File is moved or copied to another Box environment
  • Files are periodically re-scanned based on download activity. This provides better scan coverage for files that may have newer signatures from various malware libraries
  • File upload
  • File download
  • File preview
  • File is shared
  • File is copied
  • File is moved
What file sizes are supported?Supports all file sizesFiles up to 200MB
What file types are supported?Supports all file typesSee: [File types supported by Malware Deep Scan](#file-types-supported-by-malware-deep-scan)
## File types supported by Malware Deep Scan Malware Deep Scan analyzes several different file types automatically that can be riskier than everyday file types, and can optionally analyze Microsoft Office files. This section lists some of the file types that can be deep scanned:
**File Category****File Type**
Compressed/Archive File Types.7z, .bz2, .gzip,.jar, .rar, .tar, .tar.bz2, .tar.gz, .tar.z, .xar, .zip 
Executable File Types.bundle, .dll, .dylib, .elf (ELF 32 & ELF 64 compiled for Intel 80386 & 80360 and AMD x86-64), .exe, Mach-O 32, Mach-O 64, Mach-O ARM, Mach-O FAT, .o, .ocx, PE 32, PE 64, scr, .so, .sys
Document File Types.doc, .docm, .docx, .hwp, .jdt .mht, .pdf .ppt, .pptm, .pptx, .rtf, .sylk, .xls, .xlsm .xlsx
Graphic File Types.tiff
Disk Image File Types.dmg (AppleDisk, KolyDMG, GPTDisk, HFSPlu), ISO9960
Other File TypesEICAR, .lnk, .msg, .otf, .ttf
## Create, edit, and delete the Malicious Content detection rule To enable this detection rule, you need admin rights (or co-admin rights with the [Create, edit, and delete Shield configuration for your company](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) permission enabled) in an account with the Box Shield add-on enabled. > [!NOTE] > > Only one Malicious Content detection rule can be created for each Box account. See our dedicated page for [creating, editing, and deleting threat detection rules](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule) for a step-by-step guide. Check below for Malicious Content specific settings: ## Malicious Content specific settings * [Deep Scan file exclusions](#deep-scan-file-exclusions) * [Restrict downloads](#restrict-downloads) * [Severity filter](#severity-filter) ### Deep Scan file exclusions Enable this setting to exclude specific file extensions from Deep Scan. Excluded file types are still scanned by Reputation Scan, so your environment maintains baseline malware protection. The default state is disabled. * You can exclude any file extension, including custom or proprietary extensions. * Up to 10,000 file extensions can be added to the exclusion list. Some file types may be more prone to triggering Deep Scan alerts than others. This setting is useful when Deep Scan generates excessive alerts for certain file types in your environment. Box recommends scanning all available file extensions for maximum protection. Any decision to exclude file extensions from scanning is made at your admin team's discretion. Box verifies file types before honoring excluded extensions. If a file does not appear to match its assigned extension (for example, a .exe uploaded as a .pdf), Box will still scan the file with Deep Scan to protect your environment. > [!NOTE] > > The previous **Microsoft 365 Deep Scan** toggle has been replaced by the **Deep Scan file exclusions** setting. Your settings from the **Microsoft 365 Deep Scan toggle** carry over to the new **Deep Scan file exclusions** toggle: > > * If your enterprise had the **Microsoft 365 Deep Scan** toggle turned on prior to the update, meaning Microsoft Office files were being deep scanned, they will continue to be deep scanned. > * If your enterprise had the **Microsoft 365 Deep Scan** toggle turned off\*\*,\*\* meaning Microsoft Office files were not being deep scanned, **Deep Scan file exclusions** will be automatically enabled. The following Microsoft Office file extensions are included by default: > > `.doc`, `.docm`, `.docx`, `.dotm`, `.dotx`, `.mpp`, `.mpt`, `.msg`, `.ost`, `.potm`, `.potx`,`.ppa`, `.ppam`, `.pps`, `.ppsm`, `.ppsx`, `.ppt`, `.pptm`, `.pptx`, `.pst`, `.sldm`, `.swf`,`.vsdm`, `.vsdx`, `.vssm`, `.vssx`, `.vstm`, `.vstx`, `.xlam`, `.xls`, `.xlsb`, `.xlsm`, `.xlsx`, `.xltm`, `.xltx`, `.xlw` > > After the migration, you can modify this list at any time in the **Deep Scan file exclusions** setting. ### Restrict downloads Enable this to restrict the download of any files identified as containing malicious content. Preview and online editing will still be available. The default state is disabled. * You can choose if you want the download restriction to be applied based on Deep Scan and/or Reputation Scan results. * Once enabled, if a file is flagged as malicious by the chosen scan type(s), Box Shield automatically applies a download restriction on the file. This prevents an end user from downloading the file to their device. ### Severity filter Select a minimum severity level required for Deep Scan to flag a file as malicious. Raising the severity threshold reduces alert volume by filtering out lower-confidence detections. The available severity levels are: * **Low and above**: Detections at all severities (Low, Medium, High, Critical) trigger alerts. This option generates the highest alert volume, as it includes low-severity detections. * **Medium and above** (Default, Recommended): Detections at Medium, High, and Critical trigger alerts. This option provides a balanced approach, maintaining strong detection coverage while keeping alert volume manageable. * **High and above**: Detections at High and Critical trigger alerts. This option reduces alert volume by excluding medium-severity detections. * **Critical only**: Only Critical detections trigger alerts. This generates alerts only for the highest-severity detections and minimizes alert volume. ## Malicious Content alerts An alert will display in the [Shield Dashboard](/en/box-shield/shield-threat-detection-rules/using-threat-detection#using-the-shield-dashboard) when malicious content is detected. Alerts include the Alert ID, date, the name and email address of the account holder whose activity triggered the alert, the risk score, and the IP address whose access triggered the alert. To view an alert's details: 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. 3. (Optional) Filter the alerts for **Malicious Content.** 4. In the alert list table, click an alert. 5. Box displays the alert detail page. The alert detail page displays the following: * **Alert Summary:** overview of the alert including alert name, alert ID, alert type, risk score, alert created date, any download restrictions imposed, uploader of the malicious file and upload location. * **File Details:** information regarding file name, file version, file hash, file size, version uploaded date, file created date and last modified date. * **Threat Details:** Deep Scan and Reputation Scan results, when they were scanned, and malware family and description. * **Geographic Activities:** location of the account's activity at the time of the alert. * **Uploader Activity:** summarizes the account's activities, by activity type, at the time of the alert. * **File Activity:** insights on the file after it was uploaded. * **Marking file as safe:** allows the admin to mark the flagged file “as safe”; see [mark files as safe](#mark-files-as-safe) for more information. * **Revert to malicious:** becomes available if the admin has previously marked the file as safe. * **Modifying Files:** if the file is marked as safe or reverted to malicious, 2 additional rows are added in file details for **commenting** and showing **last override**. > [!NOTE] > > You can view the number of alerts in the past week from the **Detection Rules** page. For longer timeframes, check the [Shield Dashboard](/en/box-shield/shield-threat-detection-rules/using-threat-detection#using-the-shield-dashboard). A feedback box is displayed on the dashboard after an alert. This enables you to provide suggestions and comments to Box which helps to improve functionality. ## End user implications * If a malicious payload is detected when uploading content, a red banner appears above the preview page to warn the end user. * Shield malware Deep Scan metadata is added to the content flagging it as malicious. * When download restrictions are active, end users are blocked from downloading and opening files with a desktop application. They can still preview, share, and edit (using online editors like Microsoft Office Online and Google Workspace): * If a file is marked safe, file restrictions are removed; enabling downloads and opening the file with a desktop application. * If a file is reverted to malicious, file restrictions are reinstated; disabling downloads and opening the file with a desktop application. ## Alert actions and remediation This detection rule can perform the following actions once a malicious file has been identified: ### Restrict download An automatic download restriction can be applied via the detection rule configuration page. This restriction allows the end user to preview, share, and edit (using online editors like Microsoft Office Online and Google Workspace), but prevents the file from being downloaded where it can harm the user/organization. ### Handling false positive verdicts Any malware scan solution can have false positives and Shield’s Malicious Content detection rule is no exception. The Shield team is constantly evaluating the detection’s performance across our customer base, making updates and improving efficacy when possible. When reviewing a Malicious Content alert, it’s helpful to review the following questions: * Is the threat reported from Reputation Scan, Deep Scan, or both? * What is the reported priority? * What type of file? * Where did the file come from? * Was the user expecting the file? * Do you know the file sender? Verdicts from each type of detection should be considered differently: * Any malicious verdict from our Reputation Scan should be investigated, as false positives are very uncommon. Reputation scan is comparing the file’s hash with those within known malware libraries. If it finds a match, the likelihood of the verdict being a false positive is low. These verdicts should be treated as a higher priority. * A malicious verdict from our Deep Scan should still be investigated, but there is a higher potential for false positives compared to the Reputation Scan. Deep Scan will unpack files and analyze a host of different elements within the file - a combination of certain indicators could indicate malicious intent; however, only the file’s creator/owner can fully validate the intent of the file. If deeper analysis is needed for a particular file, you can click the **Preview** button on the alert page to open the file in [Content Manager](/en/box-admin-tools/managing-content/content-manager/about-content-manager). Here you can download the file into a sandbox environment for further analysis. If you identify patterns in false positive alerts, such as a specific file type consistently triggering Deep Scan, you can take action using detection rule configuration settings. * **Deep Scan file exclusions**: Exclude specific file extensions from Deep Scan to prevent repeated false positives from known safe file types. * **Severity filter**: Increase the minimum severity threshold required to trigger alerts. These controls help reduce noise from low-risk detections while ensuring higher-risk threats are still surfaced. ### Mark files as safe If a file is flagged as malicious but is believed to be clean, a Shield admin can mark the file as safe within the Malicious Content alert page. This action will lift any active download restrictions on the file and remove the malware banner that appears in the file preview page for end users. Before marking a file as safe, a comment is required to document a decision for the verdict override. An option is available to revert a file back to its original malicious verdict if required. # Ransomware Activity Detection Rule Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/ransomware-activity-detection-rule *This detection rule is available only as part of the Shield Pro add-on.* The Ransomware Activity detection rule seeks to identify instances of mass encryption on Box that would indicate a user's device is compromised with ransomware. It monitors user activity and leverages Box machine learning to identify suspicious file extensions that may be indicative of a ransomware attack. The Ransomware Activity detection rule monitors activity from [managed](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users), [external](/en/box-admin-tools/managing-box-users-and-admins/external-users/about-external-users), and anonymous users. ## Create, edit, and delete Ransomware Activity detection rules To create or change this detection rule, you need admin rights (or co-admin rights with the [Create, edit, and delete Shield configuration for your company](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) permission enabled) in an account with the Box Shield add-on enabled. See our dedicated page for guidance on how to [create, edit, and delete a threat detection rule](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule). Check below for Ransomware Activity specific settings: > [!NOTE] > > Only one Ransomware Activity detection rule can be created for each Box account. ### Ransomware Activity specific settings * [Terminate Target User Sessions](#terminate-user-sessions) #### Terminate Target User Sessions Determines whether Box Shield initiates a request to terminate all active sessions of a managed user when they trigger a Ransomware Activity alert. This response action helps contain a potential ransomware incident as soon as it is detected, without waiting for an admin to investigate the alert. When this setting is enabled: * Box Shield initiates a request to terminate all of the target user's active sessions as soon as a Ransomware Activity alert is generated. * The setting applies to Ransomware Activity alerts generated for managed users, not external users. * This is a single termination event, not a continuous restriction. After their sessions are terminated, the user is able to log back in to Box. * The target user receives the [session termination email](#terminate-all-active-sessions). * The automated action is recorded on the alert page, with **Box Shield** listed as the user that terminated the sessions. The default state is off. When the setting is off, you can still terminate a target user's sessions manually from the alert page after investigating an alert. See [Terminate all active sessions](#terminate-all-active-sessions) for more information. ## Ransomware Activity alerts An alert will display in the Shield Dashboard when ransomware activity is detected. Alerts include the alert ID, date, the name and email address of the account holder whose activity triggered the alert, the risk score, and the IP address whose access triggered the alert. To view an alert's details: 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. 3. (Optional) Filter the alerts for **Ransomware Activity**. 4. In the alert list table, click an alert. 5. Box displays the alert detail page. The alert detail page displays the following: * **Alert Summary:** overview of the alert including alert name, alert ID, alert type, risk score, alert created date, and the target user. * **Activity Overview:** information regarding the suspicious file extension found and associated anomalous activity, including total files renamed, unique file extensions modified, and content owners impacted. * **Target User Details:** information regarding the target user’s location when they triggered the alert, including IP address, IP registrant, and any available region/country data. * **File Impact:** summarizes the files impacted by the user’s activity, showing the top five content owners and file extensions impacted. File recovery can be started from here as well. > [!NOTE] > > You can view the number of alerts in the past week from the **Detection Rules** page. For longer timeframes, check the [Shield Dashboard](/en/box-shield/shield-threat-detection-rules/using-threat-detection#using-the-shield-dashboard). A feedback box is displayed on the dashboard after an alert. This enables you to provide suggestions and comments to Box which helps to improve functionality. ## End user implications * If ransomware activity is detected from a user’s account, the end user is not notified – only Shield admins are alerted of the activity. * If a user’s sessions are terminated in response to an alert - either automatically by Box Shield or manually by an admin - the user is notified of the action by email. ## Alert actions and remediation This detection rule has the following potential actions once suspicious file extensions that may be indicative of a ransomware attack have been identified: ### Terminate all active sessions All of the active user sessions for a managed user who flagged a ransomware detection alert can be terminated, either automatically by Box Shield or manually by an admin. #### Automatic termination If the [Terminate Target User Sessions](#terminate-user-sessions) setting is enabled for the rule, Box Shield initiates a request to terminate all active sessions of a managed user as soon as a Ransomware Activity alert is generated. The automated action is recorded in the terminate sessions card on the alert page, in the same format as an admin-initiated termination, except that **Box Shield** is listed as the user that terminated the sessions. #### Manual termination Admins can manually terminate the active sessions of a managed user from the alert page: 1. Navigate to the **Ransomware Activity** alert page. 2. From the alert page, select **Terminate Sessions**. > [!NOTE] > > The **Terminate Sessions** button is disabled 29 days after the alert was created. After a managed user has their active sessions terminated - whether automatically or manually - they are able to log back in to Box. The end user will see an email explaining what has taken place when their sessions are terminated, regardless of whether the termination was automatic or manual. ### Recover content Once a Ransomware Activity detection alert has been generated, you have the ability to remediate the actions caused by the ransomware. You can initiate **Content Recovery** from the **Shield Dashboard**. To recover content: 1. Navigate to the **Ransomware Activity** alert page. 2. From the alert page, select **Recover Content**. 3. A pop up will display asking if you are confident the incident is contained. If you select the checkbox, you can move forward with recovery. 4. The new Content Recovery task is displayed with information showing: * The target user. * The start date/time, in the admin’s configured time zone. * Determined by the model’s detection time plus a 24-hour buffer. * End date/time in local time. * Determined by the time at which the admin selects the **Recover Content** button in the Shield alert. 5. Select **Recover Files**. 6. Review the details then select **Recover**. The content recovery process can’t be modified or paused once started. 7. You will receive an email confirming the content recovery once complete. For more information, view our [about content recovery](/en/box-admin-tools/managing-content/content-recovery/about-content-recovery) page. > [!NOTE] > > * After a recovery task has been created, the **Recover Content** button is updated to link to the associated recovery task. > * If the recovery task is deleted then the button returns to its original state, and you are able to create another recovery task (if within 29 days of the alert being created). > * The **Recover Content** button is disabled 29 days after the alert is created. > * If a recovery task is edited via **Content Recovery**, the recovery task is disassociated from the Shield alert. # Suspicious Location Detection Rule Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/suspicious-location-detection-rule The Suspicious Location detection rule is a feature within Box Shield. It seeks to identify when users are accessing content from locations deemed “suspicious” by a Box Shield admin. Box monitors the IP address of actions that occur across the platform. If a user performs an action from a location included (or excluded) in the rule configuration, an alert is generated. If users have an unusual travel schedule or require special exceptions, admins can create exemptions. These exemptions, either temporary or permanent, can be assigned to individual users or user groups. The Suspicious Location detection rule monitors activity from [managed](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users), [external](/en/box-admin-tools/managing-box-users-and-admins/external-users/about-external-users), and anonymous users. ## Create, edit, and delete Suspicious Location detection rules To enable this detection rule, you need admin rights (or co-admin rights with the [Create, edit, and delete Shield configuration for your company](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) permission enabled) in an account with the Box Shield add-on enabled. > [!NOTE] > > Up to 25 Suspicious Location detection rules can be created for each Box account. See our dedicated page for [creating, editing, and deleting threat detection rules](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule) for a step-by-step guide. Check below for Suspicious Location specific settings: ### Suspicious Location specific settings * [Locations to Monitor](#locations-to-monitor) * [Activity to Monitor](#activity-to-monitor) * [Filter Criteria](#filter-criteria) * [Restrict Target User Access](#restrict-target-user-access) #### Locations to monitor Determines the locations monitored by the Suspicious Location detection rule. These are locations that: * Pose known risks. * Your organization does not do business with. * Are outside your organization’s travel policy. Enter one or more valid country names or Shield location lists. When you start typing a name in the field, all valid country names and Shield location lists appear in a drop-down list, and you can then select from the list. Once the list of locations is complete, you must define the monitoring policy when one of these locations is observed: * **Alert (default):** An alert will trigger when one of the selected locations is observed. * **Do not alert:** An alert will trigger when any location outside of the selected locations is observed. #### Activity to monitor Determines what user activity the Suspicious Location detection rule monitors. Select: * **All activity (default):** Monitors user activity across Box. * **Monitor activity only on content with the following Classifications applied:** Monitors user activity only on content with the selected Shield classification labels. #### Filter criteria Determines what activity is excluded from detection. You can choose to: * **Exclude public shared links (recommended):** Defines whether publicly shared links will be ignored by this rule. The default state is selected. * **Exclude IP addresses:** Defines IP addresses that will be ignored by the rule. Enter IP addresses that you know are trustworthy. Enter one or more valid IP addresses, CIDRs ([classless inter-domain routing](https://en.wikipedia.org/wiki/Classless_Inter-Domain_Routing) blocks), or Shield Host IP Addresses lists, separated by commas. The default state is cleared. * **Exclude integrations:** Defines integrations that will be ignored by the rule. Enter one or more integration names. When you start typing a name in the field, all valid integration names appear in a drop-down list, and you can then select from the list. The default state is cleared. * **Exclude users or user groups:** Defines users and groups that will be ignored by the rule. Enter one or more users. When you start typing the name of the user, all matching names appear in a drop-down list, and you can then select from the list. The default state is cleared. * **Exclude domains:** Defines the domains that will be ignored by the rule. Enter one or more domains. When you start typing the domain names, all matching names appear in a drop-down list, and you can then select from the list. The default state is cleared. #### Restrict target user access Determines if a managed user who triggers a Suspicious Location rule is restricted from accessing their Box account. More information is available at [Restrict Target User Access](/en/box-shield/shield-threat-detection-rules/suspicious-location-detection-rule#restrict-target-user-access-1). ## Suspicious Location alerts An alert will display in the Shield Dashboard when suspicious location activity is detected. Alerts include the Alert ID, date, the name and email address of the account holder whose activity triggered the alert, the risk score, and the IP address whose access triggered the alert. To view an alert's details: 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. 3. (Optional) Filter the alerts for **Suspicious Location**. 4. In the alert list table, click an alert. 5. Box displays the alert detail page. The alert detail page displays the following: * **Alert Summary:** overview of the alert including alert name, alert ID, alert type, risk score, alert created date, rule configuration info, any enforced restrictions, and the target user. * **Geolocation Activity:** information regarding the location that triggered the alert, including IP address, IP registrant, and any available region/country data. * **User Activities:** summarizes the account's activities, by activity type, at the time of the alert. > [!NOTE] > > You can view the number of alerts in the past week from the **Detection Rules** page. For longer timeframes, check the [Shield Dashboard](/en/box-shield/shield-threat-detection-rules/using-threat-detection#using-the-shield-dashboard). A feedback box is displayed on the dashboard after an alert. This enables you to provide suggestions and comments to Box which helps to improve functionality. ## End user implications * A user will not be notified that they triggered a Suspicious Location detection alert. * When user restrictions are active, end users will be logged out of all their existing Box sessions and restricted from logging back in until they access Box from an approved location. They will receive an email in their inbox alerting them of the restriction. ## Alert actions and remediation This detection rule has the following potential action once users are identified who have accessed content from locations deemed suspicious by an admin: ### Restrict target user access A managed user who triggers this rule with this setting enabled will: * No longer be able to log in to Box if they are accessing from a restricted location. * Be auto logged out of their Box active sessions by Shield (this includes the web integration, Box Drive, or the mobile integration). * Receive an email alerting them of suspicious location activity on their account, and be told to contact their Box admin if they are unsure why they are receiving the message. The restricted access is maintained until the user attempts to log in from a location that is not defined in this Suspicious Location rule. This restriction does not apply to external users. > [!NOTE] > > * If the Admin wants to allow a user to access content even though they are in a restricted location, they can add the user to the rule's user exemption list and the affected user will immediately be able to log back into Box. > * If the Admin configures the Suspicious Location rule to only monitor content with a specific classification label, then Shield will not block the user’s login from a restricted country. > * Enabling the *Restrict Target User Access* setting will not prevent recipients in restricted locations from completing signature requests sent via Box Sign if accessed through the recipient’s email. However, recipients may be restricted if the signature request requires Box account login. > * External users are not affected by this setting. They can still trigger the Suspicious Location rule if they access an organization’s content from a restricted location, but Shield will not restrict their access. > [!NOTE] > > It is recommended that at least one Shield co-admin (a co-admin with the *Create, edit, and delete Shield configuration for your company* permission enabled) be excluded from the Suspicious Location rule when the *Restrict Target User Access* setting is enabled. This allows your organization to still access Box if all other admins/co-admins trigger a suspicious location alert with this setting enabled. # Suspicious Session Detection Rule Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/suspicious-session-detection-rule The Suspicious Session detection rule is a feature within Box Shield. It seeks to detect suspicious sessions through a rapid change in a user’s location coupled with additional signals such as: * Recency of use of the user’s IP address for a given enterprise * User agent strings * Uncommon application types * Context about IP addresses The Suspicious Session detection rule monitors activity from [managed](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users), [external](/en/box-admin-tools/managing-box-users-and-admins/external-users/about-external-users), and anonymous users. ## Create, edit, and delete Suspicious Session detection rules To create or change this detection rule, you need admin rights (or co-admin rights with the [Create, edit, and delete Shield configuration for your company](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings#co-admin-permissions) permission enabled) in an account with the Box Shield add-on enabled. See our dedicated page for [creating, editing, and deleting threat detection rules](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule) for a step-by-step guide. > [!NOTE] > > Only one Suspicious Session detection rule can be created for each Box account. ## Suspicious Session specific settings ### Filter criteria Determines what activity is excluded from detection. You can choose to: * **Exclude IP addresses:** Defines IP addresses that will be ignored by the rule. Enter IP addresses that you know are trustworthy. Enter one or more valid IP addresses, CIDRs ([classless inter-domain routing](https://en.wikipedia.org/wiki/Classless_Inter-Domain_Routing) blocks), separated by commas. The default state is cleared. * **Exclude integrations:** Defines integrations that will be ignored by the rule. Enter one or more integration names. When you start typing a name in the field, all valid integration names appear in a drop-down list, and you can then select from the list. The default state is cleared. ## Suspicious Session alerts An alert will display in the Shield Dashboard when suspicious session activity is detected. Alerts include the Alert ID, date, the name and email address of the account holder whose activity triggered the alert, the risk score, and the IP address whose access triggered the alert. To view an alert's details: 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. 3. (Optional) Filter the alerts for **Suspicious Session.** 4. In the alert list table, click an alert. 5. Box displays the alert detail page. The alert detail page displays the following: * **Alert Summary:** overview of the alert including alert name, alert ID, alert type, risk score, alert created date, distance between related sessions, time between related sessions, and the target user. * **Session Details:** information regarding the user activity that triggered the alert, including a comparison between the "suspicious" and typical sessions. Additional information such as the IP addresses, IP registrants, and any available device information will be shown. * **Geolocation Activity:** information regarding the locations identified for the sessions that triggered the alert, including IP address, IP registrant, any available region/country data, and associated user events per session. * **User Activities:** summarizes the account's activities, by activity type, at the time of the alert. > [!NOTE] > > You can view the number of alerts in the past week from the **Detection Rules** page. For longer timeframes, check the [Shield Dashboard](/en/box-shield/shield-threat-detection-rules/using-threat-detection#using-the-shield-dashboard). A feedback box is displayed on the dashboard after an alert. This enables you to provide suggestions and comments to Box which helps to improve functionality. ## End user implications * If suspicious session activity is detected from a user’s account, the end user is not notified – only Shield admins are alerted of the activity. * No user restrictions will be applied when a Suspicious Session alert is triggered. # Using Threat Detection Source: https://docs.box.com/en/box-shield/shield-threat-detection-rules/using-threat-detection ## About Box Shield Threat Detection The Threat Detection feature of Box Shield allows you to enable, configure, and apply a variety of security rules within your organization that alert you to deviations in a person's usual work activities. To make configuring threat detection rules easier, Shield enables you to [create lists of alert criteria](/en/box-shield/shield-lists/about-shield-lists), such as blocked countries or domains, that you can add to these rules. You can also specify where you want Shield alerts to be sent for evaluation. When you apply a threat detection rule, Box Shield monitors your account holders' activities and uses machine learning to predict which potentially sensitive documents each monitored account holder would download under normal circumstances. When an account holder’s download activity significantly deviates from prediction, Shield alerts you. With Threat Detection, you can * Detect malicious account holders who use their access to steal data or access content. * Detect compromised accounts based on context such as locations, activities, and access patterns. * Detect potential malware in content uploading to your enterprise's Box account, and enforce downloading restrictions. * Make important security decisions based on rules and behaviors. ## Threat Detection Rules Box Shield provides several Threat Detection rules that you can enable, configure, and apply. A detection rule watches for a specific type of anomalous event in account holders' activity, and triggers a Shield notification when the rule detects the event. The rules include: * **Anomalous Download**, which detects an account holder who may be stealing sensitive content. * **Malicious Content**, which detects potential malware in content uploading to your enterprise's Box account.  Malicious content rules offer multiple types of malware detection: * Reputation scan of threats by comparing your files to files known to contain malware * Deep scan of certain file types by evaluating the content of those files When Shield detects potential malware, Box * Displays a warning banner to all users accessing malicious content from the Box Web app, * Displays an alert on your Shield Dashboard, and * Enforces downloading restrictions you selected when you configured this rule. * On Box Drive for MacOS or Windows, download restrictions prevent people from opening, moving, or copying a malicious file.  Instead, a warning notification displays. * **Suspicious Location**, which detects someone apparently accessing content from an unusual or excluded geographic location, host IP address, set of users or groups, or domains. You can define up to 25 different rules in the Suspicious Location rule, each configured to define specific monitoring characteristics. * **Suspicious Session**, which detects instances of impossible travel characterized by rapid changes in user location, combined with unusual user agent strings and new IP addresses. * **Ransomware Activity**, which seeks to identify instances of mass encryption on Box that would indicate a user's device is compromised with ransomware. You can [create, edit, and delete a threat detection rule](/en/box-shield/shield-threat-detection-rules/create-edit-and-delete-a-threat-detection-rule). After you enable, configure, and apply a rule, Shield uses the rule to monitor account activities in your enterprise. ## Using the Shield Dashboard ### Viewing Shield alerts After you've started one or more detection rules, Shield Dashboard displays alerts for account activities that meet detection criteria. Alerts include the: * Alert ID * Date of the alert * Name and type of the related detection rule * Name and email address of the account holder whose activity triggered the alert * Risk score * The IP address whose access triggered the alert ### Viewing the list of Shield alerts **To view Shield alerts:** 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. ### Filtering Shield alerts **To filter the alert list table:** 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. 3. In the **Dashboard** tab, in the upper-right corner you can select to filter by: * Rule type * Priority * Time span 4. Box displays the alert list table according to your selected filtering criteria. ### Viewing a Shield alert's details **To view an alert's details:** 1. Go to **Admin Console > Shield**. 2. Click the **Dashboard** tab. 3. In the alert list table, click an alert. 4. Box displays the alert detail page. The alert detail page displays the following: * **Alert Summary** provides a summary of the alert including alert name, alert ID, alert type, risk score, and information about the criteria defined in the detection rule that triggered this alert. * **User Summary** summarizes the target account for this alert, including email address, last login time, and group membership (as defined in Box). If group membership information is not populated in Box, this field can be empty. * **Geographic Activities** summarizes on a geographical map the location of the account's activity at the time of the alert. * **Content Accessed** summarizes statistics for content accessed by the account at the time of the alert. * **User Activities** summarizes the account's activities, by activity type, at the time of the alert. * **Client Activities** displays information about the clients that accessed content at the time of the alert. This information helps you delineate access from a corporate network as opposed to home or public networks. * **Alert Timeline** displays a chronological list of the individual account activity that caused the alert. #### **Exclusions from Shield alerts** When you review the Alert Details page and see an application, IP address, user(s), or groups that you want to exclude from Suspicious Location and Suspicious Session alerts, next to the application's name or the IP address click **Exclude**. > [!NOTE] > > When using exclusions, you will need to modify the alert rule in place to avoid receiving duplicate notifications. For example, if you have two rules configured, one to alert on all users and another to alert on all users with excluded users, you will continue to receive alerts for the excluded users based on the settings from the first rule. ## Interpreting Shield risk scores An alert's risk score ranges from 1 to 100, indicating the alert's urgency and its need for your attention. The larger the alert's risk score is, the greater the likelihood of a detected threat. **Risk scores from the Anomalous Download rule** The Anomalous Download rule identifies account holders who download potentially sensitive content for unusual work purposes. Shield machine learning predicts what content people may need this week for work purposes. When someone downloads much more potentially sensitive content than predicted by the model, Shield sends you alerts with high risk scores. **Risk scores from the Suspicious Location rule** The Suspicious Location rule generates a risk score based on your configured priority. The priority you define in the Suspicious Location rule determines the risk score as follows: | **Priority** | **Risk Score** | | - | - | | LOW | 20 | | INFO | 40 | | MED | 60 | | HIGH | 80 | | CRITICAL | 100 | **Risk scores from the Suspicious Session rule** The Suspicious Session rule finds potentially compromised user accounts by detecting concurrent sessions originating from different geographical locations. The reported risk score reflects Shield's confidence in the account being compromised. **Risk scores from the Malicious Content rule** The Malicious Content rule helps detect malware uploaded to Box and the risk score reflects Shield confidence that the file is indeed malware and not a clean file. # Accessing Box Shuttle Source: https://docs.box.com/en/box-shuttle/about-box-shuttle/accessing-box-shuttle > [!WARNING] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). > [!NOTE] > > Currently, co-admins with the **Edit users' content** permission can access Shuttle. This access will be removed on September 15, 2025. After this date, only the **Manage Shuttle** permission will grant access to Box Shuttle. Box Shuttle is available in the Admin Console, which means you can access it directly, without the need to log in to a separate solution. ## How to access Box Shuttle To access Box Shuttle: 1. In the **Admin Console**, go to the **Content** section. 2. Go to the **Shuttle** tab to view the [Jobs Dashboard](/en/box-shuttle/analyzing-and-migrating-content/jobs-dashboard). ## Box Shuttle for Co-Admins You can manage co-admin access to Box Shuttle by enabling or restricting their permissions in the Admin Console. ### Enable Box Shuttle If you want co-admins to access Shuttle, make sure you grant them administrative privileges: 1. In the **Admin Console**, go to **Users & Groups** > **Managed Users**. 2. Select the user. 3. Go to the **Role and Access Permissions** section: * In the **Role** field, select **Co-Admin**. * In the **Co-Admin Permissions**, turn on the **Manage Shuttle** permission. For details on managing users and permissions, see [Users & Group Settings](/en/box-admin-tools/managing-box-users-and-admins/understanding-user-management/users-groups-settings). ### Restrict Box Shuttle To restrict Shuttle for co-admins: * Deactivate the **Manage Shuttle** permission for co-admins. * To fully disable Shuttle, reach out to Box Support. # Box Shuttle Standard and Advanced Tooling Source: https://docs.box.com/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Box Shuttle tooling is a self-service technology that allows you to migrate data from source tools that are prevalent for many organizations. Box Shuttle provides standard and advanced migration tooling to handle your migration needs. # Standard tools Standard tools are similar in structure to Box and thus require less data transformation to migrate. Box Shuttle standard tooling is a great fit for you if: * you have content in one of the supported source systems * your source content permissions don't require rethinking * you don't need to make changes to your folder structure * you don't have complex or custom metadata requirements * you have internal resources who can execute the content migration # Advanced tools Advanced tools are quite different structurally from Box. Nonetheless, Box Shuttle helps you execute migrations with ease by providing step-by-step instructions and decision points that are customized to the source tool you are working with. You might consider Shuttle advanced tooling if: * you have more than 10 TB of content to migrate * you have a source system not supported by standard tooling *If you are interested in Shuttle Advanced Tooling to gain access to any Advanced source system please reach out to your account team or sales to get started.* # Source systems With Box Shuttle standard and advanced tooling, centralize your content from different on-premises and cloud sharing tools into the Box Content Cloud, where you can take advantage of our full set of security, collaboration, and integration features. *Box Shuttle does not support Box to Box migrations.* *Box Shuttle does not support migrating from Personal Dropbox accounts.* For details on how to set up source systems, see [Source system configuration and authorization](/en/box-shuttle/configuring-source-systems/about-source-system-configuration). ## Standard source systems | **On-premises storage** | **Cloud sharing tools** | | - | - | | • Network files shares • Windows disks and hard drives | • OneDrive for Business • Sharepoint Online • Dropbox for Business • Google Drive | ## Advanced source systems | **On-premises storage** | **Cloud sharing tools** | **Bulk cloud storage** | | - | - | - | | • Network File Shares • Windows disks and hard drives • Sharepoint Server 2007, 2010, 2013, 2016 | • OneDrive for Business • Sharepoint Online • Dropbox for Business • Google Drive • Citrix ShareFile | • Amazon S3 • Azure Files and Blob Storage | # Permissions mapping Box has a [waterfall permissions model](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions). One of the challenges with migrations to Box is reconciling permissions in other systems that conflict with waterfall permissions. Box Shuttle is purpose built to migrate from these source systems into Box and can help resolve any potential discrepancies between the two permissions models. Box Shuttle will provide you with simple decision points to understand what you want to do with these discrepancies, including: * **Expand permissions**: This option will open up sub-folders and content to users who have existing permissions farther up in the folder structure. This is a good option when permissions in the source tool have been more ad-hoc and there's not a lot of sensitive data contained within the waterfall. * **Restrict permissions**: This option will remove users who have permissions higher in the folder structure but do not have permissions for content or folders lower in the folder structure. This is a good option when the migration includes sensitive data and you need to ensure that content is not exposed to those who are not intended to have access. * **Skip files that have conflicts**: If you'd prefer to reorganize content on the source tool, rather than apply a blanket decision to all content in this migration, you can have Box Shuttle skip these files and come back to them at a future delta sync. # Content ownership Box Shuttle allows you to map content ownership from owners in your source system to provisioned users and groups in Box. Box Shuttle matches and suggests mappings based on the unique email addresses in each system, but you are able to modify this mapping. Additionally, you can remap content between users, which may be helpful when you have content owned by former employees or groups that needs to be reassigned in Box. # File-level metadata Box Shuttle tooling automatically brings over standard, file-level metadata such as file created date and last modified date. This does not include custom metadata. To apply custom data, like **retention date**, **contract type**, or other fields that are unique to your content use cases, contact content migration services. # Version history Box Shuttle tooling allows you to decide whether to migrate content version history as part of your migration. In most cases, it's desirable to migrate version history. Box business plans (Business, Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced) allow for the maintenance of 50+ version histories for any given piece of content. # Content migration services If you're moving from one of the content management systems that Box Shuttle tooling can connect to, you can leverage our Box Shuttle managed migration services to execute your project. With Box Shuttle managed services, you get to work alongside content management experts from Box Consulting to ensure successful migration outcomes including user adoption of new technologies. Services provided include: * Project planning services, including timelines, milestones, etc. * Technical services, including permissions remapping, folder structure design, custom metadata mapping, etc. * Change management services, including internal communications strategy and customized end user training. # Introducing Box Shuttle Source: https://docs.box.com/en/box-shuttle/about-box-shuttle/introducing-box-shuttle > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Migrating content to Box is an important step in your digital transformation journey. With Box Shuttle, it's easier than ever to achieve. Box Shuttle brings petabyte-scale content migration to the Box admin console. A self-service migration tool for Box customers, Box Shuttle helps organizations migrate their content into Box from more than 10 different source systems. > [!NOTE] > > Box Shuttle can be used by Admins and by Co-Admins with content manager access. When Box Shuttle accesses data, it does so with admin privileges. This means that Co-Admins can run analyses, run migration jobs, and browse—but not open or download—content in the tenant account. Box Shuttle's content migration technology provides powerful tools to help organizations execute content migrations off of more than 10 different source systems, including on-premises servers, EFSS tools, SharePoint deployments, and cloud storage tools. Use Box Shuttle to [analyze your source data](#source-data-analysis), [customize your data migration](#customized-migration-job-configuration), [simulate your data migration](#content-migration-simulation), [migrate your data](#content-migration), and [get reports on the migration](#notifications-and-reporting). ## Source Data Analysis Box Shuttle allows organizations to analyze existing source data to define the full scale of their content migration requirements. With Box Shuttle, organizations can get a deep understanding of the data that lives on their source systems, building a blueprint of all of the content they are looking to migrate – which allows organizations to build a robust migration approach and identify then modify potential errors. Box Shuttle analysis capabilities help organizations understand: * **Content volume**: Identify the volume of content on a given source, including total files and total folders. Segment volume by files per owner, file size per owner, files per extension, total files per extension, files per category and file size per category. * **Content activity**: Understand file creation date, last modified date, and, on file servers, last access date. * **Content-level details**: Identify files that are password protected or have errors. On file systems, identify Microsoft files that have links. In some systems, understand which files have external collaboration. Analysis reports are fully downloadable, allowing organizations to get quite granular in content analysis. ## Customized Migration Job Configuration Once organizations have an understanding of their source data, Box Shuttle allows full customization of migration jobs. Job setup includes the power to make decisions around: * **Access permissions:** Because Box Shuttle understands both the source system as well as Box, it can identify permissions mapping errors and provide a decision on how to manage these conflicts. Box Shuttle tooling provides users with automated resolutions to permissions conflicts. * **Errors**: Errors that were identified during permissions scan can be skipped or re-assessed during job setup. * **Content ownership**: Customize the mapping of source system accounts to specific target accounts on Box, and map user and group collaborators on your source to their counterparts on Box, including the ability to reassign content to new users if required. ## Content Migration Simulation Simulate content migrations by doing a trial run of your migration without moving any live data. This step allows migration teams to validate their configuration and settings, understand the success rate of the file transfer, and build confidence in their migration approach before executing the move to Box. Simulations provide migration teams with: * **Estimated duration**: Based on both migration size and network bandwidth, a simulation provides you with HH:MM:SS view of what to expect from your actual content migration. Durations are estimates and results in actual transfer sometimes differ from the estimates due to conditions present at transfer. * **File and folder report**: A view of the before-and-after of both number of files and number of folders, and a comparison of the before size and after size of your data. * **File information**: Successful file report that includes details on new file names, extensions, and owners. * **Target path configuration:** Simulations report out the target path for every item in your data set. You can reconfigure your job to reshape the path structure for any target paths that you want to change. If simulations do not provide the results a migration team is looking for, teams are easily able to return to the job configuration step and make adjustments based on simulation data. ## Content Migration > [!NOTE] > > Before deleting or removing any content from the source system, validate that the migration completed successfully and that all content is present in Box or backed up elsewhere. You migrate content at any scale with automatic API and WAN optimization. Thanks to analysis and migration simulation, the actual migration run should be one of the easiest steps. To reduce end user impact during the migration, Box strongly recommends that organizations execute migrations via a series of delta syncs – a series of migrations of initial data, followed by new and updated data. Box Shuttle knows what data has been migrated to Box, and can execute smaller, quicker delta syncs to migrate new data and also transfer any updated data. > [!NOTE] > > Box Shuttle does not overwrite any updated data in Box. This means that if you migrate some data to Box and start working with it, and then run further syncs, Shuttle will recognize the content you updated in Box and will not overwrite it. A delta sync strategy also allows organizations to identify and remediate errors such as folder path length, locked files, and un-provisioned accounts. A delta sync strategy allows for users to continue work in the source tool, and migration teams to perfect the new Box deployment – until the migration team is ready to make the cutover to Box. Content migration transfers come with a set of reports of your content migration, which are downloadable out of Box Shuttle for record keeping. * To prepare for migration, see the guidelines in [Prepare for migration.](/en/box-shuttle/preparing-for-content-migration/preparing-content-for-migration) * If you want to learn more about migrating your files and folders only, without any permission settings applied to them, refer to [Data-only migration.](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only) * If you want to migrate your content along with the permission settings, refer to [Data migration with permissions](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions). ## Notifications and Reporting Box notifications keep you informed of the status and progress of your Box Shuttle jobs. The Shuttle-specific notifications are sent for both manually started and scheduled Shuttle jobs when a job: * Starts (including scheduled starts, which confirm the schedule triggered as expected) * Is stopped * Fails * Completes with errors * Completes successfully * Fails to start from a schedule You enable and disable Box Shuttle notifications in the account settings. For details, see [Manage Account Settings](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings). > [!NOTE] > > All date and time information in Box Shuttle notification emails is displayed in Pacific Daylight Time (PDT), regardless of the user's time zone. Box Shuttle also includes extensive reporting capabilities. Reports created after each analysis, simulation, and migration job provide detailed information about job performance estimates and migrated or analyzed files and folders. For details, see [Box Shuttle reports.](/en/box-shuttle/box-shuttle-reports) # Analyzing Data Source: https://docs.box.com/en/box-shuttle/analyzing-and-migrating-content/analyzing-data > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides.](/en/box-shuttle/box-shuttle-legacy) ## Overview Running an analysis job helps you understand your source data at a more comprehensive level. As a result, it is easier to divide a large and complex job into smaller manageable pieces to plan which departments or sections to migrate first, as well as to come up with a reasonable approach to migrate your users and their data. This way, large projects can finish quicker, cost-effectively, with fewer conflicts, and more efficient delta runs. Analysis jobs are optional. Consider using an analysis job when the source data is not well known, or when you need input from business users about what content you want to take to Box. Running an Analysis may help you understand your source data at a deeper level in order to plan for a successful migration. The analysis report includes information on data type, size, age, and permissions. The flow includes the following steps: ![DataAnalysis.png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/dataanalysis.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=7f042b78500394ad2efe4e4059507ca9) | **Step** | **Description ** | | - | - | | 1. | Select the source system. If you perform data analysis for the first time, this step may require additional source system configuration. | | 2. | Select content you want to analyze. | | 3. | Define the additional filters to include or exclude specific files and folders. | | 4. | Check the data and settings to make sure everything is correct. | | 5. | Run the analysis. | ## Create new job To create a new analysis job select **Analyze Data** from the **New Job** drop-down menu. ## Select the source system Select the source system you want to analyze. If there is no existing source system available or you want to configure a new one, follow the [Source system configuration](/en/box-shuttle/configuring-source-systems/about-source-system-configuration) instructions. > [!NOTE] > > Box Shuttle cannot alter or modify your source data. ## Select data Select the data you want to analyze. Shuttle automatically lists the folders and files available for the chosen source system. Browse through the content or use the search field to look for a specific file or folder. ![Box Shuttle Map Data screen with source folders Barbara and CFP Transfer Logs selected for analysis.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/box-shuttle-map-data-source.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=fd52ef7dcb699aa4a613d3c3d228ef9c) Icons on the right inform you about the content that will be analyzed.
ItemLevelDescription
![Green status badge showing count 1 with a checkmark.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/green-status-badge-count-checkmark.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=d3dc32ba3a70685311e8585f5b1f936a)Folder, AccountAn item in the folder is explicitly included in the analysis. The folder itself will not be analyzed.
![Purple badge with number 2 and a right-turn arrow indicating a mapping step.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/purple-badge-number-right-turn.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=57fc5eab9a60d6e1e29b2e446328df0e)FolderItems in the folder are skipped and won’t be analyzed.
![Green checkmark in a circle indicating success or completion.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/green-checkmark-circle-success.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=f857f0ea56b9ab201cbc731cd42d8b31)AccountCertain items in different folders in this account are selected for analysis.
## Filter data Additional filters allow you to further narrow down the data. * **Standard Filter** ignores **temp** and **system** files, and migrates everything else. This is the recommended setting. * **Advanced Filter** provides more granular filter settings on the basis of regular expression, file extensions, date, or size. ![Filter Settings with Advanced filters for files modified before April 14, 2023 and files larger than 6 B.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/filter-settings-advanced-filters-files.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=c725533d92e39ace354775eeda338aef) ## Verify data During the pre-run validation you can see the summary showing the data you chose to analyze or skip, and the job settings. Verify if these are correct before proceeding with the analysis. ![Pre-Run Validation for Data Analysis showing three source files and Advanced Filter Settings before running.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/pre-run-validation-data-analysis.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=0be95a3a3adbe26dab2b9b6179e27f5b) ## Run analysis If everything is correct, click the **Run Analysis** button to start the process. When the analysis is running, use the **Stop** button to cancel the process or **Exit** to return to the Job Dashboard without canceling the analysis. ## Check the results You can view the results when the analysis is done, but also when it is still running - to check the progress. Access the results by clicking **View Job Report.** The Analysis report presents information about what kind of data there is, how old it is, how much you have and how it is distributed across users and filesystems, and who has access to that data. Analysis report details make it easier to divide a large complicated job into smaller more manageable jobs, and make informed decisions on what to move and what to leave behind. This allows big projects to finish more quickly, cost-effectively, with fewer conflicts, and allowing for more efficient delta runs. > [!NOTE] > > The results of Analysis may differ from Migration simulation results for several reasons: > > * Analysis scans only the source. Migration simulation scans both the source and the target and runs a simulated job without moving live data. > * Migration defaults to considering only the latest version of files, while Analysis includes all versions when applicable. That can inflate file counts and total size, making Analysis results larger than Migration simulation results. The **Filters** button on the right activates a side panel you can use to display specific results. ![Data Analysis Statistics tab showing completed job with 1.3 kB total size, 1 folder, and 3 files.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/data-analysis-statistics-tab-completed.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=dbec05d8dc50d1c1268de7d7ac0e7e6a) | **Item** | **Description** | | - | - | | Statistics | Displays the job details. | | Report | Lists paths to the analyzed files and folders. | | File System | Displays the details of the analyzed account and allows you to drill down to examine specific files and folders. | | Exports List | Displays the exported reports, if you created any. | | Job Log | Allows you to examine the analysis step by step. | This section also allows you to check the **Run History** for data from the previous runs and export the data. ## Export data You can export your data in the XLS format. In the **Export** dialog, select the data you want to include in the report and confirm. When the download is complete, you can save the results as an **.xlsx** file. ![Export dialog for Data Analysis job with report page checkboxes selected and Export Users set to migrated users.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/export-dialog-data-analysis-job.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=07f42b2d996cefa5c9896ea2f299acee) Additionally, you can find all the exported reports under the **Exports List** and download them from there. ![Data Analysis Results Exports List tab showing available XLSX reports with Download buttons.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/data-analysis-results-exports-list.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=9ed8fc678fa6fb49d7b3ef4bd87398ac) ## Schedule analysis You can schedule the job to run the job at a given time and re-run them at configurable intervals. > [!NOTE] > > For a Windows source system, the scheduler *only runs one job at a time*. This ensures that each job has sufficient memory, CPU and other resources to transfer data to Box at optimal speeds. ![schedule.png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/schedule.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=33c4270b6078c63ffefa15d5e6d92876) For more details on scheduling, see [Scheduling jobs](/en/box-shuttle/analyzing-and-migrating-content/scheduling-jobs). ## Re-run analysis If you already have your job configured, you can analyze the content again using the **Run Analysis** option in the [Jobs Dashboard](/en/box-shuttle/analyzing-and-migrating-content/jobs-dashboard). ![Data Analysis job card with actions menu open and Run Analysis option highlighted.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/data-analysis-job-card-actions.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=c238ab5e02e0fc9ce870ce9de25a9a12) # Bulk Mapping with a Spreadsheet Source: https://docs.box.com/en/box-shuttle/analyzing-and-migrating-content/bulk-mapping-with-a-spreadsheet > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). ## Overview Use a spreadsheet to map your source data to target data, or source collaborators to target collaborators. Download a template, fill in one row for each item, then upload the file. Use it when a job covers hundreds or thousands of items. After you select a source system, choose how to map on **Map Data Settings**: * **Upload .XLSX file**: Map directories in a spreadsheet * **Map Data manually**: Map each item in Box Shuttle On **Migration Settings**, choose [**Migrate Data Only**](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only) or [**Migrate Data and Permissions**](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions). If you choose **Migrate Data and Permissions**, you also choose how to map users and groups. That choice is separate from **Map Data Settings**. You can use a spreadsheet for data and map users and groups by hand, or the reverse. ## Before you begin Confirm the following before you start: * Your source system is set up in Box Shuttle. See [Source system configuration](/en/box-shuttle/configuring-source-systems/about-source-system-configuration). * The Box users you plan to migrate content into have accepted their invitations. You cannot transfer data to a Box account of a user who did not accept the invitation. ## Download the template Each source system needs different information to identify a location, so each has its own template. Always start from the template, so your columns match what Box Shuttle expects. On the **Map Data Settings** page, select **Download formatted template**. An XLSX file downloads to your machine. ![Map Data Settings page with Map Data manually and Upload .XLSX file options, and a Download formatted template link.](https://mintcdn.com/product-docs/I4hPt5ttTDwYgZgw/images/box-shuttle/map-data-settings-mapping-preference-options.png?fit=max\&auto=format\&n=I4hPt5ttTDwYgZgw\&q=85\&s=4301ba25f2c058a0484df3ec6ae539e4) Templates contain one or both of these sheets: * **Locations**, for content in an individual source account, such as a Dropbox or OneDrive user * **Shared Locations**, for content in a shared space, such as a Dropbox team folder, a SharePoint site, or a Windows drive Your source system determines which sheets you get. A Dropbox template has both, because Dropbox has user accounts and team folders. A Windows template has only **Shared Locations**. ## Fill out the spreadsheet Each row maps one source location to one Box destination. Column names vary by source system, so check the header row of your template, but the pattern is always the same: identify the source location, then identify the Box target. Complete each sheet your template contains. ### Locations Enter the source account and the path you want to migrate, then the Box account and the path where that content lands. A Dropbox template uses **Source Account Email**, **Source Path**, **Target Account Email**, and **Target Path**. ### Shared Locations Identify the shared space instead of a source account, then enter the Box account and path as you would on **Locations**. For Dropbox, use the team folder and a path within it as the source. ### Skipping a path To leave a path out of the migration, identify it as you would in any other row, then enter `y` in the **Skip Path** column. Box Shuttle skips that path even when it migrates the parent folder. ## Upload the spreadsheet On the **Map Data Settings** page, select **Upload .XLSX file**, then select **Upload** and choose your completed file. Box Shuttle checks the file and reports the result next to the file name. When every row is valid, Box Shuttle marks the file **Scanned successfully** and makes **Next** available. Select **Next** to continue. Because your spreadsheet supplies the mappings, Box Shuttle skips the **Map Data** page. ## Correct upload errors The check fails in one of two ways. If Box Shuttle cannot read the file, it reports that the uploaded file is not a spreadsheet. Save your work in XLSX format, then upload it again. If Box Shuttle reads the file but finds rows it cannot use, such as a row with a required column left empty, it asks you to download the file and address the discrepancies. That download is a copy of your spreadsheet with error messages added, showing which rows need attention and why. To correct the errors: 1. Select **Download**, then review each row Box Shuttle marked. 2. Fix those rows in either the downloaded copy or your original spreadsheet. 3. Upload the corrected file. Box Shuttle checks the file again. Repeat until it reports that the file scanned successfully. ## Map users and groups When you migrate data with permissions, the settings page before **Map Users and Groups** offers the same choice, this time for collaborators. Select **Download formatted template** to get a spreadsheet with two sheets, one for users and one for groups. Box Shuttle prefills the source column on each sheet with the users and groups it found when it scanned your source system. Every row needs one of the following, or Box Shuttle treats it as invalid: * A target: the matching Box user name on the users sheet, or the matching Box group name on the groups sheet * A `y` in the skip column, for a source user or group with no Box counterpart Upload the completed file on the same page. The check and error correction work exactly as they do for the data template. ## Finish the job setup The remaining steps are unchanged. Resolve permission conflicts, define filters and run settings, then continue to **Pre-Run Validation**, which lists the spreadsheets you uploaded alongside your job settings. Validate the job to confirm that your mappings point where you intended, then run a simulation before you run the transfer. ## Best practices Break a large migration into several smaller jobs rather than running it all at once. > [!WARNING] > > A spreadsheet makes it as easy to misdirect a thousand directories as one. If an error goes unnoticed, you can move a large amount of content somewhere you did not intend, and unwinding that takes far longer than running several smaller jobs. The first time you use bulk mapping, start with a job small enough to verify by hand. Confirm that the content landed where you expected, then scale up as you get comfortable with the format. Box always recommends running a simulation before you run the transfer. # Jobs Dashboard Source: https://docs.box.com/en/box-shuttle/analyzing-and-migrating-content/jobs-dashboard > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). ## Overview **Jobs Dashboard** is the main screen of Box Shuttle, where you can view all your migration and analysis jobs in one place. Here you can: * Create a new job * View the details of existing jobs * Configure and manage existing jobs * Schedule jobs to run automatically * Track the progress of running jobs * View job history * Delete jobs * Open the **Source Systems** page to view and connect source systems For details on the **Source Systems** page, see [Managing Source Systems](/en/box-shuttle/configuring-source-systems/managing-source-systems). For details on creating and running jobs, see the following guides: * [Data analysis](/en/box-shuttle/analyzing-and-migrating-content/analyzing-data) – if you want to analyze your source system data * [Data-only migration](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only) – if you want to create a job that migrates your data only * [Data migration with permissions](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions) – if you want to create a job that migrates data along with permissions such as folder or file ownership The Jobs Dashboard lists each job with its type and status: ![Jobs Dashboard listing Data Analysis, Data Migration, and Analyze Dropbox jobs with status and sort controls.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/jobs-dashboard-listing-data-analysis.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=2fe8c0b422d868eba7c377c9785abff8) ## View job details Expanding the job entry lists additional details about the total size of the transferred content, the number of folders and files, and the time the job started. ![Jobs Dashboard with Data Analysis job actions menu open showing Configure Job, Run Analysis, View Run History, and Delete Job.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/jobs-dashboard-data-analysis-job.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=ed4d9d912ac654007ec1989f0f4f401c) Each job has an options menu that you can use to perform actions on that job. The menu options differ depending on the job status. Options include: * **Configure Job** – opens the job settings so you can change the configuration of your job * **Run Simulation** – runs a migration simulation before the actual transfer * **Run Transfer** – runs a migration * **Schedule** – creates or edits a schedule for the job to run automatically * **View Job Report** – opens the simulation or transfer report * **View Run History** – lists past runs that you can examine * **Stop Job** – stops a job that is already in progress * **Delete Job** – deletes a job ## Status transitions and job options The menu on the right has a set of additional options you can use for your job. The following table lists the options available for each job type and status.
**Job type****Status****Job options**
AnalysisNot startedRun Analysis\ Schedule\ Delete Job
Provisioning\ Starting\ Scanning\ StoppedConfigure Job\ Stop Job\ View Run History\ View Job Report
Failed\ Timed Out\ Completed\ Completed with errorsConfigure Job\ Run Analysis\ Schedule\ View Job Report\ View Run History\ Delete Job
MigrationNot startedConfigure Job\ Run Simulation\ Run Transfer\ Delete Job
Provisioning\ Starting\ ScanningConfigure Job\ Stop Job\ View Run History\ View Job Report
Scanned\ Stopped\ Failed\ Timed OutConfigure Job\ Schedule\ View Run History\ Delete Job
Completed\ Completed with errorsConfigure Job\ Schedule\ View Job Report\ View Run History\ Delete Job
# Migrating Data Only Source: https://docs.box.com/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). ## Overview Box Shuttle acts as an intermediary between various content management systems, enabling you to transfer folders, files, permissions, and standard metadata from these platforms to Box. You have two options to migrate your data: * **Migrate data only**: migrates files and folders from a selected source path of an account or folder to the selected target location **without** applying permissions. * **Migrate data with permissions**: transfers files and folders and creates collaborations to reflect source permissions. This type of migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process. This guide provides instructions on how to migrate data only. For migrating data with permissions, see [Data migration with permissions](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions). ![Workflow diagram for a data-only migration, from source system through content mapping, filter and run settings, validation, simulation, and migration to the final report.](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/data-migration.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=6a7659abcfd55b8a94e809d57ae4757d) | **Step** | **Description** | | - | - | | 1 | Select the source system. | | 2 | Map the source content to the target location, by hand or in a spreadsheet. | | 3 | Specify additional content filters and other settings for the migration job. Available settings can differ depending on the source system. | | 4 | Define run settings to set up upload bandwidth value (for Windows sources only) and mirror deletions. Mirror deletions can lead to accidental data loss. Box recommends that you always run simulations and review reports before you run any transfer that can delete data. | | 5 | Check the content and settings to make sure everything is correct. | | 6 | Run a simulation of the migration. This step is optional and you can proceed directly to migration, but Box recommends it, especially if you are running a migration for the first time. A simulation confirms that all the necessary information is in place and ready for migration. | | 7 | Once you have examined the simulation report, run the migration. When the migration is done, you can examine the resulting report. | ## Create a new job To create a new job, select **Migrate Data** from the **New Job** drop-down menu. ## Select source system Select the source system that holds the data you want to migrate. If you don’t have an existing source system available, set it up using [Source system configuration](/en/box-shuttle/configuring-source-systems/about-source-system-configuration) instructions. Box Shuttle cannot alter or modify your source data. ## Map files and folders A settings page precedes this step and asks how you want to map. Select **Map Data manually** to map each item in Box Shuttle, as described below, or map a large number of directories at once with [bulk mapping with a spreadsheet](/en/box-shuttle/analyzing-and-migrating-content/bulk-mapping-with-a-spreadsheet). For each source account or folder you want to migrate, select the target account and folder that receives the data. When you select a folder, Box Shuttle migrates that folder or account along with every file and folder inside it. You can, however, deselect specific subfolders or files you don’t want migrated. > [!NOTE] > > Make sure that all Box users have confirmed their invitations. You cannot transfer data to a Box account of a user who did not accept the invitation. To select the target location, select **Choose Target Location** to open a panel in which you can choose the target Box account. ![Map Data screen mapping Beth's source folders to Hercule Poirot's Migrated\_Files target directory.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/map-data-mapping-beth.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=22b3943752bef64700b85a80a4fe86a5) You can map the entire account, or a specific folder or file in this account. You can also create a new folder within that account. The ![Null icon: circle with diagonal line indicating no value or unmapped item.](/images/box-shuttle/null-circle-diagonal-line.png) icon hides the rows without any mapping defined. ## Set parent directory You can set a parent directory that Box Shuttle creates in each target location for the migrated content. To do so: 1. Select the folder icon ![Folder icon representing a file directory or storage location.](/images/box-shuttle/folder-representing-directory-storage.png) next to the search bar. 2. Enter the name for the parent directory and confirm. The mapping indicators next to the mapped folders help you to map the folders effectively. Actions you perform at the child folder level are indicated at the parent folder level. For example: 1. A source folder is explicitly mapped to a folder in a target account. One of the child folders or files is also redirected to a target folder in a different account, so a redirect icon displays at the parent folder level. 2. This source folder was redirected to a different target account, and a child folder or file was skipped. 3. This folder was skipped and is not migrated. ![Data-only migration Map Data screen mapping christie and mysteries source folders to target users and Migrated\_Files paths.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/data-only-migration-map-mapping.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=e9f21cf7a970dd4262375faa9e4b2d2f)
Item Level of display Description
![Green status badge showing count 1 with a checkmark.](/images/box-shuttle/green-status-badge-count-checkmark.png) Folder An item in a specific folder is explicitly included in the migration. This file is migrated, even though the folder is not.
![Purple badge with number 2 and a right-turn arrow indicating a mapping step.](/images/box-shuttle/purple-badge-number-right-turn.png) Folder Files in the folder were skipped. These files are not migrated.
![Light blue badge with number 1 and bidirectional arrows indicating one mapped item.](/images/box-shuttle/light-blue-badge-number-bidirectional.png) Folder, Account An item in the folder was redirected to a different folder or account.
![Gray checkmark icon indicating completed or verified status.](/images/box-shuttle/gray-checkmark-completed.png) Folder, Account A file or files in one of the child folders are explicitly included in the migration. Icon displayed when you select files in several folders.
![Trash can icon for clearing a mapping.](/images/box-shuttle/trash-can-clear-mapping.png) File, Folder, Account Clears the mapping from source to target.
![Edit pencil icon with underline for renaming or editing a mapping.](/images/box-shuttle/edit-pencil-underline-renaming.png) File, Folder, Account Opens the list with target account folders. Use it to:
  • Select a different folder
  • Rename the folder
![Right-turn arrow icon indicating a nested or child item in a folder hierarchy.](/images/box-shuttle/right-turn-nested.png) File, Folder, Account Skips the file in the folder. This file is not migrated.
![Left-turn return arrow icon for navigating to a parent directory.](/images/box-shuttle/left-turn-return-navigating.png) File, Folder, Account Includes the skipped file in the migration.
## Choose migration type After you are done with the mapping, select **Migrate Data Only** from the available options. ![Data-only migration Migration Settings with Migrate Data Only selected to transfer files without permissions.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/data-only-migration-settings-migrate.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=f6b334d37d5e6b78a5ca723a7b0e9b7f) ## Define filters and additional settings * **Filter settings** enable you to further specify which folders and files to include in the migration or exclude from the process. * **Standard Filter** settings ignore **temp** and **system** files, and migrate everything else. * **Advanced Filter** settings filter the content on the basis of a regular expression, date, or size. * **File versions** settings enable you to choose whether to migrate the most recent version only, or all versions of the file. * If you select **Current Version** on the initial transfer, Box Shuttle transfers only the most recent version. Even if you select **All Versions** on a subsequent run of the job, Box Shuttle cannot transfer any versions that precede that most recent version. * If you need past versions, select **All Versions** on your first job run. * Once you start migrating data with a given version setting, do not change that setting within the job. > [!NOTE] > > The presence of file version settings depends on the source system chosen. For example, migration from Windows files has only filter settings available for you to use. ![Data-only migration Filter Settings with Advanced filters excluding \~\$\* and \~\*.tmp temp file patterns.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/data-only-migration-filter-settings.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=fb3ec5ae166ceca35de05e66b9e4d9ad) ## Define run settings In the **Run Settings** section you can specify the following items: * **Bandwidth** to manage the upload speed (for Windows sources only). * **Mirror Deletions** if you want to delete the files from the target location if they are no longer available in the source. > [!WARNING] > > This option removes any files from the target that do not exist on the source, even if those files never existed on the source. Use it only if no one is actively using the accounts and folders you migrate content into, because it can lead to accidental data loss. Box recommends that you always run simulations and review reports before you run any transfer that can delete data. ![Data-only migration Run Settings with Unlimited bandwidth and Mirror Deletions enabled and a destructive-setting warning.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/data-only-migration-run-settings.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=1ca0e09d9710542c0245d695695656d2) ## Verify data During the pre-run validation you can see the summary including the data you want to migrate and the job settings to verify if they are correct before proceeding with the migration. To make changes, select the breadcrumbs menu at the top to go back to the part you want to change. ![Pre-Run Validation summary for a data-only migration with Run Simulation button, bandwidth, and mirror deletion settings.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/pre-run-validation-summary-data.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=3e19607573ff98dfffcd65f63be09874) ## Run simulation Simulations give you an estimate on runtime and check for potential issues or errors before you migrate your data. This is an important step to validate your migration configuration, and Box recommends running a simulation before performing a transfer to encourage positive migration outcomes. Some simulation incompatibilities for Box include files larger than the maximum size supported and filtered system files, such as thumbs.db or other similar extensions. Simulations detect many, but not all, of the potential errors in a transfer job. ### When to run a simulation * After setting up your first job * When you make job configuration changes * If data on your source or Box target changes significantly, including data being moved or renamed * Before migrating permissions Selecting **Run Simulation** starts the process. This can take anywhere from a few minutes to several days, depending on how much content there is to analyze. Once a simulation is complete, view the results of the estimated job details similar to an analysis job. Preview the simulation results to make the live transfer a more seamless experience. When the simulation job has finished, the reports tell you what files and how many bytes of data would have been transferred, and what files, if any, would be deleted. Additionally, the simulation: * Identifies the size of content on the source, the number of files, and total bytes. * Assesses how many files and bytes transfer during synchronization runs, and identifies which files transfer during the sync. This is helpful for evaluating whether to run the sync. * Identifies and troubleshoots transfer errors quickly, such as Access denied, when comparing results to a direct transfer. Simulation jobs also help evaluate drive and network connectivity problems. * Provides an estimated time to complete a data migration, and potential congestion issues impacting transfer speed. > [!NOTE] > > This estimate is a guideline only. The actual transfer might take more or less time depending on a number of factors. ## Run transfer Selecting **Run Transfer** starts the migration process. After it is finished, you can examine the results. ## Schedule migration You can schedule a job to run at a given time and re-run it at configurable intervals. > [!NOTE] > > For a Windows source system, the scheduler runs **only one job at a time**. This ensures that each job has sufficient memory, CPU, and other resources to transfer data to Box at optimal speeds. ![Data Migration job with the overflow menu open, showing Configure Job, Run Transfer, and Schedule options next to the Run Simulation button.](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/migration-schedule.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=12cbbcc4b394cc9c5a51f16094f8601c) For more details on scheduling, see [Scheduling jobs](/en/box-shuttle/analyzing-and-migrating-content/scheduling-jobs). ## Notifications and reporting Box notifications keep you informed of the status and progress of your Box Shuttle jobs. Reports created after each analysis, simulation, and migration job provide detailed information about job performance estimates and migrated or analyzed files and folders. See [Introducing Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) for details. # Migrating Data with Permissions Source: https://docs.box.com/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). ## Overview Box Shuttle acts as an intermediary between various content management systems, enabling you to transfer folders, files, permissions, and metadata from these platforms to Box. You have two options to migrate your data: * **Migrate data only**: migrates files and folders from a selected source path of an account or folder to the selected target location **without** applying permissions. * **Migrate data with permissions**: transfers not only files and folders, but also permissions from one location to another. This type of migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process. > [!NOTE] > > Box Shuttle does not migrate permissions or collaboration data for external users. This guide provides instructions on how to migrate data with permissions. For migrating data only, see [Data-only migration](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only). ![Workflow diagram for a migration with permissions, from source system through mapping, permissions scan, conflict resolution, filter and run settings, validation, simulation, and migration to the final report.](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/datamigrationdiagram.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=a754da8e9421a6793ca114737a885674)
**Step****Description**
1Select the source system.
2Map the source content to the target location, by hand or in a spreadsheet.
3Scan the source system for any information related to permissions set on files and folders.
4If the scan returns a list of errors, resolve them in the source system, and re-scan the source system.
5Map source users and groups to their Box counterparts. If the scan detects any permission conflicts, decide how to resolve them.
6Specify additional content filters and other settings for the migration job.\[!NOTE] Available settings can differ depending on the source system.
7Define run settings to set up upload bandwidth value (for Windows sources only) and mirror deletions.\[!WARNING] Mirror deletions can lead to accidental data loss. Box recommends that you always run simulations and review reports before you run any transfer that can delete data.
8Check the content and settings to make sure everything is correct.
9Run a simulation of the migration.\[!NOTE] This step is optional and you can proceed directly to migration, but Box recommends it, especially if you are running a migration for the first time. A simulation confirms that all the necessary information is in place and ready for migration.
10Once you have examined the simulation report, run the migration. When the migration is done, you can examine the resulting report.
## Create a new job To create a new job, select **Migrate Data** from the **New Job** drop-down menu. ## Select source system Select the source system that holds the data you want to migrate. If you don’t have an existing source system available, set it up using [Source system configuration](/en/box-shuttle/configuring-source-systems/about-source-system-configuration) instructions. > [!NOTE] > > Box Shuttle cannot alter or modify your source data. ## Map files and folders Map the source system data to the Box file and folder structure. A settings page precedes this step and asks how you want to map. Select **Map Data manually** to map each item in Box Shuttle, as described below, or map a large number of directories at once with [bulk mapping with a spreadsheet](/en/box-shuttle/analyzing-and-migrating-content/bulk-mapping-with-a-spreadsheet). For each source account or folder you want to migrate, select the target account and folder that receives the data. When you select a folder, Box Shuttle migrates that folder or account along with every file and folder inside it. You can, however, deselect specific subfolders or files you don’t want migrated. > [!NOTE] > > Make sure that all Box users have confirmed their invitations. You cannot transfer data to a Box account of a user who did not accept the invitation. To select the target location, select **Choose Target Location** to open a panel in which you can choose the target Box account, folder, or file. ![Map Data screen for a permissions migration mapping Beth's folders to Hercule Poirot's Migrated\_Files target.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/map-data-permissions-migration-mapping.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=0ba7caf50d0a32178400f29972fda91d) You can map the entire account, or a specific folder or file in this account. You can also create a new folder within that account. The ![Null icon: circle with diagonal line indicating no value or unmapped item.](/images/box-shuttle/null-circle-diagonal-line.png) icon hides the rows without any mapping defined. ## Set parent directory You can set a parent directory that Box Shuttle creates in each target location for the migrated content. To do so: 1. Select the folder icon ![Folder icon representing a file directory or storage location.](/images/box-shuttle/folder-representing-directory-storage.png) next to the search bar. 2. Enter the name for the parent directory and confirm. Mapping indicators next to the mapped folders help you to map the folders effectively. Actions you perform at the child folder level are indicated at the parent folder level. For example: 1. A source folder is explicitly mapped to a folder in a target account. One of the child folders or files is also redirected to a target folder in a different account, so a redirect icon displays at the parent folder level. 2. This source folder was redirected to a different target account, and a child folder or file was skipped. 3. This folder was skipped and is not migrated.
Item Level of display Description
![Green status badge showing count 1 with a checkmark.](/images/box-shuttle/green-status-badge-count-checkmark.png) Folder An item in a specific folder is explicitly included in the migration. This file is migrated, even though the folder is not.
![Purple badge with number 2 and a right-turn arrow indicating a mapping step.](/images/box-shuttle/purple-badge-number-right-turn.png) Folder Files in the folder were skipped. These files are not migrated.
![Light blue badge with number 1 and bidirectional arrows indicating one mapped item.](/images/box-shuttle/light-blue-badge-number-bidirectional.png) Folder, Account An item in the folder was redirected to a different folder or account.
![Gray checkmark icon indicating completed or verified status.](/images/box-shuttle/gray-checkmark-completed.png) Folder, Account A file or files in one of the child folders are explicitly included in the migration. Icon displayed when you select files in several folders.
![Trash can icon for clearing a mapping.](/images/box-shuttle/trash-can-clear-mapping.png) File, Folder, Account Clears the mapping.
![Edit pencil icon with underline for renaming or editing a mapping.](/images/box-shuttle/edit-pencil-underline-renaming.png) File, Folder, Account Opens the list with target account folders. Use it to:
  • Select a different folder
  • Rename the folder
![Right-turn arrow icon indicating a nested or child item in a folder hierarchy.](/images/box-shuttle/right-turn-nested.png) File, Folder, Account Skips the file in the folder. This file is not migrated.
![Left-turn return arrow icon for navigating to a parent directory.](/images/box-shuttle/left-turn-return-navigating.png) File, Folder, Account Includes the skipped file in the migration.
## Choose migration type Migrating data with permissions means transferring not only files and folders, but also ownership rights and permissions from one location to another. This type of migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process. 1. After you are done with the mapping, select **Migrate Data with Permissions** from the available options. 2. A new section displays, enabling you to collect information about permissions applied to source files and folders. Select **Begin Scan** to scan the source items. ![Migration Settings with Migrate Data and Permissions selected and a Begin Scan button to gather source permissions.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/migration-settings-migrate-data-permissions.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=c61413ba374561e021ec381d75b496a9) ## Run permissions scan During the permissions scan, Shuttle scans the source files and folders to identify permissions applied to folders and files. ![Migration Settings after scan showing 2 files, 1 folder, and 1.3 kB scanned with a Re-Scan button.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/migration-settings-after-scan-files.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=95c1ab3cdde3e61b528f77bec53bddf5) ## Source errors The scan might result in errors. For example, a particular file format might have no export options. If any errors occur, you have two options: * Resolve these errors in the source system and re-scan the directories. * Skip content that has errors and proceed with migration. ![Source Read Errors page listing Google Apps format files that cannot be exported, with Re-Scan and Skip Errors buttons.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/source-read-errors-page-listing.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=62ad7ccb445ec7ded8003c45357ddb88) ## Map users and groups A settings page precedes this step and asks how you want to map. Select **Map users and groups manually** to map each user and group in Box Shuttle, as described below, or map them in a spreadsheet with [bulk mapping with a spreadsheet](/en/box-shuttle/analyzing-and-migrating-content/bulk-mapping-with-a-spreadsheet). Select each source user or group and map it to a specific target account or group. You can also skip specific users and user groups. > [!NOTE] > > You must assign each user or group to a target counterpart, apart from the ones that you skip. Make sure that all mapped Box accounts have confirmed their invitations. ![Map Users and Groups screen listing Beth, Engineering, and Peter Harper with Choose Target User or Group links.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/map-users-groups-listing-beth.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=a2364f288820dd266d6a727127175c25) ## Resolve permission conflicts At this point, you can choose how to resolve permission conflicts during the data migration. * **Expand permissions** is recommended for most migrations, because it preserves the access on Box that users had on the source. * **Restrict permissions** and **Skip conflict** are useful for migrations where it is essential to preserve the limited access and data confidentiality present on the source. * **Skip conflict** means that content is **not** migrated to Box. Make sure you have a plan to migrate that content as part of your overall migration. If any permission conflicts occur between the source and the target, Box Shuttle provides you with the following options to choose from:
**Action****Description****Diagram**
Expand permissionsAdds permissions to child folders or files if they have fewer permissions than a parent.![Expand permissions diagram showing child folders and files gaining additional Admin and Team permissions during migration.](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image23.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=4841d24a14ef592c73bb66ccef889fed)
Restrict permissionsRemoves permissions from the parent folder if a child has fewer permissions than the parent.![Restrict permissions diagram showing Admin access changed to No sharees on a parent folder and its child items.](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image17.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=6f119094d6d62e2a0119a7acc01f503a)
Skip conflictThese folders or files are not transferred in the data migration because they have reduced permissions relative to a parent. They display as filtered in results.![Skip conflict diagram showing folders and files with reduced permissions excluded from migration, marked in red.](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image25.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=97d11ff50bb77909efd9d8ef35e6eb07)
![Permission Conflicts page with Expand Permissions selected and a Begin preparation button.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/permission-conflicts-page-expand-permissions.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=2cda34dc96f499f0f5463eed299f4a69) Select **Begin preparation** to prepare your migration plan. ## Define filters and additional settings * **Filter settings** enable you to further specify which folders and files to include in the migration or exclude from the process. * **Standard Filter** settings ignore **temp** and **system** files, and migrate everything else. This is the recommended setting. * **Advanced Filter** settings filter the content on the basis of a regular expression, date, or size. * **File versions** settings enable you to choose whether to migrate the most recent version only, or all versions of the file. If you select migrating versions on the initial transfer, Box Shuttle transfers only the most recent version. If you select versioning for a subsequent run of the job, Box Shuttle cannot transfer any versions that precede that most recent version. > [!NOTE] > > The presence of file version settings depends on the source system chosen. For example, migration from Windows files has only filter settings available for you to use. ![Job Settings with Advanced Filter for files modified before March 1, 2023 and Current Version selected.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/job-settings-advanced-filter-files.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=cc16b50a9662ab727b406b06e9084459) ## Define run settings Define the following run settings: * **Run Parameters**: At this point you can still choose if you want to migrate your data only or apply permissions to the chosen files and folders. For migrations where you want to migrate all data to Box before Box collaborators have access to it, you can run a job as **Migrate Data Only** and then switch the mode to **Apply Permissions** for the final run. * **Bandwidth** (for Windows sources only): Specify the maximum upload speed, or select **Unlimited**. * **Mirror Deletions**: Specify if you want to delete the files from the target location if they are no longer available in the source. > [!WARNING] > > This option removes files from the target that do not exist on the source, even if those files never existed on the source. Use it only if no one is actively using the accounts and folders you migrate content into, because it can lead to accidental data loss. Box recommends that you always run simulations and review reports before you run any transfer that can delete data. ![Shuttle Run Settings: Apply Permissions selected, unlimited bandwidth, Mirror Deletions enabled with warning.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/shuttle-run-settings-apply-permissions.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=c5a5eb53249aad92fe20ca319bf26fe3) ## Verify data During the pre-run validation you can see the summary including the data you want to migrate and the job settings to verify if they are correct before proceeding with the migration. To make changes, select the breadcrumbs menu at the top to go back to the part you want to change. ## Run simulation Simulations give you an estimate on runtime and check for potential issues or errors before you migrate your data. This is an important step to validate your migration configuration, and Box recommends running a simulation before performing a transfer to encourage positive migration outcomes. Some simulation incompatibilities for Box include files larger than the maximum size supported and filtered system files, such as thumbs.db or other similar extensions. Simulations detect many, but not all, of the potential errors in a transfer job. ### When to run a simulation * After setting up your first job * When you make job configuration changes * If data on your source or Box target changes significantly, including data being moved or renamed * Before migrating permissions Selecting **Run Simulation** starts the process. This can take anywhere from a few minutes to several days, depending on how much content there is to analyze. Once a simulation is complete, view the results of the estimated job details similar to an analysis job. Preview the simulation results to make the live transfer a more seamless experience. After the simulation is done, you can view the results by selecting **View Job Report**. The **Filters** button on the right activates a side panel you can use to display specific results. When the simulation job has finished, the reports tell you what files and how many bytes of data would have been transferred, and what files, if any, would be deleted. Additionally, the simulation: * Identifies the size of content on the source, the number of files, and total bytes. * Assesses how many files and bytes transfer during synchronization runs, and identifies which files transfer during the sync. This is helpful for evaluating whether to run the sync. * Identifies and troubleshoots transfer errors quickly, such as Access denied, when comparing results to a direct transfer. Simulation jobs also help evaluate drive and network connectivity problems. * Provides an estimated time to complete a data migration, and potential congestion issues impacting transfer speed. > [!NOTE] > > This estimate is a guideline only. The actual transfer might take more or less time depending on a number of factors. > > After the simulation is done, you can view the results by selecting **View Job Report**. See [Reporting](#notifications-and-reporting) for more details. ## Run transfer Selecting **Run Transfer** starts the migration process. After it is finished, you can examine the results. After the transfer is done, you can view the results by selecting **View Job Report**. See [Reporting](#notifications-and-reporting) for details. ## Schedule migration You can schedule a job to run at a given time and re-run it at configurable intervals. > [!NOTE] > > For a Windows source system, the scheduler runs **only one job at a time**. This ensures that each job has sufficient memory, CPU, and other resources to transfer data to Box at optimal speeds. ![Data Migration job with the overflow menu open, showing Configure Job, Run Transfer, and Schedule options next to the Run Simulation button.](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/migration-schedule.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=12cbbcc4b394cc9c5a51f16094f8601c) For more details on scheduling, see [Scheduling jobs](/en/box-shuttle/analyzing-and-migrating-content/scheduling-jobs). ## Notifications and reporting Box notifications keep you informed of the status and progress of your Box Shuttle jobs. Reports created after each analysis, simulation, and migration job provide detailed information about job performance estimates and migrated or analyzed files and folders. See [Introducing Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) for details. # Scheduling Jobs Source: https://docs.box.com/en/box-shuttle/analyzing-and-migrating-content/scheduling-jobs > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Box Shuttle allows you to schedule jobs to run automatically based on two scheduling methods: * [By time](#schedule-by-time). Schedule jobs to run at specific times or on a recurring basis. * [By job](#schedule-by-job-queue). Queue jobs to start automatically when another job completes. ![data\_migration1.jpg](https://mintcdn.com/product-docs/WPWe1hSghUTSJtDm/images/box-shuttle/data_migration1.jpg?fit=max\&auto=format\&n=WPWe1hSghUTSJtDm\&q=85\&s=b1ef43cc8ef32f5b9a5806850fee9bf1) ## Schedule by time 1. In the **Jobs Dashboard**, locate the job you want to schedule. 2. Select the **More** menu (three dots) for the job > **Schedule**. 3. In the **Schedule Job** dialog, select **Time**. 4. Configure when the job should run: * **Start Date**: Date when the job should run. * **Start Time**: Time when the job should run. * **Repeat Job**: Optional recurring schedule (daily, weekly, Monday to Friday, or Saturday and Sunday). > [!NOTE] > > **Start Date** and **Start Time** match the operating system's time zone. 5. For migration jobs, select **Simulation** or **Transfer**. 6. Set completion conditions (see [Completion conditions](#completion-conditions) below). 7. Select **Schedule**. ## Schedule by job (Queue) 1. In the **Jobs Dashboard**, locate the job you want to schedule. 2. Select the **More** menu (three dots) for the job > **Schedule**. 3. In the **Schedule Job** dialog, select **Queue**. 4. Select the job that will trigger this schedule. > [!TIP] > > Select the same job to create a self-restarting schedule for continuous synchronization. 5. For migration jobs, select **Simulation** or **Transfer**. 6. Set completion conditions (see [Completion conditions](#completion-conditions) below). 7. Select **Schedule**. ## Completion conditions You can define conditions that must be met before a scheduled job runs, based on the outcome of either the previous run of the same job (for time-based schedules) or the triggering job (for by-job schedules): * **No conditions (default)**: The job runs regardless of the previous job's outcome. * **Successfully completed**: The job runs only if the previous job completed without errors. * **Completed, possibly with errors**: The job runs if the previous job completed, even with errors. The job won't run if the previous job failed or didn't complete. > [!WARNING] > > If conditions aren't met, the scheduler won't run the job. For example, if you select **Successfully completed** but the previous job was stopped, the scheduled job won't run. To check whether conditions are met, hover over the schedule pill when the job is not running. ![migration2.jpg](https://mintcdn.com/product-docs/KjB-VSXAKit8IKrT/images/box-shuttle/migration2.jpg?fit=max\&auto=format\&n=KjB-VSXAKit8IKrT\&q=85\&s=5cc88adbf1fc52238822f71f584396da) ## Schedule status indicators After scheduling, jobs display one of these status indicators: * **Scheduled**: the job was scheduled to run one time only. * **Recurring**: the job was scheduled to run periodically. * **Paused**: the job was paused and it won't run until resumed. * **Invalid**: the schedule is no longer valid. This primarily occurs when a triggering job for a by-job schedule is deleted. When a scheduled job runs, admins and co-admins receive an email notification, confirming that the schedule works as expected. For details, see [Manage Account Settings](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings). ## Manage scheduled jobs You can manage the already scheduled jobs using the **Scheduler** menu. The options allow you to: * **Pause Schedule** or **Resume Schedule** * **Edit Schedule** * **Cancel Schedule** ![data\_migration3.jpg](https://mintcdn.com/product-docs/WPWe1hSghUTSJtDm/images/box-shuttle/data_migration3.jpg?fit=max\&auto=format\&n=WPWe1hSghUTSJtDm\&q=85\&s=14db080331fc2a967382e9dc4eca4caa) ## Scheduler limitations There are certain limitations you need to have in mind when using the scheduler. ### General The scheduler may be unable to start a job for a number of reasons that are out of Shuttle's control: * The job status may change to **Invalid** due to reconfiguration or changed source system credentials * Windows source system may disconnect. Monitor your jobs periodically as they run to confirm that nothing prevents a job from starting. ### Windows source system Scheduler only runs one job for a Windows source system at a time. This ensures that each job has sufficient memory, CPU and other resources to transfer data to Box at optimal speeds. This does not affect cloud-sourced systems. * If you have a migration job already running for any reason, the scheduler will fail any additional jobs set to run while the first job is running. * If a job is already running when another job is scheduled to run, it will mark the second job as failed before it actually starts. * If you have two jobs scheduled for a Windows source system at the same time, it will run the first one and fail the second one. When the job fails, it will receive the **Failed** status on the dashboard. Because the job fails before it even starts, it won't have any job history, so you won't see the job failure in the report section of Shuttle. The only place that the job failure will be listed is in the job card: ![failed-job.jpg](https://mintcdn.com/product-docs/NozaEoKVRMwnaeNc/images/box-shuttle/failed-job.jpg?fit=max\&auto=format\&n=NozaEoKVRMwnaeNc\&q=85\&s=245f05736702f856c93259ff40a04239) If you go into **Run History** for the job, you will still see any previous runs of the job, but you will not see any details related to the scheduled job failure other than the **Failed** tag in the job header, because the job did not actually run. # Getting Box Support Assistance Source: https://docs.box.com/en/box-shuttle/box-shuttle-legacy/getting-box-support-assistance > [!NOTE] > > This article is about Box Shuttle, a **standalone tool**. If you are using **Shuttle in Admin Console**, see [this document](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle). If you need help with your Box Shuttle migration from the Box Support team, you can [submit a ticket](https://support.box.com/hc/en-us/requests/new) to the team on the Box Support site by selecting "Product Issue" in the first dropdown, then selecting "Box Shuttle". Often the Box Shuttle support team will need to access your Box Shuttle account for diagnostic and troubleshooting purposes. To enable this, please use the enable support access within your Box Shuttle account. Follow these easy steps to get this set up: 1. In your Shuttle account, select the three lines to open up your side menu. ![box-shuttle-jobs-png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/box-shuttle-jobs.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=307d86c2e7b7e4f9b82b71186a08d0ed) 2. Click on **Settings.** 3. Enable **Read-only access for support personnel**. ![box-shuttle-jobs-support-page-png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/box-shuttle-jobs-support-page.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=66486e20aa490e841b4ec3fbd309255f) > [!NOTE] > > To find your account nickname, click on your company name after opening the side menu: > > ![Box Shuttle Account Details page highlighting the company name in the sidebar and the account nickname field.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/find-account-nickname-company-name.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=cf054f565ce28574aabed879df23d744) # How to Migrate Content with Legacy Box Shuttle Source: https://docs.box.com/en/box-shuttle/box-shuttle-legacy/how-to-migrate-content-with-legacy-box-shuttle > [!NOTE] > > This article is about Box Shuttle as a **standalone tool**. If you are using **Shuttle in Admin Console**, see [this document](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle). Box Shuttle allows you to migrate content from any source system – up to 15 with our self-service tooling offerings (standard tooling and advanced tooling) as well as additional source systems by leveraging Box Shuttle professional services. The Box Shuttle team has created several content migration guides to aid you on your move from some of the most common source systems in the market today. These guides go in-depth to source system specifics to ensure you are able to execute successfully with Box Shuttle standard tooling. * [Migrating content from file servers to Box](/en/box-shuttle/box-shuttle-legacy/migrating-content-from-file-servers-to-box) * [Migrating content from Dropbox for Business to Box](/en/box-shuttle/box-shuttle-legacy/migrating-content-from-dropbox-for-business-to-box) * [Migrating content from OneDrive to Box](/en/box-shuttle/box-shuttle-legacy/migrating-content-from-onedrive-for-business-to-box) * [Migrating content from SharePoint Online to Box](/en/box-shuttle/box-shuttle-legacy/migrating-content-from-sharepoint-online-to-box) * [Migrating content from Google Drive to Box](/en/box-shuttle/box-shuttle-legacy/migrating-content-from-google-drive-to-box) You can get a deeper dive into Box Shuttle standard tooling by taking [this Box Education course.](https://training.box.com/collections/migrating-content) If you need help troubleshooting a technical issue with your migration, please enable support access in your Box Shuttle account and [submit a support ticket](https://support.box.com/hc/en-us/requests/new) for assistance. # Migrating Content from Dropbox for Business to Box Source: https://docs.box.com/en/box-shuttle/box-shuttle-legacy/migrating-content-from-dropbox-for-business-to-box > [!NOTE] > > This article is about Box Shuttle as a **standalone tool**. If you are using Shuttle in **Admin Console**, see [this document.](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) ## Introduction Every migration is unique, and it can be tricky to move data between differing systems. Box Shuttle acts as an intermediary between various content management systems, allowing you to transfer folders, files, permissions, and metadata from these platforms to Box. This guide provides instructions for moving data from Dropbox for Business to Box and focuses on how-to procedures, best practices, and configuration steps. If you are looking to migrate from Dropbox personal accounts, contact your Box account team for guidance. ### Sources and targets The **source** is an origin location. This is a starting point for the data in the migration process. Box Shuttle cannot alter or modify your source data. The **target** is an end destination – Box. This is where the data is at the end of the migration process. ### Jobs A job is a task to execute. In the migration context, the term **job** applies to migrating data from the source to the Box target. ![image31-png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=8e3f6e0eccdb50aec1e24a6b0374a018) Box Shuttle provides two job types: * **Analyze data** jobs help you start planning your migration. These jobs analyze every item specified in your source and provide a robust report. * **Migrate Data** jobs move and transfer data. These jobs also have more detailed actions for applying permissions. Additionally, migrate data jobs can run a **Simulation** job before a live transfer. Simulations allow you to do a mock run of the transfer job without transferring any live data. Running a simulation before transferring any live data is recommended to reveal potential incompatibilities between source and target. Such jobs also verify target accounts and path structure, as well as confirm the target destination and resources that have access to it. ## Before you start To prepare for transferring content from Dropbox to Box, use the following guidelines: **Set up the folder structure** Setting the stage in Box for your content and users is the most important and essential first step. Before transferring your files and adding user accounts, create a well-organized folder structure that works best for your business workflow: * Consider how your end users access their content in Box. * Configure the security settings for your Box account to match your IT department’s requirements. * Optionally, set up the custom branding to match your organization’s look and feel. For more information and recommendations, see [Folder Structure Best Practices.](/en/box-fundamentals/for-admins/getting-started/plan-your-folder-structure) **Determine the data and information you want to keep** \ Moving individuals and teams to Box from Dropbox requires planning and general housekeeping. Successful Box customers migrate current and relevant content instead of everything. Consider the potential value of files and folders to keep if they are untouched items. Including too many unnecessary items can complicate and stall the job process. **Consider what you need to have offline** \ Sync your current and active projects for offline. A local copy of all of your organization’s content may not be necessary. Also evaluate which folders should be available while offline for an extended period of time. **Access Dropbox team folders** \ The Dropbox admin account for the OAuth of the Dropbox connector must be a member of a group with edit access to the top level of all team folders in Dropbox. Add yourself as a member of team folders through the Dropbox admin console. ## Source analysis Running an **Analysis** job helps you understand your source data at a more comprehensive level. The analysis report includes information on data type, size, age, and permissions. As a result, it is easier to divide a large and complex job into smaller manageable pieces to plan which departments or sections to migrate first, as well as to come up with a reasonable approach to migrate your users and their data. This way, large projects can finish quicker, cost-effectively, with fewer conflicts, and more efficient delta runs. The following instructions guide you through the process of setting up your source system and analyzing the files and folders in the origin location. ### Configuring a Dropbox source 1. On Box Shuttle home page, click **+** to create a new job. ![image27-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image27.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=0578cce1b82008265280b473470c44ca) 2. Click **Analyze Data**. ![image31-png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=8e3f6e0eccdb50aec1e24a6b0374a018) 3. Under **Configure a new system**, click the **Dropbox** tile. ![image14-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image14.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=1e102548377f4c5c5f57c9eafaa48e4a) 4. Click **Log in to Dropbox**. 5. Sign in to your account with the Dropbox **admin** credentials. ### Running an analysis Once you have your Dropbox source configured, you can begin to run jobs. 1. Click the **+** icon to create a new job. 2. Click **Analyze Data**. 3. Under **Systems that you configured before** select the **Dropbox** source. 4. Authenticate and click **Continue**. 5. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. ![filters-png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/filters.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=9bea7f21224bb05c045beea18934dec7) 6. On the **Select file locations** page, choose the source files to analyze. * Hover over the row to reveal a folder explorer icon ![foldericon-png](/images/box-shuttle/foldericon.png) . Use it to browse through your account and add or exclude specific files or folders. * The ![glassicon-png](/images/box-shuttle/glassicon.png) icon allows you to search for the accounts to add. * The **![eyeicon-png](/images/box-shuttle/eyeicon.png)** icon allows you to hide unchecked items or show all. 7. Click **Done** to continue. 8. View the configuration summary. ![image13-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image13.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=15eb467e642503062dd1c879764ad4fb) * **Schedule** sets a specific date and time in the future for the **Migrate Data** job to run. This option also allows for adding the job to the queue. * **Rename** lets you change the name of the job. 9. Click **Analyze** to start the job. It may take some time to complete. * The upper-right corner shows current actions and updates. * **View Results** displays details of the job. * **Stop** ends the job before it is complete. 10. When the analysis is complete, the page displays statistics in a table. Clicking **Done** redirects you to the home page. ### Reviewing analysis results The analysis results provide details of your source system. You can filter, sort, and export your data. 1. To check the results go to the home page and click the job you want to examine. 2. Click **View Results** to see the details of your analysis. ![image15-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image15.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=dfab8a65823f2af429418238b7ec41c3) * * The top overview section provides details about the job and analyzed files. * **Analysis Statistics** displays a chart with results. * Use the filter ![filtericon-png](/images/box-shuttle/filtericon.png) to narrow down the results. * Use the buttons below the table to modify the presentation. * **Analysis Results** provides you with the following options: * **See Results in Table** displays a detailed table with the results. Use the **Filter** to narrow down the data and the  **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. ## Data-only migration The following instructions allow you to migrate your data to a single location on the target **without** applying permissions. If you want to migrate data and permissions, see [Data migration including permissions.](#data-migration-including-permissions) ### Running a data-only migration 1. On the home page, click **+** to create a new job. 2. Click **Migrate Data**. The icon expands to display two options. ![image19-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=79c5dfdfa577153a84029a58f5288020) * **Migrate Data** is checked by default. This job moves data from one location to another. * **Migrate Permissions** allows you to migrate data along with permission settings. 3. Select **Migrate Data**. 4. Under **Choose source system**, click the configured **Dropbox** system. Confirm the account information, authenticate, and click **Continue**. 5. Under **Choose target system**, select the Box account as the destination. Confirm the account information, authenticate, and click **Continue**. 6. The next section prompts you to configure migrating file versions. Select **Migrate current version only** or **Migrate all versions** to continue. ![image9-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image9.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=fbb3edacab7960412434cf723d5d6d97) > [!NOTE] > > If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later. 7. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 8. Under **Select and map file locations**, choose the source file locations and accounts to migrate. When you select a source file location, the **choose target location** box appears. Use the folder explorer ![foldericon-png](/images/box-shuttle/foldericon.png) to select the target file location. ![filelocations-png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/filelocations.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=82ca728352f5d309ef7d964a1346794c) * The ![glassicon-png](/images/box-shuttle/glassicon.png) icon allows you to look for specific accounts to add. * The ![eyeicon-png](/images/box-shuttle/eyeicon.png) icon allows you to switch between **Hide unchecked** and **Show all items**. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. ![image18-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image18.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=c0041d11238177922d9ff73b1839a54d) 9. Click **Done** to continue. 10. The configuration summary contains the following sections: * actions you can perform * ownership and permission * bandwidth switch that can be used to throttle upload speeds from the source. If pushed all the way to the right, Shuttle will transfer data at the maximum speed attainable with no throttling. * mirror deletions that, if selected, deletes the files that are on the target but not on the source. > [!NOTE] > > Do not enable mirror deletions option without understanding how it deletes data in the target location. * source system * items to migrate * target system details ![image1-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image1.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=b697627f2c0c93ba9d2911ecd607900e) 11. You can now run a **Simulation** that serves as a quality check for your data migration projects. For details, see [Simulation and transfer.](#simulation-and-transfer) ### Applying permissions in data-only jobs If you run a data-only job, you must manually add permissions to the data once it lands in Box. This action restores previously available access in Dropbox. Consider migrating permissions and data together. See [Data migration including permissions](#data-migration-including-permissions) for instructions. ## Data migration including permissions This type of data migration transfers not only files and folders, but also ownership rights and permissions from one location to another.  This type of migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process. ### Account mapping Account mapping is used for associating a source user account with a target user account. Matching accounts simplifies transferring multiple user files and folders without users losing access to the content. This is an essential component to migrating permissions. Box Shuttle attempts to map users automatically. For example, a source account of **[username@mycompany.com](mailto:username@mycompany.com)** on Dropbox automatically maps to a Box target account with the same name. Additionally, permissions assigned to groups such as Engineering, regional offices, or restricted-access entities such as Legal, map to their corresponding target groups. To accomplish this, Box Shuttle follows these steps: 1. Audits all the users, groups, and permissions on the source when initially scanning the content. 2. Scans target users and groups. 3. Confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. ### Permission conflicts When transferring data from Dropbox to Box, the Migrate Permissions job determines whether ownership or permissions are compatible between the two. If any permission conflicts occur between source and target, Box Shuttle provides you with the following options to choose from:
Expand permissionsAdds permissions to child folders or files if they have fewer permissions than a parent.![image12-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image12.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=b28f4119b1780daa7de0a1a166232481)
Restrict permissionsRemoves permissions from parent folder if a child has fewer permissions than the parent.![image29-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image29.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=13c6f37b18f6bd15c23c94f05afa543d)
Skip files that have conflictsThese folders or files are not transferred in the data migration because they have reduced permissions relative to a parent. They display as filtered in results.![image11-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image11.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=e06df97ee7f13c4ccd26f0b7441dae58)
### Migrating Dropbox team folders You can only migrate Dropbox team folders using a Migrate Permissions job. The migration process is the same as for regular folders. #### Team folders migration guidelines To facilitate effective migration, migrate Dropbox team folders in separate jobs from personal user data and shared folders. Using several jobs allows you to run faster delta syncs because smaller data sets are scanned. Here's an example: * A data migration project may have separate jobs for team folders from **A** through **M** and **N** through **Z**. * All necessary data is collected through delta syncs by running each job multiple times over the course of the migration. This may also have multiple jobs migrating personal accounts or other shared folders. * As a result it is easier to review simulation and transfer results for each job. > [!TIP] > > Use the detailed information from the analysis job on your team folders to determine how to split up the jobs with size and file count data. #### Permissions in team folders Team folders in Dropbox support nested sharing and reduced permissions. Nested sharing means that sub-folders can have different or more restricted permissions than the root folder. Team folders have unique properties and require sharing with a group that has edit rights for the top folder level. They can, however, be shared with additional groups and users further down in the tree. See [Permissions Conflicts](#permission-conflicts) for instructions on how to handle permissions that differ depending on the folder level. #### OAuth users OAuth users are admin accounts that help with a more streamlined data migration. Migrate all or most of team folders in Dropbox easily with an OAuth user as a member of the Dropbox group for the top level of all team folders subject to migration. Select the OAuth user in the Shuttle job configuration to transfer all team folders. #### Personal and team folders Box Shuttle may encounter read-error issues for transferring shared or unshared folders having the same names as team folders. This results in the **Failed to stat team folder** error. Rename any personal folders to avoid name collision issues. #### Migrating Dropbox team folders You can specify team folders migration settings under **Select and map file locations** (step 8 in [Data migration including permissions](#data-migration-including-permissions) instructions). ### Running a migration with permissions These instructions will guide you through setting up and running a job that migrates data along with permissions. 1. On the home page, click the **+** icon to create a new job. 2. Click **Migrate Data**. The icon expands and displays two migration options. Select **Migrate Permissions** and click **Continue**. ![image5-png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image5.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=c89537b637904d2199768fcf13d35377) 3. Under **Choose source system**, click the already configured **Dropbox** system. Confirm the account information, authenticate, and click **Continue**. 4. Under **Choose target system**, select the Box account as the destination. Confirm the account information, authenticate, and click **Continue**. 5. Select your file version migration: **Migrate current version only** or **Migrate all versions.** ![image9-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image9.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=fbb3edacab7960412434cf723d5d6d97) > [!NOTE] > > If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later. 6. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 7. At this point, you can choose how to resolve permission conflicts during the data transfer process. Select the option appropriate for your data migration job. See [Permission Conflicts](#permission-conflicts) for details. ![image17-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image17-2.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=aa976bb60505bd62bc159673c7dd8e5e) 8. Under **Select and map file locations**, choose the source file locations and accounts to migrate. When selecting items, the **choose target location** button displays the available accounts in the target system for the respective selection. > [!NOTE] > > Dropbox team folders have a slightly different icon. ![image23-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image23-2.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=799bc2992808fdae87796fa738a5a2a5) Team folders have unique properties and require sharing with a group that has edit rights for the top folder level. They can, however, be shared with additional groups and users further down in the tree. To move data from a team folder, select a single user that is in the group that has edit rights with access to that team folder. For details, see [Migrating Dropbox team folders](#migrating-dropbox-team-folders). * Sites, document libraries, and directories selected are all written to Box as directories. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. 9. The Migrate Permissions job examines the source to ensure source items map correctly from the source to the target. ![image26-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image26.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=346717d50a5bbb533fe3e8178d4030c1) * Click **Examine** to continue with the job. * Click **Cancel** to return to the **Select and map file locations** page. 10. When the examination job has finished, click **Done** to continue. * * If Box Shuttle finds errors examining the source, see the conflicts by clicking **View Errors**. You can also **download the full list of paths** to get a **.CSV** file for your reference.  Review the list of errors for guidance on how to resolve them. * Click **Re-examine paths** to run the examination once again if you have made any changes. Click **Skip paths and continue** to omit the file paths and leave. 11. When the examination is complete, you return to the **Select and Map Users and Groups** page. View the list of source users and groups to map to target users and groups. Box Shuttle automatically matches identical users and groups. Click **Continue** to proceed. > [!NOTE] > > All displayed accounts must be mapped or deselected (marked as **skipped**) before you can continue. ![image16-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image16.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=172c36cdd272b27d0d3616ea79c0ab73) * The mapped source users are the data owners whose accounts you selected for transfer. In addition, Box automatically matches identical collaborators from the source to the target. * The unmapped source users and groups are collaborators for one or more items in the selected source accounts for transfer. * To map the source user/group to a target account, click the respective **choose target user** on the right. The job displays a list of the valid users or groups to which you can map the source collaborator. * To skip the transfer, deselect the checkbox next to a given user or group’s name to skip transfer. > [!NOTE] > > Do not deselect source users whose accounts were already selected for transfer (data owners). Deselecting a data owner removes their data from transfer. 12. The next step is processing to scan target users and groups. Processing confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. Click **Process** to continue and **Done** when complete. ![image10-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image10.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=a38baa13b6cdf864572c3e954a378a04) 13. The last step is the job summary page. It includes information about: * Bandwidth switch that can be used to throttle upload speeds from the source. If pushed all the way to the right, Shuttle will transfer data at the maximum speed attainable with no throttling. * Mirror deletions checkbox that, if enabled, allows Shuttle to delete the files that are on the target but not on the source. > [!NOTE] > > Do not enable **Mirror Deletions** without understanding how it affects the target data. Always run and review simulation results when using Mirror Deletions. * Source and target system * Option to choose the file version to migrate * Option you chose for solving migration issues * Path and subject mappings ![image24-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image24.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=72848222cffb6d37ae0ce56a43798e72) * **Run Simulation** performs an estimation on how this job will perform on a transfer run with its current configuration. When the simulation finishes, view the results for details on job performance. These reports include target path configurations as well as possible errors. * **Transfer** immediately starts the data migration. > [!NOTE] > > Running a Simulation before starting a transfer is highly recommended. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. 14. **Run Simulation** continues with a preview test run. When the simulation is complete, click **View Results** to bring up the simulation summary page. For details, see [Running a simulation.](#running-a-simulation) 15. When ready to begin, click **Transfer** to start the data migration process. Once the job has completed, view the results on the Transfer summary page. For details, see [Running a data transfer.](#running-a-data-transfer) # Simulation and transfer Box Shuttle provides a simulation option at the end of your migration configuration. Simulations allow you to get an estimate on runtime and check for potential issues or errors prior to migrating your data. Run a simulation before performing a transfer for an effective and efficient migration plan. Some simulation incompatibilities for Box include files larger than the maximum size supported and unsupported system files, such as **thumbs.db** or other similar extensions. Once a simulation is complete, view the summary of the estimated job details similar to an analysis job. Preview the simulation results to make the live transfer a more seamless experience. When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. Use the information from the summary page to guide your migration configurations. Simulation results help you solve potential problems in the migration planning before data moves to the new target. After running a transfer, delta syncs allow you to maintain updated migration status with active users over time. ### Running a simulation 1. Running simulations is available on the job summary page for any Migrate Data job configurations. 2. Click **Run Simulation** to perform a trial run of the migration job. As a result, you will get an estimate on how fast the job will run with its current configuration. When the simulation finishes, view the results for more information about potential performance of the Migrate Data job. View reports on target path configuration as well as possible errors. We recommend running a simulation prior to migrating live data. * **Transfer** directly starts the data migration process without a Simulation. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. * **Rename** lets you change the name of the simulation. 3. After completing the simulation, click **View Results**. This page contains an estimation of how much time the data transfer will take with the current configuration. Live data transfer results may differ. ![image7-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image7.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=05d98ef2d71bcf428abffd8d74af63ea) * **Simulation Statistics** displays a chart with the results. Use the filter icon ![filtericon-png](/images/box-shuttle/filtericon.png)   to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Simulation Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the  **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page or **Transfer** to start the data migration job. ### Running a data transfer After completing a simulation, you can transfer data from the source to the target location. 1. Click **Transfer** to start the migration. 2. When the job begins, the status updates are available at the summary page. Click **Stop transfer** to end the migration before it is complete. 3. After the job is complete, click **View results**. This page contains statistics and information on how the data transfer performed with the current configuration. ![image8-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image8.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=6ba284992871688b78073e04e6d9ba1b) * **Transfer Statistics** displays a chart with the results. Use the filter icon ![filtericon-png](/images/box-shuttle/filtericon.png) to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Transfer Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a file you can download. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page. ### Reviewing job results When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. View the results as a table in the interface or download them directly. Use the information from the summary page to guide your migration configurations. ## Reviewing audits and storage When you’ve completed your project, you can collect data from each job. The results are available as downloadable files for record keeping. At the job’s summary page, you can download and save the files for your reference. ## Additional notes ### Migrating Google Docs files from Dropbox to Box Box Shuttle exports and converts Google Docs in Dropbox as Office files during migration. Complete all Google Doc edits and allow ample time for saving before any transfers. Avoid editing documents during any active transfers. Documents going through the save process may result in additional files on the target with **(Conflicted Copy)** in the file name. Google Docs, Sheets, and Slides export as **.docx**, **.xlsx**, and **.pptx** files, respectively. # Migrating Content from File Servers to Box Source: https://docs.box.com/en/box-shuttle/box-shuttle-legacy/migrating-content-from-file-servers-to-box > [!NOTE] > > This article is about Box Shuttle as a **standalone tool**. If you are using **Shuttle in Admin Console**, see [this document](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle). # Introduction Thank you for using Box Shuttle, Box’s content migration offering. We’re here to support you in your data migration journey. Every migration is unique, and it can be tricky to move data between disparate systems. Box Shuttle acts as an intermediary between various content management systems, allowing for the easy transfer of folders, files, permissions, and metadata from these platforms to Box. When moving your data to the cloud, there are many things to consider. This guide focuses on the specific scenario of moving data from Windows systems or Network File Shares to Box. This includes how-to procedures, best practices, and configuration steps. Follow the steps and recommendations below for a successful migration. *Note: Box Shuttle is built on technology from Tervela Cloud FastPath (CFP), an acquired company of Box. References to CFP in this guide represent Box-owned technology assets* ## Sources and targets The source is an origin location. This is where the data starts in the migration process and acts as the “from” in this use. Box Shuttle cannot alter or modify your source data. The target is an end destination - Box! This is where the data is at the end of the migration process and is the “to” in this context. ## Jobs A job is a task that you are executing in Box Shuttle, specifically migrating data from the source to the Box target. There are two distinct job types: Analysis and Migrate Data. An Analysis job is excellent at the start of your migration to help you with migration and job planning. It analyzes every specified item in your source and provides a robust report. Migrate Data jobs perform the data transfer and have additional options for applying permissions with more detailed actions. Additionally, Migrate Data jobs run a simulation before an actual data transfer. Simulations allow you to do a “mock run” of the transfer job without transferring any live data. We highly recommend running a simulation before transferring any live data to reveal potential incompatibilities between source and target and to verify target accounts and path structure. Simulations help document additional properties such as where data is going on the target and who has access to it. Some simulation incompatibilities for Box include files larger than the max size supported and unsupported system files, such as thumbs.db or other similar extensions. # Analyze your Windows source Why run an “Analyze Data” job? While Analysis jobs are optional, they are highly recommended. Legacy servers often accumulate years of data that you may not want to take with you to Box. Running an Analysis may help you understand your source data at a deeper level in order to plan for a successful migration. Use the Analysis report to make more informed migration decisions when evaluating planning times, which departments or sections to migrate first, and how best to migrate your users and their data. The Analysis report presents information about what kind of data there is, how old it is, how much you have and how it is distributed across users and filesystems, and who has access to that data. Analysis report details make it easier to divide a large complicated job into smaller more manageable jobs, and make informed decisions on what to move and what to leave behind. This allows big projects to finish more quickly, cost-effectively, with fewer conflicts, and allowing for more efficient delta runs. The following instructions guide you through the process of setting up your source system and beginning an analysis of the files and folders in the origin location. ## 1.1 Analysis job instructions 1. On the Box Shuttle / Cloud FastPath home page, click the + icon to create a new job. If you already have previous jobs, the icon is at the top right of the page. ![Empty jobs dashboard showing No jobs yet and a Create your first migration job button.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/create-new-job.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=5f44a1c733326d3adc317d2239dd78d0) 2. The next page prompts you with two options. Start with an Analysis job. Click “Analyze Data” to navigate to the next page. ![What do you want to do screen with Analyze Data and Migrate Data option cards.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/what-do-you-want-to-do.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=001421ca78d250bf05e7f2f6a847582a) ## 1.2 Connecting to your Windows source Once you create a Windows source, all future jobs have access to that system. Use the instructions below to configure your Windows source system. The configuration options are available at the “Choose source system” page for any respective job. Download the Windows app close to or at the server that has the data to prepare the system.  If installing the Windows app on a local computer with an account logged in, all personal files are accessible. ![Choose source system screen with a Windows tile under Configure a new system.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/choose-source-windows-system.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=1252e58de4cf989f3820bd4b20af3174) ### 1.2.1 Connection instructions 1. Under the “Configure a new system” section, click the Windows icon. 2. Continue setting up the Windows as a system configuration by clicking “Download Windows App”. The Windows App is also available for [**download on the Cloud FastPath website**](https://shuttle.cloudfastpath.com/winapp). This installs the necessary content migration technology resources. ![Analysis step prompting Download Windows App or confirmation that the Windows App is already installed.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/please-download-and-install-windows-app.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=d3734d93ba622d5b9646d62ce0a52f58) 3. Once the file download completes, open the file and follow the prompts when launching the installer. ![Browser download bar for cloudfastpath MSI installer with Open highlighted in the context menu.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/open-msi.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=ee1edd735f2ff32b058f20e5d5ce7dff) 4. The pop-up box from your system tray expands for additional steps. * If the box does not pop-up on your device, right click the cloud icon in your system tray and select Register Computer. ![Cloud FastPath system tray menu with Register Computer option selected.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/refister-comp.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=e1ccf96f787ad0840ba26fdb4d1ce1cb) 5. The input fields for Computer Name and Service Address fields have the information included.  Enter your Box Shuttle (CFP) username in the email field and your Box Shuttle (CFP) password in the password field. This may be different than your Box credentials. ![Tervela Cloud FastPath Register Computer dialog with email, password, service address, and one-time key fields.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/winapp_registercomputer2-340x491.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=702c0cea2f16da7628d39a46361a62a7) * The password is the same as when you registered for CFP. * The Key field does not require an input. 6. Click Register and access the Settings from Menu. ![Tervela Cloud FastPath Settings window with Launch on Login checked and Save and Cancel buttons.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/winapp_settings-300x295.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=20292c4c916538f2d425948a70fb4bc0) * The “LAUNCH ON LOGIN”  option automatically restarts the Windows App when the installing user logs in.  This is the default selection. * The “RUN AS WINDOWS SERVICE” option continues transferring data after the Windows App’s installing user has logged out. See [**Windows App as a Service**](https://shuttle.cloudfastpath.com/kb/guide/windows-app/windows-app-as-service/) for details on setting up Windows App as a Service. * If your device already has the necessary content migration technology, continue by clicking “I already installed Windows App and registered my PC”. 7. On the next page, select the respective computer system as the configuration for the job. ## 1.3 Starting your Analysis job After setting up your source system, you are ready to begin your “Analyze Data” job. ### 1.3.1 Instructions for an Analysis job 1. Once you have set up your Windows source connection, select one of two analysis options. ![What do you want to analyze prompt with Choose specific folders and Analyze everything buttons.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/what-do-you-want-to-analyze.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=53560cb11870e9cef221e66b4cfa6559) 2. “Choose specific folders” opens the file explorer for the source system. Select specific directories or folders to analyze. The arrow at the top left of the file explorer returns the navigation up one folder in the directory. After selecting, click “OK” to continue. * Click “Cancel” to return to the previous page without specifying a selection. * Click “Clear Selections” to unselect all folders and files. 3. “Analyze everything” analyzes all the data in the selected source system. The next page contains the configuration summary. * Click the “Schedule” icon to set a date and time to start the job. * The “Rename” icon lets you change the name of the Analysis job. The full text is highlighted when changing the name. 4. Click “Analyze” to start the Analysis job. It may take some time to complete. * The upper-right corner of the page shows current activity and all updates to the job. * Click “View Results” to see details from the Analysis job. * “Stop” stops the job before it is complete. 5. When the analysis is complete, the page displays statistics in a table below. Your Analysis job results are available in multiple options. See Section 1.4 Understanding Analysis Results below for more information. Click the “Done” icon to return to the home page. ## 1.4 Understanding your Analysis results In an “Analyze Data” job, Box Shuttle scans every item selected in the source. This includes any specified files and folders. The job accesses your source data and does not migrate any data. It does not change any part of the data in the source. When complete, Box Shuttle creates a robust and informative report on your source data. ### 1.4.1 Instructions 1. On the home page, clicking a job expands the window to show more information. When an Analysis job is done, “View Results” shows up on the bottom left of the window. Click it to continue. 2. The Analysis Results page has all the details about this “Analyze Data” job. “Done” returns you to the home page. * Analysis Statistics displays a bar chart of the results. “Filter” on the right shows additional options for the data. Clicking on a category displays configuration options for input. ![Analysis Statistics chart with Filters sidebar open showing file filter category buttons.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/analysis-results-filter.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=40d6fbdc922109719b7aa8fe12495ad1) * Analysis Results provides two options for viewing data, the “See Results In Table” and “Export in XLSX” buttons. * “See Results in Table” takes you to the Cloud FastPath interface to view results. The column headers show the Filename, Size/Type, Owner, Last Modified, and Created. ![Analysis Results and Job History sections with See Results In Table, Export in XLSX, and History buttons.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/analysis-results-see-in-table.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=4c358b1a1f0f4c573ce08054209fb666) * “Filter” on the right shows additional options for the data. * “Export in XLSX” creates a downloadable file. Download the file by clicking “Excel icon: Export Results in XLSX”. ![Analysis Results table filtered to directories using the Type is directory filter in the Filters sidebar.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/analysis-results-table.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=c897d2cf5ac80e676abbc6542e66eb5a) * Each column has respective labels. The “A…” column changes the display for the text. It cycles through shortening the text display as follows * **"A..."** displays the first characters and shortens the rest of the line. * **"...A"** shortens the beginning of the line and displays the last characters * **"A...B"** displays both the first and last characters and shortens the middle text * “Export in XLSX” creates a downloadable file. Download the file by clicking “Excel icon: Export Results in XLSX”. * "Job History" shows the log of the job runs. ## 1.5 Strategies for job creation When planning a data transfer between locations, the tools in Box Shuttle help reduce errors and conflicts in the process. Rather than migrating everything in one big job based on your analysis results, you may decide on a multi-job migration strategy. ### 1.5.1 Why is it important? Data migration jobs are extensive tasks. Job accuracy and completeness require time. It may take a job more time to migrate a substantial number of small files, rather than a few large ones. Alleviate these issues with data migration transfer plans based on Analysis jobs of your data. Creating smaller data migration jobs reduces overall wait time for entire projects. Multiple jobs allow for more flexibility, and allow you to run multiple deltas easier. These, in conjunction with schedules and timing, reduce the barriers to completing large data migration projects. ### 1.5.2 What strategies are helpful? Each data migration project is unique. Separating your project into a manageable number of jobs is an ideal strategy. Prioritizing certain categories depends on the data migration project. Prioritize multiple shorter, smaller jobs over a single large job. For example, one directory may be larger than the others combined and would benefit from having its own data migration job. Another way of separating jobs may be to stagger jobs outside of busy network times for more reliable transfer speeds. A job delta includes running a job again to update for new data from the source and migrate to target, and is an important aspect of planning projects. Repeated runs of this job are helpful and benefit from multiple smaller jobs. This improves accuracy and efficiency for the entire project in accounting for various changes. #### **Table of data characteristics** The categories below describe properties to consider when creating a data migration project. Each category has unique benefits for grouping into multiple jobs.
**Category****Description**
SizeHow large or small files are or how many files there are
UserHow an organization categorizes users
PermissionWhat users have privileges and rights to files
DateWhen the files created or modified
TypeWhat the formats are for the files
Path structureWhere the files are
*NOTE: Factors such as network speed, connection stability, and bandwidth congestion may impact the total duration of the data migration project.* # Migrate data A “Migrate Data” job moves files from a source location (Windows disk, network file share) to your target location, Box. This job is a data transfer. Transfer jobs set up migrating data from one location to another. Box Shuttle requires two connected systems to run a job. When creating an initial data transfer job, there are three types of data transfer jobs available:  “Migrate Data,” “Migrate Ownership,” and “Migrate Permissions.” This section features “Migrate Ownership” and “Migrate Permissions” in addition to “Migrate Data.” ![Migrate Data step with Migrate Data checked and Migrate Ownership and Migrate Permissions unchecked.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/migrate-data-only.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=83a22d192b51d6fe575e82f8292fe222)
**Job title****Description****Article location**
“Migrate Data”Moves files and foldersDoes not apply ownership or permissionsRequired selectionSection 2.1 Setting Up Your Data Migration
“Migrate Ownership”Migrates Data and maps owner properties from source to targetSection 4.3 Migrate Ownership
“Migrate Permissions”Includes “Migrate Data” and “Migrate Ownership” as well as maps and migrates sharing privilegesSection 4.4 Migrate Permissions
## 2.1 Setting up your data migration Start your data migration project by selecting “Migrate Data” to transfer files from your source to Box. ### 2.1.1 Introduction Data migration jobs go through several configuration steps before beginning to move data from a source to the Box target. In a basic data migration job, configuring the source and the Box target require preparing each system with map file location selections. This job only involves the files/folders and does not include ownership or permissions. To migrate the ownership and/or permission information, Box Shuttle prepares Account Mapping configurations. See Section 4. Ownership and Permissions for more information. ### 2.1.2 Instructions 1. On the home page, click the + icon at the top right of the page to create a new job. 2. Click the “Migrate Data” icon on the right. The icon expands and displays three migration options with checkboxes. Click the “Continue” button to proceed. * Select “Migrate Data” only. This job only moves data from one location to another. * Specify the configured Windows system. * To configure a new source, view Section 1.2 Connecting to Your Windows Source. 3. At the “Choose target system” page, click the Box destination system. * To transfer data into Box, you must be able to authenticate into Box as an administrator. Co-administrators will not be able to access the user profiles of other co-admins nor the account administrator. By authenticating as the admin, you can move data from multiple accounts on a source transfers to the corresponding accounts on the Box target with no risk of missing access to corresponding user accounts. ![Choose target system screen with a Box Admin card to configure a new Box destination.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/choose-a-new-target-box-system-configure-target.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=acc90047b43b1f290ece7a6c3dfc8856) * Confirm your account information and click “Continue” if required. 4. On the next page, answer “What do you want to migrate?” with two source folder options for data migration. Clicking a button continues the data migration process. ![Windows to Box migration scope prompt with Choose specific folders and Migrate everything buttons.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/what-do-you-want-to-migrate.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=4ed24f53a27124c596e0e4d2a1e5a8da) * “Choose specific folders” brings up a file explorer for the source content. Navigate to the specific folder by clicking the folder names. Click and Shift-click files to add them to the data migration job. Clicking “Cancel” returns you to the previous screen without selecting files or folders. To confirm your file and folder selection, click “OK” on the bottom right. * “Migrate everything” selects all files and folders from the source. 5. On the “Choose account to migrate to” page, click the specific account to use in the data migration. Click “Continue” to proceed. * Use the “Search icon” to look for specific accounts to add. * A pop up at the bottom of the screen also prompts a .CSV file download for local editing, if needed. Select an appropriate action to continue. * Click “Download CSV” to download a file to the local device. If you have a CSV file prepared, upload the file to Cloud FastPath by clicking “Upload CSV”. The “X” button continues to the next section without any action on CSV files. 6. At the next “Where do you want to transfer all data?” page, you have the option to transfer data to a new folder as well as maintaining the root folder of the Box target. Click the button for your respective action to continue. ![Where to transfer all data prompt with Create a new folder and Root folder destination buttons.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/where-to-transfer-data.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=77c2b9a0b71eaa986111a309706d7f9b) * “Create a new folder” prompts you to type in a new name in the “Give a name to the new folder” text box. Click “Continue” to move on or “Cancel” to return to the previous page. * “Root folder” uses the source folder structure within the Box target directory. This uses the Box target directory as-is. 7. The next page is the job summary page. The information below contains bandwidth, source system, migrating folders, and Box target system. To continue with the job, click “Run Simulation”. * “Run Simulation” runs an estimation on how fast the job will run with its current configuration. When the simulation finishes, view the results for more information about potential performance of the “Migrate Data” job. We recommend running a simulation prior to migrating live data. * “Transfer” directly starts the data migration process without a Simulation job. * “Schedule” sets a specific date and time in the future for the “Migrate Data” job to run. This option also allows for scheduling the job behind the queue of another job running. * “Rename” lets you change the name of the Analysis job. The full text is highlighted when changing the name. Prepare to run a simulation of a job before migrating any data. A simulation helps provide additional information about the job before transferring any data. Plan an effective and efficient series of jobs based on your configurations. Proceed to data migration when ready after reviewing the results of the simulation. # Simulation A migration simulation enables you to have a trial run of your migration, without migrating any live data. This is an incredible opportunity to get ahead of any issues and human error. Running simulations before migrating your data helps reduce errors, maintain accuracy, and increase efficiency. While optional, we highly recommend running migration simulations prior to migrating data. These comprehensive jobs take time to complete. You can also run simulations between job delta runs to see exactly how much data would be transferred in the next run. For example, the points below are common scenarios for a simulation. * After setting up your first job * Coordinated with job configuration changes * If data on your source or Box target changes significantly (including data being moved or renamed) * Migrating permissions “Run Simulation” appears after successfully configuring a “Migrate Data” job. The button is also on the job summary page as well as the home page when clicking and expanding the job. When the simulation job has finished, the reports tell you what files would have transferred, how many bytes of data would have transferred, and what files, if any, would be deleted. Additional simulation benefits: * Identifies the size of content on the source, the number of files, and total bytes. * Assesses how many files and bytes transfer during synchronization runs. Also identifies files that transfer during the sync. This is helpful for evaluating whether or not to run the sync. * More quickly identifies and troubleshoots transfer errors, such as Access denied, when comparing results to a direct transfer. Simulation jobs help evaluate drive and network connectivity problems. * Determines estimated time to complete a data migration, and potential congestion issues impacting transfer speed. ![Data migration job header for Windows to Box Admin, Data Only with Run Simulation and Transfer buttons.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/run-simulation-data-only.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=c10e3d84f62d1aa840f7be9bfb65b775) ## 3.1 Instructions 1. At the job summary page when completed with all configuration options, you can see a simulation option. This is available for any of the “Migrate Data” job configurations. 2. Click “Run Simulation” to perform a trial run estimation of the migration job. * When starting, a status icon displays to the right of the job name. 3. After the simulation is complete, click “View Results” to visit the summary page. * This page contains an estimation of how much time the data transfer will take with the current configuration.  Live data transfer results may differ. * The “Simulation Statistics” table shows a chart of the files. To change the applied filters, click the “Filter” icon on the top right or one of the buttons below the table. ![Simulation Statistics bar chart of file sizes by category with See Results In Table and Export in XLSX buttons.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/simulation-statistics.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=1d97558690eb2b9b7ce475f5a677dca8) * The “Simulation Results” section takes you to view results. The information in the column headers corresponds to the specific simulated job. * “Export in XLSX” creates a downloadable file. Download the file by clicking “Excel icon: Export Results in XLSX”. * Job History shows the log of the actions for the job with the “History” button to the right. ![Simulation Results table with Export in XLSX side panel showing selected content types for export.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/simulation-export-results.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=51fa70a6d3d476637c4a557f2b6a24f5) 4. Click “Done” to return to the home page or click “Transfer” to start the data migration job. ![Simulation Completed overview from Windows to Box showing duration, file counts, sizes, and Transfer button.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/simulation-results-overview.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=74281055c6814d2f013cd0c64900dbf6) ## 3.2 Understanding your simulation results Viewing results allows you to filter based on the status of files. The table below displays the various status updates and their respective meaning. When reviewing the results, check for potential issues or errors prior to migrating your data.
ErrorDescription
Read-errorMost are permissions related. These must be resolved in the source system.
Write-errorRelated to issues writing data to target.
FilteredIndicates data that will not be migrated.
Match-existsUp-to-date copy of file or folder already exists on target: source and target are synced.
SuccessFile should transfer with no errors.
Partial-successFile should transfer successfully, although with missing metadata.
Source-missingTypically indicates files were found on the target that are not on source.
Size-exceededThe file is larger than the target supports.
# Ownership and permissions For migrating ownership and permissions, Box Shuttle examines source file/folder permission properties. The examination results provide a list of mapping subjects as well as potential errors. Then, Box Shuttle maps source subjects to Box target subjects. To continue with the job, each pairing of source users and groups to target users and groups undergoes processing. The processing results display potential errors among file/folder and subject paths. ## Ownership This type of job moves the data from one location to another and preserves content ownership, but omits all other permissions. To migrate all existing permissions, see Section 4.4 Migrate Permissions. The “Migrate Ownership”  strategy is helpful for manually setting sharing permissions in Box. In this situation, examples include unnecessary original file/folder permissions or a centralized system or user group being the only subjects using the items in a target. ## Permissions This configuration for data migration transfers files, ownership rights and permissions from one location to another. This option includes “Migrate Data” as well as “Migrate Ownership” in the data transfer process. This strategy is helpful for complete management of files, accounts, and privileges throughout the entire data migration process. With this job, examples include a comprehensive data transfer project involving multiple users, accounts, and groups with varying permissions. ## 4.1 Account Mapping Account mapping is the tool for associating a source user account with a user account on the target. Transferring multiple users’ files and folders  without users losing access to content as a part of a migration is simple after matching accounts. This is an essential component to both the “Migrate Ownership” and “Migrate Permissions” migration strategies. Box Shuttle attempts to map users automatically. For example, a user and their respective files with username on your local network may automatically match to a Box user account with the email address [username@mycompany.com](mailto:username@mycompany.com). Additionally, permissions assigned to groups such as Engineering, regional offices or restricted-access entities such as Legal map to their corresponding target groups. To accomplish this, Box Shuttle takes an inventory of all the users, groups, and permissions on the source when initially scanning the content. After an examination, the next step is processing to scan target users and groups. Processing confirms the owner’s and share’s permissions, paths on the target, and automatically matches according to best possible fit.  Account mapping accelerates and simplifies large, multi-user data transfers. ## 4.2 Permission Conflicts Box Shuttle provides you options for when permission conflicts occur between source and target. When transferring data from a source to a target, Box Shuttle determines whether ownership or permissions are compatible between the two. See the table below for selecting how to process the data migration for compatibility issues.
**Expand permissions**Adds permissions to child folders or files if they have fewer permissions than a parent.![Expand permissions diagram adding Admin permissions to Team folder and file while preserving existing access.](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image39.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=f5d5915a66e4f9a94ced24a4c2552619)
**Restrict permissions**Removes permissions from parent folder if a child has fewer permissions than the parent.![Restrict permissions diagram showing Admin folder and file permissions changed to No sharees while Team is unchanged.](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-2.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=5074739791f88f6b9bb557257aa34200)
**Skip files that have conflicts**These folders or files are not transferred in the data migration because they have reduced permissions relative to a parent. They display as “filtered” in results.![Skip permissions diagram showing the Team branch excluded in red while the Admin branch remains included.](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image23-3.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=e24b95209ba5df99675f888ac0fadd2c)
### 4.2.1 BUILTIN\Administrators BUILTIN\Administrators is an administrative user group in the Windows operating system. This group often establishes user accounts. BUILTIN\Administrators only appears in your job if that group owns or shares some of the data you selected for transfer. ![User mapping row for BUILTIN\Administrators source group with choose target group placeholder.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/builtin-admin.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=5ab42c781df6335c2a262dccf993815b) In some cases, the BUILTIN\Administrators group owns user folders from when first provisioning users’ accounts. If this administrative user group is an owner of data on the source, the best practice is to map permissions to a specific group or admin account on the target. During Account Mapping, Box Shuttle must map an account path on the source to an account on the target. This applies to BUILTIN\Administrators as well. ## 4.3 Migrate ownership This type of job moves the data from one location to another and preserves content ownership, but omits all other permissions. To migrate all existing permissions, see Section 4.4 Migrate Permissions. The “Migrate Ownership”  strategy is helpful for manually setting sharing permissions in Box. In this situation, examples include unnecessary original file/folder permissions or a centralized system or user group being the only subjects using the items in a target. ### 4.3.1 Instructions 1. When continuing a “Migrate Data” job with “Migrate Ownership” selected, Box Shuttle allows you to choose how to resolve permission conflicts during the data transfer process. Select the option appropriate for your data migration job. See Section 4.2 Permission Conflicts for additional info. * Expand permissions * Restrict permissions * Skip files that have conflicts 2. At the “Select and map file locations” page, click on the “Folder” icon to select the relevant folders for the job. Click the box to the left of the folder name to toggle whether or not the folder is included in the job. Click “Done” when finished. ![Select and map file locations with \\\Test-win2008-3\xtestdata selected and one folder to migrate.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/select-and-map-file-locations.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=795500540c1c594947f87742f9254783) * Clicking the “Folder” icon next to a folder’s name displays that folder’s subfolder content. The “choose target location” button in the file directory interface displays the available location in the target system for the respective folder. Click “Done” to return to the “Select and map file locations” page. ![File location mapping with tsetxa1 folder selected and choose target location link highlighted.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/choose-target-location-file-directory.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=02fd3dfbd4171343d14ec840a9b6b9aa) * Use the “magnifying glass” icon to locate specific files. * “Hide unchecked” displays only the selected folders. * “Default folder” allows you to create a new parent folder. This becomes the parent folder within the target system. * The “choose target location” button displays the available target accounts. Click on the account name to continue or the folder icon to enter the folder directory for that account. *NOTE: Windows permissions can be configured to break permission inheritance. This is incompatible with*[*Box’s waterfall permissioning model*](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions)*. The result are permissions conflicts between source and target mappings. Resolve these conflicts by either allowing more permissions, removing permissions, or skipping the files entirely.* 3. Box Shuttle ensures user accounts map correctly from the source to the target with an examination. Click “Examine” to continue with the job. “Cancel” returns you to the “Select and map drives” page. ![Examination required banner explaining user account mapping with Examine and Cancel buttons.](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image34.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=3bf2bc47b6b1b3c664e07e80180278f3) * If Box Shuttle finds errors examining the source, see the conflicts by clicking “View Errors”. ![Examination errors for insufficient permissions on a TopSecret folder with Re-examine and Skip locations buttons.](https://mintcdn.com/product-docs/RHJZy0EEnl7IENEX/images/box-shuttle/examination-failed.png?fit=max\&auto=format\&n=RHJZy0EEnl7IENEX\&q=85\&s=97eb4dfcf20f27ee2af863e9752a30a4) * The Examination errors page displays a table of the errors. If needed, “Download the full list of paths” provides a .CSV file for your reference. Review the list of errors for guidance on how to resolve them.  For example, in some cases, you may have to add access for the Windows admin to the affected files or folders. Click “Re-examine paths” to run the examination once again after changing the paths. Click “Skip paths and continue” to omit the file paths and leave the page. 4. When Box Shuttle completes the examination, review the generated Map groups table. Complete the target assignment with the “choose target” buttons under the “Target users and groups” column. Click “Continue” when finished. ![User and group mapping table from BUILTIN\Administrators and ORVELA accounts to target Box users and groups.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/select-and-map-users-and-groups.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=d9179ca6486d0bc2a8b083376c1dfffe) * The “choose target group” or “choose target user” text boxes display a drop down list for you to select a Target Group or Target User. Box Shuttle automatically populates best fit matching source and target pairs. * Unchecking the box for a user/group omits any sharing for them on the target. *NOTE: BUILTIN\Administrators is a unique group to Windows devices. See Section 4.2  Permission Conflicts for more information.* 5. In order to continue, Box Shuttle processes the location as well as the group mappings. Click “Process” to continue. ![Processing required banner for location and subject mappings with Process and Cancel buttons.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/processing.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=0af499d20e72e5875e739c51f870e334) * If Box Shuttle finds errors between processing the location and subject mappings, see the conflicts by clicking “View Errors”. * The Mapping errors page displays a table of the errors. If needed, “Download the full list of paths” provides a .CSV file for your reference. Click “Skip paths and continue” to omit the file paths and leave the page. ![Mapping errors listing file paths with target access restriction errors and a Skip paths and continue button.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/mapping-errors.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=93fd91cce5525bb7469536a2ff75e360) 6. The last step is on the job summary page. View the source system, target system, permission-conflict resolution strategy, path mappings, and the subject mappings. From here, select an action to continue. * “Run Simulation” in Box Shuttle runs an estimation on how this job will perform on a transfer run with its current configuration. When the simulation finishes, view the results for more information about potential performance of the job. * “Transfer” immediately starts the data migration. > [!NOTE] > > It is recommended to start with a Simulation before doing a transfer. > > * “Schedule” allows you to set a specific date and time for the job to run. This option also allows for scheduling the job behind the queue of another job running. ## 4.4 Migrate permissions This configuration for data migration transfers files, ownership rights and permissions from one location to another. This option includes “Migrate Data” as well as “Migrate Ownership” in the data transfer process. The instructions below guide you through each step of the process. ### 4.4.1 Instructions 1. When continuing a “Migrate Data” job with “Migrate Permissions” selected, you can to choose how to resolve permission conflicts during the data transfer process. Select the option appropriate for your data migration job. See Section 4.2 Permission Conflicts above for additional details. * Expand permissions * Restrict permissions * Skip files that have conflicts *NOTE: Windows has a more flexible structure for folder and file permissions than Box. These conflicts resolve by either allowing more permissions, removing permissions, or skipping the files/folders entirely.* 2. At the “Select and map file locations” page, navigate to the appropriate files and folders for the data migration job with the “Folder” icon. Click “Continue” when finished. * The “Folder” icon displays the folder children and files in that parent directory. The “choose target location” displays the available location in the target system for the respective folder. Click “Done” to return to the “Select and map file locations” page. * Use the “magnifying glass” icon to locate specific files. * “Hide unchecked” displays only the selected folders. * “Default folder” allows you to create a new parent folder with the “Create a new folder” icon. This becomes the parent folder within the target system. * The “choose target location” displays the available locations within the target system. Select the appropriate folder and click on the “>” arrow. 3. Box Shuttle runs an examination on accounts permissions mapping from the source to the target. Click “Examine” to continue with the job. “Cancel” returns you to the “Select and map drives” page. * If errors are found examining the source, see the conflicts by clicking “View Errors”. * The examination errors page displays a table of the errors. If needed, “Download the full list of paths” provides a .CSV file for your reference. “Re-examine paths” runs the examination once again. Click “Skip paths and continue” to omit the file paths and leave the page. 4. When the examination is complete, review the generated Map groups table. Complete the target assignment with the “choose target” boxes under the “Target users and groups” column. * The “choose target group” or “choose target user” text boxes display a drop down list for you to select a Target Group or Target User. The tool automatically populates best fit matching source and target pairs. * Unchecking the box for a group omits that user or group as a share from account permission mapping. *NOTE: BUILTIN\Administrators is a unique group to Windows devices. See Section 4.2  Permission Conflicts for more information.* 5. In order to continue, Box Shuttle processes the location as well as the group mappings. Click “Process” to continue. Click “Done” when processing is complete. * If Box Shuttle finds errors between processing the location and subject mappings, see the conflicts by clicking “View Errors”. * The Mapping errors page displays a table of the errors. If needed, “Download the full list of paths” provides a .CSV file for your reference. Click “Skip paths and continue” to omit the file paths and leave the page. 6. Next, you are routed to the job summary page. The information below contains the bandwidth, source system, target system, the actions for conflicts when migrating permissions, the path mappings, and the subject mappings. Select your next respective action to continue. * “Run Simulation” runs an estimated model on how this job performs with its current configuration. * “Transfer” directly begins migrating data to Box. * “Schedule” sets the job to run at a specific date and time in the future. 7. After completing a Simulation job, click “Transfer” to begin the job. 8. While the transfer is running, updates to the job are on the right of the job page. When completed, the page displays a summary of the data transfer as well as other information. Click “Done” to return to the home page. * The “Transfer Statistics” table shows a chart of the files. To change the applied filters, click on the “Filter” icon on the top right or one of the buttons below the table. * “Transfer Results” takes you to view results. The information in the column headers contains the Source, Size/Type, Target Account, Status, Transfer Start, and Modified Time. * “Export in XLSX” creates a downloadable file. Download the file by clicking on “Excel icon: Export Results in XLSX”. ![Export in XLSX dialog with content type checkboxes for files, users, collaborators, and event log.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/export-in-xlsx.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=4de14e7bfb6be956dbf37b002e41431b) * Job History shows the log of the actions for the job with “History” to the right. ### 4.4.2 Examination errors When errors are identified for files or folders during an examination, view the results in the following section. For multiple files or folders with conflicts, the “Group by error” icon displays them in the table. To continue with the job, select between the two options: * “Re-examine paths” runs through the examination again. This does not change the configuration. If changing the source, the target, or any of the file paths, use the arrow buttons at the top of the page. * “Skip paths and continue” ignores the specific error paths and files. The files or data in the folders do not migrate. If errors are found between processing the location and subject mappings, see the conflicts by clicking “View Errors”. * The Mapping errors page displays a table of the errors. If needed, “Download the full list of paths” provides a .CSV file for your reference. Click “Skip paths and continue” to omit the file paths and leave the page. # Complete the transfer Continue with your data migration job and complete the transfer of files and folders from the source to the target. ## 5.1 Instructions 1. Navigate to the configured job when ready. Click the job title to expand a window with job options. * “Run Simulation” begins a test run estimate of the data migration job. * “Configure” returns you to the job summary page. Navigate back and forth between pages with the arrow buttons at the top of the page. * “Schedule” sets the “Migrate Data” job at a specific date and time. 2. Click “Transfer” to begin the data migration. * When starting, a status icon appears to the right of the job name. 3. When the data transfer is complete, click “View Results” to visit the summary page. * This page contains statistics and information on how the data transfer performed with the current configuration. ![Transfer Completed summary showing 10.1 GB total, 41,123 files, and migration success and source-missing counts.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/transfer-completed.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=8ed0b7f6e2076ded16c1bcaa066b68a4) * The “Transfer Statistics” table shows a chart of the files. To change the applied filters, click the “Filter” icon on the top right or one of the buttons below the table. Click on the category to display a dropdown menu for additional configuration. ![Source filter configuration with Contains rules for test and folder, and Type is not directory.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/filter-config.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=ff2e4d2eb058f6c04611055dd5603f63) * “Transfer Results” takes you to view results. The information in the column headers corresponds to the specific transfer job. * “Export in XLSX” creates a downloadable file. Download the file by clicking “Excel icon: Export Results in XLSX”. ![Export in XLSX dialog with content type checkboxes for files, users, collaborators, and event log.](https://mintcdn.com/product-docs/_i6L8gLCJIhlIXYB/images/box-shuttle/export-in-xlsx.png?fit=max\&auto=format\&n=_i6L8gLCJIhlIXYB\&q=85\&s=4de14e7bfb6be956dbf37b002e41431b) * Job History shows the Cloud FastPath log of the actions for the job with “History” to the right. 4. Click “Done” to return to the home page # Review This guide supports your data projects with the “Analyze Data” job and the “Migrate Data” job in Box Shuttle to learn about your data and transfer it from one location to another in your Box target. In addition, transferring file information such as ownership and permissions provides more detailed data migration project management. ## Resources * **Cloud FastPath Windows App [download link](https://shuttle.cloudfastpath.com/winapp)** * [**Windows App as a Service**](https://shuttle.cloudfastpath.com/kb/guide/windows-app/windows-app-as-service/) # Migrating Content from Google Drive to Box Source: https://docs.box.com/en/box-shuttle/box-shuttle-legacy/migrating-content-from-google-drive-to-box > [!NOTE] > > This article is about Box Shuttle as a **standalone tool**. If you are using **Shuttle in Admin Console**, see [this document](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle). # Introduction Every migration is unique, and it can be tricky to move data between differing systems. Box Shuttle enables a simple and powerful path from wherever your content is stored today into Box, allowing you to transfer folders, files, permissions, and metadata. This guide provides instructions for moving data from Google Drive and focuses on how-to procedures, best practices, and configuration steps. > [!NOTE] > > This guide applies to migrations from Google Drive associated with a Google Workplace account, not personal Google Drive accounts or Google Cloud Storage. If you are looking to migrate from personal Google Drive accounts, contact your Box account team for guidance. # Google Drive migration concepts The following sections will help you understand Google Drive migration concepts before you start analyzing and migrating your data. ## Google Drive Google Drive is a cloud provider operating from **drive.google.com**. ## Account mapping Account mapping is used for associating a source user account with a target user account. Matching accounts simplifies transferring multiple user files and folders without users losing access to the content. This is an essential component to migrating permissions. Box Shuttle attempts to map users automatically. For example, a source account of **[username@mycompany.com](mailto:username@mycompany.com)** on Google Drive automatically maps to a Box target account with the same name. Additionally, permissions assigned to groups such as Engineering, regional offices, or restricted-access entities such as Legal, map to their corresponding target groups. To accomplish this, Box Shuttle follows these steps: 1. Audits all the users, groups, and permissions on the source when initially scanning the content. 2. Scans target users and groups. 3. Confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. The Google Drive (Administrator/Service Account) system is required for account mapping. Next sections provide the details of account migration. ### My Drives If you select multiple Google source accounts for transfer, Shuttle will transfer the contents of each user’s My Drive. You can also transfer Shared Drives in the same job. > [!NOTE] > > Box Shuttle only transfers items from **drive.google.com**. Items from other URLs, such as Google Photos (**photos.google.com**) are not supported. ### Shared with Me space Shuttle does not list or transfer content stored in the Google Drive **Shared with Me** space. For Google sources, each selected user’s personal account is transferred in a multi-user migration. In most cases, an item that resides in more than one place on the tenant will be transferred along with the account of the user who owns that item. If you select all accounts, Box Shuttle transfers one instance of each item in the entire Google tenant. Duplicate instances of that item in other locations will be consistently filtered so that only one instance of each item is transferred. ### Alias emails Alias emails are alternate emails to the primary email for a given account. These may be due to historical changes in the Google account. For example, this includes relevant email domain changes from **subsidiary.com** to **parentCompany.com** with users receiving new email accounts. In addition, instances with users needing two emails for the same account also apply. When migrating data from Google Drive, this can result in file conflicts. Former items may be shared with **[joe@subsidiary.com](mailto:joe@subsidiary.com)** and newer items would be shared with **[joe@parentCompany.com](mailto:joe@parentCompany.com)**. These items are actually shared with the same source account. Box Shuttle checks the IDs of user metadata associated with owners and contributors. This merges aliases with the current primary email for the account. In this example, any files shared with the **[joe@subsidiary.com](mailto:joe@subsidiary.com)** are listed as being shared with **[joe@parentCompany.com](mailto:joe@parentCompany.com)** in the mapping spreadsheet and in Box Shuttle reports. Prevent errors during the migration and update primary emails of user accounts before any analysis or transfer job. ### Externally-owned data and collaborators Box Shuttle does not support external owners or collaborators. Any data that has external owners will not be migrated. External collaborators cannot be migrated and will need to be added to data post-migration. ## Google Docs migration Google hosts pseudo files, such as Google Docs, that are stored in a database and rendered as files in the Google Drive UI. Box Shuttle automatically exports and transfers **docx**, **xlsx**, **pptx**, **svg** and **txt** files from Google Docs, Sheets, Slides, Draw and Sites files respectively. Please reach out to Box Consulting if you need to migrate Google Docs without conversion. > [!NOTE] > > Maps and Forms are not exported and are not transferred. To ensure Google Docs are migrated properly: * Complete all Google Doc edits and allow ample time for saving before any transfers. * Avoid editing documents during any active transfers. Documents going through the save process may result in additional files on the target with **(Conflicted Copy)** in the file name. If a Google Doc is updated on the source after the initial transfer, a resync run transfers and exports the updated content. Box Shuttle uses Google’s export tool to export Google docs and may encounter files that cannot be exported. Files with export errors are documented in the transfer report. For details, see [Google Drive export errors](#export-errors). ### Suspended users To transfer Google Docs from a source, only **active** users are supported. Suspended accounts are not compatible, and can result in permission errors on export that leads to transfer file failure. ### Versioning in Google Docs Google Docs may also include file versions. Unlike true files, Google Docs versions are not stored as separate files. These are stored and accessed within the document itself. This is similar to Box. Box Shuttle lists Google Doc versions in the analysis report. These versions are transferred when Google Docs exports to Office on the target with the **Sync File Versions** job selection. Versions are listed in reports for analysis, simulation, and transfer jobs. ## Converting unique Google properties to other platforms ### Forward slashes in file and folder names Forward slashes (/) are commonly used in file and folder names on Google Drive. This may conflict with moving to other service providers. The forward slash character is invalid and reserved for use as a delimiter of directories and files in data paths. Box Shuttle converts forward slashes to divider slashes **U+2215** for all Google Drive sourced migrations. This character replacement is displayed in the file chooser, simulation, and transfer reports. Similarly, trailing and leading spaces in file or folder names are also converted to a character that looks like a space visually, but is actually a different character that Box supports. ### Duplicate named items Google Drive supports files and folders with duplicate names. For two or more folders or files with the same name, Box Shuttle appends a unique ID to the name. For example, an item with the name **Content1** transfers as **Content1** and any later named items with the same name also include an appended ID, such as **Content1 (abcdefg12345)**. If you have a folder and file with the same name, they transfer to Box with their names intact. Please review your simulation results carefully. ## Sources and targets The **source** is where the data is today. This is a starting point for the data in the migration process. Box Shuttle cannot alter or modify your source data. The **target** is an end destination – Box. This is where the data is at the end of the migration process. A target can be one or more different user accounts. ## Jobs A job is a task to move one group of data from a source into Box. A group of data is whatever makes sense to your business - it might be a department, a single user, or a particular folder - that's up to you. In the migration context, the term job applies to migrating data from the source to a Box target. Box Shuttle offers two job types: * **Analyze Data** jobs help you start planning your migration. These jobs analyze every item specified in your source and provide a robust report. * **Migrate Data** jobs move and transfer data. These jobs include: * Data-only migration that migrates your data to a single location on the target without migrating permissions. * Migration with permissions that transfers not only data, but also ownership rights and permissions from one location to another. # Prepare your Google account Unlike most service providers, Google Drive requires more information than a username and password. Google as a provider does not support OAuth authentication, instead supporting JSON Web Tokens (JWT). That’s why you need to follow these steps to prepare your Google Drive account for Box Shuttle: 1. Set up a Google Cloud Platform (GCP) project. 2. Create a service account for the project, and generate a JSON file with your key pair. 3. Enable the required APIs for the project. 4. Enable the project service account. 5. Request quota increase from Google Drive to reduce rate limiting. ## Set up the Google Cloud Platform project 1. Go to your [Google Cloud Platform dashboard page](https://console.developers.google.com/). Navigate to your projects using the dropdown menu on the left of the search bar.\ Google defaults to your last project. ![image50.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image50.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=ab1ec4f8357b89ea50d89045cac1733d) 2. If you don’t have a project, click **New Project**. 3. Add your Project name, Project ID, Organization, and Location. ![image53.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image53.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=437646eb7c9752d26894216dcf1f79dc) 4. Click **Create** to continue. > [!NOTE] > > If you already have a project, editing your Project ID is optional and not recommended. 5. Open the Google Cloud Platform menu and navigate to **IAM & Admin**. 6. Click on **Service Accounts** in the pop up. ![image48.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image48.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=344737b28617705a240d7c8000702c60) 7. On the Service accounts page, click **+ Create Service Account**. ![image43.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image43.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=949cf1d5e1ea1b84576668fdf9069aee) 8. Add and confirm your service account information, then click **Create and Continue**. Click **Done** to return to the Service accounts page.\ Granting project access and user access options are optional. ![image38.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image38.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=a54c99c6e3e1b77caaae37315773e85f) 9. On the Service accounts page, select the new service account from the previous step. Click the three dot icon in the **Actions** column. Click **Manage keys**. ![image44.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image44.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=dab3840b5811a85eeaad8902f4c75607) 10. In the Keys tab, click **Add Key**. Then, click **Create new key** in the drop down menu. ![image7.png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image7-5.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=3d9e49f3d289e935926d30b462b0cc36) 11. The prompt gives you two options for downloading a file with the private key. Select the **JSON** key type. Click **Create** to download a JSON file to your device. ![image41.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image41.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=c49d9d9f744ffb49c6d28a62cd40be53) 12. Save this file in a secure location. It is required for next steps. ![image14.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image14-7.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=213adc766da070c8f2ea513e43bac9b2) 13. Go to **API & Services** > **Enabled APIs & services** on the left from the pop up menu. ![image28.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image28.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=b8be2f131f53699034161fc4c2f276e5) 14. On the APIs & Services page, click **+ Enable APIs and Services**. ![image27.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image27-6.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=44a7b2765a123d4acbe2782e3ff42dd0) 15. On the API Library page, use the search bar to find the **Admin SDK** and **Google Drive API** to add. Click the appropriate result to continue to the next page. ![image40.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image40.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=d10213cb8575c06e64099f2a437db059) 16. When adding the APIs, click **Enable**. This brings you to the specific API page. Navigate back to the API Library by clicking **API/Service Details** above the API title and icon. ![image15.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image15-5.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=6e546de8cc1456719b60fd2a0f842f97) 17. Repeat Steps 15 and 16 for the Google Drive API. ## Adjust Google Admin settings 1. Go to your Google Admin page. Scroll down and click **Security**. ![image31.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31-6.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=3ed6e26eafaa940c332b960be7cdf7c4) 2. At the Security page, scroll down and click **API controls**. ![image47.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image47.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=99bc1203cc1fb74582f3dee5f6e76c38) 3. At the API controls page, scroll down to **Domain wide delegation**. Click **Manage Domain Wide Delegation**. ![image24.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image24-pngs.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=a4e115c4b6029121124d16527a3fafd5) 4. On the Domain-wide Delegation page, click **Add New** in the API clients table for the **Add a new client ID** prompt. ![image30.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image30.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=c5e0b24389f30ce6cd08e19b782e3492) 5. Open the JSON file you have saved before. Copy the **Client ID** value from the file. Paste the value in the **Client ID** field in the prompt. 6. In the **OAuth scopes (comma-delimited)** field, paste the string in the field from the prompt:\ [https://www.googleapis.com/auth/admin.directory.group,https://www.googleapis.com/auth/admin.directory.user,https://www.googleapis.com/auth/drive](https://www.googleapis.com/auth/admin.directory.group,https://www.googleapis.com/auth/admin.directory.user,https://www.googleapis.com/auth/drive) ![image2.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image2.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=ca1beded94aa150f8f30e037f38900a0) Click **Authorize** to continue. ## Google Cloud Platform quotas 1. Go to your [Google Cloud Platform dashboard page](https://console.developers.google.com/). Use the menu to go to **IAM & Admin** > **Quotas**. ![image52.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image52.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=6b3dd4a783368d434551c1d6ad5501d0) 2. At the Quotas page, use the search bar next to Filter in the table. Search for **Google Drive API**. Select the **Google Drive API** by clicking the box. ![image49.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image49.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=ec7d2664d2b587b2fa315a0805aeb6c2) 3. Click **Edit Quotas**. ![image3.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image3.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=35c74dcc206558a15fb168a7d6e88d2c) 4. At the prompt, update the values for the Google Drive API with the following info.To edit the values, your project must be linked to a billing account. Click **Submit Request**. * Queries per 100 seconds: **100000** * Queries per 100 seconds per user: **20000** ![image17.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image17-6.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=81547ba76410b82d3feebc7547fa4e51) # Source analysis Running an Analysis job helps you understand your source data at a more comprehensive level. The analysis report includes information on data type, size, age, and permissions. As a result, it is easier to divide a large and complex job into smaller manageable pieces to plan which departments or sections to migrate first, as well as to come up with a reasonable approach to migrate your users and their data. This way, large projects can finish quicker, cost-effectively, with fewer conflicts, and more efficient delta runs. The following instructions guide you through the process of setting up your source system and analyzing the files and folders in the origin location. ## Configuring a Google Drive source 1. On Box Shuttle home page, click **+** to create a new job. ![image26.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image27.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=0578cce1b82008265280b473470c44ca) 2. Click **Analyze Data**. ![image11.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=8e3f6e0eccdb50aec1e24a6b0374a018) 3. Under **Configure a new system**, click the **G-Drive** tile. 4. Click **Log in to Google Drive**. 5. Add the administrator email. ![image25.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image25-5.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=76be441f03e1da9f1b8e09051ec03ca6) 6. Provide access to G-Drive with credentials from your JSON file. Click **Choose file** to open the file explorer. 7. Select the JSON file you have saved during Google Cloud Platform configuration and click **Open**. ![image9.png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image9-5.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=58af71f54823d498874fb592eaf47436) ## Running an analysis Once you have your Google Drive source configured, you can begin to run jobs. 1. Click the **+** icon to create a new job. 2. Click **Analyze Data**. 3. Under **Systems that you configured before** select the **Google Drive** source. 4. Authenticate and click **Continue**. 5. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. ![image35.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image35.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=b9bcd26880272b4d8c644690b9bbcca5) 6. On the Select file locations page, choose the source files to analyze. * Hover over the row to reveal a folder explorer icon ![foldericon.png](/images/box-shuttle/foldericon.png). Use it to browse through your account and add or exclude specific files or folders. * The ![GlassIcon](/images/box-shuttle/glassicon.png) icon allows you to search for the accounts to add. * The ![EyeIcon.png](/images/box-shuttle/eyeicon.png) icon allows you to hide unchecked items or show all. 7. Click **Done** to continue. 8. View the configuration summary. ![image12.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image12-4.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=383b692937b2b8190597c501db2393c7) * **Schedule** sets a specific date and time in the future for the **Migrate Data** job to run. This option also allows for adding the job to the queue. * **Rename** lets you change the name of the job. * Click **Analyze** to start the job. It may take some time to complete. * The upper-right corner shows current actions and updates. * **View Results** displays details of the job. * **Stop** ends the job before it is complete. * When the analysis is complete, the page displays statistics in a table. Clicking **Done** redirects you to the home page. ## Reviewing analysis results The analysis results provide details of your source system. You can filter, sort, and export your data. 1. To check the results go to the home page and click the job you want to examine. 2. Click **View Results** to see the details of your analysis. * * The top overview section provides details about the job and analyzed files. * **Analysis Statistics** displays a chart with results. * Use ![filtericon.png](/images/box-shuttle/filtericon.png) to narrow down the results. * Use the buttons below the table to modify the presentation. * **Analysis Results** provides you with the following options: * **See Results in Table** displays a detailed table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. # Data-only migration The following instructions allow you to migrate your data to a single location on the target without migrating permissions. ## Running a data-only migration 1. On the home page, click **+** to create a new job. 2. Click **Migrate Data**. The icon expands to display two options. ![image18.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image18-8.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=99fcfe6e8339661726577e184d67cf8c) * **Migrate Data** is checked by default. This job moves data from one location to another. * **Migrate Permissions** allows you to migrate data along with permission settings. 3. Select **Migrate Data**. 4. Under **Choose source system**, click the configured **Google Drive** system. Confirm the account information, authenticate, and click **Continue**. 5. Under **Choose target system**, select the Box account as the destination. * If a Box system isn’t already configured, select Box under **Configure a new system**. ![image22.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image22.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=22cdbb03aa65c73593aaa57262e2151f) * Enter your Box account credentials and click **Authorize.** * Review the permissions for Box Shuttle and click **Grant access to Box**. * If you’ve already configured an account, confirm the account information and authentication and click **Continue**. 6. The next section prompts you to configure migrating file versions. Select **Migrate current version only** or **Migrate all versions** to continue. ![image20.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image20.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=1b6a506035fd6c8dcea21b624cffb752) > [!NOTE] > > If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate previous ones later. 7. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 8. Under Select and map file locations, choose the source file locations and accounts to migrate. When you select a source file location, the choose target location box appears. Use the folder explorer ![foldericon.png](/images/box-shuttle/foldericon.png) to select the target file location. ![image29.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image29-4.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=b08a42611ebd0941956ed54fbe83775c) * The ![GlassIcon.png](/images/box-shuttle/glassicon.png) icon allows you to look for specific accounts to add. * The ![EyeIcon.png](/images/box-shuttle/eyeicon.png) icon allows you to switch between **Hide unchecked** and **Show all items**. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. ![image1.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image18.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=c0041d11238177922d9ff73b1839a54d) 9. Click **Done** to continue. 10. The configuration summary contains the following sections: * actions you can perform * ownership and permission * mirror deletions that, if selected, deletes the files that are on the target but not on the source. > [!NOTE] > > Do not enable the mirror deletions option without understanding how it deletes data in the target location. * source system * items to migrate * target system details ![image32.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image32.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=2e79be27b5beb5836098c7036fe3d539) 11. You can now run a **Simulation** that serves as a quality check for your data migration projects. For details, see [Simulation and transfer.](#simulation-and-transfer) ## Migrating permissions in data-only jobs If you run a data-only job, you must manually add permissions to the data once it lands in Box. This action restores previously available access in Google Drive. Consider migrating permissions and data together. See [Data migration including permissions](#data-migration-including-permissions) for instructions. # Data migration including permissions This type of data migration transfers not only data, but also ownership rights and permissions from one location to another. This type of migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process. ## Permission conflicts When transferring data from Google Drive to Box, the Migrate Permissions job determines whether ownership or permissions are compatible between the two. If any permission conflicts occur between source and target, Box Shuttle provides you with the following options to choose from:
Expand permissionsAdds permissions to child folders or files if they have fewer permissions than a parent.![image39.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image39.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=f5d5915a66e4f9a94ced24a4c2552619)
Restrict permissionsRemoves permissions from the parent folder if a child has fewer permissions than the parent.![image19.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-2.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=5074739791f88f6b9bb557257aa34200)
Skip files that have conflictsThese folders or files are not transferred in the data migration because they have reduced permissions relative to a parent. They display as filtered in results.![image23.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image23-3.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=e24b95209ba5df99675f888ac0fadd2c)
## Running a migration with permissions These instructions will guide you through setting up and running a job that migrates data along with permissions. 1. On the home page, click the + icon to create a new job. 2. Click **Migrate Data**. The icon expands and displays two migration options. Select **Migrate Permissions** and click **Continue**. ![image54.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image54.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=977add9269397a9d2a2c3f583d6c7a57) 3. Under **Choose source system**, click the already configured **Google Drive** system. Confirm the account information, authenticate, and click **Continue**. 4. Under **Choose target system**, select the Box account as the destination. Confirm the account information, authenticate, and click **Continue**. 5. Select your file version migration: **Migrate current version only** or **Migrate all versions.** ![image20.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image20.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=1b6a506035fd6c8dcea21b624cffb752) > [!NOTE] > > If you want to migrate previous versions, you must include them all. Migrations with the current version configuration do not include previous versions, and they cannot be migrated later on. 6. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 7. At this point, you can choose how to resolve permission conflicts during the data transfer process. Select the option appropriate for your data migration job. See [Permission Conflicts](#permission-conflicts) for details. ![image10.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image10-7.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=6a9730569bc7f0d9bb2d0beba0334438) 8. Under **Select and map file locations**, choose the source file locations and accounts to migrate. When selecting items, the **choose target location** button displays the available accounts in the target system for the respective selection. ![image4.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image4.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=39121f2e1b5c08f70814f8e5a7324389) To migrate a Shared Drive, select a specific Shared Drive folder from the enumerated list of personal accounts and Shared Drives. The admin user applied to the Google Drive connector must have manager access for Shared Drive folders that will be migrated. ![image55.png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image55.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=a3b7ac6d7fcd4adc21e3c91bdf524ff6) Sites, document libraries, and directories selected are all written to Box as directories. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. 9. The Migrate Permissions job examines the source to ensure source items map correctly from the source to the target. ![image34.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image34.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=3bf2bc47b6b1b3c664e07e80180278f3) * Click **Examine** to continue with the job. * Click **Cancel** to return to the **Select and map file locations** page. 10. When the examination job has finished, click **Done** to continue. * If Box Shuttle finds errors examining the source, see the conflicts by clicking **View Errors**. You can also **download the full list of paths** to get a **.CSV** file for your reference. Review the list of errors for guidance on how to resolve them. * Click **Re-examine paths** to run the examination once again if you have made any changes. Click **Skip paths and continue** to omit the file paths and leave. 11. When the examination is complete, you return to the **Select and Map Users and Groups** page. View the list of source users and groups to map to target users and groups. Box Shuttle automatically matches identical users and groups. Click **Continue** to proceed. > [!NOTE] > > All displayed accounts must be mapped or deselected (marked as **skipped**) before you can continue. ![image33.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image33.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=7307d02563b6db4678997cbb230e9bf4) * The mapped source users are the data owners whose accounts you selected for transfer. In addition, Box automatically matches identical collaborators from the source to the target. * The unmapped source users and groups are collaborators for one or more items in the selected source accounts for transfer. * To map the source user/group to a target account, click the respective **choose target user** on the right. The job displays a list of the valid users or groups to which you can map the source collaborator. * To skip the transfer, deselect the checkbox next to a given user or group’s name. > [!NOTE] > > Do not deselect source users whose accounts were already selected for transfer (data owners). Deselecting a data owner removes their data from transfer. 12. The next step is processing to scan target users and groups. Processing confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. Click **Process** to continue and **Done** when complete. ![image46.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image46.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=85a3734a06747a92c9e68b195fe10cd5) 13. The last step is the job summary page. It includes information about: * Mirror deletions checkbox that, if enabled, allows Shuttle to delete the files that are on the target but not on the source. Do not enable **Mirror Deletions** without understanding how it affects the target data. Always run and review simulation results when using Mirror Deletions. * Source and target system * Option to choose the file version to migrate * Option you chose for solving migration issues * Path and subject mappings ![image13.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image13-5.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=dad0becca835b01064fd31040bb3fe5f) * **Run Simulation** performs an estimation on how this job will perform on a transfer run with its current configuration. When the simulation finishes, view the results for details on job performance. These reports include target path configurations as well as possible errors. * **Transfer** immediately starts the data migration. > [!NOTE] > > Running a Simulation before starting a transfer is highly recommended. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. 14. **Run Simulation** continues with a preview test run. When the simulation is complete, click **View Results** to bring up the simulation summary page. For details, see [Running a simulation.](#running-a-simulation) 15. When ready to begin, click **Transfer** to start the data migration process. Once the job has completed, view the results on the Transfer summary page. For details, see [Running a data transfer.](#running-a-data-transfer) # Simulation and transfer Box Shuttle provides a simulation option at the end of your migration configuration. Simulations allow you to get an estimate on runtime and check for potential issues or errors prior to migrating your data. Run a simulation before performing a transfer for an effective and efficient migration plan. Some simulation incompatibilities for Box include files larger than the maximum size supported and unsupported system files, such as thumbs.db or other similar extensions. Once a simulation is complete, view the summary of the estimated job details similar to an analysis job. Preview the simulation results to make the live transfer a more seamless experience. When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. Use the information from the summary page to guide your migration configurations. Simulation results help you solve potential problems in the migration planning before data moves to the new target. After running a transfer, delta syncs allow you to maintain updated migration status with active users over time. ## Running a simulation 1. You can run simulations from the job summary page for any Migrate Data job configurations. 2. Click **Run Simulation** to perform a trial run of the migration job. As a result, you will get an estimate on how fast the job will run with its current configuration. When the simulation finishes, view the results for more information about potential performance of the Migrate Data job. View reports on target path configuration as well as possible errors. We recommend running a simulation prior to migrating live data. * **Transfer** directly starts the data migration process without a Simulation. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. * **Rename** lets you change the name of the simulation. 3. After completing the simulation, click **View Results**. This page contains an estimation of how much time the data transfer will take with the current configuration. Live data transfer results may differ. * **Simulation Statistics** displays a chart with the results. Use the filter icon ![filtericon.png](/images/box-shuttle/filtericon.png) to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Simulation Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page or **Transfer** to start the data migration job. ## Running a data transfer After completing a simulation, you can transfer data from the source to the target location. 1. Click **Transfer** to start the migration. 2. When the job begins, the status updates are available at the summary page. Click **Stop transfer** to end the migration before it is complete. 3. After the job is complete, click **View results**. This page contains statistics and information on how the data transfer performed with the current configuration. ![image8.png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image8-4.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=3215e8917db1867db743f7e9dbef2f31) * * **Transfer Statistics** displays a chart with the results. Use the ![filtericon.png](/images/box-shuttle/filtericon.png) to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Transfer Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a file you can download. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page. ## Reviewing job results When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. View the results as a table in the interface or download them directly. Use the information from the summary page to guide your migration configurations. # Reviewing audits and storage When you’ve completed your project, you can collect data from each job. The results are available as downloadable files for record keeping. At the job’s summary page, you can download and save the files for your reference. # Google Drive migration errors reference Many Google Drive migration errors relate to Google Drive’s unique characteristics, such as specific metadata properties applied to files, folders and Google docs, duplicated files with the same IDs found in multiple locations throughout the tenant, or rate limiting errors. Sections below cover Google-specific issues and contexts. ## Metadata, ownership, and permissions errors ### No permission to download a file This error typically occurs in the following scenario: 1. A file is shared with a user through a domain link or group. 2. The user mounts the file on their **/My Drive**. 3. The user does not have permission to download the file. This may be due to the ACL for viewer or commenter permissions. Also, the user might not have access to list permissions. As a result, Box Shuttle doesn’t know whether the user has write access to the file. ### Failed to export file size Google Docs and Google Sheets might experience the following export errors: Google Docs: **Failed to export file size: Forbidden.**\ Google Sheets: **Failed to export file size: Bad request.** The root cause is the same. 1. Google file is shared with a user who does not have permission to export it. This frequently happens with Google files that are shared through read-only domain links. 2. The user mounts that file on their **/My Drive.** 3. Box Shuttle tries to export the file. However, Google returns a 403 error and the above message. The owner of the file has export permission. The owner often has that same file located in their **/My Drive** directory. In this case, the file can be exported with no permission issues through that account. The **Failed to export file size: Forbidden** error also occurs when transferring Google Docs from a suspended user namespace. ### File not found These files have two main characteristics. * Source Account, or owner of the file, is different from the namespace ID, or namespace in the file location. * Google field **capabilities\_canMoveItemOutOfDrive** is set to **false**. The namespace user does not have permission to move the file out the current **/My Drive** location and cannot transfer the file. Remediating the break in ownership may resolve the issue. #### User does not have permission to read revisions of a shared file Similar to **File Not Found**, the namespace and account users are different. In this case, the Google field **capabilities\_canReadRevisions** is set to **false**, so the namespace user cannot read the versions of the file. #### The authenticated user does not have the required access to a file This issue may come from several causes. It is a common variant of the **User does not have permission to read revisions of this shared file** error. ## Duplicate files errors These issues are related to duplicate files in Google Drive, ### Shared files are not included Files and folders on Google Drive can be shared out with other users. These appear in the users **Shared with Me** drive. However, these items can be mounted in the contributor’s /**My Drive** location. When the contributor mounts the shared file or folder on their own **/My Drive**, it exists in two distinct physical locations: the owner’s **/My Drive** and the contributor’s **/My Drive**. Box Shuttle transfers a single instance of each item, shares it with the applicable additional users, and filters out any additional instances of that item with the error message Shared files are not included. This eliminates data duplication on the target as well as excess byte transfer charges. #### Transferring files that have duplicate names Two entirely different files with different IDs may exist in the same location. For example, **/My Drive/GoogleDoc** and **/My Drive/GoogleDoc** can be in the same namespace, but be completely different files with different content. In this case, the first document is transferred with the original path and the second document is transferred with the file ID appended to the file name. This allows Box Shuttle to sync the two documents correctly. ## Rate Limiting errors ### Google Drive rate limiting Google Drive jobs may experience rate limiting, however, your request may be partially or completely denied at Google’s discretion. Box is not responsible for Google’s response. Errors resulting from Rate Limiting, such as **ENOTFOUND** and **ETIMEDOUT**, may mean the affected files can transfer when the job is run again. The following items need more requests and may increase the rate limiting incidences. * Files and folders with extensive sharing, about 25 or more collaborators per item. * The item transfers; however, some or all of the sharing may not be included, * The item displays in the transfer report as partial-success because not all sharing is applied. Many Google Docs migrations and file sharing transfers run without issue. For many issues, the following measures help resolve rate limiting. * Run Google Drive jobs after normal business hours, or when users are not accessing Google Drive. * If you are running a job with permissions, transfer the data in a data only job on one run, and apply the collaborator permissions in a separate job. * In the event that you do hit a quota, you may not see any progress on your job for several hours, but that does not mean the job is not active. Shuttle will regularly check on whether the quota has expired, and resume transfer when it does. So you are better off just letting the job continue to run even if the transfer rate flatlines. * If your jobs appear to have rate limiting with errors or high retry rates, attempt to divide the job into smaller jobs. Several types of rate limit errors occur in Google Drive. Most affected files and their permissions transfer on re-run. Situations where Google Docs have extensive commenters may require a third attempt. These are not permanent errors and often resolve through repeated attempts. ### Access denied This error in most cases is a rate limiting error. With Google rate limits, 403 errors are returned instead of a 429 error. These errors frequently resolve on re-run when caused by rate limiting. ## Export errors ### Failed to export file size: File too large The exporting API provided by Google supports a max size of 10MB for the exported file. Google Docs greater than this export size generate an error. These must be divided into smaller files to export. ### File format cannot be migrated Google Docs, Sheets, Slides, Draw, and other Google apps can be exported. Google Forms, Maps and other apps cannot be migrated and are filtered out. ### Internal server error Some files may experience **Internal Server** errors on export - especially Google Sites. Confirm if a downloadable file exports and experiences an error. Many Internal Server errors are persistent. These files cannot be exported and are not transferable. ## Access errors ### No support for the Google Drive app The user may not have the Google Drive app enabled for their account. Confirm the user’s app listing at **admin.google.com**. If the Google Drive app is not enabled, they do not have any storage space enabled. In addition, Box Shuttle does not support external owners or collaborators. > [!NOTE] > > Most users with the drive disabled have never activated it. Box Shuttle cannot access the data if the drive is not activated. Data may still be available and transferable if the drive is reactivated. # Migrating Content from OneDrive for Business to Box Source: https://docs.box.com/en/box-shuttle/box-shuttle-legacy/migrating-content-from-onedrive-for-business-to-box > [!NOTE] > > This article is about Box Shuttle as a **standalone tool**. If you are using **Shuttle in Admin Console**, see [this document](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle). ## Introduction Every migration is unique, and it can be tricky to move data between differing systems. Box Shuttle acts as an intermediary between various content management systems, allowing you to transfer folders, files, permissions, and metadata from these platforms to Box. This guide provides instructions for moving data from OneDrive for Business to Box and focuses on how-to procedures, best practices, and configuration steps. If you are looking to migrate your OneDrive personal accounts, contact your Box account team for guidance. ### Sources and targets The **source** is an origin location. This is a starting point for the data in the migration process. Box Shuttle cannot alter or modify your source data. The **target** is an end destination – Box. This is where the data is at the end of the migration process. ### Jobs A job is a task to execute. In the migration context, the term **job** applies to migrating data from the source to the Box target. ![image31.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=8e3f6e0eccdb50aec1e24a6b0374a018) Box Shuttle provides two job types: * **Analyze data** jobs help you start planning your migration. These jobs analyze every item specified in your source and provide a robust report. * **Migrate Data** jobs move and transfer data. These jobs also have more detailed actions for applying permissions. Additionally, migrate data jobs can run a **Simulation** job before a live transfer. Simulations allow you to do a mock run of the transfer job without transferring any live data. Running a simulation before transferring any live data is recommended to reveal potential incompatibilities between source and target. Such jobs also verify target accounts and path structure, as well as confirm the target destination and resources that have access to it. ## Before you start To prepare for transferring content from OneDrive to Box, use the following guidelines: **Set up the folder structure**\ Setting the stage in Box for your content and users is the most important and essential first step. Before transferring your files and adding user accounts, create a well-organized folder structure that works best for your business workflow: * Consider how your end users access their content in Box. * Configure the security settings for your Box account to match your IT department’s requirements. * Optionally, set up the custom branding to match your organization’s look and feel. For more information and recommendations, see [Folder Structure Best Practices.](/en/box-fundamentals/for-admins/getting-started/plan-your-folder-structure) **Determine the data and information you want to keep**\ Moving individuals and teams to Box from OneDrive requires planning and general housekeeping. Successful Box customers migrate current and relevant content instead of everything. Consider the potential value of files and folders to keep if they are untouched items. Including too many unnecessary items can complicate and stall the job process. **Consider what you need to have offline**\ Sync your current and active projects for offline. A local copy of all of your organization’s content may not be necessary. Also evaluate which folders should be available while offline for an extended period of time. **Access sites and document libraries**\ The first time OneDrive for Business (ODB) or SharePoint Online (SPO) admin authentication in a new customer tenant requires a Global Admin. For first time authentications, a principal identity is created for the Shuttle application in the customer tenant. The Global Admin user must already have access to the customer tenant admin site. This can be done by logging in as Global Admin user and navigating to the customer tenant admin center. An admin can then authenticate ODB and SPO admin systems. The initial Global Admin authentication system can be deleted at the end. In this case, the admin user must already have access to the tenant admin site. ## Source analysis Running an **Analysis** job helps you understand your source data at a more comprehensive level. The analysis report includes information on data type, size, age, and permissions.\ As a result, it is easier to divide a large and complex job into smaller manageable pieces to plan which departments or sections to migrate first, as well as to come up with a reasonable approach to migrate your users and their data. This way, large projects can finish quicker, cost-effectively, with fewer conflicts, and more efficient delta runs. The following instructions guide you through the process of setting up your source system and analyzing the files and folders in the origin location. ### Configuring a OneDrive source 1. On Box Shuttle home page, click **+** to create a new job. ![image27.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image27.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=0578cce1b82008265280b473470c44ca) 2. Click **Analyze Data**. ![image31.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=8e3f6e0eccdb50aec1e24a6b0374a018) 3. Under **Configure a new system**, click the **OneDrive** tile. ![image14.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image14.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=1e102548377f4c5c5f57c9eafaa48e4a) 4. Click **Log in to OneDrive**. 5. Sign in to your account with the OneDrive **global admin** credentials. ### Running an analysis Once you have your OneDrive source configured, you can begin to run jobs. 1. Click the **+** icon to create a new job. 2. Click **Analyze Data**. 3. Under **Systems that you configured before** select the **OneDrive** source. 4. Authenticate and click **Continue**. 5. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. > [!NOTE] > > Some filters ignore unsupported Microsoft system files such as **thumbs.db**. These files won’t be transferred even if the filters are deleted. See the guide on [File Types Ignored or Blocked by Box Sync and Box Drive](https://support.box.com/hc/en-us/articles/360044195433-File-Types-Ignored-or-Blocked-by-Box-Sync-and-Box-Drive) for details. ![filters.png](https://mintcdn.com/product-docs/8QqqEjYxDfvboQc3/images/shared/filters.png?fit=max\&auto=format\&n=8QqqEjYxDfvboQc3\&q=85\&s=a6b96c6e0b9bc93cc977842b291bc667) 6. On the **Select file locations** page, choose the source files to analyze. * Hover over the row to reveal a folder explorer icon ![foldericon.png](/images/box-shuttle/foldericon.png). Use it to browse through your account and add or exclude specific files or folders. * The ![GlassIcon.png](/images/box-shuttle/glassicon.png) icon allows you to search for the accounts to add. * The **![EyeIcon.png](/images/box-shuttle/eyeicon.png)** icon allows you to hide unchecked items or show all. 7. Click **Done** to continue. 8. View the configuration summary. ![image1.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image1-6.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=249387f3c5c1bada7bc1d7f40946eb15) * **Schedule** sets a specific date and time in the future for the **Migrate Data** job to run. This option also allows for adding the job to the queue. * **Rename** lets you change the name of the job. 9. Click **Analyze** to start the job. It may take some time to complete. * The upper-right corner shows current actions and updates. * **View Results** displays details of the job. * **Stop** ends the job before it is complete. 10. When the analysis is complete, the page displays statistics in a table. Clicking **Done** redirects you to the home page. ### Reviewing analysis results The analysis results provide details of your source system. You can filter, sort, and export your data. 1. To check the results go to the home page and click the job you want to examine. 2. Click **View Results** to see the details of your analysis. ![image5.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image5-5.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=22843b86035c95e2db54a789df02d548) * * The top overview section provides details about the job and analyzed files. * **Analysis Statistics** displays a chart with results. * Use the filter ![filtericon.png](/images/box-shuttle/filtericon.png) to narrow down the results. * Use the buttons below the table to modify the presentation. * **Analysis Results** provides you with the following options: * **See Results in Table** displays a detailed table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. ## Data-only migration The following instructions allow you to migrate your data to a single location on the target **without** applying permissions. If you want to migrate data and permissions, see [Data migration including permissions.](#data-migration-including-permissions) ### Running a data-only migration 1. On the home page, click **+** to create a new job. 2. Click **Migrate Data**. The icon expands to display two options. ![image18.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image54.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=977add9269397a9d2a2c3f583d6c7a57) * **Migrate Data** is checked by default. This job moves data from one location to another. * **Migrate Permissions** allows you to migrate data along with permission settings. 3. Select **Migrate Data**. 4. Under **Choose source system**, click the configured **OneDrive** system. Confirm the account information, authenticate, and click **Continue**. 5. Under **Choose target system**, select the Box account as the destination. Confirm the account information, authenticate, and click **Continue**. 6. The next section prompts you to configure migrating file versions. Select **Migrate current version only** or **Migrate all versions** to continue. ![image12.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image12-5.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=d3ca07307d0fad681f62d59832fcd151) > [!NOTE] > > If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later. 7. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 8. Under **Select and map file locations**, choose the source file locations and accounts to migrate. When you select a source file location, the **choose target location** box appears. Use the folder explorer ![foldericon.png](/images/box-shuttle/foldericon.png) to select the target file location. ![image2.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image2-8.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=6e50f8f063835fa03abce20de548be96) * The ![GlassIcon.png](/images/box-shuttle/glassicon.png) icon allows you to look for specific accounts to add. * The ![EyeIcon.png](/images/box-shuttle/eyeicon.png) icon allows you to switch between **Hide unchecked** and **Show all items**. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. ![image18.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image18.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=c0041d11238177922d9ff73b1839a54d) 9. Click **Done** to continue. 10. The configuration summary contains the following sections: * actions you can perform * ownership and permission * mirror deletions that, if selected, deletes the files that are on the target but not on the source. > [!NOTE] > > Do not enable mirror deletions option without understanding how it deletes data in the target location. * source system * items to migrate * target system details ![image7.png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image7-6.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=103bdb4bac71a9fef610061aba69c491) 11. You can now run a **Simulation** that serves as a quality check for your data migration projects. For details, see [Simulation and transfer.](#simulation-and-transfer) ## Data migration including permissions This type of data migration transfers not only files and folders, but also ownership rights and permissions from one location to another. This type of migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process. ### Account mapping Account mapping is used for associating a source user account with a target user account. Matching accounts simplifies transferring multiple user files and folders without users losing access to the content. This is an essential component to migrating permissions. Box Shuttle attempts to map users automatically. For example, a source account of **[username@mycompany.com](mailto:username@mycompany.com)** on OneDrive automatically maps to a Box target account with the same name. Additionally, permissions assigned to groups such as Engineering, regional offices, or restricted-access entities such as Legal, map to their corresponding target groups. To accomplish this, Box Shuttle follows these steps: 1. Audits all the users, groups, and permissions on the source and target. 2. Identifies permissions, files, and folders before automatically matching to the best possible fit. 3. Confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. ### Permission conflicts When transferring data from OneDrive to Box, the Migrate Permissions job determines whether ownership or permissions are compatible between the two. If any permission conflicts occur between source and target, Box Shuttle provides you with the following options to choose from:
Expand permissionsAdds permissions to child folders or files if they have fewer permissions than a parent.![image23.png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image39.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=f5d5915a66e4f9a94ced24a4c2552619)
Restrict permissionsRemoves permissions from parent folder if a child has fewer permissions than the parent.![image17.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-2.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=5074739791f88f6b9bb557257aa34200)
Skip files that have conflictsThese folders or files are not transferred in the data migration because they have reduced permissions relative to a parent. They display as filtered in results.![image25.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image23-3.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=e24b95209ba5df99675f888ac0fadd2c)
### Running a migration with permissions These instructions will guide you through setting up and running a job that migrates data along with permissions. 1. On the home page, click the **+** icon to create a new job. 2. Click **Migrate Data**. The icon expands and displays two migration options. Select **Migrate Permissions** and click **Continue**. ![image5.png](/images/shared/image5.png) 3. Under **Choose source system**, click the already configured **OneDrive** system. Confirm the account information, authenticate, and click **Continue**. 4. Under **Choose target system**, select the Box account as the destination. Confirm the account information, authenticate, and click **Continue**. 5. Select your file version migration: **Migrate current version only** or **Migrate all versions.** ![image12.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image12-5.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=d3ca07307d0fad681f62d59832fcd151) > [!NOTE] > > If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later. 6. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 7. At this point, you can choose how to resolve permission conflicts during the data transfer process. Select the option appropriate for your data migration job. See [Permission Conflicts](#permission-conflicts) for details. ![image28.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image28-5.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=1f6755af6125987b4ae02562ca6e3cb3) 8. Under **Select and map file locations**, choose the source file locations and accounts to migrate. When selecting items, the **choose target location** button displays the available accounts in the target system for the respective selection. ![image15.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image15-6.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=4b9d2a091d15541dfa62fa9819b538a0) Sites, document libraries, and directories selected are all written to Box as directories. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. 9. The Migrate Permissions job examines the source to ensure source items map correctly from the source to the target. ![image26.png](https://mintcdn.com/product-docs/8QqqEjYxDfvboQc3/images/shared/image26.png?fit=max\&auto=format\&n=8QqqEjYxDfvboQc3\&q=85\&s=d19d1d8b5cf48ba5b99770b9d2a4d77a) * Click **Examine** to continue with the job. * Click **Cancel** to return to the **Select and map file locations** page. 10. When the examination job has finished, click **Done** to continue. * If Box Shuttle finds errors examining the source, see the conflicts by clicking **View Errors**. You can also **download the full list of paths** to get a **.CSV** file for your reference. Review the list of errors for guidance on how to resolve them. * Click **Re-examine paths** to run the examination once again if you have made any changes. Click **Skip paths and continue** to omit the file paths and leave. 11. When the examination is complete, you return to the **Select and Map Users and Groups** page. View the list of source users and groups to map to target users and groups. Box Shuttle automatically matches identical users and groups. Click **Continue** to proceed. > [!NOTE] > > All displayed accounts must be mapped or deselected (marked as **skipped**) before you can continue. ![image19.png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-7.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=fa02217a1da7f74c21cf1dd35890ddb5) * The mapped source users are the data owners whose accounts you selected for transfer. In addition, Box automatically matches identical collaborators from the source to the target. * The unmapped source users and groups are collaborators for one or more items in the selected source accounts for transfer. * To map the source user/group to a target account, click the respective **choose target user** on the right. The job displays a list of the valid users or groups to which you can map the source collaborator. * To skip the transfer, deselect the checkbox next to a given user or group’s name to skip transfer. > [!NOTE] > > Do not deselect source users whose accounts were already selected for transfer (data owners). Deselecting a data owner removes their data from transfer. 12. The next step is processing to scan target users and groups. Processing confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. Click **Process** to continue and **Done** when complete. ![image10.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image10.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=a38baa13b6cdf864572c3e954a378a04) 13. The last step is the job summary page. It includes information about: * Mirror deletions checkbox that, if enabled, allows Shuttle to delete the files that are on the target but not on the source. Do not enable **Mirror Deletions** without understanding how it affects the target data. Always run and review simulation results when using Mirror Deletions. * Source and target system. * Option to choose the file version to migrate. * Option you chose for solving migration issues. * Path and subject mappings. ![image26.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image26-8.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=9b9dff82dea590947650bb512ecc7ef5) * **Run Simulation** performs an estimation on how this job will perform on a transfer run with its current configuration. When the simulation finishes, view the results for details on job performance. These reports include target path configurations as well as possible errors. * **Transfer** immediately starts the data migration. > [!NOTE] > > Running a Simulation before starting a transfer is highly recommended. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. 14. **Run Simulation** continues with a preview test run. When the simulation is complete, click **View Results** to bring up the simulation summary page. For details, see [Running a simulation.](#running-a-simulation) 15. When ready to begin, click **Transfer** to start the data migration process. Once the job has completed, view the results on the Transfer summary page. For details, see [Running a data transfer.](#running-a-data-transfer) # Simulation and transfer Box Shuttle provides a simulation option at the end of your migration configuration. Simulations allow you to get an estimate on runtime and check for potential issues or errors prior to migrating your data. Run a simulation before performing a transfer for an effective and efficient migration plan. Some simulation incompatibilities for Box include files larger than the maximum size supported and unsupported system files, such as **thumbs.db** or other similar extensions. Once a simulation is complete, view the summary of the estimated job details similar to an analysis job. Preview the simulation results to make the live transfer a more seamless experience. When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. Use the information from the summary page to guide your migration configurations. Simulation results help you solve potential problems in the migration planning before data moves to the new target. After running a transfer, delta syncs allow you to maintain updated migration status with active users over time. ### Running a simulation 1. Running simulations is available on the job summary page for any Migrate Data job configurations. 2. Click **Run Simulation** to perform a trial run of the migration job. As a result, you will get an estimate on how fast the job will run with its current configuration. When the simulation finishes, view the results for more information about potential performance of the Migrate Data job. View reports on target path configuration as well as possible errors. We recommend running a simulation prior to migrating live data. * **Transfer** directly starts the data migration process without a Simulation. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. * **Rename** lets you change the name of the simulation. 3. After completing the simulation, click **View Results**. This page contains an estimation of how much time the data transfer will take with the current configuration. Live data transfer results may differ. ![image26.png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image26-8.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=9b9dff82dea590947650bb512ecc7ef5) * **Simulation Statistics** displays a chart with the results. Use the filter icon ![filtericon.png](/images/box-shuttle/filtericon.png) to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Simulation Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page or **Transfer** to start the data migration job. ### Running a data transfer After completing a simulation, you can transfer data from the source to the target location. 1. Click **Transfer** to start the migration. 2. When the job begins, the status updates are available at the summary page. Click **Stop transfer** to end the migration before it is complete. 3. After the job is complete, click **View results**. This page contains statistics and information on how the data transfer performed with the current configuration. ![image10.png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image10-9.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=a2cd9946451fb2185b2def7aa9c96f13) * **Transfer Statistics** displays a chart with the results. Use the filter icon ![filtericon.png](/images/box-shuttle/filtericon.png) to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Transfer Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a file you can download. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page. ### Reviewing job results When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. View the results as a table in the interface or download them directly. Use the information from the summary page to guide your migration configurations. ## Reviewing audits and storage When you’ve completed your project, you can collect data from each job. The results are available as downloadable files for record keeping. At the job’s summary page, you can download and save the files for your reference. See sections [Reviewing Simulation and Transfer Results](#reviewing-job-results) for more information. ## Additional information ### Box Shuttle does not support transferring OneNote notebooks Box Shuttle does not transfer OneNote notebooks and associated items such as notebook packages from OneDrive. This is because these files depend on the ecosystem in which they were created, and lose integrity when migrated outside of such specific environment. They do not always have well-defined properties as files. If transferred, they may not open in the same state as in the source environment. # Migrating Content from SharePoint Online to Box Source: https://docs.box.com/en/box-shuttle/box-shuttle-legacy/migrating-content-from-sharepoint-online-to-box > [!NOTE] > > This article is about Box Shuttle as a **standalone tool**. If you are using **Shuttle in Admin Console**, see [this document.](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) ## Introduction Every migration is unique, and it can be tricky to move data between differing systems. Box Shuttle acts as an intermediary between various content management systems, allowing you to transfer folders, files, permissions, and metadata from these platforms to Box. This guide provides instructions for moving data from SharePoint Online to Box and focuses on how-to procedures, best practices, and configuration steps. If you are looking to migrate your SharePoint Online personal accounts, contact your Box account team for guidance. ### Sources and targets The **source** is an origin location. This is a starting point for the data in the migration process. Box Shuttle cannot alter or modify your source data. The **target** is an end destination – Box. This is where the data is at the end of the migration process. ### Jobs A job is a task to execute. In the migration context, the term **job** applies to migrating data from the source to the Box target. ![image31-png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31-4.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=0f7d3df23518a67308a0301e16819dc4) Box Shuttle provides two job types: * **Analyze data** jobs help you start planning your migration. These jobs analyze every item specified in your source and provide a robust report. * **Migrate Data** jobs move and transfer data. These jobs also have more detailed actions for applying permissions. Additionally, migrate data jobs can run a **Simulation** job before a live transfer. Simulations allow you to do a mock run of the transfer job without transferring any live data. Running a simulation before transferring any live data is recommended to reveal potential incompatibilities between source and target. Such jobs also verify target accounts and path structure, as well as confirm the target destination and resources that have access to it. ## Before you start To prepare for transferring content from SharePoint Online to Box, use the following guidelines: **Set up the folder structure** Setting the stage in Box for your content and users is the most important and essential first step. Before transferring your files and adding user accounts, create a well-organized folder structure that works best for your business workflow: * Consider how your end users access their content in Box. * Configure the security settings for your Box account to match your IT department’s requirements. * Optionally, set up the custom branding to match your organization’s look and feel. For more information and recommendations, see [Folder Structure Best Practices.](/en/box-fundamentals/for-admins/getting-started/plan-your-folder-structure) **Access sites and document libraries** The first time SharePoint Online admin authentication in a new customer tenant requires a Global Admin.  For first time authentications, a principal identity is created for the Shuttle application in the customer tenant. The Global Admin user must already have access to the customer tenant admin site. This can be done by logging in as Global Admin user and navigating to the customer tenant admin center. An admin can then authenticate SharePoint Online admin systems. The initial Global Admin authentication system can be deleted at the end. ## Source analysis Running an **Analysis** job helps you understand your source data at a more comprehensive level. The analysis report includes information on data type, size, age, and permissions. As a result, it is easier to divide a large and complex job into smaller manageable pieces to plan which departments or sections to migrate first, as well as to come up with a reasonable approach to migrate your users and their data. This way, large projects can finish quicker, cost-effectively, with fewer conflicts, and more efficient delta runs. The following instructions guide you through the process of setting up your source system and analyzing the files and folders in the origin location. ### Configuring a SharePoint Online source 1. On Box Shuttle home page, click **+** to create a new job. ![image27-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image27-4.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=136e32d96a1d7cafa546afdd7264d394) 2. Click **Analyze Data**. ![image31-png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image31-4.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=0f7d3df23518a67308a0301e16819dc4) 3. Under **Configure a new system**, click the **SharePoint Online** tile. ![image14-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image14-5.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=ae8e80c2087e7a2377d6cf9d47f7a890) 4. Click **Log in to SharePoint**. 5. Sign in to your account with the SharePoint **global admin** credentials. > [!NOTE] > > Check your [Microsoft Azure portal](https://portal.azure.com/#blade/Microsoft_AAD_RegisteredApps/ApplicationsListBlade) to confirm both Cloud FastPath and CFP Admin are among registered applications. Box Shuttle uses these applications in the migration process. ### Running an analysis Once you have your SharePoint Online source configured, you can begin to run jobs. 1. Click the **+** icon to create a new job. 2. Click **Analyze Data**. 3. Under **Systems that you configured before** select the **SharePoint Online** source. 4. Authenticate and click **Continue**. 5. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. > [!NOTE] > > Some filters ignore unsupported Microsoft system files such as **thumbs.db**. These files won’t be transferred even if the filters are deleted. See the guide on [File Types Ignored or Blocked by Box Sync and Box Drive](https://support.box.com/hc/en-us/articles/360044195433) for details. ![filters-png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/filters-3.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=c9b895c854b8be46186c01960ec90b03) 6. On the **Select file locations** page, choose the source files to analyze. * Hover over the row to reveal a folder explorer icon ![foldericon-png](/images/box-shuttle/foldericon-4.png) . Use it to browse through your account and add or exclude specific files or folders. * The ![glassicon-png](/images/box-shuttle/glassicon-4.png) icon allows you to search for the accounts to add. * The **![eyeicon-png](/images/box-shuttle/eyeicon-4.png)** icon allows you to hide unchecked items or show all. 7. Click **Done** to continue. 8. View the configuration summary. ![image18-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image18-5.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=d5335717f9b1dfa4710738c95f9e739c) * **Schedule** sets a specific date and time in the future for the **Migrate Data** job to run. This option also allows for adding the job to the queue. * **Rename** lets you change the name of the job. 9. Click **Analyze** to start the job. It may take some time to complete. * The upper-right corner shows current actions and updates. * **View Results** displays details of the job. * **Stop** ends the job before it is complete. 10. When the analysis is complete, the page displays statistics in a table. Clicking **Done** redirects you to the home page. ### Reviewing analysis results The analysis results provide details of your source system. You can filter, sort, and export your data. 1. To check the results go to the home page and click the job you want to examine. 2. Click **View Results** to see the details of your analysis. ![image2-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image2-3.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=478eee1eadc08454ae7c1ebd17ad2f82) * * The top overview section provides details about the job and analyzed files. * **Analysis Statistics** displays a chart with results. * Use the filter ![filtericon-png](/images/box-shuttle/filtericon-5.png) to narrow down the results. * Use the buttons below the table to modify the presentation. * **Analysis Results** provides you with the following options: * **See Results in Table** displays a detailed table with the results. Use the **Filter** to narrow down the data and the  **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. ## Data-only migration The following instructions allow you to migrate your data to a single location on the target **without** applying permissions. If you want to migrate data and permissions, see [Data migration including permissions.](#data-migration-including-permissions) ### Running a data-only migration 1. On the home page, click **+** to create a new job. 2. Click **Migrate Data**. The icon expands to display two options. ![image19-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-4.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=9ae6b39ba4220263c5be091ac3ba5a66) * **Migrate Data** is checked by default. This job moves data from one location to another. * **Migrate Permissions** allows you to migrate data along with permission settings. 3. Select **Migrate Data**. 4. Under **Choose source system**, click the configured **SharePoint Online** system. Confirm the account information, authenticate, and click **Continue**. 5. Under **Choose target system**, select the Box account as the destination. Confirm the account information, authenticate, and click **Continue**. 6. The next section prompts you to configure migrating file versions. Select **Migrate current version only** or **Migrate all versions** to continue. ![image19-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-5.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=eb87475c753f8b7ae022eacfc32c454b) > [!NOTE] > > If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later. 7. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 8. Under **Select and map file locations**, choose the source file locations and accounts to migrate. When you select a source file location, the **choose target location** box appears. Use the folder explorer ![foldericon-png](/images/box-shuttle/foldericon-4.png) to select the target file location. ![image2-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image2-4.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=5b8a836c6c067ca02091a22ece4dddae) * The ![glassicon-png](/images/box-shuttle/glassicon-4.png) icon allows you to look for specific accounts to add. * The ![eyeicon-png](/images/box-shuttle/eyeicon-4.png) icon allows you to switch between **Hide unchecked** and **Show all items**. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. ![image18-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image18-6.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=9241378b34bd02c1b358719f591bcabf) 9. Click **Done** to continue. 10. The configuration summary contains the following sections: * actions you can perform * ownership and permission * bandwidth switch that can be used to throttle upload speeds from the source. If pushed all the way to the right, Shuttle will transfer data at the maximum speed attainable with no throttling. * mirror deletions that, if selected, deletes the files that are on the target but not on the source. > [!NOTE] > > Do not enable mirror deletions option without understanding how it deletes data in the target location. * source system * items to migrate * target system details ![image14-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image14-4.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=fc68badae1188909c71b8d1079cb49b5) 11. You can now run a **Simulation** that serves as a quality check for your data migration projects. For details, see [Simulation and transfer.](#simulation-and-transfer) ## Data migration including permissions This type of data migration transfers not only files and folders, but also ownership rights and permissions from one location to another.  This type of migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process. ### Account mapping Account mapping is used for associating a source user account with a target user account. Matching accounts simplifies transferring multiple user files and folders without users losing access to the content. This is an essential component to migrating permissions. Box Shuttle attempts to map users automatically. For example, a source account of **[username@mycompany.com](mailto:username@mycompany.com)** on SharePoint automatically maps to a Box target account with the same name. Additionally, permissions assigned to groups such as Engineering, regional offices, or restricted-access entities such as Legal, map to their corresponding target groups. To accomplish this, Box Shuttle follows these steps: 1. Audits all the users, groups, and permissions when initially scanning the source content. 2. Scans target users and groups. 3. Confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. ### Permission conflicts When transferring data from SharePoint Online to Box, the Migrate Permissions job determines whether ownership or permissions are compatible between the two. If any permission conflicts occur between source and target, Box Shuttle provides you with the following options to choose from:
Expand permissionsAdds permissions to child folders or files if they have fewer permissions than a parent.![image23-png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image39.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=f5d5915a66e4f9a94ced24a4c2552619)
Restrict permissionsRemoves permissions from parent folder if a child has fewer permissions than the parent.![image17-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-2.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=5074739791f88f6b9bb557257aa34200)
Skip files that have conflictsThese folders or files are not transferred in the data migration because they have reduced permissions relative to a parent. They display as filtered in results.![image25-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image23-3.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=e24b95209ba5df99675f888ac0fadd2c)
### Running a migration with permissions These instructions will guide you through setting up and running a job that migrates data along with permissions. 1. On the home page, click the **+** icon to create a new job. 2. Click **Migrate Data**. The icon expands and displays two migration options. Select **Migrate Permissions** and click **Continue**. ![image5-png](https://mintcdn.com/product-docs/W4ebz5guEzAhAYhe/images/box-shuttle/image5-4.png?fit=max\&auto=format\&n=W4ebz5guEzAhAYhe\&q=85\&s=11a3e234b289f29990dcecc13e4e2a14) 3. Under **Choose source system**, click the already configured **SharePoint Online** system. Confirm the account information, authenticate, and click **Continue**. 4. Under **Choose target system**, select the Box account as the destination. Confirm the account information, authenticate, and click **Continue**. 5. Select your file version migration: **Migrate current version only** or **Migrate all versions.** ![image19-png](https://mintcdn.com/product-docs/w0kz4-Qb0e_B2rGw/images/box-shuttle/image19-5.png?fit=max\&auto=format\&n=w0kz4-Qb0e_B2rGw\&q=85\&s=eb87475c753f8b7ae022eacfc32c454b) > [!NOTE] > > If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later. 6. Under **Filters**, create a filter to include or exclude files. Use **+** to add a filter or the trash bin icon to remove an existing one. Click **Continue** to proceed. 7. At this point, you can choose how to resolve permission conflicts during the data transfer process. Select the option appropriate for your data migration job. See [Permission Conflicts](#permission-conflicts) for details. ![image8-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image8-3.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=1327c341403c887e8db0d31cfef9148a) 8. Under **Select and map file locations**, choose the source file locations and accounts to migrate. When selecting items, the **choose target location** button displays the available accounts in the target system for the respective selection. ![image9-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/image9-3.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=560463668d31decd9f321ffa9aece597) Sites, document libraries, and directories selected are all written to Box as directories. * Use the **Default folder** button to specify the default parent folder. * The **+ Create a new folder** button allows you to add a new folder. * The **Root folder** button sends your data to the root **(/)** of the designated Box target directory. 9. The Migrate Permissions job examines the source to ensure source items map correctly from the source to the target. ![image26-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image26-5.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=6427db624ed2de340c5c03591b0e2152) * Click **Examine** to continue with the job. * Click **Cancel** to return to the **Select and map file locations** page. 10. When the examination job has finished, click **Done** to continue. * * If Box Shuttle finds errors examining the source, see the conflicts by clicking **View Errors**. You can also **download the full list of paths** to get a **.CSV** file for your reference.  Review the list of errors for guidance on how to resolve them. * Click **Re-examine paths** to run the examination once again if you have made any changes. Click **Skip paths and continue** to omit the file paths and leave. 11. When the examination is complete, you return to the **Select and Map Users and Groups** page. View the list of source users and groups to map to target users and groups. Box Shuttle automatically matches identical users and groups. Click **Continue** to proceed. > [!NOTE] > > All displayed accounts must be mapped or deselected (marked as **skipped**) before you can continue. ![image25-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image25-3.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=c287091fd56f2d952bd595c9b246a003) * The mapped source users are the data owners whose accounts you selected for transfer. In addition, Box automatically matches identical users with shared access from the source to the target. * The unmapped source users and groups are users with shared access for one or more items in the selected source accounts for transfer. * To map the source user/group to a target account, click the respective **choose target user** on the right. The job displays a list of the valid users or groups to which you can map the source collaborator. * To skip the transfer, deselect the checkbox next to a given user or group’s name to skip transfer. > [!NOTE] > > Do not deselect source users whose accounts were already selected for transfer (data owners). Deselecting a data owner removes their data from transfer. 12. The next step is processing to scan target users and groups. Processing confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. Click **Process** to continue and **Done** when complete. ![image10-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image10-5.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=e4b4cc8c78baddeeff8094e891949215) 13. The last step is the job summary page. It includes information about: * Bandwidth switch that can be used to throttle upload speeds from the source. If pushed all the way to the right, Shuttle will transfer data at the maximum speed attainable with no throttling. * Mirror deletions checkbox that, if enabled, allows Shuttle to delete the files that are on the target but not on the source. > [!NOTE] > > Do not enable **Mirror Deletions** without understanding how it affects the target data. Always run and review simulation results when using Mirror Deletions. * Source and target system * Option to choose the file version to migrate * Option you chose for solving migration issues * Path and subject mappings ![image14-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image14-4.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=fc68badae1188909c71b8d1079cb49b5) * **Run Simulation** performs an estimation on how this job will perform on a transfer run with its current configuration. When the simulation finishes, view the results for details on job performance. These reports include target path configurations as well as possible errors. * **Transfer** immediately starts the data migration. > [!NOTE] > > Running a Simulation before starting a transfer is highly recommended. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. 14. **Run Simulation** continues with a preview test run. When the simulation is complete, click **View Results** to bring up the simulation summary page. For details, see [Running a simulation.](#running-a-simulation) 15. When ready to begin, click **Transfer** to start the data migration process. Once the job has completed, view the results on the Transfer summary page. For details, see [Running a data transfer.](#running-a-data-transfer) # Simulation and transfer Box Shuttle provides a simulation option at the end of your migration configuration. Simulations allow you to get an estimate on runtime and check for potential issues or errors prior to migrating your data. Run a simulation before performing a transfer for an effective and efficient migration plan. Some simulation incompatibilities for Box include files larger than the maximum size supported and unsupported system files, such as **thumbs.db** or other similar extensions. Once a simulation is complete, view the summary of the estimated job details similar to an analysis job. Preview the simulation results to make the live transfer a more seamless experience. When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. Use the information from the summary page to guide your migration configurations. Simulation results help you solve potential problems in the migration planning before data moves to the new target. After running a transfer, delta syncs allow you to maintain updated migration status with active users over time. ### Running a simulation 1. Running simulations is available on the job summary page for any Migrate Data job configurations. 2. Click **Run Simulation** to perform a trial run of the migration job. As a result, you will get an estimate on how fast the job will run with its current configuration. When the simulation finishes, view the results for more information about potential performance of the Migrate Data job. View reports on target path configuration as well as possible errors. We recommend running a simulation prior to migrating live data. * **Transfer** directly starts the data migration process without a Simulation. * **Schedule** sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running. * **Rename** lets you change the name of the simulation. 3. After completing the simulation, click **View Results**. This page contains an estimation of how much time the data transfer will take with the current configuration. Live data transfer results may differ. ![image21-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image21.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=af2e180eb2db619250d8f5f2beb9c683) * **Simulation Statistics** displays a chart with the results. Use the filter icon ![filtericon-png](/images/box-shuttle/filtericon-5.png)   to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Simulation Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the  **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a downloadable file. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page or **Transfer** to start the data migration job. ### Running a data transfer After completing a simulation, you can transfer data from the source to the target location. 1. Click **Transfer** to start the migration. 2. When the job begins, the status updates are available at the summary page. Click **Stop transfer** to end the migration before it is complete. 3. After the job is complete, click **View results**. This page contains statistics and information on how the data transfer performed with the current configuration. ![image13-png](https://mintcdn.com/product-docs/GIZud_1VFivKpDRx/images/box-shuttle/image13-3.png?fit=max\&auto=format\&n=GIZud_1VFivKpDRx\&q=85\&s=e1bfd308ebcccaa660580625f568460d) * **Transfer Statistics** displays a chart with the results. Use the filter icon ![filtericon-png](/images/box-shuttle/filtericon-5.png) to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice. * **Transfer Results** includes the following options: * **See Results in Table** displays a table with the results. Use the **Filter** to narrow down the data and the **“A...”** column to change the way longer names are displayed. You can also export the table. * **Export in XLSX** creates a file you can download. * **Job History** shows the job runs log. 4. Click **Done** to return to the home page. ### Reviewing job results When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. View the results as a table in the interface or download them directly. Use the information from the summary page to guide your migration configurations. ![image28-png](https://mintcdn.com/product-docs/QPUs11_KFpr2PpHi/images/box-shuttle/image28-3.png?fit=max\&auto=format\&n=QPUs11_KFpr2PpHi\&q=85\&s=829ba7e6c2325f4ef5ab052dd39e84b6) ## Reviewing audits and storage When you’ve completed your project, you can collect data from each job. The results are available as downloadable files for record keeping. At the job’s summary page, you can download and save the files for your reference. See sections [Reviewing Simulation and Transfer Results](#reviewing-job-results) for more information. # About Box Shuttle Reports Source: https://docs.box.com/en/box-shuttle/box-shuttle-reports/about-box-shuttle-reports > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Reports allow you to examine the data that was transferred or analyzed. These reports support you in: * auditing what source content went to what location, * identifying the content to migrate and planning the strategy of working with users, * checking errors in the migration process to identify what went wrong. A sample report looks like the following: ![shuttle-sample-report-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/shuttle-sample-report.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=044efcdffe7573c019863a445f59b176) # Reports and jobs Reports created for specific job types have different purposes. | | | | | | - | - | - | - | | **Job type** | **Analyzed data** | **Report purpose** | **Guides** | | Analysis | Source | Reports for the analysis job cover the source data before the migration. It is helpful to come up with the migration strategy. | [Data analysis](/en/box-shuttle/analyzing-and-migrating-content/analyzing-data) | | Simulation | Source and target | Reports for simulation show a simulated data transfer, meaning actual data was not transferred.  You can use them before migration happens to see if it goes smoothly. Reports will help you to assess the job. | [Data-only migration](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only#run-simulation) [Data migration with permissions](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions#run-simulation) | | Transfer | Source and target | The reports show what happened in the job run. They cover migration errors as well as show how much data was moved and how long it took. | [Data-only migration](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only#run-transfer) [Data migration with permissions](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions#run-transfer) | > [!NOTE] > > Box retains raw job data in Shuttle for 90 days after job completion. For details, see [Job Report Archive](/en/box-shuttle/box-shuttle-reports/job-report-archive). Learn more about specific report types: * [Statistics](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types#statistics) * [Report](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types#report) * [File System](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types#file-system) * [Exports List](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types#exports-list) * [Users](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types#users) * [Collaborators](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types#collaborators) * [Job Log](/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types#job-log) # Box Shuttle Report Types Source: https://docs.box.com/en/box-shuttle/box-shuttle-reports/box-shuttle-report-types > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Shuttle allows you to choose from the following report types to verify the job results: ## Statistics The **Statistics** report displays the job details: * How many files transferred, with how many errors (if any) * File metrics, such as the distribution of file sizes The **Job Performance Estimates** section in **simulation** jobs provides a rough job duration estimate and the bottleneck for data migration. ![shuttle-job-perf-est-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/shuttle-job-perf-est.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=1f63daf3dd4bb3739644b23d7019dc7e) ## Report The **Report** type lists paths to the analyzed files and folders. The **Details** panel for each entry allows you to verify information such as Source Account, Target Account, Status and more. You can also see who collaborated on a particular file or folder. To do so, click **Collaborators**. ![shuttle-report-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/shuttle-report.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=75ffc8050255b2d8b7874de16b983098) ## File System Displays the details on how your data is structured by showing how many total files and bytes are in each of the root folders. Drilling down into the folders allows you to determine where the biggest clusters of data are. Use [Filters](#filters) and [Source/Target switcher](#source-target-switcher) to view specific data sets. ![shuttle-file-system-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/shuttle-file-system.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=291f2599f470cc21a65b1b3fdfbca830) ## Exports List Lists the exported reports. You can go through them and download the ones you need. The **Report Format** column shows the format of each export, either **Excel** or **CSV**. ![shuttle-exports-list-png](https://mintcdn.com/product-docs/SdTPB6GsaXFyaiUv/images/box-shuttle/exports-list.png?fit=max\&auto=format\&n=SdTPB6GsaXFyaiUv\&q=85\&s=550803fe5bf457e104bd5fab20e34403) ## Users Lists the owners of files and folders subject to migration. Use [Source/Target switcher](#source-target-switcher) to view the list of users as they exist on the source (Source tab), or as they will exist on Box (Target tab). ![shuttle-users-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/shuttle-users.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=55154a424a60c9ca6cd9d37cb86b4f56) ## Collaborators Lists the collaborators (users or groups) on files and folders subject to migration. Use [Source/Target switcher](#source-target-switcher) to view the list of collaborators as they exist on the source (Source tab), or as they will exist on Box (Target tab). ![shuttle-collaborators-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/shuttle-collaborators.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=9cae7f127398c005eb2c984debd755c3) ## Job Log Provides comprehensive information on all files that failed to transfer in your job. ![shuttle-job-log-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/shuttle-job-log.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=ada58568bce5df7d641961cdbd0e5ab2) ### Job Log errors Sometimes errors can occur during the transfer. Such errors fall into several categories: * **Read / transmit errors**: the file may have a permissions issue, it may be left opened, or the file may be copy protected. Read errors typically require user intervention, for example closing files or fixing permissions so a file can be accessed and transferred. * **Transmission errors**: the file may not transfer completely, or there may be a discrepancy between how the file is read on the source and target.  If the file does not transfer completely, Shuttle will reject it and re-try the transfer. * **Write errors**: an example of a write error is that some cloud providers place a limit on the number of bytes in a single file or in the total bytes in the account. If you try to transfer a file to that cloud provider that is too big, you will generate a write error. The table below describes some of the errors you may see in the Job Log: | | | | - | - | | Error | Description | | `EBUSY`, `Process cannot access the file because it is being used by another process`. | File is open or in use by an application. Close the file or application to clear the error.  This error can also occur if the file was open during a system event such as a computer crash or power outage, and the file did not have time to close gracefully. | | `EPERM`, `Access Denied`, `Digital Millennium Copyright Act` | These are all different permissions errors. The user must resolve the permissions issue on the source to transfer the file. | | `ENOENT`, `ENOTFOUND`, `Not found`, `Unable to verify that the selected item exists on job source` | This error means the file was not found, and can occur if the file was deleted from the source while the migration is in progress. If you did not delete the file, contact Shuttle Support. | | `ENOSPC` | When this error is for a Windows source or target, the disk drive on which your Windows app is installed is full. You will need to move some of the data off your Windows drive to continue the job. | | `Size-exceeded` | Some cloud providers place limits on the max size of any single file that can be uploaded, or the max data that the account can hold. If you exceed these limits, you will get an error in the Event Log. Sometimes you can resolve these errors by upgrading your cloud provider account; consult them for details. Your other alternative is to split the file up into smaller components. | | `Flow stalled, transfer stalled` | This error results when there is a delay in the flow of data between source and target for any number of reasons: disruption in communication, a server event, or edge cases related to variations in file size. Contact Shuttle Support for resolution. | | `Peer Connection Lost, Failed to register DirectPath Peer` | This indicates a loss of connectivity between the source and target POPs on your job.  If you are using the Windows app in your job, the Windows app’s connection to the Internet may be an issue. Consult Shuttle Support for further information. | | `Process terminated abnormally with code 40010004` | Computer on which the Windows app is installed was forcefully shut down. | | `Size mismatch` | This sometimes results when a file is opened and saved while the migration is in progress. In this case, the error message will state byte sizes greater than 0 for the expected and written file sizes.  Close the file and run the job again to transfer the file. | | `SOCKET`, `AUTH`, `ECONNRESET`, `ECONNREFUSED`, `Service Not Available`, `Unrecognized Upload ID` | These are transient communications errors between the source and target and typically resolve when the job reruns. If they persist, contact Shuttle Support. | | `The specified network name is no longer available, Windows cannot find the network path` | Most common root cause for these errors is inability to access the owner of the file/folder due to permissions. This is a message that Windows returns to Shuttle when that happens. ‘Specified network name…’ is returned for folders, while ‘Windows cannot find…’ is returned for files. These errors may be returned due to other causes, but the most common issue is permissions. | | `Unauthorized – User needs to complete email confirmation` | This error appears when a target user on an account mapping run has not responded to their email from the cloud provider to join the corporate account. Ask the user to confirm their account and contact Shuttle support for details on how to clear the error. | | `User [username] (email) does not have a provisioned OneDrive` | The user may have a OneDrive account, but they don’t have personal space to write data to. Accounts can be bulk provisioned with scripts; contact Microsoft for details. | | `JobImportant: ID: ###` and `JobRestart: ID: ###` in OneDrive and Sharepoint migrations | Shuttle moves data to the Azure layer of your Microsoft account, but Microsoft must move the file to your OneDrive or Sharepoint account. Microsoft then sends a response to Shuttle if the file transfer has completed successfully. If the file transfer fails, Microsoft sends the messages at left back to Shuttle, and Shuttle will retry the file. This message is benign except that the Microsoft failures can slow down the job. These are Microsoft errors and not Shuttle errors. | | `Unable to get owner information for /path/file.ext: failed to get security descriptor: EPERM – Access is denied.` | Most of the files affected by this error are hidden or system files that will be filtered out from transfer in the job. Note that this is not necessarily a file that fails to transfer, particularly in a non account mapping job – but Shuttle does not have owner information for that file. | ## Additional settings ### Filters Specific report types, such as File System and Report, use the  **Filters** button to activate a side panel you can use to narrow down the results. ### Source / Target switcher Collaborators and Users reports allow you to switch between the source and target files, showing the information as it is on the source or as it will be on the target. These are often similar but not exactly the same. A few examples of how these two options differ: * Two source users are being merged and their information ends up in one Box account. In this case, the **source** view would show both users and their counts separately. The **target** view would show one user and the combined total file size, file, and folder counts. * Some content is skipped and will not be transferred to Box. In this case, the **source** view would show more files and folders than the **target** view. * One or more collaborators are skipped. In this case, the **source** view would show both collaborators, and the **target** view would not show any skipped collaborators. # Exporting Box Shuttle Reports Source: https://docs.box.com/en/box-shuttle/box-shuttle-reports/exporting-box-shuttle-reports > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). You can export a report as an Excel (**.xlsx**) file or as a folder of CSV (**.csv**) files. Export reports as CSV files when your job is large, because this format supports much bigger reports than a single Excel file. You can generate a report for a running job that has gotten past the **Pre-Run Validation** step, as well as for any job that has already completed. Additionally, 90 days after a job run, an automatic report is generated and exported to the [job report archive](/en/box-shuttle/box-shuttle-reports/job-report-archive). > [!NOTE] > > A recommended size of an Excel report should not exceed 5 million items (paths) in your job. Excel files that exceed this number are several hundred MB in size and are difficult to open and manipulate for most computers. To limit the size of your export, use the filters available in **Job History**, or export the report as a folder of CSV files instead. ## Export a report 1. In the **Job Report** section, click **Export.**  If you want to export a report for a past job, go to the report list and click **View Job Report**. 2. In the **Report Format** drop-down list, select **Excel** or **CSV**. The default format is **Excel**. 3. Select the data you want to include in the report and confirm with **Export**. Bear in mind the following rules: * If the file name exceeds 207 characters, the report name is truncated to comply with this setting. The file name is truncated to 207 characters so it can be opened in Microsoft Excel. * All forward and backslashes in the file title are replaced with underscores. ![Export Report screenshot](https://mintcdn.com/product-docs/SdTPB6GsaXFyaiUv/images/box-shuttle/export-report.png?fit=max\&auto=format\&n=SdTPB6GsaXFyaiUv\&q=85\&s=d7324864d75944d960fb8d7dfa91a495) After that, a confirmation dialog appears, allowing you to open the report to see its contents. You can also close the dialog and return to the report later on. The report is generated and saved to the **Box Shuttle Reports** folder in **Files**. This folder is created automatically the first time you run an export to your account, regardless of whether you choose Excel or CSV: * If you selected **Excel**, the report is saved as an **.xlsx** file. * If you selected **CSV**, the report is saved as a folder of **.csv** files. Each CSV export has a timestamp, so a new folder is always created for the export. > [!NOTE] > > If you delete the folder, exported reports are lost. If you delete a given report in the folder, that report is lost. The folder is automatically recreated when you export the next report. Additionally, all exports appear in the **Export List** tab of the **Job Report** for 7 days, where you can download them. The exported reports remain in the target user account until they are deleted by the user. # Job Report Archive Source: https://docs.box.com/en/box-shuttle/box-shuttle-reports/job-report-archive Box maintains raw Shuttle job data for 90 days after jobs are completed. After this period of time, the job run appears with a clock icon (![clock-icon-png](/images/box-shuttle/clock-icon.png)) on the **History** page. This indicates that the in-app report is no longer available. ![90-day-job-run-png](https://mintcdn.com/product-docs/dW2CrB15cGHkJMcd/images/box-shuttle/90-day-job-run.png?fit=max\&auto=format\&n=dW2CrB15cGHkJMcd\&q=85\&s=0ec3673350c0d40e29b2e766d2f2d8c3) Users can still request the comprehensive report containing all job data from their admin. This report is stored in the **Archive** subfolder within the **Box Shuttle Reports** folder in the Admin user’s account. Once Box determines that job data was exported successfully, the raw job data is permanently deleted. The report is generated whether or not any job [reports were generated manually](/en/box-shuttle/box-shuttle-reports/exporting-box-shuttle-reports) to ensure that you always have complete information available about the Shuttle jobs you ran. # About Source System Configuration Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/about-source-system-configuration > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Before starting data migration and analysis, you must configure the source system. Make sure you log in to Box as an administrator or co-administrator. When migrating from an on-premises system like a file server, you configure Box Shuttle by installing a small Windows app that runs in the background on your server and grants access to analyze and migrate your data. When migrating from cloud sharing tools, configuration is as simple as authenticating into your source tools as an administrator. > [!NOTE] > > Box Shuttle only supports migrations from OneDrive for Business, Dropbox for Business, SharePoint Online, and Google Drive as a part of Google Workspace (Google Admin console access is required). If you have content in personal accounts in these systems, consider [Box Shuttle content migration services](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling#content-migration-services). Box Shuttle supports Analysis jobs for the resident Box account. Analysis jobs report the contents of selected Box accounts, but do not transfer any data. The source systems screen contains two lists: ![The Box Shuttle source systems screen, showing the Existing Systems and New Systems lists.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/box-shuttle-source-systems-existing.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=c9ca420c7f21889041bec6b2a604144d) * **Existing Systems** lists already authenticated and configured source systems. There is no need for additional configuration. * **New Systems** lists the source systems that require additional setup before you can use them in the migration process. > [!NOTE] > > Configuring the source system is a one-time action. However, a source system can get disconnected (for example, when the authentication key expires), and you then need to update the configuration. You can configure a source system while you create a job, or ahead of time from the **Source Systems** page. On that page, you can also view all source systems configured for your enterprise, check their status, and see which jobs use each one. For details, see [Managing Source Systems](/en/box-shuttle/configuring-source-systems/managing-source-systems). ## Source systems For information on how to set up a particular source system, use the following references. For details on standard and advanced sources, see [Box Shuttle standard and advanced tooling](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling). > [!NOTE] > > When you map data, the **Search Source** box filters only the items that are currently loaded in the source tree. By default, this is the first layer of items (those at the top level of the selected source system), so a search matches only those items. To search within a subfolder, first expand its parent folders so that the nested items load into the view. The search then filters across all items expanded in the current session. Items that have not been expanded are not included in the results. > [!NOTE] > > Before deleting or removing any content from the source system, validate that the migration completed successfully and that all content is present in Box or backed up elsewhere. ### Standard Shuttle sources * [Windows](/en/box-shuttle/configuring-source-systems/windows) * [Windows Agent](/en/box-shuttle/configuring-source-systems/box-shuttle-windows-agent) * [Windows Agent Drive configuration](/en/box-shuttle/configuring-source-systems/box-shuttle-windows-agent-drive-configuration) * [Troubleshooting Windows Agent connections](https://support.box.com/hc/en-us/articles/16335536508307-Troubleshooting-Windows-Agent-connections) * [Google Drive](/en/box-shuttle/configuring-source-systems/google-drive) * [Google Drive errors reference](https://support.box.com/hc/en-us/articles/16335467520659-Google-Drive-errors-reference) * [SharePoint Online](/en/box-shuttle/configuring-source-systems/sharepoint-online) * [OneDrive for Business](/en/box-shuttle/configuring-source-systems/onedrive-for-business) * [Dropbox for Business](/en/box-shuttle/configuring-source-systems/dropbox-for-business) ### Advanced Shuttle sources > [!NOTE] > > Advanced tools are not available to all users by default. * [Azure Files](/en/box-shuttle/configuring-source-systems/azure-files) * [Azure Blob](/en/box-shuttle/configuring-source-systems/azure-blob) * [Amazon S3](/en/box-shuttle/configuring-source-systems/amazon-s3) * [SharePoint Server](/en/box-shuttle/configuring-source-systems/sharepoint-server) * [Citrix ShareFile](/en/box-shuttle/configuring-source-systems/citrix-sharefile) ## Source system authorization status Depending on the authorization outcome, the process can have one of the following statuses: * **Authenticated**: Authorization was successful and the source system is ready to use. * **Pending**: Authorization is in progress. * **Failed**: Authorization failed. * **Disconnected**: The system was disconnected. In some cases, you might need to re-authorize the system to connect. ## Next steps Use the following guides to perform the migration process: * [Jobs Dashboard](/en/box-shuttle/analyzing-and-migrating-content/jobs-dashboard) to get started * [Data analysis](/en/box-shuttle/analyzing-and-migrating-content/analyzing-data) if you want to analyze your source system data * [Data-only migration](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-only) if you want to create a job that migrates your data only * [Data migration with permissions](/en/box-shuttle/analyzing-and-migrating-content/migrating-data-with-permissions) if you want to create a job that migrates data along with permissions such as folder or file ownership # Amazon S3 Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/amazon-s3 > [!NOTE] > > This document describes an [advanced tool](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling) that is not available to all users by default. Amazon S3 (Simple Storage Service) is the proprietary storage service used on [Amazon Web Services](http://aws.amazon.com/).  To set up Amazon S3, you need: Access Key, Secret (Access) Key and an S3 bucket. ## Access Keys To get the Access Key and Secret (Access) Key, follow [these instructions](https://docs.aws.amazon.com/powershell/latest/userguide/pstools-appendix-sign-up.html). The permissions required for the key are as follows: ``` {    "Version": "2012-10-17",     "Statement": [        {            "Sid": "VisualEditor0",            "Effect": "Allow",            "Action": "s3:ListAllMyBuckets",            "Resource": "*"        },        {            "Sid": "VisualEditor1",            "Effect": "Allow",             "Action": [                "s3:GetObjectAcl",                "s3:GetObject",                "s3:ListBucketVersions",                "s3:GetObjectVersionAcl",                "s3:GetObjectTagging",                "s3:ListBucket",                "s3:GetBucketAcl",                "s3:GetBucketLocation",                "s3:GetObjectVersion"             ],             "Resource": [                "arn:aws:s3:::your-bucket",                "arn:aws:s3:::your-bucket/*"            ]        }    ] } ``` ## S3 Bucket To create an S3 bucket: 1. Go to [console.aws.amazon.com](http://console.aws.amazon.com/) and log into your account. 2. Select S3 from the console menu and [create a bucket](https://docs.aws.amazon.com/AmazonS3/latest/userguide/creating-bucket.html). ## Set up Amazon S3 as source system 1. Provide a unique name for the job. 2. Select **Amazon S3**. ![aws-png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/aws.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=401d1a2997bae8e9a3f90281ace1c0f3) 3. Provide the **Access Key** and **Secret Key** to connect to Amazon S3.\ Once Box Shuttle is connected to Amazon S3, the bucket along with the files and folders will appear during the Data Mapping step. ![s3-enum-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/s3-enum.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=f791b33ec368deb6ba3870a238788a72) # Azure Blob Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/azure-blob > [!NOTE] > > This document describes an [advanced tool](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling) that is not available to all users by default. Azure Blob Object Store is Microsoft’s object storage. To set up Azure Blob as a source system you will need  the blob itself, the account name, and your access key. ## Set up Azure Blob as source system 1. Provide a unique name for the job. 2. Select **Azure Blob**.\ To create an Azure blob, go to [https://portal.azure.com ](https://portal.azure.com/) and follow [these instructions](https://learn.microsoft.com/en-us/azure/storage/blobs/storage-quickstart-blobs-portal). 3. Provide the **Account Name.** This is the name of your storage account, which should be listed in the upper left corner of your home screen when you log into [portal.azure.com](https://portal.azure.com/). It is usually also the name for your Microsoft tenant. 4. Provide the **Access Key.**\ To get the **Access Key,** select **Access Keys** from the sidebar in the home screen of your Azure Storage Account. Any key listed should provide access to your Azure Blob storage.\ Once Box Shuttle is connected to Azure Blob, the container listing the blobs will appear during the Data Mapping step. ![azure-enum-png](https://mintcdn.com/product-docs/rJPHDm2EtWmKO9Di/images/box-shuttle/azure-enum.png?fit=max\&auto=format\&n=rJPHDm2EtWmKO9Di\&q=85\&s=6efe12c561757a26f4d974f46b28054a) # Azure Files Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/azure-files > [!NOTE] > > This document describes an [advanced tool](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling) that is not available to all users by default. [Azure Files](https://learn.microsoft.com/en-us/azure/storage/files/) is a cloud provider operating from [portal.azure.com](https://portal.azure.com/). To set it up as a source system for Shuttle, you need your Account Name and an Access Key to authorize your Azure File system. For more information on setting up Access Keys for authorization, see [this documentation.](https://learn.microsoft.com/en-us/azure/storage/files/authorize-data-operations-portal) ## Set up Azure Files as source system 1. 1. Provide a unique name for the job. 2. Select **Azure Files**. 3. Provide the **Account Name**. This is the name of your storage account, which should be listed in the upper left corner of your home screen when you log into [portal.azure.com](https://portal.azure.com/). It is usually also the name for your Microsoft tenant. 4. Provide **the Access Key**.\ To get the **Access Key,** select **Access Keys** from the sidebar in the home screen of your Azure Storage Account. Any key listed should provide access to your Azure File storage. > [!NOTE] > > For best results, use default permissions when creating the keys used for your Azure Files adapter. Reducing permissions can block the adapter from accessing and transferring your data. # Box Shuttle Windows Agent Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/box-shuttle-windows-agent > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Box Shuttle Windows Agent is a background Microsoft Windows application that enables you to transfer files between your computer or servers and Box. ## Supported systems Box Shuttle Windows Agent is currently supported on: * Windows 8 * Windows 10 * Windows 11 * Windows Server 2012 R2/2016/2019/2022. Additionally, Shuttle can access and send files from other hosts connected to it that are running other types of Windows. Windows Core (without the UI) does not work. # Install and configure Box Shuttle Windows Agent You only need to install the Windows Agent if you plan to transfer files directly from your computer or from a mapped drive on your computer. > [!NOTE] > > If you have installed a Windows Agent for the legacy Shuttle on the computer, it should be fully uninstalled before installing the new Windows agent. ## Prerequisites When setting up a migration job, you have the following options: * install Windows Agent yourself on your machine, * use the link to install Windows agent on a different machine, * send the installation link to another user to install it. To install Windows Agent, you (or the person running the installation) needs the following: * a local admin role on the computer where they install Windows Agent, or * a domain admin role and membership in the computer's local **ADMINS** group. > [!NOTE] > > If a different person installs Windows Agent for you, they can have a Box account, but it is not mandatory. Download Windows Agent You can download Windows Agent directly from Shuttle UI, or using a provided link (for example, when you want to install the Agent on a computer different than you are currently using, or somebody else installs it for you). 1. In your Admin Console, go to **Content** > **Shuttle**. 2. Click **New Job** and provide a unique name for the analysis or migration job. 3. Select **Windows**. 1. Enter the **Agent Name**. > [!NOTE] > > The agent name should not be longer than 16 characters. Spaces are not supported. 2. Download the Windows Agent onto a machine that either contains the data to transfer or is connected as a drive to that machine. Alternatively, copy the link and use it to download the Agent. ![Windows Agent setup dialog to enter agent name, download Windows Agent, and proceed with Next.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/windows-agent-setup-dialog-enter.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=0b011d8aa45a3d74001889c2b0f50c09) 3. Click **Next** and copy the **Authentication Key.** You will need it to register the Windows Agent. ![Windows agent dialog with PENDING status showing authentication key field and Copy button.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/windows-agent-dialog-pending-status.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=f184e003c1c60d1eff47e647e5d0b7bd) # Register Windows Agent 1. Install Windows Agent using the downloaded file. 2. In the pop-up window, provide the **Agent Key** you have copied before the installation and confirm. It may take up to 15 minutes to configure and register the Agent. During the registration process, it is normal for the Windows Agent status to disconnect before it eventually shows as **Connected**. 3. Once the registration finishes, Windows Agent will appear as connected. ![Box Shuttle Windows agent status window showing a connected agent with zero running, completed, and background tasks.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/install-windows-agent-downloaded-pop.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=9cb8173021d5cf69b6e209cacafaeb41) 4. You can find the Windows Agent in your system tray. If the Box icon is not in your system tray, double click the Shuttle shortcut on your desktop to make it appear. ![Windows system tray overflow area showing the Box Shuttle icon.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/windows-system-tray-overflow-area.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=ecf1b640bf559d97ab21d1e8b7bd0339) # Windows Agent settings Right-clicking the Box icon in your system tray gives you two options: * **Register Computer…** * **Settings…** ## Register computer Selecting **Register computer…** launches a pop up window where you can insert the authentication key. ## Settings **Settings…** menu gives you the following options: * **Launch on Login**: automatically restarts the Agent when the user logs in. This is selected by default. ![Box Shuttle Settings with Launch on Login checked and Run as Windows Service unchecked.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/box-shuttle-settings-launch-login.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=8c551d196490b290b1826db0fba090a7) * **Run as Windows Service**: enables you to continue transferring data after the Windows Agent’s installing user has logged out. Clicking this option opens a new window with additional settings. For more information, see [Run Windows Agent as a service](#run-windows-agent-as-a-service). ## Windows Agent as an application and service Box Shuttle Windows Agent runs as an application by default. However, in the Windows environment, when a user starts an application and then logs out, the application shuts down and data transferred by it also stops. A solution to this is running the Windows Agent as a service rather than as an application because services continue to run after the user logs out and the data transfer continues as well. Whether it is running as an application or a service, for obvious reasons Windows Agent will stop transferring files if the computer on which it is installed powers down. The major difference in running the agent as a service is that while it can access networked drives, it does not access those drives by mapped drive letters (for example  `C:/`, `X:/`, `Y:/` drive).  Instead, the drives will display as they would if you were to access them off the network – typically in the format `\\servername\` folder. # Run Windows Agent as a service 1. In the [Settings](#settings) window, select **Run as Windows Service**. Clicking this option opens a new window with additional settings. ![Box Shuttle Settings with Run as Windows Service checked, Service User LocalSystem, and Save button.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/box-shuttle-settings-run-windows.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=2ebfe7b52b1c20a474cdad6be37b022b) The default user for running Windows Agent as a Service is `LocalSystem`, which works for most systems. Select Save. > [!NOTE] > > If you have a system where you must select a different user to run the service, that user must have access to the mapped drives for the migration. This is due to the way Windows permissions work. * If you get a dialog box saying that the service started, you are all set and the Windows Agent is running as a service. * If you get a dialog box that says the service user cannot be `LocalSystem`, follow the steps in [Configure Service user](#configure-service-user). ## Configure service user 1. If you get a dialog box that says the service user cannot be `LocalSystem`, close the error dialog and select the **Change** button from the system tray pop-up. 2. The **Services** window displays. Find the **Box Shuttle Service** in the list, right-click and select **Properties**. ![Windows Services list with Box Shuttle Service selected and Properties highlighted in right-click menu.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/windows-services-list-box-shuttle.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=72335ee93bcf656fbee749db0e23fd49) 3. In the **General** tab, select **Automatic** in the **Startup type**. ![Box Shuttle Service Properties General tab showing Automatic startup type and Stopped service status.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/box-shuttle-service-properties.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=21c120eb75106c729497d0cfdb50ec6d) 4. In the **Log On** tab, deselect **Local System** account and enter an admin-level Windows user and Windows password for the current computer. ![Box Shuttle Service Properties Log On tab with domain\localadmin account and password fields.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/box-shuttle-service-properties-log.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=78927c88d0c4a5335167e64db7f99339) 5. Click **OK**. 6. Right click Box Shuttle Service again and select **Start** to start the service. ![Windows Services console with Box Shuttle Service selected and Start option highlighted in context menu.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/windows-services-console-box-shuttle.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=584ba27f4ffbf42e30b3066ac5afdab1) 7. Click **Save** on the Windows system tray pop-up to complete the configuration. # Upgrade Windows Agent Windows Agent will automatically execute its own minor upgrades. Major upgrades require a download and install of the `.msi` file. The latest `.msi` file is always available in the Shuttle UI. # Stop and uninstall Windows Agent If the Box icon appears in your system tray, the Windows Agent is running. To stop the agent, go to the system tray and right click on the Box icon: ![Box Shuttle system tray menu showing Register Computer, Settings, and highlighted Exit option.](https://mintcdn.com/product-docs/yof7FHB9aSo1FW4m/images/shared/box-shuttle-system-tray-menu.png?fit=max\&auto=format\&n=yof7FHB9aSo1FW4m\&q=85\&s=77d3939f6bc544f241e1ffb4dcb90665) Box will disappear from the system tray and Shuttle will no longer have access to your files. You can start the agent at any time by double clicking on the Shuttle shortcut on your desktop. When you have completed your migration, you can uninstall the Windows Agent as you would any other application. # Troubleshooting communication errors If you encounter any communication errors, refer to: [Troubleshooting connections.](https://support.box.com/hc/en-us/articles/16335536508307) # Box Shuttle Windows Agent Drive Configuration Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/box-shuttle-windows-agent-drive-configuration > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Windows Agent allows you to access local disks and network shares from your Shuttle jobs. You can install as many Windows Agents in as many locations as you want. For optimal performance the computer the Windows Agent is installed on should be close to or on the server which serves the network share. # Network share access We aim to make it as easy as possible to access network shares, but there are some complexities to be aware of: * Windows Agent normally runs as a local administrator. This is typically a separate Windows session from the user session. Windows maintains separate drive mappings and file share authentications for each user session. The consequence of this is that you will most likely not be able to access a drive mapped ad-hoc from a user session (via Windows Explorer or `net use...`) from Shuttle. Ad-hoc drive mappings should be done from an elevated Administrator command prompt. * Windows Agent can run in [service or application mode](/en/box-shuttle/configuring-source-systems/box-shuttle-windows-agent#windows-agent-as-an-application-and-service). The service mode allows you to: * continue the agent to run after the user session ends * explicitly specify which user the agent runs as. * Windows Agent supports CIFS drives and some NFS drives. * The user who maps the drives must be the same user who installs and runs the Windows Agent. * Mapped letter drives will not be visible if the Windows Agent is run as a service.  However, any letter drives created with the Windows Agent as an app will be converted over to their UNC paths automatically when the Windows Agent switches to service mode.For best performance, drives should be geographically close to the host machine on which the Windows app is installed and hardwired via network.  Connections via wireless and USB connections or connections that extend over several miles can create migration bottlenecks that degrade transfer speed. # Adding drives in Windows Agent The easiest way to connect all of your drives, regardless of whether you are running in desktop or service mode, is to map them as letter drives before the Windows Agent  is installed. ## Adding a drive to Windows Agent in app mode 1. Map the drive as a letter or as a network share. 2. Create a job using Shuttle and select the Windows Agent in the UI that is connected to that drive. ## Adding a drive to Windows Agent in service mode 1. Mount a drive with net use: ``` net use * \\path\todrive /persistent:yes ``` 2. Check if the drive is available for mapping when you configure the job in Shuttle. # Troubleshooting If you have drive accessibility issues, the first thing to do is try accessing the content on the machine where the Windows Agent is installed, with the local user account associated with the Agent.  Make sure you can browse the folder you are trying to access, and note any errors. For further reference, see [Troubleshooting Windows Agent connections](https://support.box.com/hc/en-us/articles/16335536508307). # Citrix ShareFile Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/citrix-sharefile > [!NOTE] > > This document describes an [advanced tool](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling) that is not available to all users by default. Citrix ShareFile is a cloud provider operating from [www.sharefile.com](http://www.sharefile.com/).  It specializes in B2B file exchanges and data transfers. ## Set up Citrix ShareFile as the source system 1. Provide a unique name for the job. 2. Select **Citrix ShareFile**. 3. Follow the on-screen instructions to connect: 1. Log in with your global admin credentials. 2. Authorize Box Shuttle to access your data. # Dropbox for Business Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/dropbox-for-business > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). ## Set up Dropbox for Business as the source system 1. Provide a unique name for the job. 2. Select **Dropbox**. 3. Follow the on-screen instructions to connect Dropbox for Business 1. Log in with your admin credentials. 2. Authorize Box Shuttle to access your data. ![Dropbox setup dialog with admin login instructions, Delegate Log In link, and Log In button.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/dropbox-setup-dialog-admin-login.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=0e7351af371a2b7e48a84bfd04c7a1c4) *Box Shuttle does not support migrating from Personal Dropbox accounts, only from Business accounts.* ## Dropbox for Business migration specifics ### Common errors and troubleshooting The following table describes common migration errors and their solutions. | | | | | - | - | - | | **Error** | **Cause** | **Solution** | | You aren’t a member of this shared folder. | The OAuth user has access to the top level of the team folder, but their permissions were removed from a subfolder. | Add the OAuth user as an edit-level collaborator to the subfolder in the Dropbox admin console under **Content**. The affected subfolder transfers when you re-run the job. | ### Additional considerations Dropbox Paper files are **not** transferred during migration. # Google Drive Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/google-drive > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Unlike most service providers, Google Drive requires more information than a username and password to authenticate. Google as a provider does not support OAuth authentication, but instead supports JSON Web Tokens (JWT). That’s why you need to follow these steps to prepare your Google Drive account for Box Shuttle. # Set up Google Drive as source system > [!NOTE] > > You need a [super admin account](https://support.google.com/a/answer/2405986?sjid=4465804047119419141-EU#super_admin) to set up Google Drive as the source system for Box Shuttle. You can create a super admin account for the migration purposes only, and delete it after migration is complete. 1. Go to [Developers Console](https://console.developers.google.com) and create a new project using these instructions: [Create a Google Cloud Platform project](https://cloud.google.com/resource-manager/docs/creating-managing-projects#console). 2. [Create a service account for the project](https://cloud.google.com/iam/docs/service-accounts-create#iam-service-accounts-create-console). 3. [Generate a JSON file with your key pair](https://cloud.google.com/iam/docs/keys-create-delete#iam-service-account-keys-create-console). You will need this JSON file to connect Google Drive as a source system. 4. [Enable the APIs](https://cloud.google.com/apis/docs/getting-started#enabling_apis) required for the project: 1. Admin SDK 2. Google Drive API 5. Set up [domain-wide delegation](https://support.google.com/a/answer/162106#zippy=%2Cset-up-domain-wide-delegation-for-a-client) to be able to access users' data across your organization's Google Workspace environment. * In the [OAuth Scopes](https://developers.google.com/identity/protocols/oauth2/scopes), add the following scopes to get access to Google API. | | | | | - | - | - | | API | Scope | Description | | Admin SDK API | [https://www.googleapis.com/auth/admin.directory.user](https://www.googleapis.com/auth/admin.directory.user) [https://www.googleapis.com/auth/admin.directory.group](https://www.googleapis.com/auth/admin.directory.group) | View and manage the provisioning of users and groups on your domain. | | Google Drive API | [https://www.googleapis.com/auth/drive](https://www.googleapis.com/auth/drive) | View, edit, create, and delete all of your Google Drive files | 6. [Request quota increase](https://cloud.google.com/filestore/docs/requesting-quota-increases) from Google Drive to reduce rate limiting, if needed. # Connect Google Drive as source system in Shuttle Once you have prepared Google Drive for migration, set up the Google Drive source system in Box Shuttle. 1. Provide a unique name for the job. 2. Select Google Drive. 3. Follow the on-screen instructions to connect Google Drive: 1. Enter the administration email address and upload the client credentials JSON file. For more information on how to obtain the JSON file, refer to Step 3 of the [Set up Google Drive as source system](#set-up-google-drive-as-source-system) section above. ![Google Drive setup dialog with Administrator Email field, JSON file upload, and Save button.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/google-drive-setup-dialog-administrator.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=943db02268cfb2179ca0d57afdc79856) # Google Drive migration specifics ## Account mapping Account mapping is used for associating a source user account with a target user account. Matching accounts simplifies transferring multiple user files and folders without users losing access to the content. This is an essential component to migrating permissions. Box Shuttle attempts to map users automatically. For example, a source account of **[username@mycompany.com](mailto:username@mycompany.com)** on Google Drive automatically maps to a Box target account with the same name. Additionally, permissions assigned to groups such as Engineering, regional offices, or restricted-access entities such as Legal, map to their corresponding target groups. To accomplish this, Box Shuttle follows these steps: 1. Audits all the users, groups, and permissions on the source when initially scanning the content. 2. Scans target users and groups. 3. Confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. The Google Drive (Administrator/Service Account) system is required for account mapping. Next sections provide the details of account migration. ## My Drives If you select multiple Google source accounts for transfer, Shuttle will transfer the contents of each user’s My Drive. You can also transfer Shared Drives in the same job. > [!NOTE] > > Box Shuttle only transfers items from **drive.google.com**. Items from other URLs, such as Google Photos are not supported. ## Shared with Me space Shuttle does not list or transfer content stored in the Google Drive Shared with Me space. For Google sources, each selected user’s personal account is transferred in a multi-user migration. In most cases, an item that resides in more than one place on the tenant will be transferred along with the account of the user who owns that item. If you select all accounts, Box Shuttle transfers one instance of each item in the entire Google tenant. Duplicate instances of that item in other locations will be consistently filtered so that only one instance of each item is transferred. ## Alias emails Alias emails are alternate emails to the primary email for a given account. These may be due to historical changes in the Google account. For example, this includes relevant email domain changes from **subsidiary.com** to **parentCompany.com** with users receiving new email accounts. In addition, instances with users needing two emails for the same account also apply. When migrating data from Google Drive, this can result in file conflicts. Former items may be shared with **[joe@subsidiary.com](mailto:joe@subsidiary.com)** and newer items would be shared with **[joe@parentCompany.com](mailto:joe@parentCompany.com)**. These items are actually shared with the same source account. Box Shuttle checks the IDs of user metadata associated with owners and contributors. This merges aliases with the current primary email for the account. In this example, any files shared with the **[joe@subsidiary.com](mailto:joe@subsidiary.com)** are listed as being shared with **[joe@parentCompany.com](mailto:joe@parentCompany.com)** in the mapping spreadsheet and in Box Shuttle reports. Prevent errors during the migration and update primary emails of user accounts before any analysis or transfer job. ## Externally-owned data and collaborators Box Shuttle does not support external owners or collaborators. Any data that has external owners will not be migrated. External collaborators cannot be migrated and will need to be added to data post-migration. ## Google Docs migration Google hosts pseudo files, such as Google Docs, that are stored in a database and rendered as files in the Google Drive UI. Box Shuttle automatically exports and transfers docx, xlsx, pptx, and svg files from Google Docs, Sheets, Slides, and Draw files respectively. Maps, Forms, Sites and Videos are not currently exported and are not transferred. Google will not support Jamboard Google docs as of 12/31/24. To ensure Google Docs are migrated properly: * Complete all Google Doc edits and allow ample time for saving before any transfers. * Avoid editing documents during any active transfers. Documents going through the save process may result in additional files on the target with (**Conflicted Copy**) in the file name. If a Google Doc is updated on the source after the initial transfer, a resync run transfers and exports the updated content. Box Shuttle uses Google’s export tool to export Google docs and may encounter files that cannot be exported. Files with export errors are documented in the transfer report. ### Suspended users To transfer Google Docs from a source, only active users are supported. Suspended accounts are not compatible, and can result in permission errors on export that leads to transfer file failure. ### Versioning in Google Docs Google Docs may also include file versions. Unlike true files, Google Docs versions are not stored as separate files. These are stored and accessed within the document itself.  This is similar to Box. Box Shuttle lists Google Doc versions in the analysis report. These versions are transferred when Google Docs exports to Office on the target with the Sync File Versions job selection. Versions are listed in reports for analysis, simulation, and transfer jobs. ## Converting unique Google properties to other platforms ### Forward slashes in names Forward slashes (/) are commonly used in file and folder names on Google Drive. This may conflict with moving to other service providers. The forward slash character is invalid and reserved for use as a delimiter of directories and files in data paths. Box Shuttle converts forward slashes to divider slashes **U+2215** for all Google Drive sourced migrations. This character replacement is displayed in the file chooser, simulation, and transfer reports.  Similarly, trailing and leading spaces in file or folder names are also converted to a character that looks like a space visually, but is actually a different character that Box supports. ### Duplicated names Google Drive supports Team Drives with duplicate names, and it also supports files and folders with duplicate names *except* at the top level selections in the job. For two or more folders or files with the same name, Box Shuttle appends a unique ID to the name. For example, an item with the name **Content1** transfers as **Content1** and any later named items with the same name also include an appended ID, such as Content1 (**abcdefg12345**). If you have a folder and file with the same name, they transfer to Box with their names intact. Please review your simulation results carefully. Best practices for ensuring all data transfer to Box are: * For My Drive personal accounts, select data at the account level.  If you select data further down, the file chooser may filter out items with duplicate names, in which case some of your data may not transfer. * For Team/Shared Drives, select data at the Team/Shared Drive level.  Any duplicate named Team/Shared Drives will be differentiated by appending the folder id to the duplicate named items.  If you select data further down, the file chooser may filter out duplicates and some of your data may not transfer. # Managing Source Systems Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/managing-source-systems > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Use the **Source Systems** page to view and manage every source system configured for your enterprise in one place. A source system is a configured data source, such as a Windows server or Google Drive, that you can analyze or migrate content from. On the **Source Systems** page, you can: * Authenticate source systems before you create any jobs, so one person can handle authentication while other admins create and run the migration jobs. * Review which jobs use each source system. * Clean up the Jobs Dashboard by deleting jobs for a source system after its migration is complete. You can still connect a source system while you create a job, as described in [About Source System Configuration](/en/box-shuttle/configuring-source-systems/about-source-system-configuration). ## Open the Source Systems page To open the **Source Systems** page: 1. In the **Admin Console**, go to **Content** > **Shuttle**. 2. Select **Source Systems**. ![Box Shuttle Jobs Dashboard in the Admin Console with the Source Systems and New Job buttons in the upper right.](https://mintcdn.com/product-docs/D4DOOWfn4JL9XWNJ/images/box-shuttle/box-shuttle-jobs-dashboard-source-systems-button.png?fit=max\&auto=format\&n=D4DOOWfn4JL9XWNJ\&q=85\&s=48f20f007e2e3a9eb544c8d8ef2bdc20) If your enterprise has no source systems configured yet, the **Source Systems** dialog box opens instead so you can connect your first source system. For details, see [Connect a new source system](#connect-a-new-source-system). To return to the Jobs Dashboard from the **Source Systems** page, select **Dashboard** in the breadcrumb at the top of the page. ## View source systems The **Source Systems** page lists all source systems configured for your enterprise, including Windows Agents. Each row displays: * **Name**: The name of the source system, such as the Windows Agent name or the account used to authenticate a cloud source. * **Type**: The source system type, such as Windows, Dropbox, or Google Drive. * **Last Authenticated**: The date and time the source system was last authenticated, if available. * **Jobs**: The number of jobs that use the source system. * **Status**: The current status of the source system, such as **Authenticated** or **Pending**. For a description of each status, see [Source system authorization status](/en/box-shuttle/configuring-source-systems/about-source-system-configuration#source-system-authorization-status). To find a source system, enter its name in the **Search for source** box. To narrow the list by source type or status, select **Filter**. To sort the list, select a column heading. ## View jobs that use a source system To view the jobs that use a source system, select the job count in the **Jobs** column for that source system. The page then displays only the jobs that use the selected source system. Each job displays in the same format as on the Jobs Dashboard, so you can expand a job to view its details and use the job options menu. For details, see [Jobs Dashboard](/en/box-shuttle/analyzing-and-migrating-content/jobs-dashboard). When you finish migrating content from a source system, you can remove its jobs from the Jobs Dashboard. In the job list for that source system, open the job options menu for each job you no longer need, and then select **Delete Job**. ## Manage a source system To manage a source system, hover over its row on the **Source Systems** page and select one of the following icons: * **Edit** (pencil icon): Update the source system configuration. * **Delegate** (arrow icon): Share a login link with someone else so that they can authenticate the source system for you. * **Delete** (trash icon): Remove the source system. ### Delegate authentication If someone else holds the administrator credentials for a source system, you can send them a login link instead of authenticating the source system yourself. 1. On the **Source Systems** page, hover over the source system row and select **Delegate**. 2. In the dialog box, select **Copy** next to the login link. 3. Select **Save**. 4. Share the copied link with the person who has the administrator credentials for the source system. After that person signs in with the link, the source system status changes to **Authenticated**. ## Connect a new source system To connect a new source system: 1. On the **Source Systems** page, select **Connect Source**. The **Source Systems** dialog box opens. 2. To narrow the list of source types, select **On-Premise** or **Cloud**. To view all source types, select **All**. 3. Select the source type you want to connect, and then select **Next**. 4. Complete the authentication steps for the selected source type: * **Cloud sources**: For most cloud sources, sign in with an administrator account. For the steps for each source type, see [Source systems](/en/box-shuttle/configuring-source-systems/about-source-system-configuration#source-systems). * **Windows**: Enter an agent name, and then download and install the Windows Agent. For details, see [Connect a Windows source system](#connect-a-windows-source-system). The new source system is added to the **Source Systems** page. ### Connect a Windows source system To migrate content from a Windows server, install the Box Shuttle Windows Agent on that server. > [!NOTE] > > If you already installed the Windows Agent and registered your computer, skip steps 3 and 4. 1. In the **Source Systems** dialog box, select **Windows**, and then select **Next**. 2. In the **Agent Name** box, enter a name for the agent. 3. Download the Windows Agent: * To install the agent on the computer you're using, select **Windows Agent**. * To install the agent on a different computer, copy the download link in the dialog box and open it on that computer. 4. Install the Windows Agent and register the computer. For details, see [Box Shuttle Windows Agent](/en/box-shuttle/configuring-source-systems/box-shuttle-windows-agent). 5. Select **Next**. # OneDrive for Business Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/onedrive-for-business > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). You need global admin credentials for OneDrive for Business to perform the migration. As the global admin user, make sure to log in to the OneDrive for Business admin console and assign yourself as the owner of the root site. # Set up OneDrive for Business as the source system 1. Provide a unique name for the job. 2. Select **OneDrive**. 3. Follow the on-screen instructions to connect OneDrive: 1. Log in with your global admin credentials. 2. Authorize Box Shuttle to access your data. ![OneDrive setup dialog with admin login instructions, Delegate Log In link, and Log in button.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/onedrive-setup-dialog-admin-login.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=1bfa897dbdd544ab24e5b4c714e27ffb) # OneDrive for Business migration specifics ## Transferring OneNote notebooks Box Shuttle **does not transfer** OneNote notebooks and associated items such as notebook packages from OneDrive. This is because these files depend on the ecosystem in which they were created, and lose integrity when migrated outside of such a specific environment. They do not always have well-defined properties as files. If transferred, they may not open in the same state as in the source environment. # Sharepoint Online Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/sharepoint-online > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). The first time SharePoint Online admin authentication in a new customer tenant requires a Global Admin.  For first time authentications, a principal identity is created for the Shuttle application in the customer tenant. The Global Admin user must already have navigated to the customer tenant admin center. A Sharepoint admin can also then authenticate SharePoint Online admin systems, only after navigating to the customer Admin center. ## Set up Sharepoint as source system 1. Provide a unique name for the job. 2. Select **Sharepoint Online**. 3. Follow the on-screen instructions to connect Sharepoint Online: 1. Log in to Sharepoint using your global admin credentials. 2. Authorize Box Shuttle to access your data. ![SharePoint Online setup dialog with PENDING status, Delegate Log In link, and Log in button.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/sharepoint-online-setup-dialog-pending.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=7ef16b2c9d147898c925171c1637d8cb) # SharePoint Server Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/sharepoint-server > [!NOTE] > > This document describes an [advanced tool](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling) that is not available to all users by default. To connect SharePoint Server as a source system, you need to perform the following steps: * [Download Windows Agent](#download-windows-agent) to your machine. * [Register Windows Agent](#register-windows-agent) and authenticate Box Shuttle using the provided key. * [Provide SharePoint Site URL](#set-up-connection-with-sharepoint) or, when you don’t use Windows integrated authentication, use your SharePoint credentials. ## Set up Windows Agent ## System requirements Windows Agent supports the following SharePoint versions: * SharePoint 2013 or higher The system requirements you need to fulfill are as follows: | | | | | - | - | - | | **Number of cores** | **RAM** | **Disk space** | | 4 | 8 GB | 50GB | > [!NOTE] > > For Windows machines that are running concurrent jobs, conservatively, it is recommended to run one job per 1.5 cores and 4 GB of RAM. In other words, an 8-core 16-GB machine can run 4 concurrent jobs, and an 8-core 32-GB machine can run 6 concurrent jobs. Larger jobs with more files or more complex permissions may require more than the minimum system requirements. ## Download Windows Agent 1. In Shuttle, click **New Job** and provide a unique name for the analysis or migration job. 2. Select **SharePointServer**. Enter the **Agent Name**. ![sharepointserver-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/sharepointserver.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=78bd9d6e088833cc41c6ac981b656b77) Click **Next** and copy the **Authentication Key.** You will need it to register the Windows Agent. ![sharepointserver2-png](https://mintcdn.com/product-docs/ZRmHMAkUChAmaGhq/images/box-shuttle/sharepointserver2.png?fit=max\&auto=format\&n=ZRmHMAkUChAmaGhq\&q=85\&s=38c6940e46fec0d19643bd01e9992c80) ## Register Windows Agent 1. Install Windows Agent. 2. In the pop-up window, provide the **Agent Key** you have copied before the installation and confirm. It may take some time to configure and register the Agent. 3. Once the registration finishes, Windows Agent will appear as connected. You can now proceed with data analysis or migration. ![windowsagent-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/windowsagent.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=2851d027e03845d6b31b767e92d9a2fd) > [!NOTE] > > Windows Agent must be able to connect to the Shuttle service and other Box services to correctly list and migrate data. This means that the network on which the Windows Agent is running must be configured to allow that traffic. If you encounter any issues while working with Windows Agent, see [Troubleshooting Windows Agent](https://support.box.com/hc/en-us/articles/16335536508307) documentation. # Set up connection with SharePoint Once you have registered Windows Agent, click Next in the main Source System configuration window. At this point, provide the SharePoint Site URL: ![shuttle-sharepoint-url-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/shuttle-sharepoint-url.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=ae7c931fb81d621f3085e79a3cd0a8cc) You can also deactivate windows integrated authentication and use your credentials: ![shuttle-sharepoint-credentials-png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-shuttle/shuttle-sharepoint-credentials.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=2324c1108e7c71a06e450d12c0e146f6) SharePoint sites vary in terms of how credentials are entered. You’ll need to enter the SharePoint site URL in almost all instances, but in some cases, entering **Username** as `domain\Username` and leaving the SharePoint domain field blank works best.  For other cases, the system will validate if you only added the Username, and then add the domain in the SharePoint domain field. # Windows Source: https://docs.box.com/en/box-shuttle/configuring-source-systems/windows > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). To connect Windows as a source system, you need to perform the following steps: * Download and register Windows Agent on your machine. * Authenticate Box Shuttle using the provided key. > [!NOTE] > > You can run Windows Agent in app mode or as a service. The service option is preferred because it will keep running after the Windows user logs out. For more information, see: [Shuttle Windows Agent as a service.](/en/box-shuttle/configuring-source-systems/box-shuttle-windows-agent#windows-agent-as-an-application-and-service) ## Set up Windows Agent ## System requirements Windows Agent supports the following Windows versions: * Windows 8 * Windows 10 * Windows 11 * Windows Server 2012 R2/2016/2019/2022 The system requirements you need to fulfill are as follows: | | | | | - | - | - | | **Number of cores** | **RAM** | **Disk space** | | 4 | 8 GB | 50GB | > [!NOTE] > > For Windows machines that are running concurrent jobs, conservatively, it is recommended to run one job per 1.5 cores and 4 GB of RAM. In other words, an 8-core 16-GB machine can run 4 concurrent jobs, and an 8-core 32-GB machine can run 6 concurrent jobs. Larger jobs with more files or more complex permissions may require more than the minimum system requirements. ## Download Windows Agent 1. In Shuttle, click **New Job** and provide a unique name for the analysis or migration job. 2. Select **Windows**. 3. Enter the **Agent Name** and click **Next**. ![Windows Agent setup dialog with Agent Name field, Download Windows Agent button, and Next and Cancel buttons.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/windows-agent-setup-dialog-name.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=fb5bba13a0a43246092735b3b6ff682f) 4. Copy the **Authentication Key.** You will need it to register the Windows Agent. ![Windows (2) PENDING dialog showing an Authentication Key with Copy button and instructions to paste it into the Windows Agent.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-shuttle/windows-pending-dialog-authentication-key.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=52f41173149e1f0723e855c228bbd6b6) ## Register Windows Agent 1. Install Windows Agent. 2. In the pop-up window, provide the **Agent Key** you have copied before the installation and confirm. It may take some time to configure and register the Agent. 3. Once the registration finishes, Windows Agent will appear as connected. You can now proceed with data analysis or migration. ![Box Shuttle status window for windowsagent1 showing CONNECTED status and zero running, completed, and background jobs.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-shuttle/box-shuttle-status-window-windowsagent1.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=196d04cbe48eab6427b3ecbb290dd219) > [!NOTE] > > Windows Agent must be able to connect to the Shuttle service and other Box services to correctly list and migrate data. This means that the network on which the Windows Agent is running must be configured to allow that traffic. ## Windows migration specifics ## Filtered files and folders Box Shuttle automatically excludes files and folders that have the **System** or **Hidden** attribute. > [!WARNING] > > If Shuttle filters a parent folder, it also filters everything inside that folder, even if the nested items don't have these attributes. This behavior can't be changed in Native Shuttle. > > **Before you migrate:** Check your source folders and remove the **System** or **Hidden** attribute from any folders you want to transfer. ## Renaming files and folders Not all content management systems work the same. When it comes to folder names, here are the considerations for Box: * No two folders within the same parent can have the same name. For example, the “Magical Creatures” folder can have only one “Unicorn” folder. * File and folder names cannot have leading spaces. So “      Narwhals” will need to be renamed to “Narwhals.” Also be aware that if Windows does not support certain characters in file names, you may have trouble working with those files via Box Drive. See the list of Windows file name restrictions. Here are some to consider: * Folder names shouldn't be longer than 100 characters. * File paths shouldn't be longer than 255 characters. * Ensure that the folder name does not contain a backslash () or forward slash (/). ## Linked files It's common for some lines of business, like finance teams, to leverage linked spreadsheets, or design teams to utilize programs that link disparate files together. These links typically reference another file using the path to that file. If one of the folder names in the path to that file changes or is moved during migration, the link will break. However, in some cases just migrating the file to a new system can break the link because the path includes the full path, all the way to the drive letter or server name (in the case of file servers, for example). It is possible to use Box with linked files ([configuring](/en/box-drive/deploying-and-managing-box-drive/configuring-the-default-box-drive-folder-location-windows-only) the default Box Drive folder location is an important part of this solution), but note that these links will need to be updated to reflect their new location in Box before they will work. If you're concerned that the content you want to migrate has a lot of linked files, we recommend working with [managed services](/en/box-shuttle/about-box-shuttle/box-shuttle-standard-and-advanced-tooling#content-migration-services) to put together a plan for the migration. # Preparing Content for Migration Source: https://docs.box.com/en/box-shuttle/preparing-for-content-migration/preparing-content-for-migration > [!NOTE] > > This article is about Box Shuttle in the Admin Console. If you’re using legacy Box Shuttle, a standalone tool, see [legacy migration guides](/en/box-shuttle/box-shuttle-legacy). Before moving content to Box, there are a number of steps you can take to ensure your content is ready. # Identify migration content Start by considering all the teams that work with content. Take an inventory of all the source tools where that content resides today. You'll want to get a sense of how much content you have, specifically the volume of content (in gigabytes or terabytes) and the number of files if possible. Look for ways to label this content, for example: active vs. archival, personal vs. departmental, or internal vs. client-facing. This should be enough information to help you prioritize which content should move first. These questions might help to determine your approach: * What is the specific goal of your Box program? * What upcoming deadlines impact your migration timeline? * How will you define success in this migration? A few general tips: * **Content vs. structured data:** Box is a platform for sharing and collaborating on content and is not a good tool for backing up things like .PST files, databases or other blobs of structured data. Traditional backup systems are often better for those types of files. * **Break your project down:** When assessing all of the content that you have to migrate, consider breaking down the volume into several phases or projects. Your approach for active content may be different than for archival content, and different teams or departments may have different requirements. * **Plan a timeline:** Digital transformation never happens overnight, and the same can be said for a content migration project of any size. A timeline can be as simple as start and end dates on your calendar or as detailed as a Gantt chart with milestones. # Define migration requirements Migrations are often about migrating associated business processes along with the content itself. That means that wherever the content lives today, there are people that have access to that content and those access permissions may need to be reapplied after the migration. Or perhaps there are third party applications that connect to the source content -- those integrations may need to be recreated or reconsidered. Here are some requirements to consider: * **Permissions:** If there is one group of users that has access to everything in scope for migration, then recreating permissions will be fairly easy. However, if there are multiple groups with granular permissions at different levels of the folder structure, then more effort will go into applying permissions to migrated content. * **Content archiving:** For source systems that have been around for a while, existing content may be duplicated or obsolete. Consider using the migration as an opportunity to do some clean-up, create a Box folder structure for archival content, or potentially delete content to remove it from the migration scope altogether. * **Content restructuring:** Migrating content from legacy systems often means moving from a tool that has been used for a very long time. It's possible that the folder structure that was originally designed for this content is no longer the best way to organize it for the way people work today. Rather than bringing over a suboptimal folder structure, this may be a good time to reorganize the content to best enable work in Box. Once you have identified the content and defined your requirements, you should have a sense of the level of effort for your migration. Review the different [options for migrating content](/en/box-fundamentals/for-admins/getting-started/migrate-content) to Box. ## Large files There are specific file size limitations depending on your account type. Understand the maximum file size you can upload to Box. Files that exceed this limit cannot be uploaded to Box. You may be able to get around this by compressing the file or by splitting it into several smaller files. However, this step must be completed before you attempt to migrate the file. For details on large files and size limitations, see [this topic.](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/understand-the-maximum-file-size-you-can-upload-to-box) # Collaborations and email notification settings It's a good practice to remove collaborators from the target files and folders before content migration. This action suppresses server-side processing including email notifications and event feeds making content processing efficient. You can add collaborators after the content migration is complete, or apply permissions in the final sync run of a job. # Scale considerations When migrating large amounts of content to Box, it's easy to bump up against the guidelines that keep Box performant and quick. These are recommendations to keep Box running at peak performance: * A single folder shouldn't contain more than 100,000 items. If you're using Box Drive, limit each folder to 15,000 items. These limits apply only to items directly within a folder and don't include the contents of subfolders. * A single job should not have more than 1,000,000 items. This helps jobs complete faster and makes them easier to manage. Jobs with more than 5 million items may generate reports that are difficult to download and open. If you have questions about these guidelines, get in touch with your account team to learn more. # Box Sign features in Box Individual and Business plans Source: https://docs.box.com/en/box-sign/box-sign-for-admins/box-sign-features-in-box-individual-and-business-plans As we continue to enhance and add new Box Sign features, we’ve made a core set of features available across every Box plan. All Box Sign users can now: * Sign or request signatures * Add standard fields * Receive notifications and reminders * View real-time signing status * Configure the signing order - sequential and parallel For a comprehensive view of features for every plan level, see the charts below:
**Sender and Admin features**
FeatureIndividual PlansBusiness Plans
IndividualPersonal ProBusiness StarterBusinessBusiness PlusEnterpriseEnterprise PlusEnterprise Advanced
Number of docs sent for e-sign via Box web app5 per month15 per month10 per user per monthUnlimitedUnlimitedUnlimitedUnlimitedUnlimited
Sign & send, or request signatures✓✓✓✓✓✓✓✓
Pre-filled text and read only fields✓✓✓✓✓✓✓✓
Standard fields and formatting✓✓✓✓✓✓✓✓
Notifications & reminders✓✓✓✓✓✓✓✓
Real-time audit trail✓✓✓✓✓✓✓✓
Set signing order - sequential and parallel✓✓✓✓✓✓✓✓
Add the same recipient multiple times✓✓✓✓✓✓✓✓
Set custom expiration date for signature request(s)✓✓✓✓✓✓✓✓
Signer verification via email✓✓✓✓✓✓✓✓
Keyboard shortcuts for doc prep✓✓✓✓✓✓✓✓
Multi-doc packages✓✓✓✓✓✓✓✓
Unlimited Box Sign templates -✓✓✓✓✓✓✓
Signer verification via SMS-✓✓✓✓✓✓✓
Password protection of docs-✓✓✓✓✓✓✓
User controls for Admins--✓✓✓✓✓✓
Shared signature requests--✓✓✓✓✓✓
Customize embedded signer disclosure--✓✓✓✓✓✓
Sign-Relay integration---✓✓✓✓✓
Custom branding for signature requests---✓✓✓✓✓
Text input field validation---✓✓✓✓✓
Signer attachments field -----✓✓✓
Sign-Shield integration-----✓ 1✓✓
Recipient groups-----✓✓✓
Batch send------✓✓
Support for 21 CFR Part 11\ e-signatures------✓ 3✓ 3
Ready-sign links------✓✓
Signer verification via Box account login ------✓✓
Conditional fields------✓✓
CAC/PIV smart card signer authentication------\$\$
Number of signature requests sent for e-sign via 3rd party and custom integrations (requests/customer/year)---100150250Unlimited (3rd party)-10002\  (custom)Unlimited (3rd party)-20002\  (custom)
> [!NOTE] > > 1 Box Sign-Shield integration for the Enterprise plan requires purchasing Box Shield. > [!NOTE] > > 2 Additional signature requests may be purchased through the Box Sign API Add-On Pack (sold by number requests). > [!NOTE] > > 3 Support for 21 CFR Part 11 e-signatures requires GxP Validation. > [!NOTE] > > \$ CAC/PIV authentication requires the Box Sign CAC/PIV Add-On Pack. Customers must purchase this add-on to enable the CAC/PIV signer authentication feature.
**Signer features**
FeatureIndividual PlansBusiness Plans\
IndividualPersonal ProBusiness StarterBusinessBusiness PlusEnterpriseEnterprise PlusEnterprise Advanced
Signing on web app and mobile devices✓✓✓✓✓✓✓✓
Draw/type/upload signatures✓✓✓✓✓✓✓✓
In-person signatures-✓✓✓✓✓✓✓
# CAC/PIV e-signature authentication Source: https://docs.box.com/en/box-sign/box-sign-for-admins/cacpiv-e-signature-authentication > [!NOTE] > > * CAC/PIV is used by U.S. Federal Agencies and Federal Contractors. > * CAC/PIV e-signature authentication is available on Enterprise Plus and Enterprise Advanced plans only and requires customers to be provisioned on the Box Sign CAC/PIV Add-On Pack. > * Card-specific limitations that we do not support include: > * Cards with no digital signing capability > * Unsupported digital signature algorithms (Box supports RSA and ECDSA) > * Expired certificate U.S. Government organizations require additional security measures to safeguard critical information and data. Common Access Cards (CAC) are identification cards that are issued to U.S. Department of Defense personnel. These cards enable physical access to buildings and provide access to DoD computer networks and systems. While CAC cards are the primary identification cards for DoD personnel, Personal Identification Verification cards (PIV) are smartcards used by other branches of the U.S. Federal Government that contain a certificate and a private key to gain access to computers, networks, and online resources. With Box Sign, these organizations can enable and require signature request recipients to authenticate themselves using their CAC or PIV smartcards before gaining access to signing Box Sign signature requests. ## Admin enablement Admins can enable CAC/PIV authentication for signature requests in the Admin Console. To enable CAC/PIV authentication: 1. In the Admin Console, go to **Enterprise Settings** > the **Box Sign** tab. 2. Under **CAC/PIV disabled for all managed users**, select **Edit Configuration**. ![Box Admin Console Box Sign settings showing user permissions, templates, Ready-Sign Links, and CFR Part 11 status.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-admin-console-sign-settings.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=b05ce8aaf964d1a0feb77c10df48c2f1) 3. Select for whom CAC/PIV authentication workflow setting is available: * **Disable for all managed users** * **Enable for all managed users** * **Enable for select users and groups** * **Enable for everyone except select users and groups** 4. Once you have selected your users and group preferences, click **Save**. ## Box Tools To ensure a seamless signing experience, Box Tools **must** be installed for each user receiving signature requests requiring CAC/PIV authentication. This step is crucial to enabling CAC/PIV for your organization. ### Compatibility requirements for using CAC/PIV with Box Tools: * CAC/PIV smartcard * **Operating system**: Windows 10, Windows 11, or macOS * **Box Tools**: Version 4.31 or above Visit [Installing Box Tools](/en/box-tools/using-box-tools/installing-box-tools) for further instructions and how to install Box Tools. Once complete, recipients can then authenticate themselves using CAC/PIV hardware. ### Known issue with Chrome 142 If you are using Chrome 142 or later, you might encounter a permissions prompt that prevents Box Tools from completing the signing process. To resolve this issue, follow the steps in [Allow Box domains local network access in Chromium 142 to avoid Box Tools disruption](/en/box-tools/using-box-tools/allow-box-domains-local-network-access-in-chrome-edge-and-firefox-to-avoid-box-tools-disruption) to ensure a seamless signing experience. ## Sending process As a sender, follow steps 1 through 3 from [Sending a document for signature](/en/box-sign/sending-a-document-for-signature). ### Selecting CAC/PIV authentication ![Modify Recipient screen with Signer role selected and Additional Recipient Authentication set to CAC/PIV Card.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/modify-recipient-signer-role-selected.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=41310dcaa87ab397623eaa78fd6cda6b) After adding recipients to a signature request, select which recipient to modify, and select the **CAC/PIV** option within the **Additional Recipient Authentication** dropdown menu. Multiple signers with CAC/PIV authentication can be added to the same signature request: * Each CAC/PIV signer authenticates independently using their own CAC/PIV smartcard. * CAC/PIV signers can be positioned in any order within the signing sequence. * CAC/PIV authentication can be used for some signers, while other recipients in the same signature request can be assigned other authentication methods (SMS, password, Box Login). * Senders must either set a signing order manually or use automatic ordering before sending the signature request. Example signing order: * Signer 1: SMS Authentication * Signer 2: CAC/PIV Authentication * Signer 3: CAC/PIV Authentication * Signer 4: Box Login Authentication #### Limitations * Long-term validation for CAC/PIV signatures is not enabled. * Digital signatures are stripped upon any upload of a signed document into a Box Sign signature request. For example, a sender has a document that requires the signature of two signers, but the document has already been signed by one of those signers who completed the signing process (either through Box Sign or another signing platform). The sender then uploads that executed document to Box Sign in a separate signature request to obtain the second signature. Box Sign will strip the pre-existing digital signatures from the document (the prior signer’s CAC/PIV signature and the Box platform digital signature tamper seal), to allow Box Sign to apply the CAC/PIV signature of the second signer and the Box platform digital signature tamper seal. The CAC/PIV digital signature of the first signer cannot be reinstated in the document. ### Additional authentication The sender can require an added password for the recipient with CAC/PIV. The recipient will first enter a password before proceeding with the CAC/PIV authentication. SMS authentication is not available (Box login is required with CAC/PIV, see [Additional recipient authentication](/en/box-sign/sending-a-document-for-signature/additional-recipient-authentication)). ### Revising a request After a signer begins the signature request process, neither the sender, nor any other user who the signature request is shared with and has access to revise the request, can revise the request for that signer. However, the sender, or any other user who the signature request is shared with and has access to revise the request, can revise the request as described in [Changing a sent signature request](/en/box-sign/sign-document-management/changing-a-sent-signature-request), including updating the CAC/PIV settings, before the signature request process begins. If a signature request doesn’t have a signing order, the sender cannot add CAC/PIV signers when revising the request. ## CAC/PIV signing process > [!WARNING] > > Box Tools must be installed on your computer before enabling CAC/PIV. The recipient will be presented with an error during the authentication process if Box Tools is not installed. As the recipient starts the signing process, click **Review document** from the email request. Once a recipient initiates a signature request, they will be required to authenticate with CAC/PIV. ![Screen stating document requires CAC/PIV card with card reader illustration and connection setup message.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/stating-document-requires-cac-piv.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=e7cce57f1c2f98eeace0ea2f82edf07e) After a successful connection, the signer will need to select the appropriate CAC/PIV card from the drop-down menu. ![CAC/PIV card screen with Select Certificate dropdown set to Certificate 1 and a Continue button.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/cac-piv-card-select-certificate.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=34ef774da924f354c60df096d2a7a070) After completing the authentication process, the signer follows the steps in [Signing a document](/en/box-sign/signing-a-document), and then after clicking **Sign & Finish** before submitting the signature, the signer will need to enter a PIN to complete the process. ![Windows Security Smart Card dialog prompting for a digital signature PIN with OK and Cancel buttons.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/windows-security-smart-card-dialog.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=ce6b9e5c7dda25a3a08bde64319a1b5a) The recipient’s selection is recorded in their signature block or initials field within the signed document and in the signing log for reference. ![Box Sign signature block for Mary Parker with CAC/PIV identifier and document ID.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-signature-block-mary.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=79c7ad0dccd6cde62ce0bbf0eaaac749) ## Signing log Once the signature request is complete, the signing log is available for review and reference. The signing log displays each CAC/PIV signature and authentication details as pictured below. You can learn how to access the signing log associated with each signature request [here](/en/box-sign/sign-document-management/viewing-the-signing-log). ![Box Sign signing log for Acme Invoice.pdf with signer details, signature stamp, and CAC/PIV verification.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-signing-log-acme.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=e919366ce0ca82ec89b18e06a861dd6e) For additional information about how Box can support compliance with CAC/PIV, contact your account manager or client success manager. # Configuring Box Sign enablement settings Source: https://docs.box.com/en/box-sign/box-sign-for-admins/configuring-box-sign-enablement-settings If you're an admin or co-admin with edit permissions, you can configure various options under the **Box Sign** tab in your Box Admin Console. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370243044112) ## Configuring access to Box Sign > [!WARNING] > > All signature requests sent through Box Sign present a disclosure on behalf of the requestor to each signer unless the disclosure has been disabled in the Admin Console. > > See [Configuring disclosure settings](/en/box-sign/box-sign-for-admins/configuring-disclosure-settings) to learn more about the default disclosure, replacing the default disclosure with a custom disclosure for your organization, and disabling the presentation of any disclosure in your organization’s signature requests. **To change which of your users have Box Sign enabled or disabled:** 1. In the left sidebar of the Admin Console, select **Enterprise Settings**. 2. In the top bar, select **Box Sign**. 3. Select **Edit Configuration** from the **Configure Sign** section. 4. Select the enablement option. * If you enable or disable Sign for select users or groups, type the user names, email addresses or names of groups you want to allow or deny. 5. Select **Save**. ![Box Sign tab in Enterprise Settings showing User Access, Template Permissions, and Ready Sign Links](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/enable-ready-sign-links.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=c7c3ae4288b5e6885604f6543881cdfc) > [!NOTE] > > If a user or group of users have Box Sign disabled, they cannot initiate signature requests. > > However, such users can still use Box Sign to sign a document sent by someone else. > > Additionally, if a user accesses files or folders associated with Box Sign target folders, they can see the status of sent signature requests, including the recipients, along with recipient actions on such requests. > [!NOTE] > > Enabling Box Sign for specific users has the following limitations: > > * 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 Sign for the entire organization. **To enable co-admin access to Box Sign permissions:** 1. Go to **Admin Console > Users & Groups**. 2. Select the **Managed Users** tab. 3. Select the name of the co-admin to whom you want to grant access permissions for Box Sign legal settings. 4. Open the **Role and Access Permissions** section. 5. Select **Edit**. 6. Enable all of the following Co-Admin Permissions: * Reports and Settings * View settings and apps for your company * Edit settings and apps for your company * Run new reports and access existing reports * Sign * View and edit Sign permissions * View and edit Sign legal settings 7. Select **Save**. ## Configuring Box Sign template permissions Enable templates for users to create, edit, or delete Box Sign templates. **To configure Box Sign template permissions for your managed users:** 1. In the left sidebar of the Admin Console, select **Enterprise Settings**. 2. In the top of the window, select **Box Sign**. 3. Select **Edit Configuration** from the **Template Permissions** section. 4. Select the enablement option. * If you enable or disable Box Sign templates for select users or groups, type the user names, email addresses or names of groups you want to allow or deny from creating, editing, or deleting Box Sign templates. * Users or groups with template permissions disabled for creating, editing, or deleting templates can still view and use Box Sign templates that are shared with them. 5. Select **Save**. ## Configuring Box Sign ready-sign links > [!NOTE] > > This feature is only available to Enterprise Plus and Enterprise Advanced accounts. Enable ready-sign links for users to initiate the signing process with a hyperlink using templates when the recipient's email address is unknown. **To configure ready-sign links for your managed users:** 1. In the left sidebar of the Admin Console, select **Enterprise Settings**. 2. From the top of the window, select **Box Sign**. 3. Select **Edit Configuration** from the **Ready Sign Links permissions** section. 4. Select the enablement option. * If you enable or disable Sign for selected users or groups, type the user names, email addresses or names of groups you want to allow or deny from creating ready-sign links. 5. Select **Save**. ## Enabling or disabling Box Sign metadata Box Sign automatically saves the key details of each signature request as [Box Sign metadata](/en/box-sign/box-sign-metadata) on the completed signature request files. This makes signed files searchable and ready to use in Box Automate workflows. This setting is enabled by default for your organization. You can disable Box Sign metadata for your entire organization. When it is disabled, Box no longer applies Box Sign metadata to new signature requests. **To enable or disable Box Sign metadata:** 1. In the left sidebar of the Admin Console, select **Enterprise Settings**. 2. In the top bar, select **Box Sign**. 3. Locate the **Box Sign Metadata** setting and toggle it on or off. 4. Select **Save**. Disabling this setting does not remove metadata from signature requests that were already completed. It only prevents Box from applying metadata to new requests going forward. ## Box Sign access for developers If your enterprise has access to Box Sign, any developer can build an app that makes requests with the Box Sign API. You can use the **Custom Apps** tab in the Admin Console to manage which apps have access to your enterprise. For details, see [Managing custom apps](/en/box-admin-tools/how-to-guides-for-admins/managing-platform-apps). ![Custom Apps details page with Decline and Authorize actions](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-sign/2-simpleapps.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=652c5712c91dc4fbd22b4feb643125c9) To approve apps that make Box Sign API requests, use the **Custom Apps** tab in the Admin Console to view app details. If the app has the **Manage signature requests** scope enabled and you approve it, you enable the app to access Box Sign through the API. ![App Scopes list that includes Manage signature requests](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-sign/3-appscopes.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=b20f4649a371a7f7df97a9b0181ccc0d) If you choose to not grant developer access to the Box Sign API, decline any apps that have the **Manage signature requests** scope enabled. Additionally, turn on the **Disable unpublished apps by default** toggle in the custom apps settings to ensure that all unpublished apps created by a developer within your enterprise require app approval. > [!NOTE] > > If you have OAuth 2.0 apps that are active within your enterprise, you need to add their client IDs to the **Disable unpublished apps by default** setting to keep them enabled. ![Global App Settings dialog with Disable unpublished apps by default turned on](https://mintcdn.com/product-docs/9oLmtBguxJjlEhRL/images/box-sign/4-globalappsetting.png?fit=max\&auto=format\&n=9oLmtBguxJjlEhRL\&q=85\&s=e0e7d21ebfcf093a5159b985a7785cb7) ## Generating admin reports To see activity reports for Box Sign usage, follow the instructions in [Running Reports](/en/box-admin-tools/reporting-and-insights/running-reports) and use the **Set Filters** option to choose which Box Sign activity and information to include. # Configuring disclosure settings Source: https://docs.box.com/en/box-sign/box-sign-for-admins/configuring-disclosure-settings ## Overview If you are an admin or co-admin with edit permissions, you can control whether a disclosure is presented to signers on behalf of your organization whenever your users send a signature request. The setting also allows you to review the default disclosure and create your own custom disclosure for your organization’s signature requests. The default disclosure configuration is described in the [Sender disclosure embedded in Box Sign](/en/box-sign/sending-a-document-for-signature/sender-disclosure-embedded-in-box-sign) article. *This article is for informational purposes only and should not be relied upon as legal advice. If you have any specific legal questions, you should consult legal counsel licensed in the applicable jurisdictions before deploying any particular solution using Box Sign for electronic delivery, signature, or record retention purposes.* ## Giving co-admins access to Sign legal settings Before a co-admin can modify your enterprise's Box Sign legal settings, you must first [grant the co-admin access](/en/box-sign/box-sign-for-admins/configuring-box-sign-enablement-settings). ## Enabling and disabling the embedded disclosure When a user sends a signature request through Box Sign, a disclosure is presented to the signer on the sender's behalf unless the sender’s admin has disabled presentation of the disclosure. From the Admin Console, you can disable or enable whether this disclosure is presented to signers as part of your organization’s signature requests, preview the default disclosure, or create a customized disclosure. **To enable or disable the embedded disclosure:** 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **Box Sign** tab. 3. In the Disclosure Settings setting, toggle **Enable Disclosure** to the desired value. To preview the Box Electronic Record & Signature Disclosure (ERSD), click **Preview**. 4. Click **Save**. ## Adding and modifying a custom disclosure: If you don't want to use the Box Sign default disclosure, Box enables you to add and modify a disclosure you customize for your enterprise. **How to add or modify a custom disclosure:** 1. Go to **Admin Console > Enterprise Settings**. 2. Click the **Box Sign** tab. 3. In the Disclosure Settings section, enable **Enable Disclosure**. 4. In the Disclosure Customization section, select **Customized Disclosure**. 5. In the text box, type your custom disclosure using plain text and format with HTML tags. Box supports the following HTML tags: * links `` and `` * bold `` * line breaks `
` * italic `` * italic `` * strong `` * span `` and * underline ``. 6. To review your custom disclosure before saving it, click **Preview**. 7. Click **Save**. Box applies changes to the disclosure after you save it. Changes made to the disclosure apply only to signature requests sent after the disclosure is saved. Signature requests that are "In-Progress" display the disclosure that was in use when you sent the request. You're responsible for updating or canceling any pending signature requests if needed. ### Signature log Box appends any enabled disclosure to the end of every signature log. ## Signer experience For each document sent for signature, Box displays the disclosure consent banner once for every signer and for each appearance in the signing order. If your organization has the presentation of an embedded disclosure enabled, your signers will see a link to that disclosure. Signers can click on this disclosure hyperlink in the consent banner to view the disclosure associated with the signature request. # Configuring signature settings Source: https://docs.box.com/en/box-sign/box-sign-for-admins/configuring-signature-settings ## Overview As an admin, you can configure whether recipients will see the signature frame with a Box Sign logo and signature request ID when applying their signature to a signature request. Additionally, admins can also configure the option to automatically apply a date and timestamp based on the sender’s time zone within the signature frame when recipients apply their signature, initials, and or stamp to a signature request. > [!NOTE] > > Enabling these settings will not affect CFR Part 11 requests. > [!WARNING] > > **Limitation:** > > Sign Myself, batch send, and Ready Sign Links do not support these signature settings. If you send these types of requests with these settings enabled, the signature frame and date and timestamp features are not applied. ## Signature frame Admins can toggle the **Enable signature frame** setting ‘on’ in order to automatically apply the signature frame complete with the Box Sign logo and signature request ID for all signature requests sent from their EID. With this setting disabled, recipients will only see their signature without the signature frame when applying their signature to a signature request. This setting is enabled by default. **To enable or disable the signature frame:** 1. Navigate to the **Admin Console** and select **Enterprise Settings**. 2. Click the **Box Sign** tab. 3. Within the **Signature Settings**, toggle **Enable signature frame** on or off: * **On**: Displays the signature frame with the Box Sign logo and sign ID. * **Off**: Displays the signature only without the signature frame. 4. Click **Save**. **With Frame** ![Box Sign signature frame with Mary Parker cursive signature, Box Sign logo, and signature ID.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-signature-mary-parker.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=2797fce7ab5ddf94fb12da3728e82ca6) **Without Frame** ![Cursive signature reading Mary Parker without the Box Sign signature frame.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/cursive-signature-reading-mary-parker.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=b49a19696bdac7b9f4c40a012b155ebc) > [!NOTE] > > Signature frame needs to be enabled to add a date and timestamp. ## Date and timestamp When the **‘Enable signature frame’** setting is enabled, admins can configure the ability to automatically apply the date and timestamp for recipients anytime they apply their signature to a signature request. The displayed date and time reflect the sender’s time zone the moment the signer adopts their signature. To ensure clarity, these placeholders will have minimum sizing requirements applied once this feature is enabled to ensure legibility. The date and timestamp setting applies to signature, initials, and stamp fields. The date and timestamp will be set out in the 24 hour time format as shown below: **\[Date Month Year HH:MM:SS.mmm]** **To enable or disable date and timestamp:** 1. Navigate to the **Admin Console** and select **Enterprise Settings.** 2. Click the **Box Sign** tab. 3. Within the Signature Settings, toggle **Add date and timestamp on the signature field** ‘on’ or ‘off’ depending on your preferences. 4. Click **Save**. > [!NOTE] > > Enabling Date and Timestamp will not only reflect sender timezone in the signature, initials and stamps fields, as applicable but also in the date signed field. ## Signature log Depending on the enablement of the date and timestamp on the signature field, the following details in the Signature Log will be captured: 1. **Signing Time:** This field will reflect the date and timestamp at the time when a signer adopts a signature for the relevant signature field placeholder. This date and timestamp will be based on the timezone of the sender of the signature request. 2. **Document Signed**: This field will reflect the date and timestamp at the time when a signer selects “Sign & Finish” to complete the signing process for the signature request for that signer. This date and timestamp will be based on the timezone of the sender of the signature request. # Enabling custom branding Source: https://docs.box.com/en/box-sign/box-sign-for-admins/enabling-custom-branding If you're an admin, you can enable custom branding in Box Sign for your enterprise to deliver a customized signing experience for signers and increase your brand awareness. This Box Sign specific feature allows you to upload a company logo, set custom company color, and email footer text. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370243944112) > [!NOTE] > > Custom branding in Box Sign is available to all customers on Business plans and higher. ### To enable custom branding for your enterprise: 1. In the Admin Console, in the left sidebar click **Enterprise Settings**. 2. In the top bar, click **Box Sign**. 3. Scroll down to **Custom Branding**. 4. Toggle **Enable Custom Branding** **for Sign** to the desired value. 5. Click **Add** under **Custom Company Logo for Sign** and upload the logo. 6. Choose the **Brand Color** for primary buttons. 7. Enter the company name in the **Custom Company Name** field. 8. Add a custom message to appear in your email's footer under **Additional Email Footer Text**. 9. Click **Save**. > [!NOTE] > > Custom logo and colors are visible for signers on Box Sign landing pages. > Signers can see the uploaded logo and brand colors in the signature request emails. Your custom company name will appear as the sender and the email footer text is visible in all notification emails. ![custombranding-png](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/custombranding.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=7f4063f81d30306000890c1b55473b30) ### To change custom branding: 1. In the Admin Console, in the left sidebar click **Enterprise Settings**. 2. In the top bar, click **Box Sign**. 3. Scroll down to **Custom Branding**. 4. Click **Change** next to your company logo. 5. Upload a new logo. 6. Click **Save** to save your changes. ### To remove custom branding: 1. In the Admin Console, in the left sidebar click **Enterprise Settings**. 2. In the top bar, click **Box Sign**. 3. Scroll down to **Custom Branding**. 4. Click **Clear** next to your company logo. 5. Click **Save** to save your changes. # Enabling recipient controls Source: https://docs.box.com/en/box-sign/box-sign-for-admins/enabling-recipient-controls ## Overview An admin or co-admin with edit permissions can enable **Recipient Controls** in Box Sign to manage how signature request recipients interact with signature requests. These settings include: * [**“Get a Copy” Role**](#get-a-copy-role): Automatic delivery of signed documents to "Get a Copy" recipients once the signature request is completed. * [**Recipient Actions**](#recipient-actions): Requires recipients to provide a reason for declining a signature request. ## “Get a Copy” role Admins can control how recipients who are assigned the “**Get a Copy**” role in a signature request receive delivery of signed documents once the signature request is completed. * When this setting is **enabled**, the signed documents are automatically saved to the recipient’s **My Signed Documents** folder in Box, and the recipient also receives an email with a link to the signed documents. * When this setting is **disabled**, recipients receive only an email with a temporary link to the signed documents. The link expires after 80 days, and the completed documents are not automatically saved to Box. Admins should ensure that these signed documents are appropriately downloaded, stored and/or printed by the recipients classified as “**Get a Copy**” as the signed documents will not be saved in any folder within Box if this recipient control setting is disabled. > [!NOTE] > > If a sender is also assigned the “**Get a Copy**” role, signed documents are saved to the sender’s **My Signed Documents** folder regardless of this setting. If the folder cannot be created, the sender receives a temporary email link instead. ### Enabling "Get a Copy" role To enable the recipient settings for “Get a Copy” role: 1. Go to the **Admin Console** > **Enterprise Settings**. 2. Click the **Box Sign** tab. 3. In the **Recipient Controls** setting, turn on the **“Get a Copy” Role** toggle. 4. In the upper-right corner of the **Admin Console**, click **Save**. > [!NOTE] > > If the recipient control setting is enabled along with the **Restrict Content Creation** setting that **Only admins can create and delete first-level folders, files and bookmarks** within the **Content & Sharing** tab in Enterprise Settings, then the **My Signed Documents** folder for the recipient(s) will not be created. ### Impact on other roles The “Get a Copy” recipient control setting **does not** impact users who have been classified as “Signers” or “Approvers” in a signature request. Those users will still receive copies of the signed documents within the “My Signed Documents” folders once the signature request has been completed by all recipients. Recipients classified as “Signers” or “Approvers” will also receive an email with a temporary link to the signed documents.\ If a recipient has been added to a signature request as either a “Signer” or an “Approver” accidentally, then the recipient can decline the signature request. By doing so, the user will be removed as a recipient to the signature request and will not receive a final copy of the signed documents saved to the recipient’s Box account. ## Recipient actions Admins can require recipients to provide a reason when declining a Box Sign signature request. When this setting is enabled: * Recipients are prompted to provide a reason when declining a signature request. * Recipients cannot decline a signature request until a reason is provided. * The reason is recorded in the [signing log](/en/box-sign/sign-document-management/viewing-the-signing-log). * The sender and the recipient who declined the signature request receive an email notification with the reason. To enable mandatory reason for declining, the Admin should: 1. Navigate to the **Admin Console** and select **Enterprise Settings**. 2. Select the **Box Sign** tab and scroll down to **Recipient Controls**. 3. Under **Recipient Actions**, turn on the **Require recipients to provide a reason for declining toggle**. 4. In the upper-right corner of the **Admin Console**, click **Save**. # Enabling sender controls Source: https://docs.box.com/en/box-sign/box-sign-for-admins/enabling-sending-settings ## Overview **Sender Controls** allow Box admins to control how senders create and manage signature requests in Box Sign. These settings help enforce consistency, compliance, and governance by defining what actions senders can take and what information they must provide. ## Overview Sender Controls include the following controls: * [Field restrictions](#field-restrictions): Limit which field types senders can add or modify in signature requests and templates. * [Sender actions](#sender-actions): Require senders to provide a reason when performing certain actions on a signature request. ## Admin experience Admins use field restrictions to control which field types appear in the **Signatures & Fields** panel for senders when they work with templates and signature requests. ### Field restrictions Field restrictions apply when users: * Create new templates. * Use existing templates. * Send signature requests. * Revise or modify signature requests. **To configure field restrictions:** 1. Navigate to the **Admin Console** and select **Enterprise Settings**. 2. Click the **Box Sign** tab. 3. Under **Sender Controls**, select **Edit Configuration**. 4. In the **Configure Field Restrictions** dialog, select one of the following options: * **Disable for all managed users**: All users can access all field types (default setting). * **Enable for all managed users**: Apply field restrictions to all users in your organization. * **Enable for select users and groups**: Apply field restrictions to specific users or groups. * **Enable for everyone except select users and groups**: Apply field restrictions to all users except those you specify. 5. If you selected **Enable for select users and groups** or **Enable for everyone except select users and groups**: 1. In the **Users or Groups** field, enter the names of users or groups. 2. Click **Save**. 6. Select the fields you want to make available for specified senders: * Signature * Stamp * Initials * Date Signed * Name * Company * Email * Title * Text Input * Checkbox * Attachment * Radio * Dropdown > [!NOTE] > > Only selected field types will appear in the **Signatures & Fields** panel. All unselected field types will be unavailable. 7. In the upper-right corner of the Admin Console, click **Save**. ### Sender actions Admins can require senders to provide a reason for cancelling, revising, or deleting a signature request. This feature helps to: * Maintain comprehensive audit trails. * Understand the context behind workflow changes. * Ensure accountability for signature request modifications. **To enable mandatory reasons for senders:** 1. Navigate to the **Admin Console** and select **Enterprise Settings**. 2. Select the **Box Sign** tab and scroll down to **Sender Controls**. 3. Under **Sender Actions**, turn on the **Require senders to provide a reason for their actions** toggle. 4. In the upper-right corner of the **Admin Console**, click **Save**. ## Sender experience When field restrictions are enabled, senders can only work with available field types. The following sections explain how these restrictions affect signature requests and templates. ### Signature requests #### Creating and sending signature requests When an admin applies field restrictions to a user or group: * The **Signatures & Fields** panel displays only available field types that the admin selected in the Admin Console. Senders can add only those field types to their signature requests and templates. * Unavailable field types do not appear and cannot be added to signature requests or templates. If a sender attempts to send a signature request containing template tags for unavailable field types, an error message appears, and the request cannot be sent until those fields are removed. #### Modifying signature requests When revising a sent signature request, senders cannot: * Add unavailable field types. * Duplicate unavailable field types. * Modify unavailable fields (resize, move, change properties). If senders attempt these actions, an error message appears. To proceed, they must remove the unavailable fields. > [!NOTE] > > Field restrictions do not affect signature requests sent before the restrictions were applied. ### Working with templates #### Creating templates * Users with field restrictions can only add available field types. * Unavailable field types do not appear in the **Signatures & Fields** panel. #### Using locked templates * If a template contains unavailable field types, senders with field restrictions cannot create a signature request from that template. #### Using unlocked templates * If the template contains unavailable fields, senders with field restrictions cannot create a signature request from that template. * However, if senders have permission to edit the template, they can remove unavailable field types from the template before creating the signature request. * Senders with field restrictions cannot add, duplicate, resize, move, or modify unavailable field types. ### Sender actions When **Sender Actions** are enabled: * Senders are prompted to provide a reason when cancelling, revising, or deleting a signature request. * Senders cannot cancel, revise, or delete signature requests until a reason is provided. * The reasons for revising are recorded in the [signing log](/en/box-sign/sign-document-management/viewing-the-signing-log). The reasons for cancelling or deleting are recorded in the [User Activity report](/en/box-admin-tools/reporting-and-insights/user-activity-report). # Enforcing recipient authentication methods Source: https://docs.box.com/en/box-sign/box-sign-for-admins/enforcing-recipient-authentication Admins can enforce a required recipient authentication method for the users and groups they choose. When an authentication method is enforced, senders must use that method for every recipient on a signature request. This helps enterprises maintain consistent security and compliance across the organization. ## Overview Admins can configure recipient authentication enforcement in the **Additional Recipient Authentication** section of the **Box Sign** tab in the Admin Console. From the **Required Recipient Authentication** drop-down list, admins can choose the specific method to enforce. The list includes the following options: * **Box Login** – recipients log in to their Box account before signing. * **SMS Authentication** – recipients verify their identity through an SMS text message. * **CAC/PIV Card** – recipients authenticate with a Common Access Card (CAC) or Personal Identity Verification (PIV) smartcard. Available only with the Box Sign CAC/PIV Add-On Pack. For details about each method, see [Additional recipient authentication](/en/box-sign/sending-a-document-for-signature/additional-recipient-authentication). Admins can enforce an authentication method for all users in your enterprise or for a selected list of users and groups. Box applies the enforced method at two points: when a user creates a template, and when a user creates a signature request without a template. ![Admin Console Box Sign tab with the Additional Recipient Authentication section and the Required Recipient Authentication drop-down list open, showing Box Login, SMS Authentication, and CAC/PIV Card options.](https://mintcdn.com/product-docs/oJ2JV5OGV33_riLc/images/box-sign/box-sign-required-recipient-authentication.png?fit=max\&auto=format\&n=oJ2JV5OGV33_riLc\&q=85\&s=8d250240682c02e43a10f90caf038915) > [!NOTE] > > This setting does not apply to 21 CFR Part 11 requests. Those requests continue to use Box Login as the authentication method. For more information, see [21 CFR Part 11 compliance support](/en/box-sign/sending-a-document-for-signature/21-cfr-part-11-compliance-support). > > Enforcement also applies only to signature requests created in Box Sign. It does not apply to requests created through [Box Automate](/en/box-automate/about-box-automate), [Box Relay](/en/box-relay/about-relay/introducing-box-relay), or the Box Sign Salesforce integration. ## Requirements for CAC/PIV CAC/PIV smartcard authentication is available on Enterprise Plus and Enterprise Advanced plans only and requires the Box Sign CAC/PIV Add-On Pack. For more information, see [CAC/PIV e-signature authentication](/en/box-sign/box-sign-for-admins/cacpiv-e-signature-authentication). To enforce CAC/PIV for a user, both of the following must be true: * The user has permissions enabled for CAC/PIV. * The user has permissions enabled for Required Recipient Authentication. > [!WARNING] > > If you enable enforcement but a user does not have the matching CAC/PIV permission, the enforcement does not apply to that user. The Admin Console indicates this condition so you can correct the user's permissions. ## Enforcing an authentication method To enforce a recipient authentication method: 1. In the Admin Console, go to **Enterprise Settings** > **Box Sign**. 2. In the **Additional Recipient Authentication** section, next to **Required Recipient Authentication**, select **Edit Configuration**. 3. Select whether the enforcement applies to all users or to a specific list of selected users and groups. 4. From the **Required Recipient Authentication** drop-down list, select the method you want to enforce. 5. Select **Save**. ## Sender experience When a recipient authentication method is selected for a sender, that sender's experience changes as follows: * Box automatically applies the enforced authentication method to every recipient in a new signature request. * The sender cannot send the request until the requirements for the enforced authentication method are complete. ### Revising a request Requests sent before you enforce an authentication method are not affected. When modifying an in-flight signature request, users cannot change the authentication method to one that the admin setting does not enforce. If they attempt to do so, a red banner and a validation error indicate that the sender must use the enforced authentication method. The same behavior applies to shared requests. For more information, see [Sharing signature requests](/en/box-sign/sign-document-management/sharing-signature-requests). ## Templates ### Creating a template When an authentication method is enforced, template creation changes as follows: * Box automatically sets each placeholder and recipient to the enforced method. * When a creator edits a template, Box displays a validation error if the creator tries to save the template with a method other than the enforced one. When a creator saves a document as a template: * **Unlocked template** – the template automatically defaults to the enforced method. * **Locked template** – the creator cannot save the document as a template if the recipient fields are locked. ### Using a template Authentication methods configured within a template can be modified unless the template creator locks the template. Existing templates keep the methods they were built with, so a template created before this feature became available can still specify a method other than the one you enforce. When a template's method differs from the one you enforce, the template user's experience depends on whether the template is locked: * **Unlocked template** – if a recipient does not have an authentication method configured within the template, Box automatically sets it to the enforced method and informs the sender. If a recipient is set to any other method, the sender receives an error when they select **Send**, indicating that they must change the method to the enforced one. * **Locked template** – the sender is blocked from using a template if it contains an authentication method that they are not permitted to use. ## Batch send When a template is set to the enforced authentication method and a user runs a batch send signature request with it, the CSV file uploaded to start the batch send request must include the details for that method. Box displays a validation error if those details are missing or if a value does not match the enforced method. For more information, see [Using batch send templates](/en/box-sign/templates/using-batch-send-templates). > [!WARNING] > > If a sender adds themselves as a signer on a batch send request, Box does not apply the enforced authentication method to that sender. ## Ready-sign links Ready-sign links do not support additional recipient authentication methods. If a template is set to an enforced authentication method, you cannot generate a ready-sign link from that template. For more information, see [Using ready-sign links](/en/box-sign/sending-a-document-for-signature/using-ready-sign-links). ## API When you set the authentication method through the API, Box validates the method against the sender's permissions. If the sender belongs to an enterprise with an enforced authentication method and attempts to select a different authentication method, Box returns a validation error. # About Box Sign Source: https://docs.box.com/en/box-sign/box-sign-for-admins/introducing-box-sign Box Sign enables you to seamlessly and easily collect electronic signatures on shared critical content, and keep your important business processes smoothly flowing. Box Sign is a set of electronic signature capabilities natively integrated into Box, extensible with connectors and APIs. It accelerates critical business processes by streamlining e-signature workflows in a secure, seamless, and cost-effective way. Box Sign offers the convenience and protection of electronic signatures to your organization. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370249254112) Examples of Box Sign features: * Send documents to the people who need to sign them. * Choose the order in which people need to sign. * Add signature fields, date fields, text fields, and checkboxes. * Create optional templates with saved settings for quick and easy re-use. * See the status of each signature request you have sent. * Send automated and manual reminders to people who haven't yet signed. * Generate reports summarizing your signature requests. * Change in-flight sent signature requests. If you are an Admin, get started [here](/en/box-sign/box-sign-for-admins/configuring-box-sign-enablement-settings). If you have questions, [check out this article](https://support.box.com/hc/en-us/articles/4404077080595-Box-Sign-FAQ). # Understanding the sender's file storage and permissions Source: https://docs.box.com/en/box-sign/file-storage-and-permissions/understanding-the-senders-file-storage-and-permissions ## Sender permissions To initiate a signature request in Box, you must have the download permissions to the file you send. Your collaborator role needs to be set as one of the following to send out a signature: * Co-owner * Editor * Viewer Uploader * Viewer For more information on collaborator roles, visit: [Understanding Collaborator Permission Levels.](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) ## File and folder permissions The file for which you initiated sign request and a folder where a sign request will be saved might fall under restrictions, often security restrictions, such as one or more of these: * Restrictive collaborator permissions are in place. For details, see **Create Signature** and **Save Signature to a folder** permissions in [Understanding Collaborator Permission Levels.](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) * Classification label assigned to the content has the [Box Sign Request restriction](/en/box-shield/shield-smart-access-policies/security-control-types#box-sign-request-restriction) access policy defined. * Malware scan detects threat within content and restricts downloads. For more information, see [Shield Malware Detection](/en/box-shield/shield-threat-detection-rules/malicious-content-detection-rule). * The file contains a watermark. If such a file is restricted, continuing with the signature request will be prevented by the restriction, and you may not get access to further sign components, such as signing log or even the final document version. Work with your administrator to decide how best to proceed. When a Sign request is triggered from a file in Box, or a file is uploaded to Box via Box Sign, Box prepares the document as a PDF. This PDF document then goes through the Sign workflow. These PDF documents within the Box Sign workflow are always stored in Box, whether the workflow is completed or is in progress. The content within the Box Sign workflow is always protected in the same way as your other Box content. > [!NOTE] > > If folder setting or Shield classification has been applied to a folder/file after a signature request has been sent, it won't impact the signature request workflow in any way. After all recipients sign the document, Box creates the signed copy as a PDF with a digital certificate, and generates a unique hash from this PDF. Any changes made to the document after the signing process is closed can be detected by comparing hash codes. # Editing files Source: https://docs.box.com/en/box-sign/multiple-documents-in-a-signature-request/editing-files Box Sign allows you to rename, replace, delete, and print files in a multi-doc signature request. ## Renaming a file To rename a file: 1. Select the ellipsis within the header bar. 2. Select **Rename**. 3. Type in the new name and select **Save**. This action renames the final file that each of the signer and sender receives. The filename is displayed in the header of each file and when you hover over the thumbnails of the file on the left panel. ## Replacing a file To replace a file: 1. Select the ellipsis within the header bar. 2. Select **Replace**. 3. Select your replacement file and select **Continue**. 4. Toggle **Keep Existing Fields** on if necessary. 5. Select **Confirm and Replace** to save your changes. > [!NOTE] > > When you replace a file and toggle Keep Existing Fields on, check to make sure that your fields are in the right place. ## Deleting a file To delete a file: 1. Select the ellipsis within the header bar. 2. Select **Delete**. ## View Details: printing The [View Details](/en/box-sign/sign-document-management/viewing-sign-request#more-details) screen shows the list of all files and recipients of a multi-doc signature request. You can also print each file from this view. To print files: 1. Hover over the title of your request. 2. Select the **View Details** option. 3. Select the file you want to print from the **Documents & attachments** section. 4. Select the ellipsis button and select **Print**. # Known limitations for multiple files Source: https://docs.box.com/en/box-sign/multiple-documents-in-a-signature-request/known-limitations-for-multiple-files There are a few limitations for multiple files in one signature request. Consult the list below before sending your first signature request. * **Shield restrictions.** If your files have more than one restriction, the most restrictive policy is used. * For example: your Box file has a Print & Download restriction, while your destination folder has a No Box Sign restriction. You won't be able to upload a local file, as the No Box Sign and Watermarking policies don't allow for use of Box Sign for local files. * **A file must remain in the request.** You can't delete a file if it's the only file in the request. To delete the file, you will need to upload another file to the request. * **No local files for replace.** You can't replace files with a local file. To use the file, upload it to Box first. * **Template sharing.** To share a signature request with multiple files as a template, you need to share all files in the package first. To use the template, the user needs to have the minimum **Viewer** permissions enabled. If they need to rename or delete files, they should be granted **Editor** access. For more information on permissions, see [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). * **Box Sign Report and User Activity** are currently not supported. Events will be stored and backfilled. You can pull events from [Streaming API](https://developer.box.com/guides/events/) with **stream\_type**: **admin\_log**. * **Lock on fields, but not files.** If you replace a file with fewer pages, the fields are automatically placed on the last page. As a result, field placement will need to be re-adjusted accordingly. If the fields are locked, the template user won't be able to move or add new fields to any newly added or replaced files. > [!NOTE] > > To work with signature requests quickly and smoothly, especially for mobile users, we recommend keeping the total size of all files less than 25 MB. # Multiple files overview Source: https://docs.box.com/en/box-sign/multiple-documents-in-a-signature-request/multiple-files-overview Box enables you to add multiple files to a signature request. Each file remains separate with its own corresponding header, but the signer will see the files collectively in a linear flow. To see the flow for a single file, please refer to [Sending a document for signature](/en/box-sign/sending-a-document-for-signature). Uploading multiple files to one signature request is supported for the following flows: **Request Signature or Only Me.** ### Multiple files upload You can upload multiple files at once and remove any of them. Only one file needs to remain in the signature request. ### Using templates To use [templates](/en/box-sign/templates/creating-using-and-sharing-templates) you need to share all files in a template to avoid permissions issues. Batch send, Ready Sign-Links, and Template Tags are also supported. ### Locking files File locks applied by the template owner prevent users from replacing, adding, deleting, and rearranging files. ### Signing log Details of all files from a multi-doc signature request are visible in the signing log. # Sending multiple files for signature Source: https://docs.box.com/en/box-sign/multiple-documents-in-a-signature-request/sending-multiple-files-for-signature [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370351732112) Follow the steps below to send a multi-doc signature request. ## Adding your files ![multinew-png](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/multinew.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=765569563276dc049bb86d56e50bc7ba) 1. Open Box Sign from your Box account home window, Box **Files** window or preview mode (for more information on accessing Box Sign, see [Basic outline of sending a signature request](/en/box-sign/sending-a-document-for-signature#basic-outline-of-sending-a-signature-request)). 2. In the top-right corner, select **New Request**. 3. Select which file you want to send for signature by choosing a file from Box or your desktop. 4. Define who will receive the request for signature (for more information, see [Adding and modifying a recipient](/en/box-sign/sending-a-document-for-signature#steps-2-and-3-adding-and-modifying-a-recipient)). 5. Choose the desired location under **Where should the request be saved?** 6. Select **Next**. On the next screen you can: * Add more files * Rearrange the files by dragging and dropping using the preview panel on the left-hand side * Replace and rename the base file * Replace, rename, or delete any additional files added to the base file * Specify the signing order (if there are multiple recipients) * Configure email notification settings, desired file name, and expiration date * Manage the recipients (for more information, see [Adding and modifying a recipient](/en/box-sign/sending-a-document-for-signature#steps-2-and-3-adding-and-modifying-a-recipient)) * Add signatures and fields to your files (for more information, see [Add action fields to a request](/en/box-sign/sending-a-document-for-signature#step-4-preparing-the-request)) ## Adding more files To add more files to your request: * Select the grey **+** button in the left-hand pane and select: * **Choose from Box** or * **Upload file** * Drag and drop the file into the main preview area or the file thumbnail bar on the left. A blue upload bar will appear at the bottom of the screen confirming the status of the file upload Select **Send Request** when your signature request is complete. > [!NOTE] > > Each file in the request has its own header, where the file name and number of pages are displayed. You can rename, delete, and replace each file by selecting the desired action from the ellipsis within the header bar. All changes will be visible to the sender, but not the signer. # 21 CFR Part 11 compliance support Source: https://docs.box.com/en/box-sign/sending-a-document-for-signature/21-cfr-part-11-compliance-support Title 21 Code of Federal Regulations Part 11 (“CFR Part 11”) establishes the United States Food and Drug Administration (the “FDA”) regulations on electronic records and electronic signatures. If enabled by your organization’s admin, you can use Box Sign Part 11 e-signatures (“Part 11 e-signatures”) with Box Sign requests for your regulated documents. This document is for informational purposes only and should not be relied upon as legal advice. If you have any legal questions regarding 21 CFR Part 11 or your organization’s intended use of Part 11 e-signatures, you should consult legal counsel licensed in your jurisdiction(s) before making use of Part 11 e-signatures. For requirements and additional information, visit [eCFR :: 21 CFR Part 11](https://www.ecfr.gov/current/title-21/chapter-I/subchapter-A/part-11). > [!WARNING] > > Support for 21 CFR Part 11 compliance in Box Sign requires GxP Validation. For more information, visit [GxP Validation](/en/box-compliance/gxp/gxp-validation), or contact your account manager. > > Additionally, if you are a GxP customer using certain Single Sign-On (SSO) configurations for your Box environment, please ensure that you have configured your SSO controls to force authentication in order to create compliant 21 CFR Part 11 e-signatures. > [!NOTE] > > Support for 21 CFR Part 11 e-signatures is not compliant with the following signing workflows and options: > > * Ready-Sign Links > * Sign Myself > * Box Sign Salesforce integration signature requests ## Admin enablement As admin, you can configure 21 CFR Part 11 workflow settings for your organization by going to your **Admin Console** and then **Enterprise Settings -> Box Sign.** In the **Box Sign** tab, select **Edit Configuration** under the first **Sign enablement** setting. ![Reason for Signing modal for Mary Parker with Signing Reason set to Add your own reason and a custom reason text field.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/reason-signing-modal-mary-parker.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=f946baf091b8e03ea42f698abf27ce16) From here, you can select from four options for your users and groups: * Disable for all managed users * Users cannot send any signature requests * Enable for all managed users * Users can send both CFR Part 11 requests and standard signature requests * Enable for select users and groups * Select users and groups can send both CFR Part 11 requests and standard signature requests * Enable for everyone except select users and groups * Select specific users and groups cannot send any signature requests Once you have configured your users and group preference, click **Save**. As an Admin, you can restrict certain users and/or groups to **only send 21 CFR Part 11 signature requests** and help ensure compliance. To configure this setting, select **Edit Configuration** under **Restrictions for 21 CFR Part 11** configuration within the **Advanced CFR Part 11 Settings** section. You can select from the following options for your users and groups: * Disable for all managed users * Users are not restricted to only sending CFR Part 11 requests and have the option of sending both standard and CFR Part 11 signature requests unless otherwise configured within reusable templates by the template creator * Enable for all managed users * All managed users are restricted to only sending CFR Part 11 requests * Enable for select users and groups * Select specific users and groups are restricted to only sending CFR Part 11 requests * Enable for everyone except select users and groups * Select specific users and groups are not restricted to only sending CFR Part 11 requests ### Signing reasons Admins can customize signing reasons, but should ensure the customized reasons they include meet the 21 CFR Part 11 requirements. **To Customize Reasons:** Within the Admin Console, select **Enterprise Settings.** In the **Box Sign** tab, within the **CFR Part 11** settings, determine if you want signers to either: * Select from a list of default or pre-defined signing reasons; or * Select from a list of customized signing reasons as set out by the Admins Additionally, Admins can determine whether they want to enable signers with the option of providing their own custom signing reason when adopting their signature or initials to a signature request. Admins can configure their own customized signing reasons for signers by selecting **Customized Reasons** and then clicking **Add Reason.** ![CFR Part 11 configuration panel with Customized reasons selected and an Add Reason button available.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/cfr-part11-custom-signing-reasons.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=fdbdc30aa4166da9b50c067e4c2f5ae8) The following restrictions apply when creating customized signing reasons: * Admins are required to add a minimum of 2 reasons * Admins can add up to 25 reasons * Each entry can only be 60 characters long * The default signing reasons cannot be changed ## Sending process **To begin the sending process:** 1. Select **Request Signature** or initiate a signature request via a reusable template 2. In the recipient panel, under CFR Part 11 Settings, select **CFR Part 11 Request** or **Standard Request**. If the signature request was initiated using a template, these settings will not be available, as they are preset by the template creator at the time the template was created. 3. Follow the sending process from [Sending a document for signature](/en/box-sign/sending-a-document-for-signature) to continue. Within the document preparation experience, senders can verify that their signature request will follow the CFR Part 11 e-signature workflow by ensuring they have the CFR Part 11 Signature request icon next to their signature request file name. When a sender modifies a recipient’s role, they can review the 21 CFR Part 11 login requirements to notify their signers of the requirement in advance. ![New Sign Request header showing a CFR Part 11 Request badge and No Folder Selected.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/new-sign-request-header-cfr.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=d11247e7a1687688749ce6cb571f3eac) ![CFR Part 11 Settings Request Type](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/cfr-part-11-settings-request-type.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=5fdadc77e68d19aa7efe7388c19ee997) When preparing a Part 11 e-signature request, you have two options: 1. For a single signer or a recipient group that was assigned the "signer" role, senders can add a required signature field or an initials field or both. Stamps, and any other fields are not included in the Part 11 e-signature process. 2. Senders can add no fields at all to a single signer or recipient group. In that case, those recipients will need to drag and drop the fields they need to complete and will then be required to add at least one signature field or one initials field before the signer can complete the signature request. The sender should ensure that either a signature field or initials field is assigned to a signer and selected as a required field by the signer. If a sender tries to send a signature request marking a signature field or initials field as “not required”, an error banner will be displayed and the sender will not be able to proceed with sending the signature request. > [!NOTE] > > The option selected in the CFR Part 11 settings will be remembered for the user’s next signature request. For example, if the user selects “CFR Part 11 request” in the first request, the same option will be pre-selected by default in the second request to provide consistency and guidance. **Require Password (Optional)**\ The sender can choose if they want to add an additional password of their choice to the signature request by toggling **Require Password**. ### Templates For templates, follow the process in **Creating, using, and sharing templates** under [To create a template](/en/box-sign/templates/creating-using-and-sharing-templates). Template creators can select between **CFR Part 11 Request** or **Standard Request** in the recipient panel during document preparation and lock the request type to ensure anyone who leverages the template must utilize the configured request type. ## 21 CFR Part 11 signing process Once a recipient initiates a signature request, they will be required to log in to their Box account to authenticate their identity to continue with the CFR Part 11 e-signature request. If the signer does not have a Box account, Box will prompt the recipient to create a free account in order to authenticate to the Box service. After logging in, you follow the same process as in [Signing a document](/en/box-sign/signing-a-document), with two additional steps: * If the request includes a signature or initials field assigned to a recipient, that recipient must select the reason for applying their signature or initials to the request. * Once the signing reason has been applied to the signature or initials field(s), recipients must re-authenticate their log-in after each Part 11 e-signature > [!NOTE] > > * The 21 CFR Part 11 signing process only applies to the application of signature and initials fields. It does not apply to the application of stamps or any other fields. > * The customer is responsible to ensure the identity of each recipient is verified to the organization’s satisfaction prior to providing such recipient with account login access credentials for Box. The customer must authenticate each user’s identity prior to sending a Part 11 e-signature request. ### Reason for signing After the recipient selects their signature or initials, the recipient can select the following reasons in order to proceed: * Default signing reasons, which include: * I read and approve this document * I read and agree to this document * I read and authored this document * A custom signing reason configured by the Admin or Co-Admin * **Important:** this option is only available if the Admin or Co-Admin have enabled custom reasons for recipients ![Reason for Signing dialog for Mary Parker with Signing Reason set to Add your own reason and Sign and Cancel buttons.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/reason-signing-dialog-mary-parker.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=48a2d50923f2cf8996563dd5d0f58241) The recipient’s selection is recorded in their signature block or initials field within the signed document and in the signing log for reference. ![Box Sign certificate panel showing a cursive signature, signatory name, email, signing time, reason, and document ID.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/sign-certificate-detail-panel.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=9319c5f89afc0431c346bc53be3082cb) ## Re-authenticating each Part 11 e-signature > [!NOTE] > > The Part 11 e-signature workflow will log you out of any open Box account browser-based sessions and reinitiate your account session by logging you back in at the time of signing. Be sure to save your existing work before initiating a Part 11 e-signature workflow. After adopting your signature or initials or both, providing your reason for signing, and navigating to the next page, you will then be prompted to re-authenticate your session by logging in with your credentials. Re-authentication completes the signing process for that Part 11 e-signature. Recipients can continue adding their signature or initials to other locations within the request by clicking the next signature or initials field, selecting their reason, and re-authenticating their session. This process is repeated until all required signature or initials or both fields in the CFR Part 11 e-signature request are completed. ![Authentication modal explaining that CFR Part 11 requires reauthentication before signing, with Cancel and Continue buttons.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/cfr-part11-reauthentication-prompt.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=47fb8d0ce7c7bd44fd54997c72d10305) The sender may choose not to assign any fields to a signer. In this case, the recipient may drag and drop fields when completing the CFR Part 11 e-signature request. The signer will need to add at least one signature or initials field to complete the process. When the recipient adds a field, they will be prompted to adopt a signature or initials, provide a signing reason, and re-authenticate themselves. ## Automatic resizing of the CFR Part 11 e-signature and initials fields Signature and initials fields within CFR Part 11 signature requests will have preconfigured sizing dimensions and may be automatically resized to ensure that the final CFR Part 11 signature and initials frame, including details within the frame, are legible. These predefined dimensions do not apply to signature or initials fields included within batch send signature requests. > [!NOTE] > > For legibility purposes, Box Sign may automatically resize signature and initials fields within CFR Part 11 signature requests initiated from reusable templates, regardless of how the fields are configured within the template. We recommend reviewing the signature request in the document preparation process to confirm the field properties are properly sized and meet the sender’s requirements prior to sending the request. ## Signing log Once the Part 11 e-signature request is complete, the Signing Log is available for review and reference. The signing log displays each Part 11 e-signature or initials or both, authentication details, and the signing reason as pictured below. You can learn how to access the Signing Log associated with your document [here](/en/box-sign/sign-document-management/viewing-the-signing-log). ![Box Sign signing log for Mary Parker showing CFR Part 11 verified signatures, signing reasons, and audit details.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-signing-log-mary.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=00bf348d06acc6fd5400bbcd414bdf55) For additional information about how Box can support compliance with 21 CFR Part 11, contact your account manager or customer success manager. # Adding conditional fields Source: https://docs.box.com/en/box-sign/sending-a-document-for-signature/adding-conditional-fields ## Adding conditional fields In Box Sign, you can use conditional fields to create dynamic, responsive documents with fields that adapt based on signer input. This conditional logic streamlines the signing process, ensuring signers only view, fill, and sign the relevant fields that are exposed and assigned to them based on how they completed other fields within the signature request. Example use cases for the conditional fields include: * “Yes/No” Questionnaires that show or hide text fields based on radio button or check box selections. For example, display a mandatory text box for more information if the recipient selects the “yes” check box or radio button. * The identification request section of an application or questionnaire, where a mandatory signer attachment field is exposed if the recipient selects a “yes” check box or radio button requesting identification via a driver’s license or other government issued ID. > [!NOTE] > > Conditional fields are available in Enterprise Plus and Enterprise Advanced plans only. ![radio selected none](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/radio-selected-none.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=888aae2cbfe273f560b794f21fc67c9e) Radio button only ![radio selected option drop down](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/radio-selected-option-drop-down.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=f82107506299592914dea85b8012bd9a) Radio button selected with drop down options ![radio selected text box](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/radio-selected-text-box.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=6c52e2994abeb3540e1c997cdf94ac70) Radio button selected with text box ## Configuring conditional logic in a field Conditional logic determines which fields appear or remain hidden based on field settings configured by the sender or template creator. Follow these steps to configure fields with conditional logic [when preparing a signature request](/en/box-sign/sending-a-document-for-signature#step-4-preparing-the-request): 1. Create or Modify a signature request or reusable template. 2. Add drag and drop any of the following fields to be used as a **Trigger Field**: * Checkbox * Dropdown * Radio button group 3. Click the **+ Add New Logic** button in the **Conditional Logic** section of the field properties menu. 4. Define the Condition: * For checkboxes: Choose between **Checked** or **Unchecked**. * For radio buttons and dropdowns: Select a specific option as the condition. 5. Set the outcome: 1. Select one or more fields to become visible by clicking them in the document preparation experience. 2. Any field type can be used as an outcome field. 3. Outcome fields remain hidden for signers and are only exposed once the rule defined by the conditional logic is true. 6. Click **Save** to apply your conditional logic. ![logic builder.png](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/logic-builder.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=a222e62a24790a05a2a98d6417d4cc5c) 7. **(Optional)** Review the conditional logic settings: 1. Click on the trigger or the outcome field(s) to verify that the conditional logic was created and with the configured settings. ![Employment Agreement template with Radio Group Logic showing Fixed Term fields when value equals Fixed.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/employment-agreement-template-radio-group.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=ee4dea41f35b52cb91342f557189c1eb) > [!NOTE] > > During a conditional logic creation process, a majority of the actions, such as moving, deleting, adding new fields, or configuring fields, are disabled. ## Conditional logic indicators Fields with applied conditional logic are visually marked with a striped background. This helps identify conditional fields within your document. Trigger fields have a blue arrow. ![Outcome Fields showing required Text and Attachment fields with striped conditional logic styling.](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/radio-button-selected-none.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=c23ee70092d64250d840f3ca2a330e07) ![Trigger Fields examples showing required radio buttons, checkbox, and dropdown with blue arrow indicators.](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/radio-button-selected-none-2.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=b6eb691f6602f43509c3630534ef1c3e) ## Managing conditional logic You can edit or delete conditional logic settings by following these steps: * Edit a conditional logic setting: Locate the field with a conditional logic applied (striped background or an arrow), click on the **Trigger** or **Outcome** field, navigate to the **Conditional Logic** section, and click on the conditional logic setting you wish to edit. * Delete a logic setting: Click the **Delete** icon next to the conditional logic to delete it. ![Logic preview\_target.png](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/Logic-preview_target.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=a8716a477f794b955297aa95bab42e99) ![logic preview\_trigger.png](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/logic-preview_trigger.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=7c257e7e823f49b822c440c5a60f622d) ![logic preview\_delete.png](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/logic-preview_delete.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=b4262f623449310aae00b280fa250f2d) ## Signer experience For signers, conditional fields stay hidden until the specified conditions are met. When a recipient selects an option from a dropdown, radio button, or checkbox with conditional logic, the relevant fields appear for them to fill out, sign, or complete. ## Best practices and notes * Two different conditional logics can have the same outcome fields. For example: * The first conditional logic for the checkbox\_1 reveals 2 fields * The second conditional logic for the checkbox\_2 reveals the same 2 fields plus the third field * The fields appear when at least one rule is true. * To set up two fields (Field\_1 and Field\_2) where only one is visible at a time, depending on whether a checkbox (Checkbox\_1) is checked or not: * Have two overlapping fields: Field\_1 and Field\_2 occupy the same space in the form. * Set optional vs. required fields: * Field\_1 is optional (the signer doesn’t have to fill it out). * Field\_2 is required (the signer must fill it out). * Set Checkbox as a trigger: Checkbox\_1 controls which field shows up. * If Checkbox\_1 is **not checked**, then Field\_1 appears and can be filled optionally. * If Checkbox\_1 **is checked**, then Field\_2 appears instead, and filling it becomes mandatory. * By default, before any action by the signer: * The optional Field\_1 is visible. * Once the signer checks Checkbox\_1, Field\_2 replaces Field\_1 and becomes required. * One trigger field can reveal another trigger field. * We recommend leveraging conditional fields within reusable templates to mitigate the need to configure conditional logic settings for business processes that are repeatable amongst users and team members. You can learn more about reusable templates in Box Sign [here](/en/box-sign/templates/creating-using-and-sharing-templates). ## Known limitations * Conditional logic trigger and outcome fields must belong to the same signer. * Unassigned fields cannot be configured with conditional logic. * Deleting or reassigning any fields that have been configured with conditional logic results in the removal of the entire conditional logic configuration. * Keyboard shortcuts do not support conditional logic. * Text fields cannot currently be used as triggers. * Currently, conditional Fields are disabled for CFR Part 11 flows and requests. * If an admin applied field restrictions, users can only use available field types as trigger or outcome fields in conditional logic. For details on field restrictions, see [Enabling sender controls](/en/box-sign/box-sign-for-admins/enabling-sending-settings). # Additional recipient authentication Source: https://docs.box.com/en/box-sign/sending-a-document-for-signature/additional-recipient-authentication Box Sign provides an extra layer of security by allowing senders to apply additional recipient authentication methods, including: * Box login: the recipient needs to log in to their Box account before starting the sign process. (**Available only on the Enterprise Plus and Enterprise Advanced plans**) * SMS authentication: Box sends the recipient an SMS text message to verify the recipient's identity. * Password: the recipient needs to input the password you provide before starting the sign process. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370296703112) Available if purchased as add-on functionality: * CAC/PIV: On a computer with a Windows Operating System with Box Tools installed, the recipient uses their Common Access Card (CAC) or Personal Identification Verification (PIV) card to access the signature request and perform the sign process. See [CAC/PIV e-signature authentication](/en/box-sign/box-sign-for-admins/cacpiv-e-signature-authentication) for more information. Senders can choose only one of the available authentication methods from the dropdown per signature request. > [!NOTE] > > Your admin can enforce a required authentication method for the users and groups they choose. If a method is enforced for you, Box automatically applies it to every recipient, and you cannot send a request with a different method. For more information, see [Enforcing recipient authentication methods](/en/box-sign/box-sign-for-admins/enforcing-recipient-authentication). > [!NOTE] > > * Activating SMS authentication as a recipient authentication method does not mean the signers also receive the signature request via text message. > * 21 CFR Part 11: Available only as part of our GxP Validation offering along with Enterprise Plus and above plans, 21 CFR Part 11 only uses Box login as an authentication method. Optionally, the sender can choose if they want to add an additional password of their choice to the signature request by toggling **Require Password.** > * CAC/PIV requires a Windows machine and Box Tools to begin and complete the signature request and complete the sign process. ### Password authentication **To add a password for a recipient:** [When preparing a document for signature](/en/box-sign/sending-a-document-for-signature): 1. Add the email address of a recipient. 2. Click the recipient's email address. 3. Click **Require Password**. 4. Under **Enter Password** type a password. 5. Separately provide the password to this recipient. ### SMS authentication **To add SMS Authentication for a recipient:** [When preparing a document for signature](/en/box-sign/sending-a-document-for-signature): 1. Add the email address of a recipient. 2. Click the recipient's email address. 3. Select **SMS Authentication** in the dropdown. 4. Select a country code. 5. Type the recipient's phone number. ### Box Login **To require recipients to log in to Box:** [When preparing a document for signature:](/en/box-sign/sending-a-document-for-signature) 1. Add the email address of a recipient. 2. Click the recipient's email address. 3. Select **Box Login** in the dropdown. > [!NOTE] > > If the Box account is enabled to send CFR Part 11 requests, then when preparing a signature request, selecting **CFR Part 11 request** from the CFR Part 11 settings in the recipient panel will automatically set the authentication method for all recipients to **Box login**. ### CAC/PIV authentication **To require CAC/PIV for a recipient:** [CAC/PIV e-signature authentication](/en/box-sign/box-sign-for-admins/cacpiv-e-signature-authentication) 1. Add the email address or name of a recipient. 2. Click the recipient's name or email address. 3. Select **CAC/PIV** from the dropdown. 4. Repeat for any additional recipients who need CAC/PIV authentication. 5. Configure the signing order as needed. > [!NOTE] > > If the recipient is part of an enterprise that has a Box account, they may need to contact their account Admin and confirm that they can be provisioned to authenticate themselves. If the recipient does not have a Box account to authenticate themselves, they can sign up for a free Box account [here](https://www.box.com/pricing/individual). ## Revise request When revising a request that has already been sent out, and the recipient has not signed or approved the request, senders can change the security settings for the recipient. If SMS authentication or password authentication is applied, you do not have access to the previously chosen password or phone number, but you can replace them by clicking **Change Password** and **Change Phone Number**, if needed. If a sender modifies the signer authentication method originally applied to a signer within a sent signature request, like changing the authentication method from SMS Authentication to Box Login or removing the Require Password authentication method, then that sender loses all phone number and password values. Once the recipient has signed or approved the signature request, the security settings cannot be changed. ## Templates Template creators can apply additional recipient authentication methods to signer, approver, and in-person roles within a reusable template. If the template creator locks the Recipient panel within a template, then the user: * Cannot change the pre-defined recipient authentication method. * Can add their desired recipient authentication method if no recipient authentication method was pre-defined at the reusable template level. In case of a GxP enterprise (with Enterprise Plus and above), if the template creator clicks **CFR Part 11 Request** within a template under CFR Part 11 Settings, then the user: * Cannot change the recipient authentication method from Box Login for any recipient. If the Recipient panel remains unlocked within the template, then the user: * Can add or remove recipient authentication methods. However, this does not apply if the request is a CFR Part 11 Request. If additional authentication methods are applied to placeholder recipients within a template: * The template creator can choose the method, but cannot add or modify authentication values, such as the phone number for SMS Authentication or the password for Recipient Password authentication, until the recipient is defined. * The template user must define the recipient (add the recipient name or email address) and add the recipient authentication method values, depending on the authentication method applied, before they can send the request. If additional recipient authentication methods are applied to defined recipients within a template: * The template creator can determine the recipient authentication method and configure the authentication method values, such as the phone number for SMS Authentication or the password for Recipient Password authentication. * The template user might be able to add or change the recipient authentication method and its values, except when the Recipients panel is locked. > [!NOTE] > > * A template user can always add more security to the template, but cannot reduce security if the Recipients panel is locked and authentication methods are predefined. > * In the batch send CSV file, recipient authentication methods appear in the header. These are optional unless the template requires one or more authentication methods. If authentication is required and left blank, an error message appears. If not required, you can safely leave them empty. If a template includes recipients with a locked authentication method or password, you must provide these details in the CSV file uploaded for batch send. Regardless of the template configuration, you can always add recipient authentication information through the CSV file. > * Ready-sign links don't support additional recipient authentication methods. If a template includes recipients with an applied authentication method or password, a ready-sign link cannot be generated. # Sending a document for signature Source: https://docs.box.com/en/box-sign/sending-a-document-for-signature/index Box Sign enables you to send documents in multiple file types out for electronic signatures and approval. With Box Sign, senders can select who needs to sign, approve, or get a final copy, specify the signing order, configure signer authentication requirements per sign, and include various fields such as signature, initials, date signed, name, and more. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370249161112) To receive and sign documents, recipients do not need to have Box accounts. Anyone with an email address can receive and sign the documents you sent them. ## Supported file types * Documents: All supported [document types](https://developer.box.com/guides/representations/supported-file-types/#documents) * Presentations: [Presentations](https://developer.box.com/guides/representations/supported-file-types/#presentation) * Text-based: .csv, .txt ## Basic outline of sending a signature request [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370249254112) You can access Box Sign from the following locations: * **Preview Mode:** Open the document, select the Box Sign icon in the right-side application bar, and select one of the options from the drop-down list. Options are **Request Signature** and **Sign Myself**. * **Files:** Hover on the document, then select the ellipsis button (**…**) and select **Sign**. Select one of the options: **Request Signature** or **Sign Myself**. * For [multiple files](/en/box-sign/multiple-documents-in-a-signature-request/multiple-files-overview), select the documents and select the ellipsis button (**…**) in the top right corner of your screen. Select **Sign** and choose one of the options: **Request Signature** or **Sign Myself**. * **Home Window:** Select the Box Sign icon in the left sidebar. The instructions in the following sections follow this route. To send a document for signature, Box provides these basic steps: [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370249161112) Step 1: Select the document(s) you want to send for signature or approval by uploading them from your device or Box account. Step 2: Add each recipient or groups of recipients who need to receive or be notified of the signature request. Step 3: Modify each recipient: * Assign each recipient a role. * Choose whether to apply an additional recipient authentication control. * Specify the order of signature for each recipient. Step 4: Prepare the request's signature fields, email notification settings, and automatic reminders. Step 5: Set an expiration for the request. [Step 6](#step-6-sending-a-request-for-signature): Send the request for signature or save the request as a template. ## Sending a signature request ### Step 1: Uploading a document for signature ![Box Sign New Sign Request screen with the Choose or Upload a Document area and the Recipients and Signatures & Fields sidebar.](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/signnew.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=08f1cda43048c8fb1c44ca3dbf9e64f3) **To upload a document for signature:** 1. From the **Files** page, select **Sign** from the left-hand pane. 2. In the top right corner, select **Request Signature** to start a signature request, or select additional options from the drop-down menu: * **Request Signature** (Several Signers including yourself): Select this option for signature requests that require multiple recipients, including yourself if needed. * **Sign Myself** (Only you): Select this option for individual signing or approval. 3. On the **New Sign Request** screen, add a file to submit by: * Selecting **+** and then either **Choose from Box** or **Upload File** * Selecting the **choose a file from Box** or **your desktop** links * Dragging and dropping files onto the screen 4. Select a file. When your file is uploaded, you can specify all necessary details: add and modify the recipients, specify the signing order, add various fields, set up notifications, and so on. ### Steps 2 and 3: Adding and modifying a recipient Define who receives the request for signature. #### From Sign home page 1. Under **Request Signature**, select one of the following: * **Sign Myself (only you)**: You are the only signer of the request. The following items are displayed for the signer to complete: * Signature * Stamp * Initials * Date signed * Name * Company * Title * Email * Text input * Checkbox fields 2. **Request Signature (several signers including yourself)**: The request requires one or more other people to sign. After you upload the document(s), Box Sign displays a preview of the document(s), enabling senders to: * Add or remove additional files. * Replace, rename, or delete files. * Add or modify recipients and recipient groups, including recipient roles and authentication. * Drag and drop fields. * Determine save location once the request is completed. * Modify email notifications, including automatic reminders. * Set a customized expiration date and adjust file name. 3. Select **Send Request** when the request is ready to be sent to the designated signers in the order specified, or select **Sign & Finish** if you chose the **Sign Myself** option. > [!NOTE] > > The Request Signature option offers senders all of the same fields as a Sign Myself request, but also includes radio buttons, dropdown menus, and signer attachment fields. ![Dropdown menu offering Request Signature and Sign Myself options for starting a sign request.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/request-signature-option-offers-senders.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=52601469ea8c3be7cf9b87db7f3763c4) #### From Files folder 1. Hover over the file and select the checkbox. Repeat for each file you want to send for signature. 2. In the top right corner of your screen, select the ellipsis button (**…**). 3. Choose **![Box Sign icon displayed next to the Sign option in a file actions dropdown menu.](/images/box-sign/hover-over-checkbox-then-repeat.png) Sign** from the drop-down list. 4. Select one of the options: **Request Signature** or **Sign Myself**. 5. Add your recipients in the **New Sign Request** screen. #### From Preview 1. Select the document and, from the right-side application bar, select the Box Sign icon. 2. Select **Request Signature** or **Sign Myself**. After adding recipients, you can then assign each recipient a role, and assign a specific sequence for signatures. **To select where to save the request:** 1. Under **Where should the request be saved?**, select the location where you want to save the request in Box. 2. Select **Continue**. **To modify a recipient:** 1. In the document preview window, select a recipient's email address. In the right sidebar, Box Sign displays the **Modify Recipient** panel. 2. Under **Role,** assign a [role](/en/box-sign/sending-a-document-for-signature/roles-for-signers) to the recipient. Choose one of the following: * **Signer** to request a signature from the recipient. * **Get a Copy** to send the recipient a copy of the finalized request after everyone has signed. * **Approver** to request approval of the file but not a signature. * **In-Person** to require the recipient to sign on your device. This process does not include steps for recipient authentication, and the signing log indicates "not verified by Box Sign." Immediately after document preparation is done, Box Sign prompts in-person signers to sign, regardless of the selected signing sequence. 3. Apply [Additional recipient authentication](/en/box-sign/sending-a-document-for-signature/additional-recipient-authentication): * Optionally select one authentication method from the dropdown: * Box Login (**Available only on Enterprise Plus and Enterprise Advanced accounts**) * SMS Authentication * Optionally, also turn on **Require Password (Optional)** 4. Select the left arrow at the top of the page. 5. To enforce a signing order, under **Recipients**, turn on the **Specify Signing Order** toggle. * In the right sidebar beside each recipient's email address, Box Sign displays a number indicating the order in which the recipient receives the document for signature. To alter this order, select the number and change it. 6. Select **Send Request** once you have fully prepared your file for signing. * To remove a recipient, select the recipient's email and select **Remove Recipient**. ![Box Sign Recipients panel with an added recipient highlighted above the Specify Signing Order toggle.](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/recipients-for-sending-a-document.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=14f07b99016819e855072ac5ea90b66b) #### Assigning different roles to the same signer You can add a recipient multiple times to the same document if you need to assign different roles to that recipient or if you need the same recipient before and after another signer. However, you need to toggle **Specify Signing Order** and assign the recipient to a different number than their first assigned number. For example, if the recipient is first added as second in the list, then their number is 2 and must be a different number when adding them again to the list. ![Box Sign Shared with Me tab with Acme Invoice.pdf menu open showing Send Reminder, Download, and Revise Request.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-shared-tab-acme.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=15e38ea727b7b7d635977f595030e6f3) To check which plans include this feature, see [Box Sign features in Box Individual and Business plans](/en/box-sign/box-sign-for-admins/box-sign-features-in-box-individual-and-business-plans). #### Adding a recipient group As a signature request sender, you can use the recipient group feature to add single recipients and create a group out of them. Only the first person from the recipient group to take action can sign or approve the document. > [!NOTE] > > Adding a recipient group in Box Sign is available to all customers on Enterprise, Enterprise Plus, and Enterprise Advanced plans. Recipient groups are particularly helpful if: * You know of multiple authorized signers within one organization * Some signers or approvers of the document are absent or unavailable The recipients can be in your enterprise or outside of it, and a recipient group can include both types of users at the same time. To create a recipient group: 1. Add your first recipient in the **Add Recipients** field on the signature request creation page. 2. Select the checkbox **Add as a recipient group**. 3. If needed, add individual recipients in the **Recipients** field. 4. Assign the correct role to the recipient group. Available options are: * **Signer** * **Get a Copy** * **Approver** Now you can specify the signing order, add authorization (for more information, see [Additional recipient authentication](/en/box-sign/sending-a-document-for-signature/additional-recipient-authentication)), and assign the recipient group to specific fields they need to fill in on the signature request. You can modify your recipient group before you send the signature request. To remove the group, select **Remove Recipient Group**. > [!NOTE] > > * You can add recipient groups to Box Sign templates. For more information, see [Creating, using, and sharing templates](/en/box-sign/templates/creating-using-and-sharing-templates). > * For recipients assigned the **Get a Copy** role, Box Sign automatically saves a copy of the completed signature request to their **My Signed Documents** folder. However, the admin can change this setting to ensure that such recipients only receive a link to the completed signed documents. See [Enabling recipient controls](/en/box-sign/box-sign-for-admins/enabling-recipient-controls) for more information. #### Recipient restrictions **Number of recipients in a group:** You can add a maximum of 35 unique email addresses to the signature request. Each individual in a recipient group counts towards this total. When you try to add more than 35 recipients to the group, Box Sign displays the following error message: **Failed to add user because it exceeds the maximum 35 unique users per signature request.** **Adding the same recipient multiple times:** You can add the same recipient more than once (for example, once in a recipient group and once as a required individual signer), but the signing order needs to be different. Otherwise, Box Sign displays an error message like this when you send the request: **Failed to send because user [user@example.com](mailto:user@example.com) has been added multiple times with the same signing order. To proceed, recipients need to have a different signing order to be used multiple times in the same request.** ### Step 4: Preparing the request To prepare the signature request, you can add signature fields, text fields, dates, checkboxes, groups of radio buttons, and dropdown menus to the request, as well as provide instructions and choose to send automated reminders. A group of radio buttons enables the recipient to select one button from the group, and each group must contain at least two radio buttons. Dropdown menus enable recipients to select one option from a list of at least two options. > [!WARNING] > > Box's public APIs and Box Sign's template tags do not support radio buttons and drop-down menus. ![Box Sign template editor showing a document preview, ordered recipients, and draggable signature and field tools.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-public-apis-sign-template.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=22354f49808b4d8a0922e8662a3e07b5) **To add action fields to a request:** 1. In the right sidebar, under **Signatures & Fields**, select a field you want to include in the signature request. You can include a field for any of the following: * **Signature** * **Date Signed** * **Text Input** (custom text entry) * **Checkbox** * **Name** * **Email** * **Company** * **Title** * **Initials** * **Stamp** * **Attachments** * **Groups of radio buttons** * **Dropdown menus** > [!NOTE] > > If your admin has restricted certain field types for your account or group, those fields aren't displayed in the **Signatures & Fields** list. For more information about field restrictions, see [Enabling sender controls](/en/box-sign/box-sign-for-admins/enabling-sending-settings). 2. Hold down the mouse button and drag the field onto the document. Hover over the area where you want to add the field, and release the mouse button. * After adding the field, right-click to open the shortcut menu: * Cut * Copy * [Duplicate](#duplicating-fields) * [Duplicate on All Pages](#duplicating-fields-on-all-pages) * Delete 3. To select multiple fields, left-click and hover over the fields you want to modify. After selecting the fields, you can drag and drop the fields in your document or align them using the [alignment options](#fields-alignment) in the right sidebar. 4. Select the newly added field. Box Sign displays a configuration window. Select the options you want to apply to the field. * To define a date, checkbox, text field, radio button, or dropdown menu as required information to be provided by the recipient, select the field, then select **Required Field**. By default, Box defines signature fields as required. * To make a text field span multiple lines, select the text field, then turn on the **Allow Multiple Lines** toggle. * To add an external ID, use the **External Identifier** section. Use the external ID to pre-fill data from another application. Also use an external ID to export into an Excel file the data that users filled in during signing. Add an ID to the fields by adding `id:examplename`. For example, to add an ID to a text field, use `[[t|1|id:examplename]]`. 5. To move the field, select the middle of the field and drag it. To resize the field, select the bottom-right corner of the field and drag it. Box automatically adds the associated signers' email addresses to the email field of the document. Signers cannot edit the value of the email field. #### Duplicating fields To copy a field and its settings in one step, right-click the field and select **Duplicate**, or press **⌘ / Ctrl + D**. Box Sign adds the copied field on the same page, next to the original field. Duplicated fields keep the configuration of the original field, including the assigned recipient and settings such as [Pre-filled Text](#pre-filled-text), [Read-Only](#read-only-fields), **Required Field**, and **External ID**. Conditional logic is not copied. To make a duplicated field conditional, [apply conditional logic settings](/en/box-sign/sending-a-document-for-signature/adding-conditional-fields) to the duplicated field separately. **Name**, **Company**, and **Title** fields stay linked to their duplicates. If you change a setting on one of these fields, the change applies to the original field and all its duplicates. For example, if you duplicate a **Company** field and change the pre-filled text of the duplicate to *ACME Apparel*, both fields display *ACME Apparel*. #### Duplicating fields on all pages When a request needs the same field in the same position on every page, such as initials or a signature at the bottom of each page, you can add the field once and duplicate it on all pages. **Duplicate on All Pages** keeps the same settings as the original fields and copies the selected fields to the same position on every other page of every document in the request. **Duplicate on All Pages** is available when you prepare signature requests and templates, but not **Sign Myself** requests. The option is unavailable when: * The request contains only a single-page document. * The selected fields are on different pages or in different documents within a multi-document request. * The field is locked in a template. * The documents are still uploading. > [!TIP] > > Duplicate fields on all pages only after you finish configuring them. Except for **Name**, **Company**, and **Title** fields, changes you make to the original field afterward don't apply to the duplicated fields. **To duplicate fields on all pages:** 1. Add the fields to a page of a document and configure them. 2. Select the field or fields you want to duplicate on all pages. All selected fields must be on the same page. 3. Right-click one of the selected fields and select **Duplicate on All Pages**, or press **⌘ / Ctrl + Shift + D**. Box Sign displays a confirmation banner when it duplicates the fields. To remove all the duplicated fields at once, press **⌘ / Ctrl + Z**. To add them back, press **⌘ / Ctrl + Shift + Z**. Box Sign places the duplicated fields as follows: * **Pages with different dimensions:** Box Sign places each duplicated field in the closest valid position on the page. If you duplicate multiple fields at once, Box Sign positions them relative to the size of each page. Check the position of the duplicated fields and adjust them if needed. * **Repeating the action:** Box Sign adds fields only to pages where they are missing, for example, after you delete a duplicated field or add a new document to the request. Pages that already have the fields don't change. > [!WARNING] > > Box Sign adds duplicated fields even if they overlap text or other fields on a page. Before you send the request, check every page to make sure the duplicated fields don't cover any text or other fields. #### Pre-filled text To prepopulate a field with text, you can add the text in the **Pre-Filled Text** field. If text is pre-filled in a field, signers can see and edit the text if needed. ![Text Input field settings panel with the Pre-Filled Text box highlighted.](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/Prefilled.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=24d833a7a18fa0592196f67bb2c6b6d2) **Pre-filled Text** is available for the following fields: * Name Field * Company * Title * Text Input #### Read-only fields To lock a field's value and prevent changes by signers, enable **Read-Only** under the field settings in the field's option menu. ![Text Input field settings panel with the Required field and Read-only toggles turned on.](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/Read-only.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=a71467e3cbcb54bde1ba2b71cb2cf7ee) For a read-only field to be visible in a signature request, the field needs to have pre-filled text populated. If you try to send a request with empty read-only fields, a prompt asks if you want to remove the empty fields and send the request. ![Dialog box warning that the request has empty read-only fields, with Cancel and Remove & Send Request options.](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/empty-read-only-fields.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=0f5377c0607e7cc923e9c3ef4dc82f01) The following fields support **Read-Only**: * Name Field * Text Input * Company * Title * Checkbox * Radio Button * Drop-down On the document, read-only fields display as follows: | For senders | For signers | | - | - | | The field has a crossed pencil icon indicating that the field is read-only. | The read-only field displays in plain text format, and signers cannot modify or interact with the text. | > [!WARNING] > > The use of read-only fields is not included in the signing log of a signature request. #### Fields alignment When you select multiple fields at one time while preparing or revising a signature request or template, alignment options display in the right sidebar as soon as the selection is complete. Use them to quickly align selected fields to your preferred position and arrangement. You can select fields using your mouse or [keyboard shortcuts](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-keyboard-shortcuts-for-box#box-sign-shortcuts). Once the fields are selected, choose one of the four alignment options: * **Align left** - Aligns the selected fields along their left edge. * **Align right** - Aligns the selected fields along their right edge. * **Align top** - Aligns the selected fields along their top edge. Fields might overlap as a result. * **Align bottom** - Aligns the selected fields along their bottom edge. Fields might overlap as a result. ![Document with 4 selected fields and the alignment options displayed in the right sidebar, with Align left highlighted.](https://mintcdn.com/product-docs/t7bJNCZxBuoF0gms/images/box-sign/field-alignment.png?fit=max\&auto=format\&n=t7bJNCZxBuoF0gms\&q=85\&s=462e6b764253755259cd394b90e32ba6) You can undo or redo an alignment, returning the fields to their original position. The alignment options menu closes automatically when you unselect the chosen fields, or when you close them manually. The sidebar then returns to its baseline view (recipients, fields, and so on). #### Changing font size and style * Senders can change the font size and font style across all text-based fields on the document using the **Formatting** section in the sidebar. ![Signatures and Fields panel listing draggable fields like Signature, Date Signed, Text Input, and formatting options.](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/action-fields.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=d6a4d2b43070e2bdc18e9df61ee30e0e) * Senders can also change the font size and font style of an individual text-based field in its settings panel. These changes apply only to that field. ![Text Input field settings panel with the Formatting section expanded, showing font size and font style menus.](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/Formatting.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=ad6888ff713b2728dc529556c76a08f0) #### Configuring email notifications 1. In the right sidebar, under **Email Notifications**: * In **Subject**, type a description of the request. * In **Message**, type instructions or other information for the recipient. * To send automatic reminders, select **Send automatic reminders**. Box Sign sends reminders 3, 6, 11, and 16 days after sending the signature request. 2. Now set an optional expiration. ![Box Sign sidebar with the Email Notifications section highlighted.](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/email-notification.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=5dd15eda5a2ee0824f9d21acab8bd286) ### Step 5: Setting an expiration When you prepare a signature request, you can choose to include an expiration for the request. When you set an expiration date, the request expires at midnight, GMT, on the date you select. ![Box Sign sidebar with the Options section highlighted.](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/options-menu.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=0a0af4900b37461aaee7879bfae4fb30) **To set an expiration:** 1. In the right sidebar, select **Options**. 2. Turn on the **Set Expiration** toggle. 3. Under **Days to Expiration**, type the number of days to specify when the signature request expires. * For example, if you enter "1" and send the request on January 1, 2025, at 7:00 p.m. GMT, the request expires on January 2, 2025, at 7:00 p.m. GMT. > [!NOTE] > > You must manually notify the recipients of the expiration date. ### Step 6: Sending a request for signature **To send a request for signature:** * In the top-right corner of the document preview window, select **Send Request**. Box Sign immediately sends the document and signature request. > [!WARNING] > > If your recipients are in a conflicting segment as a result of an information barrier, Box Sign doesn't send the request. For more information, see [Understanding information barriers](/en/box-shield/shield-information-barrier/understanding-information-barriers), and contact your Box administrator or Box account owner for additional details on the security restrictions. As a sender, you can check the status of the request at any moment with the **View Details** option. All signers and the sender receive an email notification when the signing process is complete. ## Sending manual reminders After you send a signature request, Box Sign also enables you to send manual reminders. When you send a manual email reminder, Box Sign immediately resends the original signature request email to all required signers who have not yet signed the document. **To send a manual reminder:** 1. In your **Sign** window, select the title of an unsigned document. 2. Select the ellipsis button (**…**). 3. Select **Send Reminder**. ## Attaching files to a signature request **To add the attachment field to a signature request:** 1. In the document prep screen, drag the attachment field to where you want it in the document. 2. Fill out the file name "label" and description text boxes, and then assign the attachment field to your selected recipient. 3. Select if you want the field to be required or not. For API use, you can add the External Identifier from the Advanced section of the field menu. On the signer side, the recipients upload their files by either dragging and dropping or selecting from their file browser. To review files the recipients uploaded, go to the sign request in Box Sign and select **View Details**. From here, you can view and download the documents uploaded. > [!NOTE] > > The attachment size limit for signature requests is 30 MB. # Roles for signers Source: https://docs.box.com/en/box-sign/sending-a-document-for-signature/roles-for-signers When you [prepare a document for signature](/en/box-sign/sending-a-document-for-signature), Box Sign enables you to assign roles to the document's recipients. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370282791112) This article lists the various roles you can assign. **Signer** – This is the default role for a recipient. Select **Signer** if the recipient needs to sign, click checkboxes, and provide information in text fields and date fields. **Get a Copy** – Select this role if the recipient does not need to perform any action on the document. At the end of the requested signature process, this recipient receives a copy of the final document and a copy of the signing log as a link in email to a Box shared file. **Approver** – Select this role for recipients who do not need to place any input onto the document. Box displays the document to the recipient for review, and asks whether the recipient approves the document's contents. **In-person** – Select this role if the signer is with you in person, and you would like them to sign on your device without going through authentication steps within Box Sign. Instead of sending the signature request via email, simply hand the tablet, smartphone, or computer to the signer for signature. # Sender disclosure embedded in Box Sign Source: https://docs.box.com/en/box-sign/sending-a-document-for-signature/sender-disclosure-embedded-in-box-sign Whenever you send a document for signature through Box Sign in its default configuration, you are making the representations in [this disclosure](https://www.box.com/legal/electronic-record-and-signature-disclosure) to each of the signers or approvers who you designated in the signature request. The signers’ or approvers’ initial entry into the signing experience is a consent banner that shows the disclosure clearly labeled as a hyperlink. A signer or approver cannot proceed to review, sign, or approve the document unless they check a box in that banner to indicate that they agree to use electronic signatures and records, and that they confirm they have read the hyperlinked disclosure. ![Box\_Sign\_Disclosure.png](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/box-sign-disclosure.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=f5ab51319a8c7cd505ce254aab379b19) By sending a signature request through Box Sign in its default configuration, you are adopting this disclosure. You are solely responsible for determining whether the use of Box Sign, including the disclosure presented to signers, is appropriate for your use cases. ## Configuration The following plans allow Box administrators and co-administrators to configure the disclosure experience for their organization in their Admin Console: * Business Starter * Business * Business Plus * Enterprise * Enterprise Suites * Enterprise Plus * Enterprise Advanced Configuration options are described in the [Enabling Box Sign legal settings](/en/box-sign/box-sign-for-admins/configuring-disclosure-settings) article. The following plans cannot customize the default disclosure experience. By sending signature requests from accounts on either of these plans, you are adopting the default disclosure: * Individual * Personal Pro *This article is for informational purposes only and should not be relied upon as legal advice. If you have any specific legal questions, you should consult a legal counsel licensed in the applicable jurisdictions before deploying any particular solution using Box Sign for electronic delivery, signature, or record retention purposes.* # Using text input validation Source: https://docs.box.com/en/box-sign/sending-a-document-for-signature/using-input-text-validation Users can configure **Text Input** fields to accept or restrict the type of data that recipients can enter based on a specific format, style, or number range. These validation settings are configured within the document preparation experience when sending out a signature request or creating, modifying, or utilizing a reusable template. ## Configuring text input validation To configure the **Text Input** field validation settings within a signature request or reusable template: 1. Add a **Text Input** field to the request or template. 2. Select the **Text Input** field to configure field settings. 3. Click to expand the **Validation** section. 4. Select your validation option: * **Predefined validation types**: Choose from standard formats like numbers, email, dates, ZIP codes, or SSN. * **Custom (Regular Expression)**: Create your own validation pattern for organization-specific requirements. See [Custom (Regular Expression) validation](#custom-regular-expression-validation) for setup instructions and examples. ![Field Settings.png](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/Field-Settings.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=be1c94d94384d145ac8b61fc672ec32f) ![Validation.png](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/Validation.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=d7b7c2d052d525bc9f94ebd75f301316) > [!NOTE] > > * Fields configured with text input validation cannot be configured as read-only fields and do not support multiple line data entry. > * Predefined validations are supported via template tags, but the Custom (Regular Expression) option isn’t supported. For more information on template tags, see [Creating templates using tags](/en/box-sign/templates/creating-templates-using-tags). For more information on the Custom (Regular Expression) option, see [Custom (Regular Expression validation)](#custom-regular-expression-validation) below. > * All text input validations are supported via public API. For more information, see the [Box Sign API Reference](https://developer.box.com/reference/resources/sign-request/). ## Supported validation types The following table lists the various supported validation for **Text Input** fields: | **Validation option** | **Validation requirements** | **Valid input example** | | - | - | - | | None (default option) | • No validation applied | N/A | | Number | • Allow digits only (0-9) • No spaces allowed • No negative signs allowed • Optional decimal separator:   • Period (.)   • Comma (,) • Decimal separator cannot be followed or preceded by spaces or line breaks | • 12345 • 12,345 • 12.345 | | Email | • Email syntax: [example@mail.com](mailto:example@mail.com) • Minimum input must follow the format **@**.\* where each \* represents any alphanumeric character (except the domain, which cannot start with a number). • No validation on the actual email address. | • [user@box.com](mailto:user@box.com) • [user100@box.com](mailto:user100@box.com) • [user@100box.com](mailto:user@100box.com) • [user@box.100.com](mailto:user@box.100.com) | | Date | • YYYY-MM-DD (ISO Standard) (default option) • MM/DD/YYYY (US) • DD/MM/YYYY (UK, EU) • YYYY/MM/DD (JP, CH, KO) | • 2025-05-22 • 05/22/2025 • 22/05/2025 • 2025/05/22 | | ZIP Code | • ZIP (US-based) (default option) • 5-digit numeric code: ##### • ZIP+4 (US-based)   • 9-digit numeric code: #####-#### • ZIP (JP-based)   • 7-digit numeric code: ###-#### | • 12345 • 12345-6789 • 100-0001 | | SSN (Social Security Number) | • US based. • 9-digit numeric code: ###-##-#### | 000-00-0000 | | Custom (Regular Expresion) | Custom regex pattern defined by sender. See [Custom (Regular Expression)](#custom-regular-expression-validation) section for details. | Varies based on pattern | ## Custom (regular expression) validation Beyond the standard validation options, Box Sign offers a **Custom (Regular Expression)** option to customize validation for fields that need to meet requirements specific to your organization or region. Custom validation uses **regular expressions (regex)**, which are sequences of characters that describe a specific pattern of allowed input for a field. > [!NOTE] > > Custom regex validation is supported through the public API. For more information, see the [Box Sign API Reference](https://developer.box.com/reference/resources/sign-request/). ### Setting up custom validation To configure custom validation: 1. Select **Custom (Regular Expression)** from the **Validation** dropdown menu. 2. Enter your regex pattern in the **Regular Expression Pattern** field. Provide an **Error Message** to display when the signer’s input is invalid. 3. (Recommended) Fill in the **Field Name (Label)** field to inform signers what data to populate in the field. ![Regex.png](https://mintcdn.com/product-docs/kY6O1CxZeJPunHf3/images/box-sign/Regex.png?fit=max\&auto=format\&n=kY6O1CxZeJPunHf3\&q=85\&s=50d191bad67243e07175ab3066079020) Make sure your regex pattern uses a valid and supported format. Otherwise, you won't be able to apply the validation to the field. You might encounter two input errors: "Invalid pattern" if your regex pattern is invalid, or "Unsupported pattern" if your regex pattern is not supported by Box Sign guidelines. See [Regex pattern requirements](#regex-pattern-requirements) for supported syntax and limitations. When the signer enters data, the system checks it against your pattern. If the input doesn't match, the field displays the error message you defined. ### Regex pattern requirements To ensure your custom regex pattern works correctly, follow these guidelines: **Supported characters:** * Unicode letters (`\p{L}`) * Unicode numbers (`\p{N}`) * Whitespace (`\s`) * Common punctuation: `- ( ) . , ' \ / @ _ : % ! ? ^` * Common international currency symbols: `$ € £ ¥ ₹ ₩ ₽ ₺ ₫ ₴ ₱` **Box Sign does not support the following regex patterns:** * Matching back references (`\\[1-9]`) * Nested quantifiers (`++, **`) * Lookbehinds (`(?<=, (? [!WARNING] > > Ready-sign links do not currently support multi-factor authentication or other signer verification features. > > When a recipient uses the link to access the signature request, Box prompts this recipient to provide an email address and sends this recipient an email notification with a unique access code. The recipient can then view the signature request in one of the following ways: > > * Use the unique access code. > * Click the **Resume Signing** option in the email. > [!NOTE] > > The ready-sign link feature is limited to **Enterprise plus and Enterprise Advance** customers and not available to Box Verified Enterprises. To learn more about Box Verified Enterprises, click [here](https://support.box.com/hc/en-us/articles/4401823156883). ## Configuration at admin level **As a Box Admin, configure a ready-sign link:** 1. From the **Admin Console**, go to **Enterprise Settings** -> **Box Sign** 2. In the **Box Sign** tab, go to **User Permissions,** select **Edit Configuration** under the **Ready-Sign Links** section 3. Within the **Configure Ready-Sign Links menu**, you can: * Disable for all managed users * Enable for all managed users * Enable for select users and groups * Enable for everyone except select users and groups ![Box Admin Console Box Sign settings for Ready-Sign Links and email validation configuration.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/ready-sign-admin-console-settings.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=4880328f9aaf97fbd058372e38587055) Additionally, you can configure the **Email validation for the ready-sign link initiator,** where you can enable or disable this additional validation for managed users or for selected ones. The **Email validation for the ready-sign link initiator** is an extra step to verify the first or single recipient before they start the signature request. As the Box admin, you can configure the following settings in the Admin Console: * **Enable email validation** (default): Ensures that all ready-sign links created within your Box enterprise require email validation, which means that **the first** (or only) recipient will receive an email **before** gaining access to the signature request to complete it. * **Disable email validation** Skips the email validation/access code requirement for any ready-sign links created within your Box enterprise. * **Allow ability to disable email validation** Provides options to allow for senders to control this feature configuration at a user level: * **All users** (default) – All managed users will be able to toggle the **Require email validation** option off or on for each ready-sign link created in the ready-sign **l**ink settings. * **Select users and groups** – Select users and groups will be able to control email validation in the ready-sign link settings. * **All users except for selected ones** – Identified users and groups will not be able to control this feature in the ready-sign link settings (i.e. The **Require email validation** option will be disabled for them). ![Email validation for ready-sign link initiator setting allowing select users and groups to disable validation.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/email-validation-ready-sign-link.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=2583733a4588fba845034c94d1cc8749) ## Creating and configuring ready-sign links Before creating ready-sign links, you will need editor permissions prior to selecting a template in addition to the following template requirements: * Template has recipient placeholders * Template has ‘Signer’ recipient role configured * Template does not have recipient security settings applied > [!NOTE] > > CFR Part 11 signature requests are not compatible with the ready-sign link feature. **To create a ready-sign link:** 1. From your Box account, go to **Sign** -> then **Template** 2. Select the template to use 3. Click the ellipsis ![More options ellipsis button with three horizontal dots in a rounded square.](/images/box-sign/ready-sign-link-ellipsis-menu.png) and then select **Ready-Sign Link** 4. Toggle on **Link is active**. ![Box Sign Templates tab with NDA.pdf menu open showing Ready-Sign Link, Batch Send, Edit, and Delete.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-templates-tab-nda.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=997b388fd4012dbe50654a0de9d8c658) ![Ready-Sign Link modal with Link is active toggle on, URL field, and Copy button.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/ready-sign-link-modal-active.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=0689ee311cac9f6359ad5dbf10e676f2) **To configure link settings:** 1. Click **Link Settings** within the **ready-sign link** window to modify the following:**Name** * **Instructions** * **Save location** * **Require email validation** – Dependent on the settings configured by your admin in the Admin Console. **Enabled by default.** * **Disable notifications for the template owner** – Dependent on whether you want the creator of the template to receive email notifications on incoming signed signature requests. **Enabled by default.** 2. Click **Save**. ![Link Settings modal for Academy Form with instructions, save location, email validation on, and Save.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/link-settings-modal-academy-form.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=61cbe9523ffd393e28fb6e350d896634) Once you have configured the link, click **Copy** to use the link. ## Signing and managing ready-sign links Once a recipient initiates the ready-sign link, they will be prompted to provide their email address and, if applicable, additional email addresses for subsequent recipients. ![Academy Form.pdf prompt asking the candidate to enter an email address and click Begin.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/academy-form-pdf-prompt-asking.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=9f8d45497aeaec804a57ec763e0aa6a0) If the **Require email validation** setting was enabled, then the initiating recipient receives an email with an access code to access the request. Alternatively the recipient can click **Resume Signing** in the same email to gain access to the request. No validation is required if the setting is disabled. ![Enter Access Code dialog with six digit fields, Resend code link, and Validate button.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/enter-access-code-dialog-six.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=a19d4f4c4663ca95bac16f76a27dab13) All other recipients will receive an email notification to access and complete the signature request. If you are the owner of a Box Sign template used in a ready-sign link, Box enables you to see the status of those signature requests. **To see the status of signature requests initiated via ready-sign links with a template you own:** 1. From your Box account, go to **Sign** -> then **Sent Requests** * Box displays a list of sent signature requests that use your template, including those sent as Ready-Sign links. 2. At the top of the signature request list, you can apply filters to sort the requests: * **Method** to look for ready-sign links, and * **Status** to check the progress of the request ![Box Sign Sent Requests with Method filter open showing Ready-Sign Links and Batch Send options.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-sent-requests-method.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=a3d19d6a38733a07cf7aa5d5817e8a4b) # Changing a sent signature request Source: https://docs.box.com/en/box-sign/sign-document-management/changing-a-sent-signature-request After you've sent a signature request, you may want to change it.  Box enables you to change the following parts of a sent signature request: * Add new recipients. * Add new action fields to the signature request. * Edit action fields in the signature request. * If a specific recipient has not signed, you can: * Change this recipient's email address, name, role, and authentication method. * Remove this recipient. Removing a recipient also removes the recipient's access to the signature request. * If no one has signed, you can: rename, remove, or replace the file you've sent for signature. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370247273112) After a recipient has signed, you cannot change this recipient's configured role, signing order, email address, authentication method, and re-assignments. After all recipients have signed, you cannot change the signature request. When a recipient tries to access or sign a request that you're currently changing, Box notifies the recipient that the signature request is unavailable because you're changing it. **To change a sent signature request:** 1. In your Sign window, hover over a sent signature request. 2. Next to the signature request's name, click the ellipsis, "**...**". 3. Click **Make Changes**.  Box displays the main signature request window. 4. In the right-hand sidebar: * If no one has signed, to rename or replace the file, click **Documents**, then select an option. * To modify or remove recipients who haven't signed, click **Recipients**, then make your changes. * To add an action field, click **Signatures & Fields**, then drag-and-drop the action field onto the document preview. Note that you can only add field types that are permitted by your admin's field restriction settings. For more information about field restrictions, see [Enabling sender controls](/en/box-sign/box-sign-for-admins/enabling-sending-settings). 5. In the document preview: * To modify an action field, click the field, then edit the field's properties. * To remove an action field, click the field, then click the trash icon. 6. After you've completed the change, click **Save Changes** in the top-right corner of the main signature request window. * If the user revises a request and does not want their changes saved, they can click **Discard Changes** or exit back to the folder page. Box then sends the updated signature request to all recipients whom you included, and notifies all original recipients that you've modified the request. > [!WARNING] > > If your recipient(s) are in a conflicting segment as a result of an information barrier in place, the request will not be sent. For more information, visit [Understanding Information Barriers](/en/box-shield/shield-information-barrier/understanding-information-barriers), and contact your Box administrator or Box account owner for additional details on the security restrictions. # Sharing signature requests Source: https://docs.box.com/en/box-sign/sign-document-management/sharing-signature-requests > [!NOTE] > > * Shared signature requests available for Business, Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced accounts. > * This feature is enabled ‘on’ by default, however Admins can toggle additional enablement settings at the enterprise level. The Shared Signature Request feature in Box Sign enables managed users to share their sent signature requests with anyone within the same enterprise providing team members with the flexibility to track the progress of signature requests sent in Box Sign by other managed users. This also allows teams to move requests forward when original senders are out of the office or otherwise unable to revise, cancel, or delete signature requests. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370353263112) Shared Signature Requests allows users to access signature requests sent by other users, enabling them to collect mission-critical signed content whenever they need it, as well as modify the following properties of sent signature requests if needed: * Modify email addresses of recipients * Modify recipient authentication method * Remove recipients * Modify fields and field properties Users can also perform the following actions with signature requests that have been shared with them: * Cancel the request * Delete the request * Send reminders * Save the request as a reusable template * Download the files within the request Users can access signature requests that have been shared with them through a separate tab that appears on their Box Sign home page labeled Shared with Me, allowing them to easily view or co-manage signature requests. This tab will contain all sent signature requests that have been saved to folders, or contain files, that you have viewer or editor permissions to - see ‘Collaboration permission levels and available actions’ section later in this article. The ability to share signature requests in Box Sign helps address the following needs: * Teams that work in different time zones can easily pick up from where their teammates left off when they start their work day. * Multiple teams can easily collaborate on projects that need input from multiple people with the ability for team members to view and revise active signature requests. * Users can take responsibility for signature requests when the original sender takes time off or leaves the company resulting in unmanaged signature requests that still need to be tracked and completed. ## Sharing sent requests > [!NOTE] > > Permissions will only affect signature requests created after the feature releases on January 23, 2025. Users will see signature requests listed in the Shared with Me tab created after that date. A user’s ability to view or manage a sent signature request will depend on the user’s permission as a viewer or editor of the save folder location or of the duplicate file that is created when a signature request is initiated. Similar to how [reusable templates are shared within Box Sign](/en/box-sign/templates/creating-using-and-sharing-templates), the file/folder access permissions define actions available to the user and can only be configured at the file(s) or folder level within Box. Permissions can be configured natively within Box before or after a signature request is initiated, as well as after the signature request is completed, in order for the request to be shared with other users. To add collaborators to a signature request, users will need to be invited as collaborators natively in Box on either: * The save location folder of the signature request * The duplicate file(s) that is created from the source file(s) used when a signature request is initiated If a user is added as a 'Viewer' within the save location folder of a signature request, they can: * Send reminders * Save a signature request as a reusable template * Download the files within a signature request If the user is added as an 'Editor' on the save location folder within a signature request, they can perform all the actions of a 'Viewer' as well as the following actions: * Revise * Cancel * Delete a signature request Read more in the [Collaboration permission levels](#collaboration-permission-levels-and-available-actions) and available actions section in this article and go to [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) to learn more about overall Permission levels at Box. > [!NOTE] > > Signature requests that are saved to a shared folder will be shared with managed users who have “viewer” or “editor” permissions within the same folder. Subsequently, these users will be able to view or co-manage this signature request. ![Save Location section with Template Samples folder selected and a note about shared folder viewer and editor access.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/save-location-section-template-samples.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=ec117a04b3652f1c117f43c87ccd17c8) ## Collaboration permission levels and available actions Depending on the permission given at a file or folder levels within Box, users will have the following “viewer” or “editor” actions available to them: | | | | | - | - | - | | **Not a collaborator** | **Collaborator Viewer** | **Collaborator Editor** | | \* Previewer uploader (folder level) \* Previewer (folder level) \* Uploader (folder level) These users do not have the permission to collaborate on the sent request. They won’t see the requests on the ‘Shared with Me’ tab. | \* Viewer Uploader (folder level) \* Viewer (folder and/or file level) These users  won’t be able to directly participate in the sent request. They can view the request and have a set of limited actions available: **Request In Progress** \* Send Reminder \* Save as Template \* Download **Request Completed** \* Save as Template \* Download \* Download Signing Log | \* Owner (folder level) \* Co-owner (folder level) \* Editor (folder and/or file level) These users can actively participate in the sent request. They can make changes to the request and have a broader set of actions available. **Request In Progress** \* Send Reminder \* Save as Template \* Download \* Revise Request \* Cancel Request \* Delete Request **Request Completed** \* Save as Template \* Download \* Download Signing Log \* Delete Request | For signature requests with multiple files or documents, the overall permission will differ depending on the permission defined at each file level within Box. Review the chart below to learn more about how signature requests with multiple files and differing permissions are impacted. ![Diagram of a multi-file signature request showing view and revise permissions by user role and collaboration level.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/diagram-multi-signature-request-view.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=3b9621a918272032bb84bf2df869b585) Some Box Sign configuration settings can override collaborator permissions on shared signature request files: * **Managed user** - A user can only be a collaborator on a signature request if they are a managed user within that enterprise. * **Box groups** - An entire Box group can be a collaborator on a signature request if they have access to the signature request files. Each member of the group will have collaborator privileges. * **Enablement of Box Sign** - If a user has access to all the files in a signature request, but they are not enabled to use Box Sign, they will not be a collaborator on the request until they are enabled to use Box Sign within the Admin console. * **21 CFR Part 11** - Users who are not enabled with the 21 CFR Part 11 workflow setting will not be able to view or manage signature requests sent using the 21 CFR Part 11 workflow regardless of whether they have collaborator access to the files used within a 21 CFR Part 11 signature request. Only users who have been enabled with the 21 CFR Part 11 workflow enablement setting can view and manage signature requests that have been sent using the 21 CFR Part 11 workflow setting. > [!NOTE] > > Signature requests that are “**In Progress”** can be **Revised**, **Cancelled** or **Deleted** by users with **Owner**, **Co-owner**, **Editor** folder permissions. However, the sender will be notified via email of the action that was performed and the user who performed that action. Learn more in the [Revising a sent request](#revising-sent-request) and [Sender notifications](#sender-notifications) sections within this article. ## Managing collaborators **Sharing Signature Requests with Collaborators** Senders can manage signature request collaborators by accessing  any signature request in the “Sent Requests“ page, clicking on the ellipses  ![More options ellipsis icon button with three dots in a rounded square.](/images/box-sign/more-options-ellipsis-button.png), selecting “More Options”, and selecting “Manage Collaborators”. From there, senders can invite other users to view or edit the request depending on their level of permissions. See the “[Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels)“ for additional details. ## Shared with Me list In the Shared with Me tab, users will find all signature requests shared with them by their colleagues. Depending on the permission setting they have at a folder and/or file level, they will be able to collaborate and perform different actions on the signature request. See the roles and permissions above. ![Recipients panel with four recipients, Specify Signing Order enabled, and numbered signing sequence 1 through 4.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sign/recipients-panel-four-specify-signing.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=7cc417a4af2675b6b34fc165e68307f3) > [!NOTE] > > If a user is both a collaborator and signer, the signature request will be displayed in both the **Shared with Me** and **Inbox** tabs. Within the **Shared with Me** tab, users can utilize any of the aforementioned available actions within a request depending on the file and folder permissions. To access a list of available actions, select the **Shared with Me** tab and click **More options** or **View Details**. ## Revising sent request When revising a sent request, the user cannot add, delete, replace, rename, or reorder files within a signature request that is “In Progress”. If the user revises a request and does not want their changes saved, they can click **Discard Changes** or exit back to the folder page. Additionally, users will not be able to save the request in a different folder location when revising a signature request. When a user revises a signature request, they become a **co-manager**. The co-manager will be listed in the Signing Log. If the co-manager is interested in receiving a copy of the signature request file(s) and signing log, they should revise the signature request, add themselves as a recipient and modify the recipient role to ‘Get a Copy’. ![Box Sign signing log listing signer Zachary Perry and highlighting co-manager Kimberley Brown.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-signing-log-listing.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=7dfbe01bd7bfaeeeb4f9cfd1e3a3ce4e) ## Sender notifications The sender of a shared signature request will get an email notification when the following actions are taken: * A user revises the signature request * A user cancels the signature request * A user deletes the signature request > [!NOTE] > > Users who revise a signature request will be listed within the signing log of the completed signature request. However, they will not receive a final copy of the completed signature request unless they add themselves as a ‘Get a Copy’ recipient when revising a signature request that is in progress and that signature request is completed. ## Revoking access If a user’s access to a shared signature request is revoked, they will no longer see it listed in their **Shared with Me** tab, and they will not be able to perform any actions related to the signature request from Sign home page. ## Filter ‘Shared with Me’ list In the **Shared with Me** tab the user can filter by: * ‘From’ (Senders) * ‘To’ (Recipients) * ‘Method’ * ‘Status’ * ‘Compliance’ To learn more about Box Sign signature request filters, visit [View sign request](/en/box-sign/sign-document-management/viewing-sign-request). > [!NOTE] > > If the user is enabled with 21 CFR Part 11 workflows, they will be able to see 21 CFR Part 11 signature requests and standard signature requests. They can also use the filter option to filter 21 CFR Part 11 signature requests (‘Compliance’ filter will then be visible). ## Known limitations * If the **shared signature request contains locked file(s)**, the user will not be able to edit, cancel, or delete the signature request. Additionally, if the ability to download the file(s) is disabled, the request will not be listed in the Shared with Me tab. * If the ‘Download and Print Restriction’ Box Shield restriction is applied to the save location folder of the signature request, the signature request will not be listed in the **Shared with Me** tab for other users (except for Owners, Co-owners, and/or Editor roles depending on the restriction level for managed users).\\ * **Save As Template** option will not be available to the collaborator in case the shared signature request was created based on a template with locked sections (e.g. Recipients locked) or when its status is cancelled or declined. ## Admin enablement As an admin, you can enable shared signature requests for your organization by going to your **Admin Console** and then **Enterprise Settings** -> **Box Sign**. In the **Box Sign** tab, select **Edit Configuration** under the “**Shared Signature Requests enabled for all managed users**” option. From here, you can select from four options for your users and groups: * Disable for all managed users * Enable for all managed users (selected by default) * Enable for select users and groups * Enable for everyone except select users and groups If you enable for select users and groups, add the names of the users and groups to use shared signature requests for them. Once you have selected your users and group preferences, click **Save**. > [!NOTE] > > If "Shared Signature Requests" is enabled for a user, they will be able to view the signature requests that are shared with them. **If the feature is disabled for them, users will not be able to view or take action on sent signature requests even if they were given permission at a file/folder level within Box.** # Viewing sign request Source: https://docs.box.com/en/box-sign/sign-document-management/viewing-sign-request [https://players.brightcove.net/6291496955001/VkP5RdZVu\_default/index.html?videoId=6370243790112](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370243790112) From the Box Sign page, you can view requests you have sent and received, as well as access the templates page to create, use, or modify reusable templates. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370245686112) ## Home tabs ### Sent Requests View details associated with your current signature requests such as: * The signature request name and recipients * The date the request was sent * The date the request was last updated * Who last signed, approved, or declined the request * The status of the signature request ![box-sign-home-tab-jpeg](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/box-sign-home-tab.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=372503f5eb1bd9098ad35f3892b269d0) ### Inbox Review and complete pending signature requests waiting for your signature or approval. Details include: * The signature request name and recipients * The date the request was sent * The date the request was last updated * Who last signed, approved, or declined the request * The status of the signature request * A button to access any pending signature requests ![box-sign-inbox-tab-jpeg](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/box-sign-inbox-tab.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=a1850771618a6f7068526149a2b73542) ### Templates Select from a variety of templates within your organization to use for signature requests.Details include the template name, location, and when the template was last updated. ![box-sign-templates-tab-jpeg](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/box-sign-templates-tab.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=c2a22f1b70e2e34d1a135ad3b4de77ac) ## Filters Use the filter menu to narrow down specific **Sent Requests** and **Inbox** requests, including the following details: * To (**Sent Requests only**) * Filter by requests sent to specific recipients. * Method (**Sent Requests only**) * Filter by all requests, batch send requests, and requests completed via ready-sign links. * Status * Select from ‘In Progress’, ‘Completed’, ‘Canceled’, 'Expired’ and ‘Declined’. See below for more information on statuses. * Pending my action (**Inbox only**) * Filter by requests that are in progress and require you to sign or approve. * From (**Inbox only**) * Filter by requests sent to you by specific senders. * Compliance (only available for users with 21 CFR Part 11 settings enabled) * Select from all requests or those sent out with support for 21 CFR Part 11 compliance enabled. ## Status From **Sent Requests** and **Inbox,** view real-time status updates for each request or received, including: **In Progress** — Displays signature requests that are pending action from one or more recipients. **Completed** — Displays signature requests that have been completed by all recipients. **Expired** — Displays signature requests with an expiration date that has passed. **Canceled** — Displays signature requests that have been canceled by the sender. These requests cannot be signed or approved and the requests are rendered invalid. **Declined** — Displays signature requests that have been declined by a recipient. These requests are rendered invalid. ## More details To see additional details about a request you have sent, hover on the document's title, and click **View Details**. In the detailed view: * View the list of recipients. * View the request creation date. * View the request email notification. * To see the document, click the document's title. To see further document actions click the **More Options** ellipsis button on the signature request. In the **More Options** view: * Download the request's files * Download the signing log * Review the request * Send reminders to recipients who have not taken action * Save the request as a reusable template * Cancel or delete the request * Revise the request # Viewing the signing log Source: https://docs.box.com/en/box-sign/sign-document-management/viewing-the-signing-log The signing log is the audit trail of a transaction completed via Box Sign. It provides a record of the electronic signatures and or approvals on the document, and information about the sender and recipient(s) which supports the authentication of the completed document. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370244001112) The Signing Log may include information such as: * Document ID * Secure hash code * Electronic Record and Signature Disclosure or the selected custom disclosure * Sender name and email address * Recipient name(s) and email address(es) * File name * Signature request initiated date * Subject and message field * Signatures * Digital and in-person signatures * Approvals * Attachments * IP addresses * Signature date(s) and timestamp(s) * Authentication method (e.g. SMS authentication, password, and/or Box account log-in verification if configured by sender) * Signature frame ID * Reason provided by the sender for revising a signature request (when [Sender controls](/en/box-sign/box-sign-for-admins/enabling-sending-settings) are enabled) * Reason provided by the recipient for declining a signature request (when [Recipient controls](/en/box-sign/box-sign-for-admins/enabling-recipient-controls) are enabled) Once your signature request is completed by all recipients, you may view the signing log through either your Box account or your email. > [!NOTE] > > Each attachment in the signature request has a secure hash code applied to it and viewable in the signing log. **To view the signing log in your Box Sign page:** 1. In your Box Sign home page, hover over the title of a signed document that is within your Box account. 2. Click the ellipsis button (“**...**”). 3. Click **Download Signature Log**. ![Box Sign Sent Requests list with a signed document menu open and Download Signature Log highlighted.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-sign-sent-requests-list.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=d8bd89701fca18f11052652530462399) **From Files** 1. In the **Files** home page, hover over the title of a completed document 2. Click the ellipsis button ![More options ellipsis button with three horizontal dots in a rounded square.](/images/box-sign/more-options-ellipsis-button-three.png) 3. Select **Box Sign** 4. Click **Download Signature Log** ![Box Files view with Contract for Signature.pdf selected and Sign menu open showing Download Signature Log.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/box-files-view-contract-signature.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=3bdef00de40e6f44da5996474dc423c7) **To view the signing log in your email:** By default, whenever a document is signed, all parties involved in the document receive an email with a link to a copy of the final signed document in PDF format, and also to a copy of the signing log, also in PDF format. You may download the documents directly from these links. > [!WARNING] > > For recipients, these links may be active only for a limited time, as described in the email itself. **From file preview:** > [!NOTE] > > Collaborators with download permissions to a completed signature request can access and download the signing log. 1. Open a completed signature request. 2. In the preview of the completed signature request, click the ellipsis button ![More options ellipsis button with three horizontal dots in a rounded square.](/images/box-sign/more-options-ellipsis-button-three.png) * **Signed in accounts** 1. Select **Sign** from the dropdown menu. 2. Click **Download Signature Log**. ![File action menu with Sign submenu showing Send for Signature, Sign Myself, and Download Signature Log.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/action-menu-sign-submenu-send.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=c77b84f678724cb1a4ce7dc36849d428) * **Logged out accounts** 1. Click **Download Signature Log**. ![More options menu with Report Abuse, Print, and Download Signature Log options.](https://mintcdn.com/product-docs/r6SANzcNtU2WKtAp/images/box-sign/more-options-menu-report-abuse.png?fit=max\&auto=format\&n=r6SANzcNtU2WKtAp\&q=85\&s=c40b16dad9f5f2510e266cc4cf8e51b2) ## Digital certificate In addition to creating the signing log, Box also applies a digital certificate to tamper-seal your signed documents. This helps to show the integrity of the signed document. Although you can't view this digital certificate from Box Preview, you can use specialized PDF clients to view it, such as Adobe Acrobat Reader, where the certificate is visible as a green checkmark. ![1\_Dig\_Sig\_Checkmark.png](https://mintcdn.com/product-docs/4Ned2N3ooAb2IlFZ/images/box-sign/1-dig-sig-checkmark.png?fit=max\&auto=format\&n=4Ned2N3ooAb2IlFZ\&q=85\&s=a87d798816930df4888489361bbd6286) Unfortunately not all PDF readers support digital certificates. Known PDF readers that do not support digital certificates are: * Firefox web browser * Foxit PDF reader * Mac Preview # Signing a document Source: https://docs.box.com/en/box-sign/signing-a-document/index When someone sends you a document for signature through Box Sign, Box sends you an email notification. To sign the document, you do not need to have a Box account — just open the email and read the instructions. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370350618112) # Signature fields When signing a document, you can use three types of signature fields: * Signature * Initials * Stamp Starting in July 2022, Box assigns you a unique user ID (UUID) and displays this UUID in the signature, initials, and stamp fields. Your UUID is assigned only to you, and can be used to validate that your signature on documents is genuine. Also in the signature, initials, and stamp fields, Box displays the signature request’s ID, which can help users to identify a specific signature request. # Signing a document When you receive a signature request, Box enables you to apply your signature to the document in one of four ways: * apply a saved signature, * manually draw your signature, * type your signature, * upload an image of your signature. Box supports GIF, PNG, JPG, JPEG, and WEBP file types, with a size limit of 8 MB. In addition to signing a document, Box also enables you to download the document or forward the request to someone else for signature. For each signature request you receive, before signing, declining, downloading, or forwarding the document you'll need to accept terms for the transaction. > [!NOTE] > > Box Sign is supported on mobile. It uses a responsive browser experience for mobile users instead of the Box mobile app. **To sign, or decline to sign, a document you've received:** 1. In the emailed request, click **Review document**. Box displays the document, with associated terms and disclosures, at the top of the window. 2. To review all the terms, click each of the following, in turn: * **Electronic Record and Signature Disclosure**, * **Terms of Service**, and * **Privacy Policy**. 3. If after reading the disclosure, terms, and policy you consent to the terms, check **By checking this box you:** 4. Click **Accept & Continue**. 5. Navigate the document with **Back** and **Next.** 6. Click the **Signature** field. Box displays the signature window. 7. In the signature window, click the location where you want to apply your signature. Box asks you to choose how you want to apply your signature: * To apply a saved signature, click **Saved**. * To manually write your signature, click **Draw**. * To write your signature on keyboard, click **Type**. * To upload an image of your signature, click **Upload**, then select a file from your local system. Mobile signers have the option to take a picture of their signatures from their mobile device's camera and to upload. * Note: for Stamp fields, signers can only **Upload** an image of their signature in the signature window. 8. After you select the signature you like to use, click **Adopt**. To cancel your signature and try again, click **Cancel**.  Adopting this signature adds your signature to the locations you selected. 9. To add your signature to other locations, repeat Steps 6 and 7 above. 10. To optionally download or print the document, in the right-hand sidebar click **Download or Print**. Then select the location where you want to save the document.  **IMPORTANT**: clicking this button may save a copy of the document on a local disk. 11. To optionally reassign your signing role for the document to someone else, in the right-hand sidebar, click **Reassign Request**, then specify the email address to which you want to reassign the request. Forwarding removes your ability to sign the document through Box Sign, and reassigns your role to the person to whom you forwarded the request. 12. To complete your signature, after adding your signature to the document, click **Sign & Finish** from the top right-hand corner of the window or at the bottom of the document. To decline to sign, in the right-hand sidebar, click **Decline.** > [!NOTE] > > When you're signing a document where you have to fill in multiple required fields, use buttons **Next** and **Back**. The system will automatically move to the next or previous field. > Once you're at the end of the document and click **Next**, the system will move to the first required field that is still empty. If there are no more empty required fields, the system will move to the **Sign\&Finish** at the end of the document. After the signing of the document is completed, Box sends you and other signers an emailed copy of the document you signed. If the sender changes a signature request you've received and viewed but not yet signed, the next time you view the request, Box notifies you that the sender has changed the signature request. If the sender is currently changing a signature request you're viewing or signing, Box notifies you that the request is currently unavailable because the sender is changing it. **Pre-filled Content** After completing an initial signature request, the fields **Name**, **Title** and **Company** will be automatically pre-filled in the future signing sessions with the information you last provided. You can manually edit the pre-filled fields if any details have changed. The banner below will only appear the first time you complete a signature request on a new device or when using incognito mode. ![prefilled-recipient-data-png](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sign/prefilled-recipient-data.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=e7e9a916aa3f7339591aa60ea004f1b9) # Recipient group A sender can add you to a recipient group. It means that only one person from the group of recipients needs to sign or approve a document. For more information on recipient groups, see the section **Adding a group of recipients** in [Sending a document for signature](/en/box-sign/sending-a-document-for-signature). All members of the group receive a notification email that a document requires signature. When you open the document, the following message appears at the top of your screen: **You’re signing on behalf of a recipient group. Everyone in your group will receive a copy of the final request.** Now, you can sign/approve, decline, or reassign the signature request. To sign or approve the signature request, click the **Begin** button and proceed with signing the document as you normally would. To reassign the signature request: 1. Click the **Show/Hide Sidebar** button to see the document’s details. 2. Click the **Forward** button. 3. Provide a new recipient’s email address and optionally provide a reason for reassignment. 4. Click **Reassign Request**. To decline the signature request: 1. Click the **Show/Hide Sidebar** button to see the document’s details. 2. Click the **Decline** button. You can provide a reason for declining the signature request. After the document is signed or declined and another member of the recipient group opens it, they receive one of the messages below in the signature request view: * Document is signed/approved: **Someone from your group has already completed this request.** * Document is declined: **Someone from your group has already declined this request**. # Creating templates using tags Source: https://docs.box.com/en/box-sign/templates/creating-templates-using-tags Box Sign enables you to create templates so you can automatically add the same fields and format to standardize requests for signature. With templates, you don't need to repetitively add the same fields and configure the same signature request properties for each request that is sent out for signature or approval. Creating, configuring, and testing a template takes a few minutes, but when properly deployed, it streamlines the signature request experience for senders. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370352946112) Box Sign offers two ways to create a template: * [Templates within Box Sign](/en/box-sign/templates/creating-using-and-sharing-templates) * Templates with tags embedded in base files ## About template tags Template tags provide users with a way to embed custom tags or text within base files included in a signature request or reusable template using a chosen text editor program such as Microsoft Word, Google Docs, PowerPoint, or Adobe Acrobat. Box Sign automatically recognizes the embedded tags and transcribes them into fillable and signable fields. Template tags can be leveraged through API, Salesforce integration (through the Box for Salesforce managed package), and the document preparation phase within the Box Sign web experience. ## Creating a template with tags To [create a template](/en/box-sign/templates/creating-using-and-sharing-templates) with tags: 1. Open your document in your preferred text editor (for example, Microsoft Word, Google Docs, PowerPoint, or any PDF reader). 2. Determine how many people will sign the document and identify which recipient number each person will be assigned. This helps you plan which tags to use for each signer. See [Recipient numbering](#recipient-numbering) for details on how recipient numbers work. 3. Add special tags to each corresponding input field where you want signers to fill out information or sign. See the [Available field tags](#available-field-tags) section for details. 4. Adjust the display size: * Set the font size for the tag. * Add spaces before the closing `]]` brackets. Each space increases the field width. For example: `[[s1|0 ]]`. 5. Change the font color of the tags to white to hide them from view in the final document. 6. Save and upload your document to Box Sign. **Best practices:** * Keep distance between tags, preferably by using line breaks or proper line height. * Place tags in a table format or use a different text style than the body of the document for better positioning. * Test your template tags before sending it to signers. ## Tag syntax All template tags follow this basic format: `[[field_type|recipient_number|optional_parameters]]` Where: * `field_type` is the type of field (signature, text, date, etc.) * `recipient_number` identifies which recipient the field is assigned to * `optional_parameters` add additional settings like validation or requirements ### Recipient numbering Recipient numbers link each tag to a recipient: * `0` is reserved for the sender. Start numbering with `0` if the sender signs the document. * If the sender doesn't sign, start numbering with `1`. Your document must not contain `|0` tags. * `1`, `2`, `3`, and so on refer to recipients in the order you add them to the signature request. * Recipient numbers in tags correspond to the order you add recipients, **not** the signing order. > [!WARNING] > > Assign template tags only to recipients with the **Signer** role. Don't assign tags to recipients with other roles, such as **Approver** or **Get a Copy**. > [!NOTE] > > If you send signature requests with template tags through the Box API, see [Signing structured docs](https://developer.box.com/guides/box-sign/document-types/structured#recipient-numbering) in the Box developer documentation for API-specific numbering rules. **Example: The sender signs** You create a document with these tags and upload it for signature: * `[[s|0]]` for signature * `[[s|1]]` for signature * `[[s|2]]` for signature As the sender, you are assigned to the `[[s|0]]` tags. The first and second recipients you add are assigned to the `[[s|1]]` and `[[s|2]]` tags. > [!WARNING] > > You cannot set the signing order within template tags. The signing order must be configured in the document preparation view. **Example: Recipient order vs. signing order** Let's say you create a document with these tags: * `[[s|1]]` for signature * `[[s|2]]` for signature * `[[s|3]]` for signature When you prepare the document for signing, you add recipients in this order: 1. [alice@example.com](mailto:alice@example.com) → automatically assigned to `[[s|1]]` tags 2. [bob@example.com](mailto:bob@example.com) → automatically assigned to `[[s|2]]` tags 3. [charlie@example.com](mailto:charlie@example.com) → automatically assigned to `[[s|3]]` tags Now you configure the signing order: * First to sign: [charlie@example.com](mailto:charlie@example.com) (but still assigned to `|3` tags) * Second to sign: [alice@example.com](mailto:alice@example.com) (but still assigned to `|1` tags) * Third to sign: [bob@example.com](mailto:bob@example.com) (but still assigned to `|2` tags) **Result**: Charlie signs first and completes the `[[s|3]]` fields, then Alice signs and completes the `[[s|1]]` fields, and finally Bob signs and completes the `[[s|2]]` fields. The tag numbers stay tied to the order recipients were added, regardless of who signs first. For more information and examples, see the [Working with multiple signers](#working-with-multiple-signers) section. ## Available field tags The table below lists all available template tags for Box Sign templates. | **Field type** | **Tag** | | - | - | | Text input\* | `[[t\|1]]` | | Date signed | `[[d\|1]]` | | Checkbox | `[[c\|1]]` | | Signature | `[[s\|1]]` | | Stamp | `[[st\|1]]` | | Initials | `[[i\|1]]` | | Name | `[[n\|1]]` | | First name | `[[fn\|1]]` | | Last name | `[[ln\|1]]` | | Company | `[[co\|1]]` | | Email | `[[e\|1]]` | | Title | `[[ti\|1]]` | | Attachment | `[[a\|1]]` | \*Text input fields support additional validation tags to control data format. See [Text input validation tags](#text-input-validation-tags) for options including numbers, email, dates, ZIP codes, SSN, and custom patterns. > [!NOTE] > > Radio and dropdown fields do not have template tag support in Box Sign. ## Text input validation tags You can add validation to text input fields to control what type of data signers can enter. This helps ensure data accuracy and reduces errors. To learn more, see [Using input text validation](/en/box-sign/sending-a-document-for-signature/using-input-text-validation). All text input validation tags are required by default. Use `|r:0` to make them optional. See [Optional template tag parameters](#optional-template-tag-parameters) for more information and examples. | Validation type | Tag | | - | - | | Numbers with period decimal separator | `[[t\|1\|v:np]]` | | Numbers with comma decimal separator | `[[t\|1\|v:nc]]` | | Email address | `[[t\|1\|v:e]]` | | ISO standard date (YYYYY-MM-DD) | `[[t\|1\|v:d1]]` | | US date format (MM/DD/YYYY) | `[[t\|1\|v:d2]]` | | European date format (DD/MM/YYYY) | `[[t\|1\|v:d3]]` | | Alternative ISO format (YYYY/MM/DD) | `[[t\|1\|v:d4]]` | | 5-digit ZIP code (#####) | `[[t\|1\|v:z5]]` | | 7-digit ZIP code (###-####) | `[[t\|1\|v:z7]]` | | 9-digit ZIP code (ZIP+4: #####-####) | `[[t\|1\|v:z9]]` | | SSN (###-##-####) | `[[t\|1\|v:ssn]]` | > [!WARNING] > > Text input validations cannot be combined with multiline or read-only fields. If you add both `|ro:1` and a validation tag, the field will default to a standard text input field without validation. ## Optional template tag parameters You can choose to make specific fields optional or required using template tags. Parameters are added after the recipient number, separated by the pipe symbol `|`. ### Making a field optional or required * Text input, checkboxes, and signature fields are required by default but can be made optional. * Date and email fields are read-only and cannot be configured as optional or required. * All other field types can be configured as optional or required. **Syntax:** * `|r:0` (optional) * `|r:1` (required) **Examples:** * Optional text field: `[[t|1|r:0]]` * Optional checkbox: `[[c|1|r:0]]` ### Adding field names or descriptions Add a name to fields to provide context for signers. The name replaces the default placeholder text. **Syntax:** `|n:field_name` **Examples:** * Text field with name: `[[t|1|n:Employee Name]]` * Optional text field with name: `[[t|1|r:0|n:Middle Name]]` ### Pre-filled date and email fields The date field is pre-filled with the signing date and the email field is pre-filled with the signer's email address. ### Making a field read-only To lock the content from being modified by signers, senders can mark fields as read-only. **Syntax:** `|ro:1` **Supported fields:** * Name * Text Input * Company * Title * Checkbox **Examples:** * Read-only text field: `[[t|1|ro:1]]` * Read-only name field: `[[n|1|ro:1]]` > [!WARNING] > > * Read-only field usage is not included in the signing log. > * Text input validations cannot be combined with read-only fields. If you add both `|ro:1` and a validation tag, the field will default to a standard text input field without validation. ### Adding an external identifier to a field Users can add an external identifier to the fields by adding an optional tag parameter. **Syntax:** `|id:identifier_name` **Examples:** * Text field with external identifier: `[[t|1|id:employee_id]]` * Text field with validation and external identifier: `[[t|1|v:e|id:contact_email]]` ### Making a text field multi-line By default, text fields are single-line. Add multi-line text entry to support longer responses like comments, descriptions, or addresses. **Syntax:** `|m:1` **Example:** * Multi-line text field with name: `[[t|1|m:1| id:contact_name]]` ## Working with multiple signers ### Example 1: Three signers, including the sender If you are the sender and also need to sign: * You are automatically assigned to `|0` tags (sender) * First recipient gets `|1` tags * Second recipient gets `|2` tags **Example tags:** * Your signature: `[[s|0]]` * First signer's signature: `[[s|1]]` * Second signer's signature: `[[s|2]]` ### Example 2: Two external signers only If you are only the sender and do not need to sign: * Do not use `|0` tags * First recipient gets `|1` tags * Second recipient gets `|2` tags **Example tags:** * First signer's signature: `[[s|1]]` * Second signer's signature: `[[s|2]]` **More or fewer signers than tags?** **Fewer signers than tags:** If your document has tags for three signers but you only add two signers, the unused tags (for example, `|2` tags) will not be used. You must remove unused template tags before sending the request. **More signers than tags:** If you add more signers than you have tags, the extra signers can sign the document but will not be assigned fields. ## Testing tags Users can easily test out template tag support in Box Sign with our [example documents](https://cloud.app.box.com/folder/138765865013?s=w9ixlxn9v5hejg84udidngc4y3pc8amr). # Creating, using, and sharing templates Source: https://docs.box.com/en/box-sign/templates/creating-using-and-sharing-templates Box Sign enables you to create templates so you can automatically add the same fields and formatting to requests for signature.  With templates, you don't need to repetitively add the same fields to each request every time you send a new document for signature. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370352946112) Making and testing a template takes a few minutes, but when done it makes working with Box Sign easier and faster. Box Sign offers two ways to create a template: * Templates within Box Sign * [Templates with tags](/en/box-sign/templates/creating-templates-using-tags) in a base document **To create a template:** 1. In the left-hand sidebar, click **Sign**. 2. At the top of the window, click the **Templates** tab. 3. In the top of the Templates page, click **New Template**. 4. Click **+** and select a file. 5. Users can choose whether to upload files from their desktop or from within their Box account. 6. Add recipients to the template by searching by their name or email address if they are a part of your enterprise or by adding a placeholder. 7. Configure the recipient settings, including “Placeholder Name” and “Role”, for each recipient. 8. If more than one recipient is added to the template, you will be able to modify the signing order by toggling the “Specify Signing Order” option ‘on’ and entering in the number for each recipient that corresponds to their desired signing or approval order. 9. (**21 CFR Part 11 Requests**): For GxP customers with Enterprise Plus and above plans, If your admin has enabled Box Sign for you, then you can select between 21 CFR Part 11 and standard request types for the template. 10. Choose the folder where you want to save the template. 11. Click **Save**. 12. In the document, click on one of the available\* template fields and hold down the mouse button. Choose from: * Signature * Stamp * Initials * Date signed * Name * Company * Email * Title * Text input * Checkbox * Radio * Dropdown * Attachment (on Enterprise, Enterprise Plus, and Enterprise Advanced plans only) 13. Drag the selected field onto the document and release the mouse button. 14. After moving the placeholder field onto the document, adjust its position by clicking in the middle of the field and dragging it.  Adjust the placeholder field's size by clicking on the bottom-right corner and then dragging. Add as many or as few placeholder fields as you want.  If you create duplicate fields, Box uses only the first field you created. \*If your admin has restricted certain field types for your account or group, those fields won't appear in the **Signatures & Fields** panel. For more information about field restrictions, see [Enabling sender controls](/en/box-sign/box-sign-for-admins/enabling-sending-settings). **To apply additional recipient authentication methods:** 1. Select a recipient to modify and define their role (Signer, Approver or In-Person) 2. Choose an authentication method from the dropdown menu: * **SMS Authentication** – The sender must enter the recipient’s mobile phone number before sending the signature request. * **Box Login** – Requires the recipient to authenticate using their Box account. * If your organization is enabled with GxP Validation with Enterprise Plus and above, and the sender selects 21 CFR Part 11 as a request type, the authentication method will automatically be set to Box Login for all following recipients. Visit [21 CFR Part 11 compliance support](/en/box-sign/sending-a-document-for-signature/21-cfr-part-11-compliance-support) for more information enabling this signature request. * **Require Password** – The sender must set a password that the recipient will need to enter to access the signature request. For more information on authentication methods, see [Additional recipient authentication](/en/box-sign/sending-a-document-for-signature/additional-recipient-authentication). **To Add Prefill and Read-Only Fields:** You can streamline the signer’s experience with the ability to pre-fill name, text input, title, and company fields with text. Additionally, you can toggle specific fields as ‘read-only’ fields, locking any data that is pre-filled, restricting other signers from being able to modify the data within those fields. Prepopulate a field with text by adding text in the “Pre-filled Text“ area of the field’s option menu. If text is pre-filled in a field, signers can see and edit the text if needed. To lock a field’s value and prevent changes by signers, enable Read-Only under the field settings in the field’s option menu. * The following fields can be toggled to be read-only: * Name * Text Input * Company * Title * Checkbox * Radio Button * Drop-down * For a read-only field to be visible in a signature request, the field needs to have pre-filled text. If you attempt to send a request with empty read-only fields, a prompt will appear asking you to remove the empty fields and send the request. * It’s important to note that data filled out in read-only fields will not be displayed in the signing log of a signature request. * For most fields, the ‘external identifier’ can be toggled ‘on’ or ‘off’. If enabled, the external identifier can be used by the Box Sign API to correlate this field with other data. * Learn more about external identifiers in our [API documentation](https://developer.box.com/reference/post-sign-requests/). **To customize email notifications** * You can customize the email notifications that signers receive when the template is sent out for signature, including email subject and email message. * You also have the option of sending automatic reminders, which will send reminders automatically to signers who have not signed the signature request yet. * The first two reminders are sent in three-day intervals on days 3 and 6. * The final two reminders are sent in five-day intervals, on days 11 and 16. * Additional options include: * Customizing the file name for the completed signature request file. * Customizing a scheduled expiration date based on the number of days from when the signature request is sent. Add as many or as few placeholder fields as you want.  If you create duplicate fields, Box uses only the first field you created. **To save templates while preparing a document for signature:** 1. After preparing a signature request — but before sending it — in the right-hand sidebar click **Options**. 2. Click **Save as template**. > [!NOTE] > > **Some important notes to keep in mind** > > * You can leverage keyboard shortcuts and commands to streamline the template creation process. Learn more about [keyboard shortcuts and commands in Box Sign here](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-keyboard-shortcuts-for-box#box-sign-shortcuts). > * The input fields in the template are assigned to the **Recipients** field in the order in which the email addresses are added to the contact field, and are not the same as the order of signing.  For example, "Contact 1" can be the first or last signer depending on what you specified in the order of signing. > * You can use the recipient groups feature in templates. You can either add specific recipients to the group when you create the template, or leave the recipients field blank to place a placeholder for the recipient group. > * When you save a signature request as a template, email addresses aren't preserved. Named recipients and recipient groups both convert to placeholder recipients. To create a template that retains specific email addresses or recipient groups, use the template creation flow instead. > * The font size of the input is determined by the height of the field. > * Signing order position "**0**" should be used only for the **Sender**.  All recipients of a document must  have a signing order position greater than "**0**". > * If you need to add input fields to the template before sending (such as name, address, amounts) assign extra input fields to yourself and add an order of signing so the receiver receives the document only after you've completed the input fields. **To use a saved template:** 1. In the left-hand sidebar, click **Sign**. 2. Click on the **Templates** tab. 3. Hover on a template name. 4. Click **Use Template**. **To edit, copy, or delete a template:** 1. In the left-hand sidebar, click **Sign**. 2. Click on the **Templates** tab. 3. Hover on a template name and click the ellipsis button ("**...**"). 4. Click the choice you want. ## Using a template After you've created templates, here's a general outline for using them: 1. In the templates tab, hover on the template you want to use. Box highlights the template and enables interactive buttons. 2. Click **Use Template**. 3. Determine the save location folder by clicking the ‘Save Location’ folder and selecting which folder you would like the final request and signing log to reside post-signature. * By default, Box saves requests in the My Sign Requests folder. 4. If the recipients and recipient properties were not configured in the template, you can add and modify recipients in the document preparation experience. You'll need to add recipients based on the type of recipient defined in the template.  For example, if the template is designed for a dental patient's signature, you'll need to add the name of the specific patient. You can toggle additional signer authentication settings from the document preparation experience. They are not configurable when creating a reusable template. You can learn more about [signer authentication in Box Sign here](/en/box-sign/sending-a-document-for-signature/additional-recipient-authentication). 5. Add customization to the request, if desired. 6. Send the request. > [!WARNING] > > If your recipient(s) are in a conflicting segment as a result of an information barrier, the revision to the signature request will not be sent. For more information, visit [Understanding Information Barriers – Box Support](/en/box-shield/shield-information-barrier/understanding-information-barriers), and contact your Box administrator or Box account owner for additional details on the security restrictions. ## Sharing a template After you've created a template and saved it in a Box folder, add collaborators to use the template. * [Adding a collaborator](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) is the same as for any other Box file or folder. * In order to use a template, a collaborator must have [permissions](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) to download a file. > [!NOTE] > > So, to share a template, we suggest you add collaborators as “Viewers” as this enables collaborators to use the template but not to upload files to your template folders. > > ### Sharing templates with collaborators > > If you are the **Owner, Co-owner, or Editor** of **all** documents within a template, then you can share the template with collaborators. Users without sufficient permissions will not be able to see and manage collaborators. > > **To share a template with a collaborator:** > > 1. Click the ellipses ![Ellipsis more-options button with three horizontal dots in a rounded square.](/images/box-sign/ellipsis-more-options-button-three.png) on the template you want to share. > 2. Select **Manage Collaborators** to invite others to view or edit the template. > > **Note**: Box Sign templates can only be shared with users within your organization and cannot be collaborated on with external users. > > ### Managing collaborators for different types of templates: > > * **Single Document Template**: Opens the **Manage Collaborators** page for the file. > * **Multi-Doc (all files are in the same folder)**: Shows a confirmation that you are about to share an entire folder. Clicking **Proceed** takes you to the **Manage Collaborators** page for the folder. > * **Note**: If you are going to share the entire folder, make sure all of the files in the folder can be shared with your team members according to your organization access policy. > * **Multi-Doc (Different Folders)**: Sharing a template is not possible. You will need to share each file manually. ## Making templates non-modifiable when sending signature requests As a template editor, you have the option to make templates non-modifiable. This option leaves the template as is for end users sending signature requests. **To lock a template:** 1. In the right-hand menu of the specified template, click **Edit**. 2. On the right-hand sidebar, **click** the lock icon next the section titles (Recipients, Signature & Fields, Email Notifications, Options) - the editor can choose to lock one or more sections. * Locking the template toggles the modification prevention for the relevant section and limits the sender from making changes in this context. * In case of Recipients locking, the sender can still modify some configuration such as SMS Authentication and fill in recipient placeholders. 3. **Save the template** to apply the changes. After saving, every new signature request created from the template will follow the modify policy and will prevent from users to modify in context of sections with lock toggled on. # Using batch send templates Source: https://docs.box.com/en/box-sign/templates/using-batch-send-templates > [!NOTE] > > Currently, batch send is available only to Enterprise Plus and Enterprise Advanced accounts. If you need to send an individual signature request to various recipients, Box Sign enables you to batch send signature requests. [Video player](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6370349292112) Examples of batch send include: | | | | - | - | | Human Resources | Sending a company-wide acknowledgement of an updated HR policy. | | Lending Company | Asking all of your customers to opt-in for autopay. | | People Ops | Sending offer letters to 25 summer interns. | ## Using batch send 1. Go to **Sign -> Templates.** 2. Click the ellipses on desired file. 3. Select **Batch Send**. ## Uploading a template When adding your .csv file, verify that the data in each field in the columns has an external identifier name. Check this setting by selecting the field in the template and going to **Advanced Options -> External Identifier.** 1. Upload your .csv with recipient information. * You can also download a custom template and fill in the information. * Exported external identifiers names are prefixed with two underscores: “prefill \_\_”. * If the file you uploaded doesn't have the required fields or information, an error message highlights which fields are missing, including other areas of concern. > [!NOTE] > > Batch send supports only one email address per recipient. Recipient groups and multiple email addresses are not supported. ![drag-and-drop-cvs-file-png](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/drag-and-drop-cvs-file.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=43ac3ca47ae12de0c2a4b5bed3e67382) 2. Click **Import**. * To preview the data, click the .csv file on the right hand panel under **Recipients**. 3. Review and modify the recipients settings by clicking on the ![sender-icon-png](/images/box-sign/sender-icon.png) ![batchsend-recipients-icon-png](/images/box-sign/batchsend-recipients-icon.png) ![batchsend-recipients-icon-2-png](/images/box-sign/batchsend-recipients-icon-2.png) icons. 4. Click **Submit Request** on the top right hand of the page to finish sending the document. > [!WARNING] > > If recipient(s) in the .CSV file are in a conflicting segment as a result of an information barrier in place, the request will not be sent. For more information, visit [Understanding Information Barriers](/en/box-shield/shield-information-barrier/understanding-information-barriers), and contact your Box administrator or Box account owner for additional details on the security restrictions. > [!NOTE] > > Authentication methods always appear in the .csv header. These are optional unless the template requires one or more authentication methods. If authentication is required and left blank, an error message appears. If not required, you can safely leave them empty. ## Using a template with read-only fields When using batch send with read-only fields: * Read-only values defined in the template by the template creator are replaced with the csv file values for a respective field. If no values are found in the .csv file, then template creator's provided values are used. * If no values are provided for read-only fields by the template creator and no values are found in the .csv file for such fields, empty read-only fields are automatically removed when sending the signature request. * If the template has read-only fields and the **fields panel** is locked in the template, then any values in the read-only fields from the .csv file are ignored and the template creator's set values are used instead. ![locked-fields-panel-icon-highlighted-jpeg](https://mintcdn.com/product-docs/GnUAzGKO6fN0NXkx/images/box-sign/locked-fields-panel-icon-highlighted.png?fit=max\&auto=format\&n=GnUAzGKO6fN0NXkx\&q=85\&s=f49f61a94b0d94274485c56111b1b2c0) ## Reviewing a batch Once sent, you can view the sent items in your account in **Sign -> Sent Requests** or from the saved location you chose when sending the signature request. Batch send requests use the following format: | | | | | | - | - | - | - | | **Format** | Template Name | Short Batch ID | Number | | **Example** | NDA USA | AG834HD | 001 | The file name together: NDA - USA - AG834HD - 001 * The **Number** label indicates the sequential number sent: * 001, 002, 003, etc. To find batch send requests, search the short batch ID in: * View Details * Signing Log * Folder name of a batch send > [!NOTE] > > Until all sign requests are completed, Box uses a copy of your .csv file. Once all sign requests are complete, you can then delete the copy. > > The .csv file is located in the destination folder under the template name and short batch ID. ## Known limitations * You can only send one document at a time. * The recipient limit is 500. * Process time for 500 requests is within 30 minutes. * You will need to use a double text editor to open a custom .csv template containing double byte characters in the external identifier name such as Name, Company or Title. ## Support If you're unable to confirm signatures were sent, you can [contact support](https://support.box.com/hc/en-us/requests/new) and provide them the following information: * Enterprise ID, * Date of batch send, * Name of template, * Email of sender * Batch ID (located in the **View Details**), * Number of requests sent and not sent. * Search for batch ID located in **View Details**. Compare the number of requests sent (files in the batch folder) to the number expected in CSV. Confirm no missing information. # Accessibility overview Source: https://docs.box.com/en/accessibility/accessibility Box is committed to providing a simple and compelling experience for all users. Box partners with customers and outside experts to provide an excellent user experience for users with accessibility needs. Box also uses a standardized Web Design System with built-in accessibility requirements and accessibility tests. Box’s web app substantially complies with the Web Content Accessibility Guidelines 2.2 (WCAG 2.2) Level AA. This means that you can use your screen reader or other assistive tools directly on the web app with no admin or tech support needed. Accessibility features in the Box web app include: * Page elements such as hidden landmarks, descriptions of state (“this section is collapsed”), and other code to support accessibility. These elements don’t show visibly but are detected by screen readers, and provide additional information. * Items labeled according to their function, which makes navigation easy. There are many ways to navigate that are non-linear, and users can jump from heading to heading without having to read the text in between. Our approach is based on leading accessibility standards, so non-sighted users should be comfortable working right away. * Keyboard navigation so that pages can be navigated without the use of a mouse. * Browser magnification increases the entire screen to make text more visible and proper reflowing of the page. * Colors that meet AA standards for contrast, making it easier for partially sighted users. For further information on accessibility on the Box web app, you can always contact our Box User Services team. [What are the available features for app.box.com?](#what-are-the-available-features-for-appboxcom)\ [Does app.box.com support screen readers?](#does-appboxcom-support-screen-readers)\ [Does app.box.com provide keyboard access?](#does-appboxcom-provide-keyboard-access)\ [Does app.box.com provide low vision color contrast?](#does-appboxcom-provide-low-vision-color-contrast)\ [How can I get more information about accessibility at Box?](#how-can-i-get-more-information-about-accessibility-at-box) ## What are the available features for app.box.com? All Box features are available in app.box.com.\ Some of the features include preview and download access to files and folders, sharing and configuring links to files and folders, adding and managing collaborators, viewing and making comments, and managing files and folders.\ All Box pages include the Skip to main content button for keyboard and screen reader users. To use this function, press the Tab key from the top of any page. The button appears at the top of the screen. ## Does app.box.com support screen readers? app.box.com is intended to work with the leading screen reading technology providers, including JAWS, NVDA and VoiceOver. Screen readers attempt to identify and interpret what is being displayed on the screen and convey that information through text-to-speech to users who are visually impaired. ## Does app.box.com provide keyboard access? app.box.com provides keyboard accessibility, which enables you to use your keyboard exclusively (with no mouse) for improved interactions with the Box UI.\ app.box.com enables keyboard accessibility through the following additional features: A logical and predictable reading and focus order for content\ Enabling of visible focus, Visible Keyboard Focus which helps keyboard users understand people with visual or other print-related disabilities have a clear indicator of where they are on a page.\ Providing a shortcut that enables user to immediately 'skip to content' they are trying to view, letting them bypass repeated menu elements. ## Does app.box.com provide low vision color contrast? app.box.com is designed with low vision and color-blind user needs in mind. app.box.com allows for text resizing, with up to 200% magnification. The site has also been tested for color contrast, with contrast ratios set at a minimum of 4.5:1 for small text and 3:1 for large text and graphics. ## How can I get more information about accessibility at Box? Contact Box's Product Support Team to receive additional information or to provide feedback. # Accept and Reject Invitations from Collaborators Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/accept-and-reject-invitations-from-collaborators By default, you will automatically accept invitations to collaborate. If you would like to review invitations before accepting them, you modify your [Account Settings](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings). Navigate to the **Sharing** tab of your account settings, and uncheck the box under **Incoming Invitations** (in the **Collaborating on Content** section). ![Account Settings Sharing tab with Incoming invitations checkbox in Collaborating on Content.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/sharing-tab-incoming-invitations.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=7bc41387a1f26aa263c84d4d01f645e9) If you have unchecked this box, you will have to manually accept collaboration invitations by clicking the appropriate link in the email you receive. You can also view/accept/deny collaboration invitations from your [Notifications](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-box-notification-center) screen. ### Pending invitations The pending invitations panel saves you time by enabling you to quickly find and accept important invitations to keep your work flowing. Pending invitations are requests for collaboration, or other actions, that you have not yet accepted or rejected. Pending invitations can come from collaborators, as well as from enterprises requiring you to perform special actions before you can access content. The pending invitations panel lists invitations in groups based on category. Categories include: * invitations from enterprises to create a strong password, and a button to update your password, * invitations from enterprises to enroll in Two-factor Authentication (2FA), and a button to set up 2FA, * invitations from enterprises to accept terms of service, and a button to view them, * invitations from coworkers to collaborate on content, and a button to accept them. For each invitation you've not accepted, the pending invitations panel displays the name of the file or project folder to which you're invited, how many pending invitations you have in the project folder, and a button for accepting the invitation. ![pendinginvitations-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/pendinginvitations.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=18597209a84fe78292d3d8383692eab1) **To find and resolve a pending invitation:** 1. In the left menu of your Box account window, click **Files**. 2. In the pending invitations panel under **ACTION REQUIRED**, hover on the name of a file or folder. 3. To see details about the invitation, click the ellipses, "**...**", and select **View Details**. 4. To decline the invitation, click the ellipses, "**...**", and select **Decline All**. 5. To accept the invitation and gain access to the project's content, click **Accept**. ![viewdetailsdeclineall-highlighted-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/viewdetailsdeclineall-highlighted.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=d1a9e6b26acb69637dfe9d6a2e745d07) ![accept-highlighted-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/accept-highlighted.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=e05e5b6744df73d1e35cd88bf880bdb8) > [!NOTE] > > Based on the requirements of the inviting enterprise, after you accept an invitation, Box may prompt you to accept terms of service and/or configure a password before you can access the enterprise's shared content. # How To End A Folder Collaboration Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/how-to-end-a-folder-collaboration How do you end collaboration on a folder you've been invited to, when you no longer want or need to collaborate? ## **Environment** Box Web Application ## **Resolution Steps** 1. Log in to Box.com and go to your **Files** page. 2. Next to the name of the folder on which you wish to stop collaborating, click the ellipsis (**...**).  Then, from the menu that displays, click **More Actions**. 3. Click **End Collaboration**.  Box removes you as a folder collaborator.  At this point you cannot access the folder's contents unless the folder owner re-invites you as a collaborator. # Inviting Collaborators Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators A collaborator is someone you invite into a file or folder. When you add someone as a collaborator to a file or folder, the item appears in their **Files** page. If you send a collaboration invitation to a person without a Box account, Box prompts that person to sign up with Box before being able to access the content.  If you send a collaboration invitation to someone outside of your enterprise's domain, Box displays both an alert and a visual indicator.  This bolsters data security by helping ensure you don't unintentionally share content with someone outside of your organization. > [!NOTE] > > When someone **within your enterprise’s domain** receives an invitation to collaborate in a folder but doesn't yet have a Box account, Box provisions an account and that collaborator automatically becomes a [managed user under your enterprise instance](/en/box-fundamentals/for-admins/collaborating/collaborating-by-inviting-others/collaboration-invites-create-an-account). > > When someone with your enterprise’s domain receives an invitation to collaborate in a file: > > * If they are currently an unmanaged user, they will remain so > * If they are not currently an unmanaged user, an account will be provisioned and that user will automatically become a managed user under your enterprise instance **Admins** can identify all accounts created this way through the Admin Console reporting section: * Do not select any groups so the report captures all users * Under User Activity, select **Created new user** * The column shows when the account was created by “Invited collaborator” ## Inviting a collaborator With simplified sharing, it takes just moments to invite people to collaborate.  You can send up to 100 invitations at a time. **To invite someone to collaborate in a file or folder:** 1. Open the **Share** window. To do this, in your Box files view, hover over the row of the file or folder you wish to share. 2. On the right, click **Share**. ![share-files](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/share-files.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=368b2e7c4d00a3b822cfca790c7500c3) 3. The **Share** window opens. ![invite-collaborators-highlighted](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/invite-collaborators-highlighted.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=3290daa3a1dd29e89af468a43f2cc077) 4. In the **Share** window, under **Invite People**, click **Add names or email addresses**. 5. Type a collaborator's name or email address. * As you type, Box anticipates your intended recipient and lists corresponding email addresses.  You can select the recipient you want, or continue typing the full email address. * When typing full email addresses, separate recipients by a horizontal space. 6. Click the **Invite as** drop-down menu. Box displays a list of [roles](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels). 7. Click the role you wish to assign to the collaborator. 8. (Optional) In the **Message** field, type a message of up to 750 characters for the collaborator. 9. Click **Send**. ### Security indicators If you invite someone outside of your organization to collaborate, Box adds a small image of a globe to external invitee's avatar image or initials.  At the bottom of the **Share** window, Box also displays a text reminder that you are sharing this folder's contents externally. [More on Box's security indicators.](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents) After you invite collaborators to a file, the Collaborator badge (![collaborator-badge-small-png](/images/box-fundamentals/collaborator-badge-small.png)) displays adjacent to the file name. ![collaborator-badge](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/collaborator-badge.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=6f8c9e0723bfc12bcb2f5679ad5f3bef) > [!NOTE] > > * When inviting collaborators to a single file, the only available access level is **Editor**. You can change this access level to **Viewer** from the [Manage Collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators) page. These are the only access levels available for collaborators on a single file > * All collaboration settings configured by enterprise admins apply to both single files and folders > * The Message field does not permit URLs. When you input a word including a period (e.g. \[text].\[text]), the system recognizes it as a URL and returns an error. Including a space will allow you to continue. For example, **J. Smith** not **J.Smith** > * The Message field does not permit email addresses > * The Message field is limited to 750 characters > * The Invite People field provides suggested names for up to 50 groups # Managing Collaborators Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators Learn how to control access to your content, view Box items that reference your files and folders, and manage collaboration settings. ## Modifying Collaborator Access Levels If you are an editor, owner, or co-owner of a file or folder, you can modify the access levels of other collaborators. **To modify a collaborator's access level in a folder:** * Open the appropriate folder. * In the right sidebar, select the **Sharing** tab to view the collaborators. * Select a collaborator's name to view all collaborators in the folder. * Find the collaborator whose access level you want to modify. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select the appropriate access level from the menu. If the access level is unavailable, you may not have permission to modify it. > [!NOTE] > > The **Sharing** tab in the right sidebar lists all users and groups that have access to a folder, including deactivated users. ![Sharing sidebar listing collaborators and their access levels](https://mintcdn.com/product-docs/Z6GH5HR7q80QNRdI/images/box-fundamentals/admin-console-manage-collabs.png?fit=max\&auto=format\&n=Z6GH5HR7q80QNRdI\&q=85\&s=7b091d1431e962c37243e479a2191f64) **To modify a collaborator's access level in a single file:** * Locate the appropriate file. * Select the **Collaboration** icon ![Person with a plus sign](/images/box-fundamentals/sfc-2.png) to the right of the file name. * Alternatively, you can open **More Options** > **More Actions** and select **Manage Collaborators**. * Find the collaborator whose access level you want to modify. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select the appropriate access level from the menu. If the access level is unavailable, you may not have permission to modify it. > [!NOTE] > > Collaborators on individual files can have only **Editor** or **Viewer** access. ## Viewing references The **References** tab on the **Collaborators** page lists every Box item that references a file or folder. A Box item is a file, folder, Hub, Automate workflow, Extract Agent, or web link. People and groups with direct access to the file or folder remain on the **People & Groups** tab. ![References tab on the Collaborators page listing Box items that reference a folder, with columns for name, collaborators, permissions, date added, access via, and owner or co-owners.](https://mintcdn.com/product-docs/HJspGnSkt4lh09XL/images/box-fundamentals/References_page.png?fit=max\&auto=format\&n=HJspGnSkt4lh09XL\&q=85\&s=a20f5efe8585bf19b0e0c07e0ed03c00) **To view references:** 1. Open the file or folder. On the **Sharing** tab in the right sidebar, locate the **References** count. The count indicates how many Box items reference the file or folder. 2. Select the **References** count ![References count in the Sharing sidebar, shown as plus 35 References.](/images/box-fundamentals/References-icon.png). The **References** tab on the **Collaborators** page opens. 3. Select the name of a Box item to open it. The **References** tab displays the following details for each Box item: * **Name:** The type and name of the Box item that references your file or folder. * **Collaborators:** The number of people and groups with access through that Box item, and the number of references the Box item contains. * **Permissions:** The access level that collaborators on the Box item have to your file or folder. * **Date added:** The date your file or folder was added to the Box item. * **Access via:** The file or folder the Box item references. This is either the file or folder you opened, or a parent folder that passes access down to it. * **Owner/Co-owners:** The people who manage the Box item. Hover over an avatar to view a name. If no owner or co-owner is available, this column displays **None**. > [!NOTE] > > Box items you do not have permission to view display a generic name, such as **Private Hub**, **Private Workflow**, or **Private Item**. ## Removing Item References Content owners and co-owners can remove a file or folder from any Box item that references it, including [Box Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs). This gives you more control over your content and helps keep sensitive or regulated content from remaining visible in Box items where it should not be. **To remove an item reference:** 1. Open the file or folder. On the **Sharing** tab in the right sidebar, locate the **References** count. 2. Select the **References** count ![References count in the Sharing sidebar, shown as plus 35 References.](/images/box-fundamentals/References-icon.png). The **References** tab on the **Collaborators** page opens. 3. Find the Box item you want to remove the file or folder from. 4. Select **Remove** next to the item name, then confirm the action. After you remove the reference, the file or folder is no longer accessible in that Box item. > [!NOTE] > > If a Box item references folders at multiple levels of a hierarchy (for example, a grandparent folder, a parent folder within it, and files within the parent folder), removing a file reference does not remove access to the file if any of its parent folders remain referenced. ## Transferring folder ownership If you own a folder, you can transfer ownership to a collaborator at any time. Follow the instructions for modifying access levels, then select **Owner** from the access level menu. Only folder owners can view this option. The collaborator becomes the folder owner, your access level changes to **Editor**, and the folder contents no longer count against your account's storage allowance. Before transferring a [personal folder](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/understanding-folder-icons-and-colors) (a folder with no collaborators), invite the new owner to collaborate on it. For larger transfers, we recommend completing the transfer at the end of the day to avoid disrupting users. If you experience issues, submit a [Box support case](https://support.box.com/hc/en-us/articles/360043693474). If the new owner belongs to a different enterprise, Box clears any [custom shared link URLs](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise). If you move a folder you own into a folder owned by someone else, ownership of the moved folder transfers to the owner of the destination folder. For example, if you move Folder A into Folder B, the owner of Folder B becomes the owner of Folder A. You can transfer folder ownership only to a user who is a direct collaborator on the folder. For example, if you invite a user to Folder A, which contains Folder A-1, the user inherits access to Folder A-1. You can transfer Folder A to the user, but you cannot transfer Folder A-1 because the user is not a direct collaborator on it. When you transfer folder ownership, Box displays the following warning: ![Change Item Owner confirmation dialog with Cancel and Okay options](https://mintcdn.com/product-docs/WyLQ6oIDXM_KHq6W/images/box-fundamentals/change-item-owner.png?fit=max\&auto=format\&n=WyLQ6oIDXM_KHq6W\&q=85\&s=4100b12a900f2c74b09e876a27cec1a3) Box displays this generic warning for ownership transfers at any folder level, including root-level folders and subfolders. It does not mean that collaborators always lose access. When you transfer a subfolder, users whose access is inherited from a parent folder may lose access because the subfolder leaves the original parent folder structure. This issue does not apply to a root-level folder because it has no parent folder. Box still displays the standard warning, but other permissions remain unchanged. To transfer ownership of a folder to a [service account](https://developer.box.com/platform/user-types/#service-account), use the [Box API](https://developer.box.com/guides/folders/single/change-owner/). ## Removing collaborators If you are an editor, owner, or co-owner of a folder, you can remove collaborators from it. **To remove a collaborator from a folder:** * Open the appropriate folder. * View the list of collaborators in the right sidebar. * Select a collaborator's name to view all collaborators in the folder. * Find the collaborator you want to remove. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select **Remove**. If the option is unavailable, you may not have permission to remove that collaborator. **To remove a collaborator from a single file:** * Locate the appropriate file. * Select the **Collaboration** icon ![Person with a plus sign](/images/box-fundamentals/sfc-2.png) to the right of the file name. * Alternatively, you can open **More Options** > **More Actions** and select **Manage Collaborators**. * Find the collaborator you want to remove. To search by name, use the **Filter Collaborators** search box in the upper-right corner. * In the **Permissions** column, select the user's access level, then select **Remove**. If the option is unavailable, you may not have permission to remove that collaborator. ## Hiding Collaborators Folder owners and co-owners can hide collaborators. When this setting is enabled, collaborators with **Editor** access or lower cannot view the names of other collaborators in the folder. Co-owners can still view all collaborators. Box replaces hidden names with **Someone**. > [!WARNING] > > * To protect the identities of non-owner collaborators, [disable comments](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings) in **Folder Settings** and enable **Hide collaborators**. > * This feature does not anonymize names in **Version History**. Other collaborators can view the names of non-owner collaborators who upload new file versions. > * Collaborators can still use [tasks](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks). > * With this setting enabled, collaborators in the affected folder cannot use Microsoft Office Online or Box for Microsoft Office Co-Authoring to open Office files in the folder. To hide collaborators: 1. Right-click the folder, or select the **ellipsis** (**...**), to open the **More Options** menu. 2. Select **Settings** to open **Folder Settings**. 3. In the **Privacy** section, select **Hide collaborators and their activity from non-owners**. ![Privacy settings with Hide collaborators and their activity from non-owners selected](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/hide-collaborators-boxed.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=03497a513233b4d2284b70611587b9ee) From this page, you can also restrict who can send invitations and collaborate in the folder. For details, see [Folder settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings). ## Collaborator Auto-Expiration > [!NOTE] > > * Collaborator auto-expiration applies to individual collaborators, but not to [groups](/en/box-admin-tools/managing-box-users-and-admins/groups/creating-and-managing-groups). When you add a group as a collaborator, a clock icon can display next to the group name, but auto-expiration does not apply to the group. > * The collaboration can be auto-deleted prior to the expiration date if 30 days have passed after the collaboration was set to pending status. More information is available [here](https://support.box.com/hc/en-us/articles/360044196073-Collaboration-Frequently-Asked-Questions#01JG0BD3832V3MKEAFJZRBR3BQ). > [!WARNING] > > To enable collaboration auto-expiration, enable **Automatically remove invited collaborators** in **Admin Console** > **Enterprise Settings**. If the setting is disabled, you cannot create or modify collaborator expirations. For details, see [Invited collaborator expiration settings](https://support.box.com/hc/en-us/articles/4404822772755-Enterprise-Settings-Content-Sharing-Tab/#Invited_collaborators_expiration_settings). Depending on your organization's enterprise settings, collaborator access to a folder can expire after a specific period. If a collaborator is set to auto-expire, a **clock** icon displays beside their name in the right sidebar on the **Sharing** tab. Hover over the icon to view the expiration date. ![Sharing sidebar with a clock icon beside a collaborator](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/autoexpire-amst-1.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=3f2bd48bb72fd5f8439e21d7b48f5a67) Before a collaboration expires, Box sends email notifications to the folder owner and co-owners if notifications are enabled in your organization's enterprise settings. Box notifies only co-owners who collaborate directly on the item with a pending expiration, not co-owners with inherited permissions. ### Extending collaborator auto-expiration Folder owners can extend a collaborator's auto-expiration date. To extend a collaborator's auto-expiration date: * Select a collaborator's name to open the **Collaborator Management** page. Alternatively, select the **folder name** in the folder tree, then select **More Options** > **More Actions** > **Manage Collaborators**. ![Collaborator Management page listing names and access levels](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/autoexpire-amst-3.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=088b39090a9a5c460319f891bd17ce6e) * Select the **clock** icon beside the collaborator whose auto-expiration date you want to extend. To filter a long list of collaborators, use the search bar in the upper-right corner. * Select **Extend Access**. ![Extend Access dialog with a new expiration date](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/autoexpire-amst-2.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=7e3683b8d860bf50927b63bc69ff886a) * A confirmation message displays the new expiration date. # Understanding Collaborator Permission Levels Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels When you invite someone as a collaborator on a folder, you choose a permission level that controls what they can do with your content. The table below shows which actions are available at each level. ## Feature availability by plan Some collaborator roles and shared link features depend on your Box plan: * **All accounts:** Editor and Viewer collaborator roles. * **Business and Enterprise accounts:** Co-owner, Previewer, Uploader, Viewer Uploader, and Previewer Uploader roles. An admin must enable these in **Admin Console > Enterprise Settings > Content & Sharing > Collaborating on Content**. These additional roles apply only to folders. Single-file collaborations support only Editor and Viewer. * **Paid plans only:** Shared link password protection and shared link auto-expiry are not available on free Individual accounts. ## Permissions by collaborator role The following table shows the actions each collaborator role can perform. Superscript numbers link to the [Notes and conditions](#notes-and-conditions) section below the table.
**Action****Co-owner****Editor****Viewer Uploader****Previewer Uploader****Viewer****Previewer****Uploader**
**Viewing & Navigation**
Preview✓✓✓✓✓✓—
View Item List in Folder✓✓✓✓✓✓✓
View Tags✓✓✓✓✓✓✓
View Metadata✓✓✓✓✓✓✓
View / Export Content Insights✓✓—————
View Recent User Activity in Preview Header✓✓—————
**Content Editing**
Edit File✓✓✓————
Edit File Name✓✓—————
Edit Folder Name✓✓—————
Edit Metadata✓✓✓✓——✓
Add / Edit Tags✓✓—————
Edit Folder Settings✓——————
Create Annotations✓✓✓✓[2](#role-specific-behavior)✓✓[2](#role-specific-behavior)—
Delete Annotations✓[3](#role-specific-behavior)——————
**File Management**
Upload✓✓✓✓——✓
Download✓✓✓—✓——
Copy✓✓✓[5](#role-specific-behavior)—✓[4](#role-specific-behavior)——
Move✓[8](#scope-and-ownership)✓[8](#scope-and-ownership)—————
Delete Files / Folders✓[7](#scope-and-ownership)✓[7](#scope-and-ownership)—————
Lock / Unlock File✓✓✓————
Create Subfolders✓✓✓✓——✓
Print✓✓✓—✓——
Mark for Offline (Box Drive)✓✓✓—✓——
Mark for Offline (Box Mobile)✓✓✓✓✓✓[10](#admin-configurable-settings)—
Sync Folder (Box Sync only)✓✓—————
**Sharing & Links**
Send View-Only Links✓✓✓—✓——
Set Shared Link Password✓✓—————
File Request Link✓✓[6](#role-specific-behavior)—————
**Collaboration**
Invite People✓✓[11](#admin-configurable-settings)—————
Set a Collaborator's Level of Access✓✓—————
Restrict Invitations✓——————
View / Add Comments[1](#role-specific-behavior)✓✓✓✓✓✓—
View / Create Tasks✓✓✓✓✓✓—
**Workflows & Advanced**
Build Relay Workflow✓✓—————
Create Box Sign Signature Requests✓✓✓—✓——
Save Box Sign Signature Requests to a Folder✓✓✓✓——✓
Create / Delete Folder Lock ([API only](https://developer.box.com/reference/resources/folder-lock/))✓——————
Box Item[9](#scope-and-ownership)✓✓——✓——
## Notes and conditions The numbered notes below correspond to the superscript numbers in the permissions table. They are grouped by category so you can skip sections that don't apply to you. ### Role-specific behavior 1. **Comment deletion:** Comments can be deleted only by the folder owner, co-owner, or the person who created the comment. 2. **Annotation limits for Previewers:** Previewers and Previewer Uploaders can create annotations but cannot highlight and comment. 3. **Annotation deletion:** Annotations can be deleted by owners and co-owners of the folder containing the annotated document, as well as by the annotation creator. 4. **Copy for Viewers:** Viewers can download a file and re-upload it elsewhere, or use Ctrl+C / Ctrl+V to copy a file to another folder they have access to. 5. **Copy for Viewer Uploaders:** Viewer Uploaders can only copy using keyboard shortcuts. The *Copy* option does not appear in the context menu. 6. **File Request Link:** Currently applies only to the enhanced version of File Request. ### Scope and ownership 1. **Deleting files and folders:** Co-owners and editors can delete sub-folders but not root-level folders. Only owners can delete folders at the root level. If a co-owner attempts to delete a root folder, they receive an option to **End Collaboration**. Co-owners and editors can permanently delete collaborated content from trash if the owner's trash settings permit and the content is not retained by a policy. 2. **Moving content:** Co-owners and editors can move only content *within* the folder they are collaborating on. For example, if a collaborator is invited to Folder A (which contains Folder B and File C), they can move Folder B and File C but cannot move the top-level Folder A itself. 3. **Box Item:** When you create a Box Item, Box enables you to define a custom scope for it. ### Admin-configurable settings 1. **Offline access for Previewers (mobile):** Previewers can save files for offline use on Box Mobile only if the *"Preview only" collaborators can save files for offline use* toggle is enabled in **Admin Console > Enterprise Settings > Mobile**. 2. **Editor invitation restrictions:** If Enterprise-level and folder-level permissions are restricted, editors cannot invite collaborators. 3. **Content insights visibility:** If the *Hide collaborators and their activity from non-owners* setting is turned on for a folder, owners and co-owners still see file activity but editors do not. See [Managing Collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators) for details. ## Role descriptions ### Available on all accounts **Editor:** Full read/write access to a folder or file. Editors can view, download, upload, edit, delete, copy, move, rename, generate and edit shared links, make comments, assign tasks, create tags, and invite or remove collaborators. Editors cannot copy, delete, or move root-level folders. **Viewer:** Read access to a folder or file. Viewers can preview, download, make comments, and generate shared links. Viewers cannot add tags, invite new collaborators, edit shared links, upload, edit files, or delete items. **Shared link behavior for Viewers:** * A Viewer cannot change who can access a shared link. * If no shared link exists, the Viewer can only create one with the folder owner's default shared link setting. * If a shared link already exists, the Viewer can only share it at the access level currently set (for example, a Viewer cannot change a link set to "people with the link" to "people in the company"). * If a collaborator holds multiple permission sets, the least restrictive set takes precedence. For example, a Viewer who accesses a shared link set to allow Edit access gets Edit rights on that item. ### Available on Business and Enterprise accounts An admin must enable these permission levels in **Admin Console > Enterprise Settings > Content & Sharing > Collaborating on Content**. These roles apply only to folders; single-file collaborations support only Editor and Viewer. **Co-owner:** All the read/write access of an Editor, plus the ability to change some advanced folder settings. Co-owners cannot change the owner of a folder. **Previewer:** Limited read access. Previewers can only preview items using the integrated content viewer. They can use the browser's search function to search text in content, but cannot use the file-specific search. Previewers cannot select and copy text, share, upload, edit, or delete content. **Uploader:** Limited write access. Uploaders can upload content and see item names in a folder, but cannot download or view content. > [!NOTE] > > In [Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs), if a folder Uploader is invited to a Hub as Viewer, the folder Uploader's permissions change to Viewer Uploader. **Viewer Uploader:** A combination of Viewer and Uploader. Full read access and limited write access. Viewer Uploaders can preview, download, add comments, generate shared links, and upload content. They cannot add tags, invite collaborators, or delete items. They can edit files through Box Edit (download, edit, and re-upload seamlessly) or manually by downloading, editing locally, and re-uploading with the same file name. Viewer Uploaders cannot modify file names or delete files. **Previewer Uploader:** A combination of Previewer and Uploader. Limited read and write access. Previewer Uploaders can preview, add comments, add tasks, and upload content. They cannot add tags, generate shared links, invite collaborators, select and copy text, or edit or delete items. # Understanding Item Permissions Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions A Box Item is a file, folder, Automate workflow, AI session, Extract Agent, or weblink. Except for Relay workflows, Extract Agent and AI Sessions, which are not typically located in a browsable file system, permission levels on Box Items follow a "waterfall" design in which individuals have access only to the Item they are invited into and any content beneath it. You can also be invited to individual files. [https://players.brightcove.net/6291496955001/VkP5RdZVu\_default/index.html?videoId=6362498675112](https://players.brightcove.net/6291496955001/VkP5RdZVu_default/index.html?videoId=6362498675112) For example, if Kosh Naranek is invited to be a collaborator on the **Box Reports** parent folder, Kosh sees this folder and all subfolders (**Design**, **Finance**, **Legal**, and so on). ![AllFiles\_BoxReports.png](https://mintcdn.com/product-docs/nqsKOHWhe9_96nV5/images/box-fundamentals/box-reports.png?fit=max\&auto=format\&n=nqsKOHWhe9_96nV5\&q=85\&s=1801a2e364766483419cbe6f8f27e150) However, if Kosh is invited to be a collaborator in only the **Marketing** subfolder, Kosh sees only the **Marketing**, **Approved**, and **In-Progress** subfolders, but ***not*** the **Design**, **Finance**, and **Legal** subfolders. ![AllFiles\_Marketing.png](https://mintcdn.com/product-docs/nqsKOHWhe9_96nV5/images/box-fundamentals/box-reports-marketing.png?fit=max\&auto=format\&n=nqsKOHWhe9_96nV5\&q=85\&s=e1a7e304edaeed66c4d986fa8a744029) If an individual is a collaborator on a parent Item, the access level is the same for all content beneath it. Changing permissions on the content beneath a parent Item will result in an error being thrown. The collaboration is only changeable at the item from which it was created. The system displays a message stating this information when changing someone's access level in content beneath a parent Item. For example, if Kosh is invited into the **Box Reports** parent folder as an *Editor*, you could not change Kosh's access to *Viewer* in the **Marketing** subfolder without changing Kosh's access to *Viewer* in the **Box Reports** parent folder as well. Changing Kosh's access to *Viewer* in the **Marketing** subfolder causes the access level to change to *Viewer* for the **Box Reports** folder ***and*** all its subfolders. You can, however, give a collaborator a higher access level at content beneath a parent Item. To do this, first invite the collaborator to the subfolder, then invite the collaborator to the parent Item. For example, you could invite Kosh to the **Marketing** subfolder as a *Co-Owner*, then invite Kosh to the **Box Reports** parent folder as a *Viewer*. > [!NOTE] > > Box does not allow you to add a person as a collaborator on content when this person is already a collaborator on the parent Item of this content. When you try to add a collaborator in this circumstance, Box: > > * does not add the collaborator, > * erroneously displays a message indicating the collaborator was added, and > * erroneously emails a notification to the collaborator. In the **Files** window's **Sharing** sidebar, Box displays your highest collaboration role. For other collaborators, Box displays the roles that were assigned to those collaborators when the collaborators were added to the Item. If any of these collaborators is a member of a group with higher access, Box does not display that higher role. If you’d like to send a document to someone who is not a collaborator in the folder, use a [shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). The recipient of the shared link can preview or download the document. # Adding Comments and Tasks Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks Eliminate long email chains using **comments and tasks.** These collaboration tools connect history and content, replacing disconnected email threads and collaboration processes lost over time. ## Comments You can leave comments on a file from the preview screen. **To leave a comment:** 1. Click on a file's name to open it in preview. 2. Type your comment in the comment box at the bottom of the right-hand sidebar. 3. Click **Post** to add your comment. 4. When you enter a comment, all collaborators who have notifications enabled will receive an email. ![tasks-commentfield-19815-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/tasks-commentfield-19815.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=ce198f183d8d6edd121c978b1d9c2293) ## Notifying Use @-mentions to notify a specific colleague. To tag a collaborator with an @-mention: * Start your message with the **@** symbol and type the name of the person you wish to notify. Their name displays in blue. * Box sends an email to the person you tagged.  In addition, they receive a message in their Box account. Your comment also displays in the file on which you’ve commented.  This gives context for others coming to work with this information. > [!NOTE] > > * When @-mentioning, the person to whom you are directing the message must already be a collaborator in the folder. > * If you @-mention yourself, Box displays a notification from "Someone" rather than from your name. ## Tasks In addition to standard comments, you can also assign approval tasks and general tasks. **To assign an approval task:** 1. Click a file's name to open it in preview. 2. In the **Activity** sidebar, click **Add Task** and select **Approval Task.** 3. Assign approvers (the people who will approve or reject the content). You can assign multiple approvers, but all approvers must be collaborators in the folder containing the file. 4. To specify that the entire approval task is completed when any **one** assignee completes it, check **Only one assignee is required to complete this task**. Otherwise, Box marks the status "Approved" when **all** assignees have completed the task. 5. Add a due date for the approval, if necessary. 6. Click **Create**. The approvers receive email notifications, as well as messages in Box. They can approve or reject the content directly in either the Task Center or Preview window. **To assign a general task:** 1. Click a file's name to open it in preview. 2. In the **Activity** sidebar, click **Add Task** and select **General Task.** 3. Assign people or a Box Group to the task. You can assign multiple people or groups, but all assignees must be collaborators in the folder containing the file. 4. To specify that the entire task is completed when any **one** assignee completes it, check **Only one assignee is required to complete this task**. Otherwise, Box marks the status "Completed" when **all** assignees have completed the task. 5. Add a due date for the completion, if necessary. 6. Click **Create**. The assignees receive email notifications, as well as messages in Box. **To edit or delete a task:** Only the creator of the task can edit or delete a task.  But they can do this only **before** the task has been acted upon.  When the assignee has completed, approved, or rejected a task -- or, in the case of multiple assignees, when everyone has completed the task -- the task cannot be edited or deleted. 1. In the **Files** window, click the appropriate file name. 2. In the preview window, locate the task and, to the right of the task name, click the ellipsis (**...**). 3. To edit the task, click **Modify task**. To delete the task, click **Delete task**. **Task Notifications** After assigning a task, the assignee(s) will receive a notification at task assignment. If the task is configured with a due date, we will also send a notification 24 hours before the task is due and when it becomes overdue. > [!NOTE] > > * @-mentions within the body text of a task are not supported and do not generate a notification for the @-mentioned user. > * People assigned to tasks in a folder must be collaborated on the folder. > * When assigning tasks to a Box group, members of the group are converted to individual assignees upon task creation. > * When the task owner is in the Box group they are assigning the task to, the owner is not assigned the task. > * Maximum number of Tasks per user: 20,000; if greater than this value, Box does not display Tasks in the inbox. # Annotating Documents Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents Box Annotations enables you to mark up almost any file with your comments, without using another application, on the Box Web platform.  Simply open a document in Box Preview.  From there you can highlight passages of text or place a border around any portion of that document, and then add a corresponding question or comment. Box records all your comments in the right-hand **File Activity** pane (![bubbleicon-png](/images/box-fundamentals/bubbleicon.png)), including the name of the commenter, the time of the comment, and the page number of the annotated section. The next time someone opens the document, they can view all existing comments in the **File Activity** pane.  They can also add their own comments.  And if they click the page number in a comment, Box immediately jumps to the page where you made your annotation. [Viewing annotations and comments on Android devices](/en/box-mobile/box-for-android/viewing-annotated-files-with-box-for-android) [Viewing annotations and comments on iOS devices](/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios) In addition to highlighting sections of images and text, you can also view and draw freehand annotations [on iOS devices](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones), as well as [on the Box Web app](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app). > [!WARNING] > > If you have Uploader, Previewer, or Previewer Uploader permission, you cannot use the **Highlight and Comment** feature. If the **Disable commenting on this folder** setting is enabled for a folder, you cannot use the **Annotations** feature for the folder contents. You can edit or delete your own annotations.  You can also share the annotated document via a shared link, or directly notify people in your organization by using the @ command and their user name – for example, @johnsmith – within the comment.  Box sends them an email with a link to the document.  They also receive a notification in their Box Web Notification Center; clicking the notification opens the file preview to the annotated section, regardless of where in the document it may be. When the recipient clicks the link, Box opens the file preview to the annotated area, regardless of where in the document it may be. Annotations make it easy to locate information buried in large files. They also make it easy and fast to collaborate on content – especially visual content – as they make clear the detail you’re referring to.  For example: * Marketers can provide feedback on graphic designs or collateral developed by agencies and contractors. * Executives can provide feedback on sales presentations to prospects. * Insurance adjusters can annotate photos of damages to help in claims adjustments. * Researchers can take notes in lengthy documents they can later use as references. * Reviewers can call out specific text in documents ranging from a PowerPoint slide to a full-length manuscript for revision or clarification. You can [highlight and annotate text in a wide range of document and image formats](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate). Any Box accountholder can create or respond to an annotation, except for people with the role of Uploader. > [!NOTE] > > You can also use the “Write a comment” feature in the activity pane to describe what you want on a specific file and then notify a relevant collaborator. **To highlight text or portions of an image** 1. Preview the file you wish to annotate. 2. Hover over the file until a preview toolbar displays at the bottom of the screen. ![previewtoolbar-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/previewtoolbar.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=64767743675a6d1add5f15f4dd8c17bb) 3. Depending on whether you’re annotating text or an image, do the following: 1. To highlight text, click the **Highlight and Comment** icon (![highlightandcommenticon-png](/images/box-fundamentals/highlightandcommenticon.png)). 2. To border a portion of the screen, click the **Comment on Region** icon (![commentonregionicondark-png](/images/box-fundamentals/commentonregionicondark.png)). 4. When the cursor changes to an annotation icon, click and drag the cursor over the section you wish to annotate. As you do so, the system draws a highlight (for text) or a box with a colored border (for images). 5. When you’ve captured the section you want, release the mouse button.  A window opens in which you can enter text. ![annotatedbuttons-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/annotatedbuttons.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=30d69f38d6fa63705a90bc0c11164508) ![highlightedtext-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/highlightedtext.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=3f4669f973dcff234bc70557990f3f0b) 6. When you’re done typing, click **Post**.  Your annotation now displays in the **File Activity** pane on the right. 7. Repeat steps 3 through 6 for each additional annotation you wish to make. **To modify an annotation** 1. In the box of the comment you want, click the ellipsis (**…**). 2. From the menu that displays, click **Modify**.  Your annotation becomes editable. 3. Make your changes and then click **Post**. **To delete an annotation** 1. In the box of the comment you want, click the ellipsis (**…**). 2. From the menu that displays, click **Delete**, and follow the prompt. People can modify only their own annotations; they cannot edit someone else's annotation.  Only owners and co-owners of the folder containing the document, or the person who created the comment, can delete an annotation. **Versioning with Box Annotations** You can annotate multiple versions of a document.  To help you distinguish which annotations apply to which version, Box appends the corresponding version number to comments on all earlier file versions (that is, all versions except the current one).  Only annotations to the current version display a page number at the bottom of each annotation, which refers to the page in the current version that includes the corresponding annotation. ![annotationversionsannotated-png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/annotationversionsannotated.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=1a87a11e6648b854a661e7f80e3905c6) > [!NOTE] > > Box annotations essentially are an overlay in Box Preview – that is, they are not added to the actual file contents.  If you open the file in its native application, your annotations do not display. # Annotating Videos Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-videos If your Box account includes video previewing, you'll see the annotation button on the left side of the video player controls. ![Video player controls in Box with the annotation drawing tool icon highlighted in the bottom toolbar.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/box-account-includes-video-previewing.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=0f1f2931caeef23b4f4d862c6ccd1c9a) When you're viewing video files on the Box web app or on your mobile device, the Video Annotation feature enables you to: * Add timestamped comments. * Annotate specific parts of a frame and add comments. * Review comment details in the activity feed with a timestamp. * Add @mentions to teammates in comments. * Receive email notifications with comment details and a direct link to the exact location in the video. * View enhanced video player with quick five-second play forward and backward controls. When you @mention someone or add a comment, the recipient receives an email containing the comment text, timestamp, and a link that opens the video at the exact location referenced. ## Adding an annotation Box enables you to add any number of annotations at the same timeframe. During playback, annotations remain hidden and don't obscure the video. **To add an annotation to a video file:** 1. In Box Preview, open a video file. 2. In the video control panel, click the annotation button. The video pauses. 3. If you're on the Box WebApp, [draw](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app) a freeform or square annotation and select a color. If you're on Android, [draw](/en/box-mobile/box-for-android/drawing-annotations-on-android-devices) a freeform or square annotation and select a color. If you're on iOS, [draw](/en/box-mobile/box-for-ios/drawing-annotations-on-ipads-and-iphones) a freeform or square annotation and select a color. 4. Type comment text, and optionally @mention a teammate. 5. Click **Save**. The comment and timestamp appear in the activity feed. ## Adding a comment **To add a timestamped comment to a video file:** 1. In Box Preview, open a video file. 2. In the Preview window, open the **Activity** sidebar, and click the comments field. Box adds a timestamp. 3. In the timestamp field, type a comment. 4. If you don't want the timestamp, toggle it off. To change the timestamp, toggle the timestamp on. ## Viewing an annotation or a comment When you add an annotation, Box displays an annotation icon in the video control panel. **To view an annotation or a comment:** * In Box Preview: on the right side of the **Preview** window, expand the **Activity** pane. * In the video player control panel: click or tap the annotation icon. * In email: click the link to the annotation. **To view an annotation or a comment on Android:** see [this article](/en/box-mobile/box-for-android/viewing-annotated-files-with-box-for-android). **To view an annotation or a comment on iOS:** see [this article](/en/box-mobile/box-for-ios/viewing-annotated-files-with-box-for-ios). # Avoiding Unintentional Exposure of your Files and Documents Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents Box makes it easy to collaborate on and share files and documents with anyone, inside or outside your organization. However, when you add new content, or when you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. To help you avoid inadvertently disclosing sensitive information to a wider audience than you intend, and enable you swiftly and clearly to understand with whom you are actually collaborating or sharing, Box displays a series of indicators and warnings. With these indicators, you can visually and quickly distinguish whether you’re sharing content externally and whether the content you’re working on will be publicly available through shared links. Use them to identify in advance whether you've specified an appropriate destination or collaborator, and also as an opportunity to change your mind before you complete a file or folder action. There are 3 ways Box lets you know when a file or folder is available, or will become available, to an external collaborator or to anyone with a shared link: 1. The right-hand sidebar, under the **Sharing** tab 2. When you move or copy content 3. When you share content **The right-hand sidebar, under the Sharing tab** To the right of your content list in Box, under the **Sharing** tab, Box displays visual indicators when: * Content is available through an open shared link * Content is externally collaborated ![securityindicators-sharingtab-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharingtab-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=0d580b891c79fba699d8398be9f95990) Looking at the **Sharing** tab prevents you from unknowingly adding content – either by uploading or creation – to a folder that permits the general public to access to your files or documents. **When you move or copy content into another folder** There are several warnings Box may display if there’s a potential change in the access level of the content that’s in motion. These include: If the destination folder, **or any of its parent folders**, has a public link enabled: ![securityindicators-contentpubliclyavailable-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-contentpubliclyavailable-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=b1b2f5c57523399b19295e46cad395ea) If the destination folder, **or any of its parent folders**, allows external collaborators: ![securityindicators-contentexteranalcollab-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-contentexteranalcollab-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=2f38ceac46d110302fcc26c8dfb45a99) If it seems you received either of these messages in error, it's possible you've overlooked the permission level of a parent folder. If you don't own the parent folder, you may need to ask whoever does to examine the folder for any public links or external collaborators. **When you share content** When you share content with anyone outside your organization, in the **Sharing** dialog box, Box displays the following: 1. a different colored background for the names of external collaborators 2. the specific external domain (if any) of your invitees 3. images of each person you invite, to help ensure you don't send an invitation to a different individual with the same name as your intended recipient 4. a text advisory at the bottom of the **Share** window ![external-alerts-annotated-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/external-alerts-annotated.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=899d5f98c68bd9135acf688e80dcae4d) This helps prevent you from accidentally sharing content with someone you don't intend. When you share content via a public link, in the **Sharing** dialog box, Box reminds you that this content will be available to the general public: ![securityindicators-sharepublicly-73145-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharepublicly-73145.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=b6e5486bd813e057cd0064a7da08c000) > [!NOTE] > > If a subfolder has been shared externally, the parent folder does not automatically inherit the security indicator itself. Rather, the indicator applies to the folder level in which the external collaborator was added (and inherited to that folder’s children). # Branding Your File Request Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/branding-your-file-request Custom Branding for File Request is a feature that allows enterprises to apply a logo and brand color to their File Request webpages.  Custom Branding is ideal for Box customers who request content from external entities and want to provide an on-brand and more recognizable experience for content submitters. Admins can upload two logos and a default color in the Admin Console using the Account Branding functionality. These will show up as part of the available branding options for File Request creators in their enterprise. * Default logos and colors will be available to select for any File Requests but can be overridden by the user * For more information on Account Branding, here is our help article: [Customize Your Account's Branding](/en/box-fundamentals/for-admins/getting-started/customize-your-accounts-branding) ## Working with Custom Branding Here’s how you would set up branding for your File Request: 1. Create a File Request on the folder as before (If you need a refresher use this article: [Using File Request to get Content from Anyone](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) ) 2. Click **Edit** to apply custom branding. 3. Select **Theme** to open **Header Logo** and **Theme Color** section * If your Box Admin has set a default logo and color for your enterprise, the logos will be visible. If not, the defaults will be ‘No Image’ and a no color icon ![no-color-icon-png](/images/box-fundamentals/no-color-icon.png). ## Adding a Header Logo 1. Click **+** to start. 2. Click **Add an Image** and select the logo you would like to upload. 3. Click **Upload**. * Uploading a new logo does not make it a default for all your File Requests. You can still select different logos for different file requests * Images look best at 80 pixels height, png format, and transparent background. * Image files must not exceed 1 mb. 4. Next, let's select a color. **Theme Color** is where you will set the background color for the file request. * You can select any of the predefined colors or use the + icon to select a different color. You can use the HEX code to select a color. ![theme-editor-form-builder-jpeg](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/theme-editor-form-builder.jpg?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=98611801d9b1f2b54bcfd7efcbbb4c2f) * * You can add any number of custom colors to the palette. However, upon saving the form, all custom colors are deleted except the one you selected. * After selecting your logo and color, click Preview to review your updates. 5. Click Save or Share to save your changes. Here’s an example of a custom-branded File Request page from a File Request creator’s point of view. ![preview-for-branding-file-request-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/preview-for-branding-file-request.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=d03088c7b8d8b9900cea6a63bb252525) # Create a Box Embed Widget Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/create-a-box-embed-widget The Box Embed Widget gives you the ability to embed files, folders, or Hubs from your account page into any website, blog, or social networking service that supports HTML iframe embed code. The new HTML5-based embeddable framework can be added to any app in minutes, providing the full functionality of Box to any intranet, website, or other enterprise cloud app. If you are eligible to use Box AI with Hubs, Box enables you to embed an iframe widget containing an AI question-and-answer chat UX, or use a script to add a button widget that launches an AI question-and-answer chat UX. ## Create a new Embed Widget To create a widget, first check the embeddable element settings to verify that the element is set for sharing and that you have **Viewer** or higher collaboration permissions. 1. Next to a file, a folder, inside a Hub, inside a Box Note, or inside an App click the ellipsis ("**...**"), then: * for a file or folder, go to **More Actions** > **Embed Widget**, or * in Hubs, select **Embed Widget**, or * in Box Notes, select **Embed Box Note**, or * in Box Apps, select **Embed.** 2. You will be presented with a window which includes HTML iframe code for your new widget. Here you can also configure the size, sorting, view of the widget, and other settings depending on the embeddable element: choose to hide the folder path, to expand the navigation and sidebar by default, to select an AI chat-only mode in case of a Hub, and to hide Hubs navigation. ![Embed\_test.png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/embed-test.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=fd8d46364d390864bd75607f78b3bc4a) 3. Preview your embedded element by clicking **Preview.** 4. When you have finished customizing, copy the HTML code in the **Embed Code** field and paste this code into any website or page that supports embed code, and your widget will be published. To learn more about the AI Chat embedding mode for Hubs, see [this developer article](https://developer.box.com/guides/embed/box-embed/). As you add new files to the folder associated with that widget, the new files will appear in your widget automatically. ## Box logo settings The Embed Widget displays the Box logo by default. This can be toggled off: 1. Navigate to the **Admin Console**, then **Enterprise Settings**. 2. In the **Custom Setup** tab, scroll down to **Embed Widget Customization.** 3. Toggle **Display Box Logo** to off, then click **Save.** When this setting is turned off, the Box logo in the header and navigation bar is hidden for [managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/about-managed-users). Users who are not logged into Box will continue to see the Box logo. ## Customize a published Embed Widget After publishing your widget, Box enables you to further customize it through shared link settings and the Box API. * To adjust the expiration date, password, and allowed downloads, see [shared link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). * To customize the widget's display, see [Box Developer Documentation](https://developer.box.com/guides/embed/box-embed/#parameters). > [!NOTE] > > * If an embeddable element is not set for sharing and a user clicks the Embed Widget, the default sharing setting will be applied. For files, this setting is **People in your company | can view** and download and for Hub, it is **Anyone with the link | can view**. > * The Box Embed Widget is not optimized for mobile browsers. You should not use it in Web experiences designed for mobile devices. > * The Embed Widget may not load on your website if third party cookies are blocked in the browser or if **Allow cross-website tracking** is not enabled on mobile browser. # Custom Watermarking Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/custom-watermarking [Watermarking Files](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files) involves Box placing a semi-transparent overlay across files' contents. Box enables select accounts to apply customized watermarks to either individual files, or to all files within a folder: * You must be an Owner, Co-owner or Editor of a file or folder to customize a watermark. * Customizing watermarks is available only for Enterprise Plus accounts and higher, and for accounts that use Shield. ## Enable Custom Watermarking Before using Custom Watermarking, ensure the feature is enabled for managed users in the Admin Console. This step is required to activate the feature across your enterprise. **To enable custom watermarking:** 1. Log in to your Box account and go to **Admin Console**. 2. In the left sidebar, click **Enterprise Settings** > **Content & Sharing**. 3. Scroll down to the **Custom Watermarking** section. 4. Click **Edit Configuration**. 5. In the popup modal, select **Enable for all managed users**. 6. Click **Save** to confirm your selection. 7. At the top of the **Content & Sharing** tab, click **Save** to apply the changes. > [!NOTE] > > The changes apply only after you click **Save** in both the popup modal and on the **Content & Sharing** tab. ## Add Custom Watermarking Use the steps below to add custom watermarking to individual files or all files within a folder. **To add customized watermarks to an individual file:** 1. In your **Files** window, hover on the file. 2. Do one of the following: * Right-click on the file, then hover on **More Actions** and click **Watermarking**. * Click the ellipsis (**...**), then hover on **More Actions** and click **Watermarking**. 3. Ensure the **Enable watermarking for this file** slider is set to its enabled position. 4. Click **Customize Watermark**. 5. Select and configure your watermark's properties. 6. Click **Save**. **To add customized watermarks to all files in a folder:** 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**. * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Check **Enable watermarking for this folder**. 5. Click **Customize Watermark**. 6. Select and configure your watermark's properties. 7. Click **Apply settings to all files in this folder**. 8. Click **Save**. 9. In the top of your **Settings** window, click **Save Changes**. > [!NOTE] > > Users should not include personal or sensitive information in customized watermarks. > [!TIP] > > If watermarks do not appear on watermarked file images in Grid View, try clearing your cache. ## Reset Watermark to default Users with owner, co-owner, and editor permissions can reset a customized watermark to the default watermark. > [!NOTE] > > * The watermark displayed in preview/download is immediately updated to reflect the default. > * The scope of a folder reset depends on the [Apply settings to all files in this folder](#apply-settings-to-all-files-in-this-folder) toggle. #### Reset customized watermarks for a file 1. In your **Files** window, hover on the file. 2. Do one of the following: * Right-click on the file, then hover on **More Actions** and click **Watermarking**. * Click the ellipsis (**...**), then hover on **More Actions** and click **Watermarking**. 3. Select **Customize Watermark**. 4. Select **Reset to default**. 5. Select **Save**. #### Reset customized watermarks for a folder 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**. * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Select **Customize Watermark**. 5. Select **Reset to default**. 6. The toggle [**Apply settings to all files in this folder**](#apply-settings-to-all-files-in-this-folder) determines the scope of the reset. 7. Select **Save**. 8. In the top of your **Settings** window, click **Save Changes**. #### Apply settings to all files in this folder This toggle is accessible from: 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**. * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Select **Customize Watermark**. When the **Apply settings to all files in this folder** toggle is turned *off*: * **Reset to default** removes the folder’s custom watermark configuration. * Existing items in the folder (and subfolder) are not updated. * New items added to the folder will inherit the default watermark. Any custom watermark on a newly added file will be removed and replaced by the default. When **Apply settings to all files in this folder** is toggled *on*: * **Reset to default** removes custom watermarks from the folder and all items in subfolders (retroactively). * Items already inheriting the organization’s default watermark are skipped. * New items added to the folder will inherit the default watermark. Any custom watermark on a newly added file will be removed and replaced by the default. # Document and Image Files You Can Annotate Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate # Highlighting You can highlight and annotate text in the following file types: **doc, docx, dwg** **gdoc, gslide, gslides** **key** **msg** **odp, odt** **pages, pdf, ppt, pptx** **rtf** **wpd** # Bordering You can border and annotate any area of an image in the following file types: **ai** **bmp** **cr2, crw** **dcm, dng** **eps** **heic** **idml, indd, indt, inx** **jpeg, jpg** **nef** **png, ps, psd** **raf, raw** **svg, svs** **tga** **xbd, xdw** # Drawing You can draw and create free-form annotations on any of the above image files, plus **pdf** documents. # Drawing Annotations on the Box Web App Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/drawing-annotations-on-the-box-web-app Mark up PDF, image, and video files stored in Box using drawing features on the Web. Drawing your annotations – circling, underlining, crossing out, drawing arrows, and so on – goes beyond the standard text and image highlighting features, so you can be more specific and precise as to what you wish to annotate. You can: * Use your mouse to write or draw in free hand. * Choose from a range of colors. * Erase your annotation. * Add comments to your annotation to provide clarity and context. * Automatically notify one or more collaborators via Box’s “@ mention” feature. To annotate a file in Box, open the file in Box Preview.  The annotation menu displays below the preview screen.  Then click the annotation tool you want. [Document and image file formats you can annotate](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/document-and-image-files-you-can-annotate). [Annotating using text and image highlighting](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/annotating-documents). > [!NOTE] > > * As with all Box annotations, you can only share your annotations with people who are collaborated on the file. > * Box annotations essentially are an overlay in Box Preview – that is, they are not added to the actual file contents. If you open the file in its native application, your annotations do not display. **To draw an annotation:** 1. Open the file you want in Box Preview. 2. The annotation toolbar displays at the bottom of the screen. ![toolbarhighlighted-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/toolbarhighlighted.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=400368d8103d083a41c5246a14bac6c7) 3. Click the drawing icon; it looks like a scribble (![scribbleiconbefore-png](/images/shared/scribbleiconbefore.png)). The toolbar redisplays, now including a colored square that enables you to change the color of your drawing line. ![webpreviewtoolbar-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/webpreviewtoolbar.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=edebde1bb6ceb23a31d25b1911d16fee) 4. Press and hold to use your mouse or trackpad to begin drawing in freehand anywhere on the file preview. 5. (Optional) The default drawing color is blue.  To change it, click the colored box (![colorbox-png](/images/box-fundamentals/colorbox.png)). When the color palette displays, click the color you want. 6. When you stop drawing (for example, by lifting your finger from the mouse button), the **Comment** toolbar displays. ![commentbarhighlighted-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/commentbarhighlighted.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=9f0fa10b181c118225aeb8fe3d841fa5) 7. Add explanatory text.  To do this, click **Add Comment**, and then click into the blank line. Then type your comment. * In this way you can provide context, point out specific details, address one or more individuals directly, and so on. * You cannot save your annotation until you add a comment. ![postblankcomment-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/postblankcomment.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=751fb7f4dc900b5cd34043900d68c24a) 8. When you’re done, click **Post**. Box saves your drawing, and displays your comment in the **File Activity** pane on the right.  From there you can edit or delete your comment; to do this, click the ellipsis (**...**) to the right of the comment you wish to change. > [!NOTE] > > You can notify one or more individuals of your annotation by entering the @ symbol and then beginning to enter the person’s name.  Box displays a list of names; click the name you want.  They receive an email and an alert in their Box Notification Center. ![commenthighlighted-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/commenthighlighted.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=8eb523a44cbc94ec3339aa03717b93f0) When a collaborator previews the file with your annotations, any comments you have added to your drawing display in the collaborator’s **File Activity** sidebar. The drawing annotations themselves display as an overlay, directly on top of the document preview itself. **Modifying your drawing** You can change your mind, or alter your drawing, in the midst of an annotation session.  To do this, click the eraser (![erasericon-png](/images/shared/erasericon.png)).  Then erase any portion of your annotation. The eraser is best to clean up small mistakes and erase sections of your annotation. **Undoing an annotation** During an annotation session, you can undo any prior actions with the Undo tool.  To do this, click **Undo** (![undoicon-png](/images/shared/undoicon.png)).  Each time you click **Undo** you remove a segment of your annotation. * A segment extends continuously from the time you begin drawing to the time you stop drawing and raise your finger. For example, you draw a single unbroken line in one segment.  A dotted line requires multiple segments. You can undo multiple segments.  However, you can only undo segments back until the last time you saved.  For example, if you draw two circles, then save your annotation, then draw three more circles, you can only undo the second set of three circles. To re-display an undone annotation, click **Redo** (![redoicon-png](/images/shared/redoicon.png)). # How Content Submitters View and Use File Request Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/how-content-submitters-view-and-use-file-request End users who receive a File Request link may not know where the content and data they upload through the link is stored. They cannot see content uploaded by other users, and information about the File Request folder is not obviously visible in the preview experience. That’s why it’s important for your form to be clear, unambiguous, and organized. You may find it helpful to understand what the experience is like from your content submitter’s perspective. When people click the link you send out, a dedicated Web page opens.  The page displays only your File Request form, exactly as you have built it.  This is why it’s important to preview your form before sending out the link.  (The exception would be if you’re creating an embed widget from your File Request, in which case it displays within a pre-configured web page.) The below image displays a simple File Request form – one upload zone and one field – with someone in the act of dragging a Word document into the upload zone. ![filerequest-dragginganddropping-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filerequest-dragginganddropping.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=0d181cda253da82f4f3d0cc72ceaf744) When people begin uploading files, Box displays the file names in a list over the upload zone. ![filerequest-filesreadytoupload-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filerequest-filesreadytoupload.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=a92f81d827268828e35e02f27ef7b622) This helps people confirm they’ve uploaded all of the files you’re asking for.  If they make a mistake or change their minds, they can decide to remove a file from the list before uploading it.  To do this, they click the **x** to the right of the file. If you or your Box administrator are requiring content submitters to log in to their Box account before they can submit, Box also displays an option for them to log in. If they do not have a Box account, Box displays a link they can use to sign up for one. If they already have an active instance of Box open, they do not need to log in again. When they’re done, they click **Submit**.  With each file upload Box automatically captures the email address used to log in.  And at the bottom of the form Box displays the progress of the upload. ![filerequest-fileuploadstatus-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filerequest-fileuploadstatus.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=aece7d50d21c0edae649d523d23f1b07) When the upload completes Box displays a confirmation message. If one or more files fail to upload, the submitter can simply try again. > [!NOTE] > > * You cannot upload folders via the File Request form. You can only upload files. > * The size limit on uploaded files depends on the limit set by the requester’s enterprise. > * You can upload up to 500 files per submission. > * People who have access to a File Request link may view the folder owner's metadata via the API, even if the metadata is not obviously visible in the preview experience. > * When **Require uploaders to log in to Box** is enabled, file request links embedded in external webpages cannot be loaded. **Related Links** [About Box File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request) [Using File Request to get Content from Anyone](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) [Administering Box File Request](/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request) [Box File Request FAQ](https://support.box.com/hc/en-us/articles/360044783734-Box-File-Request-Beta-FAQ) [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) # About Box File Request Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request Box File Request gives you a fast and secure way to request files and associated metadata from anyone.  Using an easy, drag-and-drop graphic interface, you create a web form that enables you to: * Securely request files from anyone, no matter whether they have a Box account, without adding collaborators on a folder. * Solicit additional information with metadata form fields, which you can set as required/optional. * Enable extra security and tracking with link settings. * Kick off automated workflows using Box Relay. When you finish building your File Request form, you get a link to send out.  The link takes people to the form you built. From here they simply drag and drop the requested files to upload them, and enter any additional information you specify.  They don’t need to be logged into Box, or even have a Box account. You must have a Box Business Plan to build a File Request form.  However, no one needs a Box account to access the finished form and upload content.  It’s ideal for any business process centered around content submission, such as: * Gathering documents from new hires before their first day (resident verification, social security cards, and so on) * New vendors submitting invoices with a W-9 to get paid * Requesting campaign photos from an external agency and organizing them based on metadata attributes * Engineers needing to send global suppliers a link to upload large engineering specs and notify the team to begin work * Banking agents entering metadata on all client documents (such as client ID and client name) when a new client submits onboarding documents > [!NOTE] > > File Request works with any file type that Box supports. **Related Links** [Using File Request to get Content from Anyone](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone) [How Content Submitters View and Use File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/how-content-submitters-view-and-use-file-request) [Administering Box File Request](/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request) [Box File Request FAQ](https://support.box.com/hc/articles/360044783734-Box-File-Request-Beta-FAQ) [About Box Relay](/en/box-relay/about-relay/introducing-box-relay) [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) # Locking & Unlocking Files Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/locking-unlocking-files If you are working on a file with other collaborators, be sure to lock files before opening them with Box **Edit**. This will prevent other users from making changes to documents that you are working on until you unlock the file. Locking files is not currently supported on our mobile applications. > [!NOTE] > > When you lock a file, you will see a lock icon, but you are still able to edit the file. If another user locks a file, any collaborator with Co-owner, Editor, or Viewer Uploader access can unlock it. **Web Application** To lock a file from the Box webapp: 1. Right-click a file (or click the ellipses (**...**)) to open the **More Options** menu. 2. Click **Lock.** 3. Choose a duration for the lock. If you choose unlimited, the file will be locked until you unlock it manually. You can also choose to prevent users from downloading the file while you are editing it. 4. A lock icon to the left of the file's name will indicate that the file has been locked. If you use Box Sync, you will also see a lock icon over the file icon in your Box Sync folder. ![lock-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/lock.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=85638ff6c2faecbea72d168ead2ab42c) To unlock a file from the Box webapp: 1. Right-click a file (or click the ellipses (**...**)) to open the **More Options** menu. 2. Click **Unlock.** If you don't have the permissions required to unlock the file, you can request the user who locked it to unlock it for you. Follow these steps: 1. Click the three dots icon in the top right corner. 2. Click **Request Unlock**. ![requestunlock-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/requestunlock.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=acfd8356cc58213eee3cc4c8a3875cd1) 3. Add a message if necessary and check **Email me when this file is unlocked** option to receive a notification. > [!NOTE] > > **Known issue** > Currently, the notification is not sent even though the file is unlocked. Check the file manually to see the status. **Desktop With Box Sync** You can also lock and unlock files directly from your desktop using Box Sync. * To lock a file, right click on the name of the file in your Box Sync folder, navigate to **Box Sync**, and select **Lock**. A lock icon will appear over the file icon to indicate that the file has been locked. * When you lock a file from your desktop, a lock icon indicating that the file is locked will also appear to the left of the file's name in the web application. * Once you have finished your work, simply right click on the name of the locked file, navigate to **Box Sync**, and select **Unlock.** If you forget to do so, any other collaborator who has editing capabilities is also able to unlock the file. If you need to concurrently edit a document, you can use our Office Online integration to collaborate on Microsoft Office documents in real-time. Box Notes and Google Documents can also be edited with others in real-time. **Box Edit** To lock a file from Box Edit/Tools: * Click Open with ... * A prompt will pop up stating that Box is launching your file within the native application chosen. ![Launching Application dialog for a PowerPoint file opening from Box with Lock file link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/launching-application-powerpoint-dialog.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=066456f1140c4a0626f89d9a0c7a5933) * Choose the blue text "Lock file to prevent others from editing it". * Select the dropdown next to duration in order to choose how long to lock the content. * You can also choose **Disable Download**. ![Lock File dialog with Lock duration set to Unlimited and Disable download checkbox.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/lock-file-blue-text-menu.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=e6bb88b5b7eb9feede642b348ea64e3e) **Box for Office** 1. In Office, if you [open a document via Box for Office](https://support.box.com/hc/en-us/articles/360044196433#bfo_open#bfo_open), the content will be opened and Locked automatically. 2. Once you select which content you would like to open: * On the Home tab you will see in the upper right hand corner an icon which lists "Locked" upon opening the content. ![Microsoft Office ribbon showing Box group with Locked, Share, and View on Box buttons.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/office-online-document-editor.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=0efec1070a4c4ffbab3465f6077c6778) When the content you have opened to edit is closed, the content will no longer be locked. **Box Drive** To lock a file from Box Drive, please follow the steps below. If you do not see the option to lock the file, make sure you are on the most recent version of Box Drive: 1. Locate the file you would like to lock in your Box Drive folder structure. 2. Right-click on the file. 3. In the menu that appears, select **Lock File**. 4. To unlock, right-click the file and select **Unlock File.** # Using File Request to get Content from Anyone Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-file-request-to-get-content-from-anyone Box File Request gives you a fast and secure way to request and obtain files, plus associated metadata, from anyone.  Using an easy, drag-and-drop graphic interface, you create a Web form that enables you to: * Securely request files from people without adding collaborators on a folder * Gather additional information with metadata attribute fields, which you can set as required/optional * Enable extra security and email validation with link settings * Kick off automated workflows using Box Relay ![form-builder-1-jpeg](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/form-builder-1.jpg?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=7f109f5ff50989eda340bf93530de74a) > [!NOTE] > > * You must have a Box Business Plan account or higher to build a File Request form.  However, no one needs a Box account to access the finished form and upload content. > * An external collaborator cannot create file request links, even if the collaborator is a co-owner or editor of the content. ## **Creating your File Request Form** 1. Select the folder that you want to contain the uploaded files 2. In the Sharing pane on the right, under File Request, click Create Link. * You can also click the ellipsis (…) to display the More Options menu, and then click File Request. 3. Click Edit. The Submit Files window opens, displaying a default title and upload files area. 4. At the top of the form, enter your title. * Make the title clear and unique, to help the people submitting content quickly understand what you’re asking them to provide. * The default title is "Submit Files,” which you can keep if you like * Optionally, add a sentence or two describing the content you are soliciting, and perhaps any instructions you wish to provide. > [!NOTE] > > * The size limit on file uploads depends on the limit of your organization’s enterprise tier. Contact your Box Admin to confirm the maximum size file you can upload. > * Files are uploaded immediately at submission and are authorized by a 24-hour token. If the file does not upload within that period (e.g., due to slow internet or large file size), the token expires and the file will not be uploaded. > * People can upload up to 500 files at a time. > * You can only have one File Request per folder. > * People cannot upload folders via File Request -- only files. > * The toggle **Link is Enabled** is enabled by default. ## Content Fields to add When creating a file request, you can add fields to the form to request additional information including: * The sender’s email address (if this option is not already enabled by your Admin). * A description of the file or files being uploaded. * Simplify and clarify your request by adding one or more file uploads. * Extending the form and enhancing the business value of your request by adding file metadata. > [!WARNING] > > Metadata must already be turned on for your enterprise for you to request it.  For more information on creating and working with metadata templates, please see the **Related Links** section at the bottom of this article. **To specify the additional information and file attributes:** 1. Edit the file request 2. At the bottom of the **File Request** window or from the right menu, select from the following fields: * **Email address.** * You can only add this field once. * **File Description.** * **File Upload.** * **File Metadata** 3. Click **Save**. **When adding metadata:** 1. In the left half of the window, click the template you want. That template’s fields (that is, file attributes) display in the right half of the window. 2. Check the attributes you want and click **Add Fields.** * By default, all metadata fields are required. To make any field optional: * Select the field you want. * Click **Required**. An asterisk appears next to the name of the field. * (Optional) To add descriptions to your fields: 1. Select the field you want 2. Click the ellipsis (...) 3. Check **Add a description** * If you save this form and wish subsequently to add more fields, click the **Add a Field > Metadata** again to display metadata attributes you initially left off. This enables you, for example, to clearly describe the information you're requesting, and why you want it. You can also make the description field optional or required. > [!NOTE] > > You can only use one metadata template per file request. **To preview your form** 1. At the top right of the screen, click **Preview**. Box displays a preview of your File Request form in a new tab, just as the form will display to the people using it to send their files. 2. If the form looks good, return to the **File Request** window to copy the link. 3. If you wish to make changes, see below. **To rearrange your form** * Open the File Request form. * Select a field to move by clicking the vertical icon ![Drag handle icon: two vertical columns of four grey dots for reordering items.](/images/box-fundamentals/drag-handle-two-vertical.png) and dragging the field. * To add another field: * Click **Add a Field.** * Drag and drop the field from the right panel to the desired location. * Hover over the horizontal separator and click **+** to open the options for adding a field. * To remove a field from the form, click the ellipsis (**…**) to display the **More Options** menu, and then click **Delete**. > [!NOTE] > > Clicking **Delete** removes the field immediately. You can add the field back again in the form editor. **To modify your form after publishing it, go to the file request:** 1. Click the ellipsis (…) to display the **More Options** menu. 2. Select **File Request**. 3. Click **Edit** and make the desired changes. 4. Click **Save**. **Configuring the link settings and capturing the sender’s email address** 1. Toward the top right of the screen click **Share**.  When the File Request window displays, toward the bottom click **Settings**. The **Settings** window displays. 2. To require managed users to log into Box before submitting files, click the **Require uploaders to log in to Box** slider to move it to the right. * If this box is not available, it means your Box Administrator is requiring that all content uploaders log in to their Box accounts before submitting their files. In this case File Request automatically captures and validates the email of the uploader.  Box displays their identity when you preview the file in the Box Web app, in the **More Details** section, under **Uploader**. * To set an expiration date for the link to you File Request form, click to move the **Set a link expiration date** slider to the right, and then set the date you want. * When you’re done, click **Save**. Copy the link and send it out as you desire. > [!WARNING] > > To be notified when content is uploaded, go to the folder settings and check **Notify me when file uploads occur in this folder**. ### Embedding File Request into an existing Web page You can embed your File Request form within a larger Web page, rather than creating a new and discrete page. **To create an embed widget from your File Request** 1. Navigate to the folder that has the File Request link. 2. Click the ellipsis (**…**) to display the **More Options** menu. 3. Click **File Request**.  The **File Request** window opens, displaying a link. 4. To the right of the link, click the code box (![filerequest-embedwidgetbutton-png](/images/box-fundamentals/filerequest-embedwidgetbutton.png)). This copies to your clipboard a snippet of HTML code. Box creates the iFrame; you can use the copied code wherever you wish. [More information on using Box embed widgets](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/create-a-box-embed-widget). Finally, you can delete a request entirely. **To delete a File Request form** 1. Navigate to the folder that has the File Request link. 2. Click the ellipsis (**…**) to display the **More Options** menu. 3. Click **File Request**. The **File Request** window opens. 4. Click **Edit**.  The File Request form displays. 5. At the top of the form, click the ellipsis (**...**). 6. From the menu that displays, click **Delete**. > [!NOTE] > > * You can also disable and then delete the link to your File Request form. > * When you delete a File Request form you cannot recover it. You need to rebuild it again after deleting it. **File Request and Security** While there are safeguards in place to reduce the risk of malicious content, your organization may require an additional security layer that forbids “anonymous” uploads.  For these situations, either you or your Box administrator can require a Box account login for anyone submitting files through File Request.  If your administrator implements it organization-wide, then every file request form you create includes a link the file submitter must use to log in to their Box account (or sign up if they don’t already have one).  You cannot turn it off.  If your administrator does not implement this requirement, you can do so manually, each time you create a new file request. In either case, File Request captures the email address associated with the submitter’s Box account and associates it with the content they upload, so you always know the identity of the person sending you files.  In this way, you can: * Guarantee that uploads came from the right person * Confirm that the email address entered is correct **To find the email address associated with the submitter’s Box account:** 1. In your Box **Files** window, open the file.  Box displays the file in Box Preview. 2. In Box Preview's right sidebar, click the **Details** icon. 3. In the **Details** panel, Box displays the email address under **Uploader**. > [!NOTE] > > If the person uploading files already has an active Box session, they do not need to re-authenticate. **Related Links** [About Box File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/introducing-box-file-request) [How Content Submitters View and Use File Request](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/how-content-submitters-view-and-use-file-request) [Administering Box File Request](/en/box-fundamentals/for-admins/collaborating/sharing-content-with-box/administering-box-file-request) [Box File Request FAQ](https://support.box.com/hc/en-us/articles/360044783734-Box-File-Request-Beta-FAQ) [About Box Relay](/en/box-relay/about-relay/introducing-box-relay) [Understanding Collaborator Permission Levels](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) [Using Metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) # Using security classification Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/using-security-classification If you're a content owner or co-owner, Box enables you to apply a security classification label to your files, and cascade a classification label to your folders and their contents. Using the classification labels created by your organization's Box admin, you can better protect your shared sensitive content from negligent access. ## Applying a classification to a file **To apply a classification label to a file:** 1. In your **Files** window, click beside the file's name to highlight it. 2. In the top of the window, click **More Options** > **Classify**. 3. Under **Select Classification**, click the down arrow and select a classification label. A file can have only one classification label. 4. In the bottom of the window, click **Apply**. Here's a video showing how to [apply a classification to a file](https://www.youtube.com/watch?v=6wJoPyzbVXw\&feature=youtu.be). ## Applying a cascading classification to a folder Box also enables you to apply a cascading classification to a folder. When you apply a cascading classification to a folder, Box applies your selected classification to the folder and also applies the classification label to all of the folder's contents. If the folder or folder's contents have a differing security classification, you override the existing classifications with the new classification. As long as the folder's cascading classification is enabled, content added to the folder inherits the classification. **To apply a cascading classification to a folder:** 1. In your **Files** window, click beside the folder's name to highlight it. 2. In the top of the window, click **More Options** > **Classify**. 3. Under **Select Classification**, click the down arrow and select a classification label. A folder can have only one classification label. 4. To apply your selected classification as a replacement to all existing classifications, click **Overwrite all existing classifications with this value.** 5. In the bottom of the window, click **Apply**. After you apply a classification, Box displays the classification badge under Details in the right-hand sidebar, and next to the file's or folder's name in Preview when people select it or preview its contents. ## Searching for classified content **To search for all content bearing a given classification:** 1. In the top of your Box window, in the **Search Files and Folders** field click the advanced search icon. 2. Select the **Metadata** tab. 3. Under **Metadata Template**, click **Select a Template** and select **Classification**. 4. Under **Classification**, click **Select Value** and select the classification label. 5. To launch the search, do one of the following: * in the top of your Box window, in the **Search Files and Folders** field click the search icon (magnifying glass), or * on your keyboard press Enter. ## FAQ **Who can add, edit, or delete a classification label for content?** The content's owner can add, edit, and delete classification labels. Your Box admin may also enable people with Co-owner, Editor and Viewer Uploader permissions to do so, as well. Here are the possible combinations: * Owner, or * Owner and Co-owner, or * Owner, Co-owner, and Editor, or * Owner, Co-owner, Editor, and Viewer Uploader. External people cannot add, edit, or delete classification labels. **How long does it take to cascade classifications into a folder?**\ Applying a cascading classification is usually immediate, but may take some time for an extremely large folder structure. **Can I undo a cascaded classification?** Yes, you can remove classifications at the folder level. 1. Click next to the folder to highlight it. 2. At the top of the **Files** window, click **More Options** > **Classify**. Box displays the Classify All Content window. 3. At the bottom of the Classify All Content window click **Remove**. 4. Select to either * remove the current classification, or * remove all classifications. 5. Click **I understand this cannot be undone and operation may take time based on volume of content**. 6. Click **Remove**. # Watermarking Files Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files ## Overview When you enable watermarking for a file, Box places a semi-transparent overlay across the file's contents which includes: * The current viewer's email address or IP address (depending on whether the viewer is logged in) * The time of access Watermarking can help deter unauthorized resharing of sensitive information in your Box account. When you add a watermark in Box, Box creates and displays a pixel-based watermark. When you view a file, Box displays existing pixel-based watermarks, as well as vector-based watermarks that were created by other tools. [Custom Watermarking](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/custom-watermarking) is available for select accounts. This allows you to apply customized watermarks to either individual files, or to all files within a folder. You must be an Owner, Co-owner or Editor of a file or folder to set and remove a watermark. Watermarks can be applied to either individual files, or to all files within a folder. Watermarking is available only for Box Enterprise plans and above. Users with Editor permissions or higher can enable watermarking at the file or folder level. To disable watermarking globally, contact your Customer Success Manager/account team. View the [supported file types.](#file-types) Currently, enabling and disabling watermarking on a folder is supported only on the Box Web app. While this setting cannot be configured on mobile, on Box Mobile watermarks are still visible. If a file is watermarked before a move/copy operation, it remains watermarked even if it is moved or copied to a non-watermarking folder. > [!NOTE] > > Video watermarking is only available when [Box Shield](https://www.box.com/shield) is enabled. ## Applying watermarks **To watermark an individual file:** 1. In your **Files** window, hover on the file. 2. Do one of the following: * Right-click on the file, then hover on **More Actions** and click **Watermarking**, or * Click the ellipsis (**...**), then hover on **More Actions** and click **Watermarking**. 3. Check **Enable watermarking for this file**. 4. Select **Save**. **To watermark all files in a folder:** 1. In your **Files** window, hover on the folder. 2. Do one of the following: * Right-click on the folder, then click **Settings**, or * Click the ellipsis (**...**), then click **Settings**. 3. Scroll down to the **Watermarking** section. 4. Check **Enable watermarking for this folder**. 5. In the top of your **Files** window, click **Save Changes.** > [!NOTE] > > * We recommend using longer watermark text to improve robustness and security. > * If watermarks do not appear on watermarked file images in Grid View, try clearing your cache. ## Permissions If watermarking is turned on for a file, people at all access levels will see the watermark when they preview the file. This allows the person who enabled the watermarking to validate that it is turned on correctly. Watermarked files can still be edited by people who have the required permissions. Owners, Co-owners, Editors, and Viewer-Uploaders can download the original file and make edits. Viewers still see a watermark in a downloaded file. Use the table below to see how previews and downloads are handled for different access levels: | **Access Level** | **Current File Version Preview** | **Current File Version Download\*** | **Previous File Versions Download\*** | | - | - | - | - | | **Owner** | Watermarked | NOT Watermarked | NOT Watermarked | | **Co-Owner** | Watermarked | NOT Watermarked | NOT Watermarked | | **Editor** | Watermarked | NOT Watermarked | NOT Watermarked | | **Viewer-Uploader** | Watermarked | NOT Watermarked | NOT Watermarked | | **Viewer\*\*** | Watermarked\*\*\* | Watermarked\*\*\* | File Inaccessible | | **Previewer-Uploader** | Watermarked | File Inaccessible | File Inaccessible | | **Previewer** | Watermarked | File Inaccessible | File Inaccessible | | **Uploader** | File Inaccessible | File Inaccessible | File Inaccessible | \* Downloading watermarked videos is not currently available on mobile \*\* People with Viewer permissions cannot see watermarked files in Box Drive \*\*\* Not supported for iWork files > [!NOTE] > > Watermarks appear on the following file types for only Previewer, Previewer-Uploader, or Viewer access levels. This is because the Box web application downloads these files when previewing them: as, as3, asm, bat, c, cc, cmake, cpp, cs, css, csv, cxx, diff, erb, groovy, h, haml, hh, htm, html, java, js, less, log, m, make, md, ml, mm, php, pl, plist, properties, py, rb, rst, sass, scala, script, scm, sml, sql, sh, tsv, txt, vi, vim, webdoc, xhtml, yaml. ## File types > [!NOTE] > > Box Notes, audio, flash, .md, .msi, .exe, .zip, and 3D files do not support watermarking. Enabling watermarking prevents Previewer-Uploaders, Previewers, and Viewers from viewing and downloading these file types. ### Supported file types The following table does not necessarily constitute a complete list of supported file types. | **Text-Based Files** | 'c', 'cpp', 'css', 'csv', 'doc', 'docx', 'gdoc', 'htm', 'html', 'idml', 'indt', 'java', 'json', 'log', 'm', 'md', 'msg', 'odt', 'pages', 'pdf', 'php', 'properties', 'py', 'rtf', 'sh', 'sql', 'tsv', 'txt', 'wpd', 'xml', 'xsd', 'xsl', 'yaml' | | - | - | | **Presentations** | ‘gslides’, ‘key’, odp', 'ppt', 'pptx' | | **Images** | 'ai'\*, 'bmp', ‘cr2’, ‘dng’, 'gif', 'heic', 'jpeg', 'jpg', ‘nef’, 'png', 'psd', ‘raf’, 'svg', ‘tga’, 'tif', 'tiff', 'webp', ‘xdw’, ‘xbd’ \*Note: Illustrator files need to be saved in PDF compatible mode in order to preview them in Box. | | **Video** | '3g2', '3gp', 'avi', 'm2v', 'm2ts', 'm4v', 'mkv', 'mov', 'mp4', 'mpeg', 'mpg', 'ogg', 'mts', 'qt', 'wmv' | | **Other** | ‘bat’, ‘dcm’, ‘eps’, ‘gsheet’, ‘indd’, ‘numbers’, ‘ps’, ‘xls’, ‘xlsm’, ‘xlsx' | ## Downloading watermarked files > [!WARNING] > > When using a shared link to access watermarked content, non-collaborators must have a Box account to download watermarked files or folders. Box for Android and Box for iOS do not support the downloading of watermarked files. If you are a Co-Owner, Editor, Viewer-Uploader, or the Owner of a file, the file downloads as a normal, non-watermarked version. Non-collaborators cannot download watermarked files or folders if they are using a password-protected shared link to access the watermarked content. > [!NOTE] > > Downloading watermarked video files may take additional time due to the processing involved. ## Watermarking on mobile Watermarking capabilities can be enabled and disabled at file and folder levels on mobile. There is also the ability to: * Preview watermarked files, including videos * Use watermarking for all [supported file types](#supported-file-types) > [!NOTE] > > * [Permissions](#permissions) remain the same as for watermarking on other platforms > * On mobile, you cannot currently mark watermarked videos for offline use > * Downloading watermarked videos is not possible on mobile ## Watermark a file or folder 1. Next to the file or folder, select the ellipsis (...). 2. Select **Watermarking**. 3. Select **Enable watermarking for this file/folder**. 4. The selected file, or all applicable files within the folder, will be watermarked. > [!NOTE] > > * To remove the watermark, follow the same process but toggle **Enable watermarking for this file/folder** off > * Watermarked files and folders can be made available offline. After completing the watermarking process, select the ellipsis (...) next to the file or folder, then select **Make Available Offline** ## Viewer permissions If you are a Viewer of a file: * You cannot download watermarked files directly from the folder view. Instead, you must first preview the file to generate the watermarked version * You cannot preview any [file types](#file-types) that do not support watermarking - even if they're in a watermarked folder * You can only download watermarked files individually (not as part of a folder download) * Video files downloaded with viewer permissions will retain watermarks. Version history will not be accessible; only the current version can be downloaded. These watermarks can include identifying information (such as an email address, timestamp, and IP address) or can be [customized](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/custom-watermarking). They cannot be removed by the recipient * Watermarked text files download in PDF format * Watermarked image files download in the file's original format * Box Drive and Box for EMM do not support the downloading of watermarked files ## Watermark display options Admin users can change how watermarks are displayed: 1. Log in to your Box account and navigate to the **Admin Console.** 2. In the left sidebar, click **Enterprise Settings** then **Content & Sharing.** 3. Scroll down to the **Watermarking** section. 4. Select from **Vector-based and rasterized watermarking**, or **Rasterized watermarking only.** 5. At the top of the **Content & Sharing** tab, click **Save** to apply the changes. Two options are available for how Watermarks are displayed. These are: * **Vector-based and rasterized watermarking:** * Vector-based watermarking applies only to text files but provides infinite resolution, inclusion in search, clickable links and a very small file size overhead. Rasterized watermarking will be used on all image files. * Provides better fidelity for files where possible, based on file type. * **Rasterized watermarking only:** * Can provide increased security as rasterized watermarking is harder to remove without damaging the underlying content. * Lower resolution previews can happen when Rasterized watermarking only is applied. ## Troubleshooting If the content is watermarked and there is an issue previewing or downloading it: 1. Check required [permission levels](#permissions) to preview or download the file. 2. Check if it is a [supported file type](#file-types) that is selected. # Accessing a shared link that requires email verification Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link Received a Box shared link that asks you to verify your email? Learn how the one-time passcode (OTP) works, how to get your code, and how to fix common problems. If someone shared a Box file or folder with you using a link that requires you to verify your email address before you can open it, this is a quick, one-time security step that confirms your identity. You don't need a Box account to verify. ## How email verification works When you open a link that requires verification, Box sends a one-time passcode (OTP) to your email address. You enter that code to prove the email address is yours, and then Box opens the content. To access the link: 1. Open the shared link. Box displays the **Verify your email address** page. 2. Enter your email address and select **Next**. Box sends a 6-digit code from `noreply@box.com`. 3. Open the email and copy the 6-digit code. The code is valid for 10 minutes. 4. On the **Enter One-Time Passcode** page, enter the code and select **Verify**. 5. If your email address is authorized for the link, Box opens the content. > [!NOTE] > > If you're already signed in to Box, including on the Box mobile apps or Box Drive, you usually don't see a passcode prompt. Box recognizes your identity automatically and either opens the content or, if the link is restricted to specific people, lets you know that your account isn't authorized. ## After you verify * Your verification stays valid for one hour. During that hour, you don't need to verify again, and the same verified email address works across any Box links you're authorized to open. You can move between shared files without entering a new code each time. * If you use more than one email address, you can verify up to 5 addresses in the same session. * After the hour is up, Box asks you to verify again the next time you open a protected link. ## Troubleshooting ### I didn't receive the code * Check your spam or junk folder for a message from `noreply@box.com`. * Make sure your email filters don't block `noreply@box.com`. Box uses the same sender for sign-in security codes, so it's often already allowed. If you use a company email system, your IT team can confirm that the address isn't filtered. * Confirm that you entered your email address correctly, then select **Resend code**. * You can request a new code once per minute, up to 15 times per hour. If you reach the limit, wait and try again later. ### My code expired Codes are valid for 10 minutes. If yours has expired, select **Resend code** and enter the new code promptly. ### I see an Invalid Verification Code message Check that you entered the 6-digit code correctly. If the code has expired, select **Resend code** to get a new one. ### I see an Access Denied message The person who shared the link limited access to specific email addresses or domains, and the email address you entered isn't on the link's Access List. You can: * Select **Change email** to verify a different email address. For example, use your work address if you first tried a personal one. * Contact the person who shared the link and ask them to add your email address, or your domain, to the link's Access List. ### My folder or multi-item download doesn't start When you select several items in a shared folder and download them together, or download the whole folder, Box displays a success message but doesn't create or download the ZIP file. This is a known limitation of shared links that require email verification. To get the content, download each file individually. Single-file downloads work as expected. ### I've tried too many times For security, Box limits how many verification attempts a single link accepts, up to 100 per hour. If you reach this limit, wait and try again later, or contact the person who shared the link. ## Related articles * [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links) * [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) # Configuring Individual Shared Link Settings Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings The type of your Box account, and the roles and permissions you assign to collaborators, determine which settings you can edit. ## Editing your shared link settings **To edit the settings of your shared link:** 1. In the Box window, hover on the file or folder. 2. Click **Share**. You can also either click the right mouse button or the ellipsis (**...**) to access **Share**. 3. In the Share window, click **Link Settings**. Box displays the Shared Link Settings window. 4. Edit the settings to which you have access. To enable a setting, click its checkbox. 5. Click **Save**. ![ShareLink-LinkSettingsButton\_50250.png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/sharelink-linksettingsbutton-50250.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=a24bc4c3962dada27156ecf7ed281196) ![LinkSettings.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/linksettings.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=2dc47a832ae67ee5e544802b82c1dbac) > [!NOTE] > > * Password protection and auto-expiration are not available on free Individual accounts. [Upgrade your plan](https://www.box.com/pricing) to access these features. > * When you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). > * If the URL of the shared link you've sent changes due to any reason such as your organization merging with another organization, Box requires the user's permission to redirect to the new destination. ## Setting a shared link expiration date For added security, you can also set a date after which Box automatically disables the link (if your Box Admin has enabled this capability). This is useful if you wish to make your content available only for a limited period of time or, if you have no specific end date, you simply do not want it available indefinitely. **To set an expiration date on a shared link** 1. In the **Share** window, click **Link Settings**. The **Shared Link Settings** window opens. 2. Under **Link Expiration**, click **Disable Shared Link on**. The **Choose Date** box displays. 3. Click the calendar icon and then locate and click the date you want. 4. Click **Save**. When you place an expiration date on a shared link, the file or folder to which the link goes displays throughout the Box interface with a small red clock icon (![icon\_badge\_shared\_link\_expiration\_near.png](/images/box-fundamentals/icon-badge-shared-link-expiration-proche.png)). > [!NOTE] > > Depending on admin settings, you may be unable to create or edit shared link settings. ## Requiring a password to access Box enables you to apply passwords to shared links whose scope is **People with the link**. When you add a password to such a shared link, anyone who follows the link must enter the password before accessing the file or folder. Passwords must meet the following requirements: * Must be at least 8 characters long * Must contain at least one: * Upper-case letter * Numeral * Special character (any non-alpha-numeric character except for > and \< symbols and \[space]) * Cannot only be one type of character. For example, a password cannot only be upper-case letters **To apply a password to a shared link:** 1. Hover on the file or folder you want to share, then click **Share**. Box displays the **Share** window. 2. At the bottom of the Share window, confirm the scope is **People with the link**. If the scope is any other value, you cannot add a password to the link. 3. Click **Link Settings**. Box displays the **Shared Link Settings** window. 4. In the Shared Link Settings window, turn on **Password protection**. If the link uses one-time passcode protection, it turns off. 5. In the **Enter a password** field, type the password. 6. In the bottom of the Shared Link Settings window, click **Save**. > [!NOTE] > > * Password protection is a premium feature, unavailable on free personal accounts. Only owners, co-owners, and editors can set this password. > * If you create a password-protected shared link to a folder, Box Notes in that folder may be inaccessible. > * Password protection and email verification are mutually exclusive on the same link. When you turn on one, the other turns off automatically. Turning on a password also removes the link's Access List. See [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links). ## Requiring email verification As an alternative to a password, you can require recipients of a **People with the link** shared link to verify their identity with a one-time passcode (OTP) before they can access your content. A password can be forwarded along with the link, but email verification ties access to an individual, verified email address. You can also limit access to the email addresses and domains on the link's Access List. Email verification and password protection can't both be applied to the same link, and email verification doesn't work on shared links to Box Notes. For full details, see [Requiring email verification on shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links). ## Customizing a link URL When you create a shared link, you can customize its ending. This feature is intended to make content readily accessible to large groups of users, externally or internally, using a customized URL that is easy to remember. The custom ending to the link must be between twelve and thirty characters, and can use letters, numbers, and hyphens. Custom URLs are only available to Business and Enterprise accounts. > [!WARNING] > > If the shared link is available with **People with the link** scope, then the linked folder or file is publicly accessible. Custom URL is appropriate for public-facing materials such as product documentation or marketing materials, and is not intended for the secure sharing of sensitive content. > [!NOTE] > > * Someone with a personal Box account can create additional custom links for any content owned by someone with a Business account, or above. > * If folders or files are moved from one Enterprise to another, custom URLs are lost. The associated shared links of the files and folders – those links with the longer scrambled characters – remain. ## Providing a direct download link A direct link is a web address (URL) that links directly to a file without using Box Preview. This is different from a regular shared link, which brings users to the Box Preview screen for the shared file. Direct links end with the file's extension type. Therefore, if you are linking to a Microsoft Word document, a direct link ends with \*.doc. When a collaborator clicks on the direct link, the file is downloaded onto their computer, or opened by a default program, depending on computer settings. Direct linking can also be used to host images or files for your website or blog. Direct linking is available only for individual files, and is unavailable for folders. A link to a folder is always the web address of a Box page. > [!NOTE] > > * Direct links are a premium feature, unavailable on free personal accounts. > * For security purposes, you cannot create a direct link for .dll, .exe, .jar, and .msi files. It is important to be aware that these file types can be harmful if downloaded from an untrusted source. > * If the URL of a direct link changes, such as when your organization merges with another organization, Box requires your permission before redirecting you to the new destination. # Creating Shared Links Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links Shared links enable you to quickly copy and share hyperlinks to content stored in Box with your coworkers and friends – both inside and outside the company. Sending someone a shared link to a file or folder is a way to work together with that person around shared content. Customizable permission levels, expiration dates, and optional password-protection make Box shared links a secure, simple way to share important content. > [!NOTE] > > Sharing a link is different from [inviting someone as a collaborator](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators). It takes just a moment to create a shared link. A few moments more, and you can also configure the link's security settings to control access to the linked content. ## Creating and Sharing a Link to a File or Folder With simplified sharing, in just one click you can share access to the file or folder of your choice. You can also email links to people you invite to collaborate. **Creating a link to share:** 1. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2. On the right, click **(Create and) Copy Shared Link** (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon.png)). The **Shared Link** window opens. The link automatically copies to your clipboard. ![Shared\_Link\_window\_auto-copied.png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/shared-link-window-auto-copied.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=f873a011d5b51341142bb858e8863390) That's it. You can now paste that link into the app of your choice -- email, messaging, and so on -- to share your content. > [!NOTE] > > * By default, shared links are disabled. If you share a link to a file or folder by clicking the **Share** button, or via the **More Options** menu (**…** ) > **Share**, you must manually enable and then copy the link. Only if you click the link icon (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon-4.png)) does Box automatically enable the link and copy it to your clipboard. > * If the URL of the shared link you've sent changes due to any reason, such as your organization merging with another organization, Box requires the user's permission to redirect to the new destination. ## Modifying Link Security Settings You can also use the **Share** window directly to configure security settings for your link. To do this: 1. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2. On the right, click **(Create and) Copy Shared Link** (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon.png)). 3. Click **Link Settings**. Box displays a list of [link settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings). 4. Edit these settings and click **Save**. 5. Select the access permission you wish to assign to the linked content. To do this, at the bottom of the Share window, click **People in your company**, and select from the menu that displays. (See below for further explanation of these menu options.) 6. If available, click **Can view and download**, and select the activity you wish to assign to the link recipients. 7. Close the **Share** window and use the app of your choice to send your link. ### Shared link access When you create a shared link, you have these access permissions from which to choose: * **People with the link:** Anyone with the link can access the item and no Box account is required. For extra security, you can also set a password or expiration for the link, require [email verification (one-time passcode)](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links), as well as restrict download and/or preview access for link viewers. * Password-protected shared links are available to all paid Box User accounts. All passwords for open shared links require at least eight characters, and should contain at least one uppercase letter, number, or special character. * Email verification requires anonymous recipients to confirm their identity with a one-time passcode before accessing the content, and is available on Business plans and above. A link can use a password or email verification, but not both. * **People in your company:** Only people who: 1) are managed on a Box account (Starter and above); (2) have an email address that matches a domain registered with Box for the account that created the link, can access the link. For example, if *acme.com* is a registered domain on your account, all managed account members with an email address ending in *acme.com* can access this type of link. People who do not match a domain listed on your account cannot access the link, even if they are managed members on your account. * When accessing the link, collaborators must log in to Box to verify their identities. **People in your company** is disabled if you do not have a valid business domain registered with Box. * Collaborators in the folder can also access content if **People in your company** is selected. * **Invited people only:** Only people invited to the folder or file can access the content. Collaborators already have access to their content, but can easily direct one another to a specific file or folder using the shared link. ### Shared link actions When you create a shared link, you can select the actions that the shared link recipients can take. The actions you can choose depend on what your administrator allows, but can include any of: * **Can edit**: The people with access to the link can: * Edit, annotate, and comment on the file or Box Note * View and download the file or Box Note * Copy the file to a destination in their Box account * **Can view and download**: The people with access to the link: * Can view and download the file, the files in the folder, or the Box Note * Can copy the file or folder to a destination in their Box account * Cannot edit within Box * **Can view only**: The people with access to the link can only view the file, the files in the folder, or the Box note, within Box. Your administrator defines the maximum actions that shared link recipients can take separately for files, folders, and Box Notes and also defines the default choice for each when more than one choice is made available. You can set the link options on individual files and/or folders by the owner, across all owned content, or by the admin for the entire company. Also, verify that the setting you choose allows file access to the person with whom you are sharing it. Otherwise, [your intended recipient receives an error](https://support.box.com/hc/en-us/articles/360044195893-Shared-Links-Frequently-Asked-Questions) when they click on the link. ## Emailing Your Link You can also email your link to invited collaborators directly from the **Share** window. To do this: 1. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2. On the right, click **(Create and) Copy Shared Link** (![Shared\_link\_icon.png](/images/box-fundamentals/shared-link-icon.png)). 3. In the **Share** window click **Send Shared Link** (![button\_envelope.png](/images/box-fundamentals/button-envelope.png)). Box displays the **Email Link** window. 4. In the **Email Shared Link** field, type the name or email address of the collaborator. 5. In the **Message** field, type a message of up to 750 characters for the collaborator. 6. Click **Send**. Finally, you can remove or cancel a shared link. To do this, from the **Share** window, click the **Share Link** slider to move it to the left. The slider color changes from blue to grey. ## Permissions and Shared Links Box makes it easy to collaborate on and share files and documents with anyone, inside or outside your organization. However, when you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). ### Detailed permissions | Permission | View-Only Shared Link | View and Download Shared Links | Editable Shared Links | | - | - | - | - | | Preview | Yes | Yes | Yes | | Download | No | Yes | Yes | | Upload | No | No | Yes | | View / Add Comments | Yes (via API) | Yes (via API) | Yes (via API) | | View Item Collaborators | No | No | No | | View Item Owner | No | Yes | Yes | | View Item Creator | No | Yes | Yes | | View Item Modifier | Yes | Yes | Yes | | View / Edit Metadata | Yes (via API) | Yes (via API) | Yes (via API) | | View / Create Tasks | No | No | No | ("Item" means the folder or file to which the shared link points.) > [!NOTE] > > * When uploading a new version of a file via an editable shared link, the filename cannot be different from the existing file. > * People who have access to a shared link (either by your sending them a link, or by their accessing it elsewhere, such as in a Web page or forwarded email) are allowed to see and work with you on the content to which the shared link points. Depending on the link settings, these permissions may include downloading or editing the content. > * Comments and metadata on files pointed to by a shared link can be viewed and created programmatically via the API, even if they are not obviously visible in the preview experience. > * You can also access the **Share** window by highlighting the row of the item you want and either clicking **Share** or clicking the ellipsis (**...**) and then clicking **Share**. When a collaborator has more restrictive access to a file that is given through a shared link, the collaborator gains the permissions provided by the link when accessing a file with the link. For example, a user collaborating on a file you own has just the Viewer collaborator role. You create a shared link and allow View and download. If that user accesses the file with the shared link, rather than directly, they could both view and download the file. ## Known Issues * You cannot send shared links to users whose domains are not added to your enterprise, even if you set the definition of your enterprise to **Enterprise ID**. # Customizing Shared Link Content Ordering Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/customizing-shared-link-content-ordering By default, a **Shared Link** to a Box folder presents your content in order of most recently **Updated**: ![Shared link folder view sorted by Updated column with case folders listed.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/shared-link-default-download-order.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=7b671a6d3b4a2ba47fb83734c3890844) However, you may want your shared links to be automatically sorted by a different column, like **Name** or **Size,** when opened. **To sort by a different column:** 1. Click your [**Shared Link**](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) 2. Click the name of the column you want sorted, and you'll notice the shared link in the URL bar changes. ![download-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/download-2.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=c9060c2e9f17e40c0c51d49191722ed9) You can use this new URL as your shared link, and each time you access this link, the content is sorted as you specified. So, your original shared link may look something like this: [https://app.box.com/s/\<---RandomString--->](https://app.box.com/s/\<---RandomString--->). And your new shared link may look something like this: `https://app.box.com/s/?sortColumn=name&sortDirection=desc` In both cases, Box generates "\<---RandomString--->". # Folder and Account Sharing Settings Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/folder-and-account-sharing-settings You can modify your sharing settings at both the folder level and across all content you own. Use these settings to control who can access content via shared links, or modify default shared link settings. ### Folder Settings You can restrict shared link access to contents of a specific folder, allowing for the protection of particularly sensitive data while freeing up collaboration options in the rest of your account. **To change folder shared link settings:** 1. Right-click (or click the **ellipsis** (**...**)) on a folder to open the **More Options** menu. 2. Click **Settings** to open the Folder Settings page. 3. In the Shared Link Access section, select the **Only collaborators can access this folder via shared links** check box, and then choose what item types you’d like to restrict access for: * Files and Folders (default) * Folders Only * Files Only 4. Click **Save Changes**. The selected items will only be sharable with other collaborators in the folder. > [!NOTE] > > If you have the *Restrict collaboration to within \* option selected in the Invitation Restrictions section and your administrator restricts collaboration by collaboration allow-list within your enterprise in the Admin Console, you cannot add as collaborators or send shared links to users who are not on the allow-list. For more information, see [Folder Settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings). ### Account Settings You have the ability to set shared link preferences for all content you own. If you disable an option, it will not be visible to you or any of your collaborators. We recommend you only change your shared link settings if you want to restrict sharing access for every file and/or folder that you own. If only some of your data requires restrictions, you can modify shared link settings at the folder or item level. **To access shared link settings:** 1. Click your initials in the upper right corner, then click **Account Settings**. 2. Click **Sharing** to open the Sharing Tab. From here, you can control who can access your content through shared links, what the default access for newly created shared links will be, and what permissions link viewers (not invited collaborators) will have for the content they access: ![sharedlinks-ui-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/sharedlinks-ui.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=c40a940639abfe6152b8ab57f6ba10fa) For more information on these settings, see [Account Settings.](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings) # Requiring email verification on shared links Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links Require recipients of a public shared link to verify their email address with a one-time passcode (OTP) before they can access your content. Email verification adds an identity check to a public (**People with the link**) [shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links). When you turn it on, anyone who opens the link must prove their identity by verifying their email address with a one-time passcode (OTP) before they can view or download your content. This ties every access event to a verified email address, so both you and your administrators know exactly who opened the link. You can verify any recipient, or limit access to the email addresses and domains on the link's Access List. Email verification is available on Business plans and above at no additional cost. ## When to use email verification Public shared links are a frictionless way to share content, but once a link is sent, it can be forwarded, leaked, or discovered. Password protection helps, but a password can easily be forwarded along with the link. Email verification closes that gap by tying access to an individual, verified email address. Use email verification when you want assurance about who is accessing content shared through a public link. Use it instead of a password when you need a verifiable record of each recipient. The following table compares the two options: | | Password protection | Email verification (OTP) | | - | - | - | | **Identity verification** | No. Anyone with the password can access the content. | Yes. Access is tied to a verified email address. | | **Audit trail** | Confirms only that someone entered the correct password. | Confirms exactly which email address accessed the link. | | **Sharing risk** | The password can be forwarded along with the link. | The verified email address is individual and can't be transferred. | | **Recipient effort** | Recipients must obtain and enter the password. | Signed-in Box users: none. Anonymous recipients: enter an email address and a code. | > [!NOTE] > > Email verification and password protection are mutually exclusive. A shared link can use one or the other, but not both. When you turn on **One-Time Passcode protection**, **Password protection** turns off automatically, and the other way around. ## Verification modes When you require email verification, choose one of two modes: * **Anyone with an email**: Any recipient can access the link after verifying their email address. Use this mode when you're sharing broadly but still want a record of who accessed the content, without listing recipients in advance. * **Only people added to the link's Access List**: Only recipients whose email address matches the link's Access List can access the link. Use this mode when access should be limited to specific people or organizations. You can add individual email addresses, such as `user@example.com`, and whole domains, such as `example.com`. In both modes, people who are already signed in to Box are recognized automatically and are never shown a passcode challenge. This includes collaborators on the file and people using the Box mobile apps or Box Drive. See [What recipients experience](#what-recipients-experience). ## Before you begin * Your account must be on a Business plan or above. * The shared link's access must be set to **People with the link**. Email verification isn't available on **People in your company** or **Invited people only** links, because those recipients already sign in to Box. * Only owners, co-owners, and editors of the item can add, change, or remove email verification. * Email verification doesn't work on shared links to Box Notes. ## Requiring email verification on a shared link 1. In your Box files view, hover over the file or folder and select **Share**. 2. At the bottom of the **Share** window, confirm the link access is set to **People with the link**. If it's set to anything else, email verification is unavailable. 3. Select **Link Settings**. The **Shared Link Settings** window opens. 4. Turn on **One-Time Passcode protection**. If the link has a password, **Password protection** turns off. 5. Under **After verification, allow access to**, choose a verification mode: * Select **Anyone with an email** to let any recipient access the link after verifying their email address. * Select **Only people added to the link's Access List**, then select **Configure** and add the email addresses or domains that can access the link. You can add up to 1,000 entries. 6. Select **Save**. After you save, the **Shared Link Settings** window shows that one-time passcode protection is on, which mode is selected, and, for the Access List mode, the approved email addresses and domains. You can edit the Access List at any time. > [!NOTE] > > You can add email verification to an existing shared link at any time. The requirement takes effect immediately. Every access attempt after you save must be verified, including attempts from people who already had the link. ### Editing or removing email verification Any owner, co-owner, or editor of the item can change the verification mode, update the Access List, or remove the requirement. To do so, reopen **Link Settings**, make your changes, and select **Save**. Changes take effect immediately for any later access attempts. > [!WARNING] > > When you turn off **One-Time Passcode protection**, or turn on **Password protection**, Box removes the link's Access List. If you turn email verification on again later, add the entries again. ## What recipients experience The experience depends on whether the recipient is signed in to Box: * **Anonymous recipients (not signed in to Box)**: Recipients enter their email address, receive a 6-digit code from `noreply@box.com`, and enter that code to access the content. In the Access List mode, they can access the content only if their verified email address matches the Access List. For the full recipient walkthrough and troubleshooting, see [Accessing a shared link that requires email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link). * **Signed-in Box users and collaborators**: Recipients are never shown a passcode. Box checks their identity automatically. In the **Anyone with an email** mode, they can access the content immediately. In the Access List mode, they can access the content if their email address is on the Access List, and are denied access if it isn't. After a recipient verifies an email address, the verification is valid for one hour and applies to any link that the address is authorized for during that time. Recipients aren't challenged again while moving between your shared links. > [!NOTE] > > On folder links that require email verification, recipients can't download several items together or download the whole folder. Box displays a success message, but doesn't create or download the ZIP file. Recipients can download each file individually. ## Platform support The following table shows where you can configure and use email verification: | Action | Web app | Box mobile apps | Box Drive | | - | - | - | - | | Create or change email verification settings | Yes, in **Link Settings** | No | No | | Access a link that requires email verification | Yes, with a passcode challenge for anonymous recipients | Yes, automatically for signed-in users | Yes, automatically for signed-in users | Because people using the Box mobile apps and Box Drive are always signed in, they're never shown a passcode challenge. Box grants or denies access automatically based on their identity. ## Related articles * [Accessing a shared link that requires email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/accessing-an-email-verified-shared-link) * [Configuring Individual Shared Link Settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) * [Securing Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/securing-shared-links) * [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) # Securing Shared Links Source: https://docs.box.com/en/box-fundamentals/for-users/collaborating/using-shared-links/securing-shared-links Box makes it simple to create and collaborate on content. [Box Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) enable you to share hyperlinks to content stored in Box with people both inside and outside your company. Sending someone a shared link to a file or folder is an easy way to collaborate. You can also make things easier to remember by customizing the URL of shared links. These shared links are called Custom Shared Links. To ensure the right people have access to shared content, you can configure access controls on a [Box Shared Link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) as follows: * **People with the link (public/open)** - Anyone with the link can access the item and no Box account is required. * **People in your company** - People within your same Box enterprise, and people who have a Box account with the same email domain, can access content. * **Invited people only** - Only people who have been invited to the item (folder or file) can access the content. > [!NOTE] > > In most cases, “people in your company” is self-explanatory -- everyone with your company’s email domain can access this shared link. However, certain very large enterprises can consist of two or more subsidiaries or affiliates, each of which has its own Box Enterprise ID (EID). In this case, you can define whether “people in your company” refers to people who all share an email domain (such as [person@acme.com](mailto:person@acme.com)), or whether it refers only to people whose business shares the same Box EID as the person sending the link. > > For more information, see: > > * [Shared Links Settings for Your Enterprise](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) > * [Distinguishing Between Email Domains and Box EIDs for Shared Links](/en/box-admin-tools/managing-content/enterprise-settings/distinguishing-between-email-domains-and-box-eids-for-shared-links) To ensure the people who have access to the shared content can perform only the actions you allow, you can also define action controls. See [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) for details. You can also enable [security controls](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) such as password-protection, [email verification (one-time passcode)](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links), and auto-expiration policies on shared links. In addition to user-level security controls, company Box administrators can apply [enterprise-wide security controls](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) on shared links. Coupled with appropriate security controls based on the sensitivity of the content, shared links provide a frictionless and secure way to collaborate. Creating public custom shared links for any content can mean that anyone who correctly guesses the URL can gain access to that content. To reduce exposure risk to sensitive content, we recommend that: * Administrators configure shared link default access to 'People in your company' to reduce accidental creation of public (open) links by users. * Administrators regularly [run a shared link report](/en/box-admin-tools/reporting-and-insights/running-reports) to find and manage public custom shared links. * Individuals do not create public (open) custom shared links to content that is not intended for public consumption. If you are an admin and would like to report on the security of Custom URLs, follow the steps detailed in [Reporting on Custom URLs](/en/box-admin-tools/reporting-and-insights/reporting-on-custom-urls). > [!NOTE] > > When you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). # Getting Started: Box User Basics Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/box-user-basics Welcome to Box! Want to get up and running fast? Follow the 5 steps below to learn how to log in to Box, create a workspace, and share content with your colleagues. [Step 1: Logging into Box](#step-1-logging-into-box) [Step 2: Navigating the Files page](#step-2-navigating-the-files-page) [Step 3: Creating a new workspace](#step-3-creating-a-new-workspace) [Step 4: Sharing content with others](#step-4-sharing-content-with-others) [Step 5: Staying organized](#step-5-staying-organized) ## Step 1: Logging into Box First things first. Here’s how to log in: 1\. Go to **app.box.com/login** 2\. Enter your email/username 3\. Enter your password. Forgot your password? No worries: Just click the Reset Password link. 4\. Click **Log In** If your administrator has enabled or required SSO for your organization, you can use your company credentials to log in to Box. ## Step 2: Navigating the Files page After logging in, you’ll land on the Box **Files** page. The **Files** page will contain all of the folders and files you have access to. #### Understanding folder icons Folder icons differ based on folder owner and collaboration status. **Yellow folders with no icon** are personal folders, owned by you. **Blue folders with a person icon** are collaborated folders, owned by someone within your enterprise. **Gray folders with a globe icon** are external collaborated folders, owned by someone outside of your enterprise. #### Searching for files or folders If you’re looking for a certain file – or even a certain word or phrase within a file – jump right to it with the **Search** tool. Just pop your query into the search bar at the top of your page. Box will search the titles of your files and folders as well as the body of your documents. Receive too many results? Simply apply some filters. You can sort by folder, file type, date, content type, and owner. You can search for files and folders using Box AI: 1. Open the **Recent Searches** dropdown menu. 2. Select **Search with Box AI**. All previous AI search sessions are listed in the **Recent Searches** dropdown menu. To reopen a previous session and resume your work, select **Session History**. > [!NOTE] > > Box AI is available to all customers on Enterprise Plus and Enterprise Advanced plans. [Video player](https://players.brightcove.net/6291496955001/experience_6508a8da6b9b46d53154f4a0/index.html) ## Step 3: Creating a new workspace Let’s learn how to create a new folder on Box, upload content, and share that content with your colleagues. #### Creating a new folder 1\. Click the **New** button in the upper-right corner of the page. 2\. Choose what you would like to create. You can create a new Folder, Bookmark (to any URL), Box Note, Microsoft Office file, or Google document. The options shown here may differ based on the settings you or your account admin have enabled. 3\. A pop-up window will appear prompting you to enter the name of your new file or folder. If you are creating a new folder, you'll also be prompted to invite 'collaborators' to the folder. If you do not invite any collaborators, the folder will remain private. 4\. Click 'Create' to complete the process. #### Uploading a file While browsing all files and folders in Box, uploading a new file or folder is straightforward: 1\. In the **Files** section, click **New +** button in the upper-right corner. 2\. Select **File Upload** or **Folder Upload**, depending on what you'd like to upload. 3\. Select the file(s) or folder you'd like to upload. You can select multiple files for upload by holding the Command or Control key (Mac or Windows, respectively) while selecting files. However, you can only select one folder at a time for upload. 4\. Click Open or Upload. ## Step 4: Sharing content with others With Box, you have two primary ways to share content with colleagues and other associates: by **inviting existing Box users to folders**, or by **sending shared links**. #### Adding collaborators to a file or folder on Box A collaborator is someone you invite into a file or folder. When you add someone as a collaborator to a file or folder, the item appears in their **Files** page. Permission levels on Box follow a "waterfall" design in which individuals have access only to the folder they are invited into and any subfolders beneath it. You can also be invited to individual files. For more information on folder permissions and permission levels, click [here](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-folder-permissions). To invite someone to collaborate in a file or folder: 1\. Open the **Share** window. To do this, in your Box files view, hover over the row of the file or folder you wish to share. On the right, click **Share**. The Share window opens. 2\. In the **Share** window, under **Invite People**, click **Add names or email addresses**. Type a collaborator's name or email address. As you type, Box anticipates your intended recipient and lists corresponding email addresses. You can select the recipient you want, or continue typing the full email address. When typing full email addresses, separate recipients by a horizontal space. 3\. Click the **Invite as** drop-down menu. Box displays a list of roles. Click the role you wish to assign to the collaborator. 4\. (Optional) In the **Message** field, type a message of up to 750 characters for the collaborator. 5\. Click **Send**. [Video player](https://players.brightcove.net/6291496955001/experience_6508a94aae9532582d6c4cf9/index.html) #### Sending a shared link to content on Box Shared links enable you to quickly copy and share hyperlinks to content stored in Box with your coworkers and friends – both inside and outside the company. Sending someone a shared link to a file or folder is a way to work together with that person around shared content. Customizable permission levels, expiration dates, and optional password-protection make Box shared links a secure, simple way to share important content. Creating a link to share: 1\. In your Box files view, hover your cursor over the row of the file or folder you wish to share. 2\. On the right, click (Create and) **Copy Shared Link**. The **Shared Link** window opens. 3\. When you create a shared link, you have these access permissions from which to choose: **People with the link**: Anyone with the link can access the item and no Box account is required. For extra security, you can also set a password or expiration for the link, as well as restrict download and/or preview access for link viewers. **People in your company**: Only people who: 1) are managed on a Box account (Starter and above); (2) have an email address that matches a domain registered with Box for the account that created the link, can access the link. For example, if acme.com is a registered domain on your account, all managed account members with an email address ending in acme.com can access this type of link. People who do not match a domain listed on your account cannot access the link, even if they are managed members on your account. **Invited people only**: Only people invited to the folder or file can access the content. Collaborators already have access to their content, but can easily direct one another to a specific file or folder using the shared link. 4\. When you create a shared link, you can select the actions that the shared link recipients can take. The actions you can choose depend on what your administrator allows, but can include any of: **Can edit**: The people with access to the link can: Edit, annotate, and comment on the file, or the files in the shared folder, or the Box Note View and download the file, the files in the folder, or the Box Note Copy the file or folder to a destination in their Box account **Can view and download**: The people with access to the link: Can view and download the file, the files in the folder, or the Box Note Can copy the file or folder to a destination in their Box account Cannot edit within Box **Can view only**: The people with access to the link can only view the file, the files in the folder, or the Box note, within Box. 5\. After choosing your shared link settings, you can copy and paste the link into the app of your choice -- email, messaging, and so on -- to share your content. [Video player](https://players.brightcove.net/6291496955001/experience_6508aa25ae953207616c4d27/index.html) ## Step 5: Staying organized #### Collections and Favorites Box Collections help you navigate to your most-used files and folders quickly. Box Collections enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share. And although the content may be shared, your collections are not shared and are visible only to you. Box lists all your collections, along with your favorites, in the left sidebar, below **My Collections**. You can also create new collections. In the left sidebar, beside My Collections click **+**. #### Recents Recents help you go right back to where you left off. On this page, you’ll see what files and folders have been recently updated in your Box account. To view recent updates click **Recents** in the left side bar. [Video player](https://players.brightcove.net/6291496955001/experience_6508aa6fae953211d66c4d3e/index.html) ## Ready to keep learning? # Grow your skills with more quick videos View more courses [here](https://training.box.com/trainings). # Collaborate on Files Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/collaborate-on-files Now that you’ve uploaded files and folders to your account, it’s time to take advantage of one of Box’s core benefits: working seamlessly with others. With Box, you have two primary ways to share content with colleagues and other associates: * by inviting existing Box users to folders, or * by sending shared links. ![securityindicators-sharedlinkadvisory-296-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharedlinkadvisory-296.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=c85a45b2f40a1a61a4fc359e4d7ca61a) See [our Working Together resource page](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) to learn more about sharing content. ## What’s a collaborator? A collaborator is a Box user who has been given access to view or modify a particular folder on an ongoing basis. If you’re a collaborator, the folder appears when you log in to your Box account. To invite collaborators to a folder, hover on it, and then click the **Share** button to the right side of the folder. Then you can [invite collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) to work in the folder, or [create shared links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) for collaborators to access the content. > [!NOTE] > > * You can see a list of all users and groups who have access to a folder in the right-hand sidebar, in the **Sharing** tab. This includes deactivated users. > * The email addresses you use to invite collaborators must be the same email addresses your collaborators used to register for their Box accounts. Please verify this before you proceed. If a user does not yet have a Box account, they receive an email invitation to sign up for a free account. Once they sign up, they have immediate access to the collaborative folder. > * If you use your mobile device to share a file, and Box does not display a list of people in your enterprise, be sure to use your device to allow contacts. After you've updated your device's list of contacts, Box displays the list when you share files from your device. When the collaborators log into their Box accounts, they're able to accept or reject your invitation to collaborate on that folder. When collaborators are invited to a folder, the folder icon changes from manila yellow to blue. All collaborative folders automatically appear at the top of your files list within your account. ## When should I invite someone in as a collaborator versus send them a shared link? **Collaborator**: [Invite someone into a folder](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators) as a collaborator if you're working together on an ongoing basis, and they need persistent access to the content you're sharing. **Shared link**: [Send someone a shared link](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) to a folder **or** file if you merely need to provide quick, read-only access (much in the way you'd send an email attachment). Your recipient can continue to reference that link for the most up-to-date version of the content. > [!NOTE] > > **Note**\\ > > Box makes it easy to collaborate on and share files and documents with anyone, inside or outside your organization. However, when you share, move, or copy content, the permission to access those items might change, often to a less restrictive setting. [More on how Box helps you keep your content secure](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents). > Security indicators > If you invite someone outside of your organization to collaborate, Box adds a small image of a globe to external invitee's avatar image or initials.  At the bottom of the **Share** window, Box also displays a text reminder that you are sharing this folder's contents externally. > [More on Box's security indicators.](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents) ## File locking and version control You’ve seen how Box makes it easy to share your content with anyone, but you may be wondering what happens when two or more of those folks try to edit a file at the same time. Don’t fret: We’ve developed a tool called file locking to prevent this from happening, and another tool, called version control, to correct it if it does. ### Lock a file to edit When you need to make changes to a file, and want to prevent other users from getting to it while you work: 1. Hover on the file, and click the ellipsis (...) to the right of the file name. 2. Click **Lock**. 3. Box displays a pop-up window in which you can check boxes to prevent other users from downloading the file while it is locked, and/or set an expiration time for the lock. To lock the file, click **Lock**. 4. All done? Save the file in the program you used to edit it – and be sure to use the same file name. 5. To get the updated file back in Box, hover on the locked file and click the ellipsis (...) to the right of the file name, then click **Unlock**. 6. To upload your new version, hover on the file, and click the ellipsis (...) to the right of the file name and select **Upload New Version**. Box displays a pop-up window, allowing you to select the edited version. Grab the file from your computer, then click **Open**. ### Version control Once you’ve completed the upload, you’ll see a version icon next to the file name. The version icon is not, however, displayed for Box Note files and Markdown files. This icon shows you how many previous versions of the file are saved. If you click the icon, you’ll see the older versions, can download them, or make an older version the most current one. When you delete an older version of this file, the deleted version is retained as determined by the trash policy for your account. You cannot restore a deleted version after the trash policy's expiration date. # Download Box Drive and Edit Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/download-box-drive-and-edit In this article you will learn how to: * Access all your folders from your local Box Drive folder * Edit content directly from Box.com through Box Tools Box Drive is a productivity tool that streams all your content from Box, right to your desktop, taking up very little hard drive space. Open your Windows Explorer or Mac Finder to find every file you need and see all your changes saved up to Box from your desktop. If you want to have specific folders available for offline use, Box Drive will allow you to [mark folders for offline access](/en/box-drive/deploying-and-managing-box-drive/enabling-the-mark-for-offline-feature-for-your-enterprise) specific to each device you use. ## Download Box Drive and Edit You can download both Box Drive and Box Edit [here](https://www.box.com/box-for-devices/). ## View all Box files within Mac Finder or Windows Explorer With Box Drive, all your Box files are available and streamed to your Box Drive folder without occupying any hard drive space. * Right click on any file to reveal additional Box functionality to copy or email shared links and to view the item on Box.com. In addition, files can be locked/unlocked and Box Notes can be created on folders. * You can Mark Folders for Offline on Box Drive! Selectively sync down folders from your Box account to your local machine to continue working offline. [Check out the article here for more information!](/en/box-drive/getting-started-with-box-drive/making-content-available-offline) ## Using Box Drive With all your files available to view on your local computer, you can seamlessly edit Box files directly from your Box Drive folder. When you make a change to a file that’s located in your Box Drive folder, that change will also be reflected in Box. [To learn how to navigate Box Drive check out this article here!](/en/box-drive/getting-started-with-box-drive/using-box-drive-basics) ## Using Box Edit After installing Box Edit, you'll be able to open documents in your Box folders from the web directly on a desktop application. Select the **Open** button in the top right corner, which will open the native application (for example: Microsoft Office) associated with that application directly on your desktop. Read our guide on [using Box Edit with your files](/en/box-tools/using-box-tools/opening-and-editing-files-with-box-tools) for more. # Replace Email Attachments with Shared Links Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/replace-email-attachments-with-shared-links In this article, you will learn: * How (and when) to share a link that points directly to a Box file or folder * How to add security options to your shared links For those occasions when you need to offer only quick, view-only access to your Box files or folders, a Box shared link is an easy – and secure – alternative to an email attachment. **Shared link**: A unique URL that allows the recipient to access either a specific file or folder. Shared links differ from collaborators in that they can be accessed by those who do not have Box accounts. ## What are my options when I create a shared link, and what do they mean? * **People with the link**: Anyone with the link can access the content it points to – no Box account is required. For extra security, you can also set a password or expiration for the link, as well as restrict download access for link viewers. * **People in your company**: Users with a Box account and a validated email address matching your domain will be able to access content via the shared link. You can set an expiration date and restrict download and/or preview access for link viewers. - When accessing the link, users will be asked to log in to Box to verify their identity. - Collaborators in the folder can also access content if this option is selected (including any external business partners with the link). > [!NOTE] > > In most cases, “people in your company” is self-explanatory -- everyone with your company’s email domain can access this shared link. However, certain very large enterprises can consist of two or more subsidiaries or affiliates, each of which has its own Box Enterprise ID (EID). In this case, you can define whether “people in your company” refers to people who all share an email domain (such as [person@acme.com](mailto:person@acme.com)), or whether it refers only to people whose business shares the same Box EID as the person sending the link. > > [To define your company by email domain or by EID](/en/box-admin-tools/how-to-guides-for-admins/shared-links-settings-for-your-enterprise) > > [More on EIDs and email domains](/en/box-admin-tools/managing-content/enterprise-settings/distinguishing-between-email-domains-and-box-eids-for-shared-links) * **People in this folder**: Only users who have been invited to the folder can access the content in the folder. > [!NOTE] > > Collaborators already have access to their content, but can easily direct one another to a specific file or folder using the shared link. * **Remove**: This option removes and deletes the shared link assigned to that file or folder so it can no longer be accessed, even if someone has the old link. # Replace Email Chains with Comments and Tasks Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/replace-email-chains-with-comments-and-tasks In this article, you will learn how to: * Exchange ideas and feedback with your team through **comments** * Set deadlines and maximize productivity through **tasks** Comments and tasks are a great way to stay on the same page as your teammates, and to keep others accountable for their work. ## Comments Comments provide a powerful way to drive discussion around content in your Box account. Use comments to request feedback from others, make notes to yourself, notify others of updates to a file, and a variety of other social interactions. You can view comments in the Preview page of a file within the sidebar to the right, or post your own in the "Write a comment" box at the bottom. Collaborators in that folder can reply directly to a comment or add their own comments. ### Communicating with a colleague: * Start your message with the **@** symbol and begin typing the name of an individual whom you want to message.  Their name displays in blue. * Click the name of the collaborator you want.  Then finish typing your comment. The recipient receives an email, and your message populates their Box account. This message also remains with the file or folder on which you’ve commented.  This gives context for others coming to work with this information. > [!NOTE] > > When @-mentioning, the person to whom you are directing the message must already be a collaborator in the folder. ## Tasks Here’s another way you can use Box to tame the email beast and get your inbox under control: assigning tasks. Example: Instead of shooting your coworker an email asking for quick feedback on a file, consider creating a task for them to keep the whole process right in one centralized location. This feature enables you to assign a task to yourself, and/or your collaborators. **To create a task:** 1. In the right-hand **Activity** sidebar of the preview window, click **Add Task** and select the type of task you wish to assign. 2. In **Select Assignees**, enter the name of the collaborators who you would like to have complete the task. 3. To specify that the entire task is completed when any **one** assignee completes it, check **Only one assignee is required to complete this task**. Otherwise, Box marks the status "Completed" or "Approved" when **all** assignees have completed the task. 4. In **Message**, add a brief description of your task to help the collaborators understand your task. 5. In **Due Date**, optionally add the date when the task should be completed. 6. Click **Create** to assign the task. > [!NOTE] > > You can only assign tasks to existing collaborators in the folder. If you would like to assign a task to a person who is not already a collaborator, you will first need to invite them to join the folder, then assign the task. When you assign a task to a collaborator, that person automatically receives an email reminder 24 hours before the due date you assigned. Only the creator of the task can edit or delete a task.  But they can do this only **before** the task has been acted upon.  When the assignee has completed, approved, or rejected a task -- or, in the case of multiple assignees, when everyone has completed the task -- the task cannot be edited or deleted. **To edit or delete a task:** 1. In the **All Files** window, click the appropriate file name. 2. In the preview window, locate the task and, to the right of the task name, click the ellipsis (**...**). 3. To edit the task, click **Modify task**. To delete the task, click **Delete task**. If you have been assigned a task you will receive an email notification containing a link to go directly to the task. Additionally, in the title bar at the top of your Box account window, you can click the clipboard icon to see any open tasks assigned to you. To complete the task, select the **Mark as Complete**, **Approve**, or **Reject** option, depending on the type of the task. # The Basics of Box Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/the-basics-of-box Welcome to Box – the intelligent content management platform. Box is a single, secure place to store, share, and work with files while applying AI, automation, and governance so information stays useful—not scattered across tools and inboxes. You can use Box to unlock value from that content in an AI-first world without trading off security. Before you dive into the broad capabilities that drive intelligent content management, learn about the basics and discover what you can achieve with Box. ## What is Box? At its core, Box helps you manage unstructured content in the cloud—folders, permissions, search, and versions—so the right people can access the right files from anywhere. Intelligent Content Management goes further by combining content and AI: you can get strategic insights from documents, speed up routine work with automation and agents where your organization enables them, and apply retention, classification, and security controls at scale. Box is designed to be LLM-agnostic and enterprise-ready, so innovation on top of your content can happen within the same guardrails your admins set. ## When does Box help? The next time you run into situations like these, Box is built to be your starting point: * You need **one authoritative copy** of a file or project folder—not a thread of conflicting attachments. * You are not sure **whether a doc is still current**, who owns it, or **who has access**. * You want to **collaborate** with teammates or external partners with clear roles (view, edit, co-edit) and an audit-friendly trail. * You are looking for **something you know exists**—by title, metadata, or text inside the file—without opening ten different apps. * Your organization requires **retention, legal hold, e-signatures, or compliance** workflows tied to real content. Box brings those outcomes together in one platform instead of stitching together separate file shares, chat attachments, and point tools. ## What you can achieve Depending on your role and what your admin has turned on, you can use Box to: * **Work from anywhere**—browser, mobile, and (where available) desktop sync through [Box Drive](/en/box-drive/getting-started-with-box-drive/about-box-drive), with familiar navigation, search, recents, and collections. * **Share and co-create securely**—invite collaborators, use shared links appropriately, and use apps like [Box Notes](/en/box-notes/creating-and-editing-box-notes/introducing-box-notes) or [Box Canvas](/en/box-canvas/box-canvas-for-admins/introducing-box-canvas) for real-time teamwork. * **Move faster with AI**—ask questions, summarize, and extract structure from content with [Box AI](/en/box-ai/getting-started/what-is-box-ai) where enabled, including across curated libraries in [Box Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs). * **Run content-centric processes**—route reviews, collect signatures with [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign), automate handoffs with [Box Relay](/en/box-relay/about-relay/introducing-box-relay), and connect to other systems using integrations and [Box for Developers](/en/box-platform/box-platform-overview-and-resources). ## Common use cases Depending on your needs, follow the matching guide to learn more. | Use case | Product guide | | - | - | | Learn everyday Box: organize folders, share safely, and collaborate on files. | [Box Fundamentals](/en/box-fundamentals/for-users/getting-started/the-basics-of-box) | | Configure your organization: users, access, security settings, and admin visibility. | [Box Admin Tools](/en/box-admin-tools/index) | | Ask questions, summarize, and draft from your enterprise content with secure AI. | [Box AI](/en/box-ai/getting-started/what-is-box-ai) | | Build intelligent apps with dashboards, metadata views, and integrated workflows. | [Box Apps](/en/box-apps/box-apps-for-box-admins/about-box-apps) | | Preserve content long term for compliance and defensible retention. | [Box Archive](/en/box-archive/getting-started/introducing-box-archive) | | Brainstorm and align visually with secure digital whiteboarding. | [Box Canvas](/en/box-canvas/box-canvas-for-admins/introducing-box-canvas) | | Meet regulatory and industry requirements for data and content. | [Box Compliance](/en/box-compliance/keysafe/about-keysafe) | | Generate documents from templates in Box, Relay, Salesforce, and custom apps. | [Box Doc Gen](/en/box-doc-gen/about-box-doc-gen/introducing-box-doc-gen) | | Work with Box files from your desktop using Explorer or Finder. | [Box Drive](/en/box-drive/getting-started-with-box-drive/about-box-drive) | | Pull structured data and metadata from unstructured files with AI and OCR. | [Box Extract](/en/box-extract/about-box-extract) | | Collect information through secure web and mobile forms and kick off follow-on work. | [Box Forms](/en/box-forms/about-box-forms) | | Manage retention, legal hold, disposition, and the content lifecycle. | [Box Governance](/en/box-governance/retention/disposition-insights) | | Curate and publish content in intelligent portals for the right audiences. | [Box Hubs](/en/box-hubs/box-hubs-for-admins/about-box-hubs) | | Capture, view, and share content from phones and tablets. | [Box Mobile](/en/box-mobile/index) | | Co-edit plans and notes in real time from any device. | [Box Notes](/en/box-notes/creating-and-editing-box-notes/introducing-box-notes) | | Extend Box with APIs and developer tools while keeping security and compliance. | [Box for Developers](/en/box-platform/box-platform-overview-and-resources) | | Automate content-centric processes with a no-code workflow builder. | [Box Relay](/en/box-relay/about-relay/introducing-box-relay) | | Classify content, apply advanced controls, and detect threats to sensitive data. | [Box Shield](/en/box-shield/using-box-shield/introducing-box-shield) | | Plan and run large-scale migrations into Box from other systems. | [Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) | | Request and complete e-signatures where your content already lives. | [Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign) | | Use legacy desktop sync with Box (with guidance to move to Box Drive when appropriate). | [Box Sync](/en/box-sync/using-box-sync/about-box-sync) | | Open and edit Box files in installed desktop applications. | [Box Tools](/en/box-tools/using-box-tools/installing-box-tools) | ## Next Steps Now that you know the basics, get started by following our [guide through the first steps](/en/box-fundamentals/for-users/getting-started/box-user-basics). # Upload Your Content to Box Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/upload-your-content-to-box For all new users, we're thrilled you're here! One of the most important things you’ll do is – yes, you guessed it – put all your files on Box for others to see and share. You've got quite a few options in transferring content all tracked here in the following options below: * [Upload through the WebApp](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-with-the-file-browser) * [Upload to Box Through Email](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/upload-to-box-through-email) * [Using Box with FTP or FTPS](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/using-box-with-ftps) * [Upload to Box through iOS drag-and-drop](/en/box-mobile/box-for-ios/using-ios-drag-and-drop) If you're looking to migrate large amounts of data – 100 GBs or more – consider using [Box Shuttle](/en/box-shuttle/about-box-shuttle/introducing-box-shuttle) content migration tooling and services. > [!NOTE] > > Box will process data that is derived from the files you upload to Box (for example, EXIF, XMP, IPTC metadata) to deliver a better experience. For more information and overview on how to upload your content to Box, check out [Uploads and Downloads Resource Center page here!](/en/box-fundamentals/for-users/uploads-and-downloads/uploading-and-downloading-files-and-folders-to-box/drag-and-drop-files-into-box) # What Box Email Notifications Cannot Be Disabled? Source: https://docs.box.com/en/box-fundamentals/for-users/getting-started/what-box-email-notifications-cannot-be-disabled Box provides everyone with controls to manage what types of [email notifications](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#email-notifications) they receive about their content. You can specify email preferences from the full account level down to the individual file settings. However, there are some email notifications that cannot be turned off. They are listed below: * Collaboration invitations * Collaboration invitation acceptances * Collaboration expiration notifications * Shared Link expiration * Password reset emails * Task assignment and reminder notifications * Comments @mentions * Box Notes comments and annotations * You can disable emails generated by Box Notes comments and annotations, but only by clearing both "**In Items I Own**" and "**In Items I've Joined**" in the users' email notifications setting for comments. Find [more information on folder settings here](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings#email-and-notifications-settings). * Invitations to join a Box enterprise * Email Upload Success/Failure notifications * When using the Email Upload functionality, Box will send the uploading user an email to confirm whether their upload completed successfully or failed. * Service Emails * These email notifications are generally sent to Box administrators and contain information about upcoming product changes, end-of-life notices for Box services, and other important items we need to share with your organization. # Adding Descriptions to Folders and Files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/adding-descriptions-to-folders-and-files A **Description** can be added to Folders or Files on the Box Web Application, as long as **you have Editor access** in the folder. 255 characters is the maximum character limit for the Description field. ## **Folder:** 1. Click the folder (do not open the folder). 2. In the right pane under Details, you will see the Description where you can enter or modify a description. ![fo-png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/fo.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=72b996e0d0f395f7456229da9ef60daf) ## **File:** 1. Click the file (do not Preview the file). 2. In the right pane under Details, you will see the Description where you can enter or modify a description. ![Box folder view with Details pane showing Enter a description field.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/file-preview-description-sidebar.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=d222b348c03a93fd4338cd3d361e1eaa) # Box Folder Settings Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings The folder settings page enables you to control the actions possible within a specific folder, and modify the default settings to better suit your needs. Sub-folders inherit these folder settings, and the settings cannot be 'undone' at a sub-folder level. Some settings can be modified only by folder owners and co-owners. **To modify folder settings:** 1. Hover over a folder and click **More Options** (![More Options button](/images/shared/button-3-dots2.png)). (Or right-click on a folder.) 2. Click **Settings**. ## Collaboration Section The settings in this section are configurable by folder Owners and Co-Owners.
SettingDescription
**Invitation Restrictions**\ Invitation restrictions settings also apply to all files in the folder.
Only folder owners and co-owners can send collaborator invitesDetermines who can send collaborator invites to the folder. If enabled, users with the access level of editor or below are not able to invite collaborators into this folder.
Restrict collaboration to **Within \[your organization]**Determines who can be collaborated into the folder.  If enabled, only users within your organization are able to join this folder as collaborators.  **Within \[your organization]** is determined by email domain; thus, users from external tenants using your organization's domain can be invited.
Allow anyone who can access this folder from a shared link to join as a collaboratorDetermines whether users who follow a shared link to this folder are prompted to join as collaborators. If enabled, also select the access level for these users:
  • Editor (default)
  • Viewer
\[!NOTE] Any permissions and restrictions placed on the shared link still apply​.
**Commenting**\ Commenting settings are available only to Enterprise-level accounts.
Disable commenting for this folderDetermines whether people can leave comments and annotations on content in this folder. If enabled:
  • Existing comments and annotations on content in this folder are hidden.
  • New comments and annotations cannot be added.
\[!NOTE] Comment creators can modify or delete existing hidden comments. Any such modification or deletion remains hidden while this setting is enabled. When this setting is disabled, modified comments display.
**Shared Link Access**
Only collaborators can access this folder via shared linksDetermines whether people who access the folder via a shared link must also be collaborators in the folder.
## Privacy Section
SettingDescription
**Privacy**
Hide collaborators and their activity from non-ownersDetermines who can view collaborators and their activity in the folder. If enabled, only the folder owner and co-owners are able to view collaborators and their activity in the folder.\ This setting also removes the ability for non-owners and non-co-owners to invite collaborators.
## Watermarking Section The settings in this section are configurable by folder Editors.
SettingDescription
**Watermark Folder**
Enable watermarking for this folderDetermines whether content in this folder can be watermarked.\ [Watermarking](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/watermarking-files) places a semi-transparent overlay of the current viewer's username and time of access across a document. Box Notes, video, audio, Flash, and 3D files are currently not supported.
## Uploading Section The settings in this section are configurable by Owners, Co-Owners and Editors.
SettingDescription
**Email Uploads**
Allow uploads to this folder via emailDetermines whether people can opt to upload content to this folder via email. If selected:
  • Enter a valid email address.
  • Decide whether you want to allow email uploads only from collaborators on the folder.
To upload to the folder via email, attach a file to an email, and send it to the email address generated.
Overwrite files with the same name when uploading by email or widgetDetermines whether files with the same name are overwritten when they are uploaded via email or widget.\ Configurable only by owners and co-owners.
**Email Uploads** ![folder settings - 6](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/folder-settings-6.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=1a078d8370dcfc8ad89301b858d4d272) ## Automated Actions Section
SettingDescription
**Delete or Unshare**
Auto-delete this folder on a selected dateDetermines whether  this folder is automatically deleted on the selected date. If enabled, also select a deletion date.\ **Note**\ When a folder is auto-deleted, no notifications are sent to the owner or collaborators on the folder.\ Only Owners can enable this setting for the root folder. Owners, Co-owners, and Editors can enable this setting for sub-folders.
Unshare this folder on a selected dateDetermines whether this folder is automatically unshared on the selected date. If enabled, also select an unshare date.When a folder is auto-unshared:
  • Collaborators remain in the folder. However, the shared link expires.
  • This applies **only** to the particular folder to which the setting is applied. The setting does **not** affect shared links to files or sub-folders in the folder. 
Only Owners, Co-Owners, and Editors can enable this setting.
## Email and Notifications Settings | Setting | Description | | - | - | | Notifications | Determines who receives notifications as the result of events in this folder. Select from: • **Use my default notification settings** - To receive notifications according to your notification preferences in your [Account Settings](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings). • **Override default settings for this folder and all subfolders** - To set custom notification preferences for the folder. If enabled, also select:   • **Disable all email notifications for all collaborators** - To disable all email notifications for this folder and all subfolders, and also disable the ability to select notification events. Only Owners and Co-Owners can select this option.   • Which events in the folder and sub-folders will generate notifications (available only when **Disable all email notifications for all collaborators** is disabled*)*, from:     • Previews     • Downloads     • Uploads     • Deletes (selected by default)     • Adds a comment (selected by default) | You can adjust email notifications at enterprise-wide, account-wide, and folder-specific levels. * [Enterprise-wide email notifications](/en/box-admin-tools/how-to-guides-for-admins/manage-notifications-for-enterprise-users): When email notifications are applied in the Admin Console, this becomes the default for all newly created end users until the end user adjusts their settings. * [Individual account-wide email notifications](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#email-notifications): When email notifications are applied in **Account Settings**, this becomes the default notification setting for all newly-created folders in the account OR for folders that are set to **Use my default notification settings**. * End users in a Box instance can have different account wide settings by manually adjusting their email notification settings. * [Folder-specific level email notifications](#email-and-notifications-settings): When email notifications are applied in **Folder Settings**, this becomes the default email notification for all files in the folder and subfolders. * Different users collaborating in a folder can set their own specific folder-level email notifications (if allowed by the folder owner). ## Known Issues * In some cases, [notifications are not sent or multiple notifications are sent](https://support.box.com/hc/en-us/articles/4417769636371-Notifications-not-sent-or-multiple-notifications-sent). * Due to the [notifications are not sent or multiple notifications are sent](https://support.box.com/hc/en-us/articles/4417769636371-Notifications-not-sent-or-multiple-notifications-sent) issue, users may receive notifications about their own actions. For example, they may be notified about any changes they introduced to folders. # Create New Files And Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/create-new-files-and-folders In your Box account, you can organize your files in folders just as you would on your computer. To **create** a new file or folder: * Click the **New** button in the upper-right corner of the page. ![Add file or folder drop-down](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/add-folder-drop-down.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=46422410ab0f58fad11dce34ddce5f1f) * Choose what you would like to create. You can create a new **Folder**, **Bookmark** (to any URL), **Box Note**, **Microsoft Office file**, or **Google document**. The options shown here may differ based on the settings you or your account admin have enabled. * A pop-up window will appear prompting you to enter the name of your new file or folder. If you are creating a new folder, you'll also be prompted to invite '[collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/inviting-collaborators)' to the folder. If you do not invite any collaborators, the folder will remain private. * Click 'Create' to complete the process. > [!NOTE] > > Folder paths have a limit of 255 characters so keep folder and file names as concise as possible to avoid running up against this limit. # Delete Files or Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/delete-files-or-folders There are several ways to delete files and folders individually or en masse. ## Deleting a file or folder To **delete** a file or a folder: * Right-click or click the ellipsis (**...**) on a file/folder and then click **Trash**.  Alternatively, you can click next to the file/folder name to select it, then in the upper-right click the trash icon. * Box moves the item to your **Trash** folder and displays a confirmation message.  You can undo the delete action by clicking **Undo** in the confirmation message. ![trash-delete-files-png](https://mintcdn.com/product-docs/MAU_zMhcfTWCNNsg/images/box-fundamentals/trash-delete-files.png?fit=max\&auto=format\&n=MAU_zMhcfTWCNNsg\&q=85\&s=ee3120d1f56b932f4b9ee05035bb08b3) ## Deleting multiple items To delete multiple files and/or folders: 1. Select the items you'd like to delete by **pressing and holding the Shift or Command key** and **clicking** next to each file/folder name.  Press **Shift** to select everything between the first and last item.  Press **Command** to select multiple items individually.  Selected items are highlighted. 2. When you have selected all items, scroll to the top of the file display and in the upper-right click the trash icon. ![trash2highlight-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/trash2highlight.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=f4f5d8c49e08467edf3ae39485663023) ## Automatically deleting a file **To set a date to automatically delete a file:** 1. In your Box account, hover on the file. 2. Click the ellipsis (**...**) and select **More Actions**. 3. Click **Set Expiration**. 4. In the **Set Auto-Expiration** window, check **Auto-delete this item on a selected date**. 5. In the date field, type a date or click the calendar icon and select a date. 6. Click **Save**. ## Automatically deleting or un-sharing a folder **To set a date to automatically delete or un-share a folder:** 1. In your Box account, hover on the folder. 2. Click the ellipsis (**...**) and select **Settings**. 3. Scroll down to **Automated Actions**. 4. Check the option you want. 5. In the date field, type a date or click the calendar icon and select a date. 6. Scroll to the top of the page and click **Save Changes**. > [!NOTE] > > If you delete an item inadvertently, Box does not immediately remove it.  Instead it remains in your trash for 30 days, during which time you can recover it.  (Administrators of Business and Enterprise accounts can shorten or lengthen this 30-day period.) [More information on managing trash](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash) in Box. # About the New UI and Collections Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/introducing-the-new-ui-and-collections ## Welcome to the New UI and Collections! The new web UI is a rich -- yet simplified -- experience enabling you to effortlessly organize, access, and work with your most important content.  With the new web experience, you have the ability to cut through the noise and easily navigate to content with a clear, simple experience that is personalized to the way you prefer to work. We've also added Box Collections.\ Box Collections enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share.  And although the content may be shared, your collections are not shared and are visible only to you. Using Box Collections you can * intuitively organize your Box content into logical groupings of your choice, * name these groupings to provide clear and meaningful context, and * quickly find the content you need right now. Here's a quick video tour to introduce the high-level features you'll see: [https://cloud.app.box.com/embed/s/9ix40wtdtmbjyn421642ctql84rkk15v](https://cloud.app.box.com/embed/s/9ix40wtdtmbjyn421642ctql84rkk15v) # Managing Trash Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash Box stores items you place in Trash for a certain period of time. That default period is 30 days, although Box administrators of business and enterprise accounts can shorten or lengthen it. While items are in your Box Trash, you can recover and restore them to their original locations in your Box account. You can also search your Trash to locate specific items you can recover or delete manually. > [!NOTE] > > * When items are deleted from a collaboration folder, both the owner and the person who deleted the item can recover the items from the Trash. > * If you are removed as a collaborator from a file or folder that you've deleted, you no longer see that item in Trash. To see the item in Trash, you must be again added as a collaborator to that item. **Storage Allocation** Items in your trash **do not count** towards total storage allocations. **Accessing the Trash** To open the Trash page, in the left-hand sidebar, hover over the **More** option and click **Trash.** ![The Box left sidebar with the Collections menu expanded, showing Integrations, Canvas, Synced, and Trash options.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/managing-trash.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=dfa9a24e050b69b5c6de8e47f76d411f) ## Sorting, Filtering, and Searching You can search for specific files or folders in Trash. Search through your Trash folder the same way you would search any other Box folder. The trash search returns items in the trash that the user has Viewer Uploader access to. The results include "Items I own," "Items I deleted" and also other trashed items that the user has edit access to. > [!NOTE] > > AI Sessions, Extract Agent, and Automate workflows do not currently display in the search results. **To search through your Trash folder:** 1. Navigate to your Trash folder. 2. Toward the top, click the **Search Files and Folders**. 3. In the box that displays, enter any search parameters. 4. Check **Only search inside of “Trash”**. 5. Press Enter. ![OnlySearchInsideOfTrash.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/onlysearchinsideoftrash.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=50a56c429a554322b98d380670405ecb) **To sort and filter all items within the trash folder:** You can filter content by items you own, or by items you’ve deleted. To do this, directly beneath the folder label (**Trash**), click the **Items I Own** (or **Items I Deleted**) down arrow. Then click the option you want. ![ItemsIOwnDelete.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/itemsiowndelete.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=fc8eb69d9390e13b73c821dd1064bbcc) * The **Items I deleted** filter displays all items you have deleted, regardless of who created or owns the item. * The **Items I own** filter displays all deleted items you own, regardless of who deleted the item. > [!TIP] > > Filtering by **Items I Own** is helpful when trying to track down content that may have been deleted by a collaborator in a folder you own. ## Recovering and Deleting Items You can manually restore or permanently delete any file or folder in your trash. To delete an item, however, you must have permission to do so. **To restore or permanently delete specific items in Trash:** The steps below apply whether you’re selecting from search results or from all Trash items. 1. Hover to highlight the row of the item you want. The **More Options** ellipsis (**…**) displays. 2. Click the ellipsis (**...**). Then: * To return the item to its original location in Box, click **Restore**. * To delete the item permanently, click **Delete**. 3. At the prompt, click **Okay**. ![RestoreDelete.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/restoredelete.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=7e539cd20318ba7c3ab5971c667d5fa1) When you delete an item, Box removes it from your Trash folder and starts the 14-day grace period. Box does not delete content to which a Governance or Retention policy is applied. Due to asynchronous processing, some deleted items may return to your trash if Box determines that they cannot be deleted due to a Retention or Legal Hold policy. For these items, Box displays a message in the **Details** column of the Trash window. Open the side panel for the selected item to see more Retention policy details. ![Restore\_Item\_Retention\_Message.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/restore-item-retention-message.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=2e0c2ed5df8bdc92fca3be91db2c540a) Content under Retention and deleted from a user’s trash will be returned to the folder structure from which it was deleted in that user’s trash. Additionally, users can delete content under Legal Hold. Thus, preserving content in Box does not alert end users to the fact that content is being held for legal preservation; this is known as a silent legal hold. Content under Legal Hold and deleted from a user’s trash remains accessible to admins via the Content Manager. Deleted content under Legal Hold will be returned to the folder structure from which it was deleted in that user's trash. > [!WARNING] > > Contact [Box Product Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=) immediately if the content you deleted is no longer in your Box Trash. When Box purges your trashed content there is still a 14-day grace period for paying customers, during which Product Support can recover your content. Beyond this 14-day grace period, however, content purged from your Box trash may not be recoverable and may be lost forever. > > Please note that this recovery grace period does not apply to Free accounts. We are unable to support file recovery for our Free Individual plan. You can also act on multiple items at once. To do this, use the multi-select key combination for your OS (Windows or Mac). When you have selected all the items you want, right-click anywhere in a selected area. Then click either **Restore** or **Delete**. When you restore content from the trash, Box restores most of its details as well, including any: * Description * Tags * Comments * Tasks * Share state (whether the shared link is enabled or disabled) * Expiration setting on shared links * Collaborators Box does **not** restore: * Expiration settings for deletion * Certain application-specific configurations or associations linked to the item. You can also restore or delete the entire contents of the Trash folder. To do this, open your Trash folder. Then: * To restore the entire contents of your trash, towards the top-right, click **Restore All**. ![RestoreAllHighlighted.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/restoreallhighlighted.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=e24c25a40ac8b82c67ba30dc275e6749) * To permanently delete the entire contents of your trash, towards the top-right, click **Delete All**. * Both **Restore All** and **Delete All** affect all items in your trash, not just those displayed. The **Delete All** option does not display if you do not have permission to delete items from your trash. > [!NOTE] > > Restoring a parent folder doesn't restore any sub-items that were deleted before the parent folder was deleted. # Moving and Copying Files & Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/moving-and-copying-files-folders There are a few ways you can **move or copy** a file or folder. **Drag and Drop:** You can move a file or folder from one folder to another by dragging it from its current location and dropping it into the destination folder, just as you would with a file on your desktop. **Folder Tree:** 1. Right-click the file or folder you want, and from the menu that displays click **Move or Copy**. The **Move or Copy** window opens. 2. Scroll down if necessary to find the destination folder you want. * If you need to, click on any folder you see to access its subfolders. 3. Click anywhere in the row of the folder you want. The corresponding circle fills in, indicating your choice. ![move-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/move.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=e23320370aaa1ae770d8e277debdf6cb) 4. Click **Move** or click **Copy**. You can also open the **Move or Copy** window by clicking the ellipsis (**...**) to the right of the item you want to move or copy. Or you can click anywhere next to the item you want and, in the top-right portion of the screen, click **the ellipsis (...)**. **To move or copy multiple items at once:** 1. Do the same actions as you do when selecting multiple items on your desktop: * On Windows machines, to select multiple items in a group, press and hold SHIFT and click anywhere next to the items you want. To select multiple scattered items, press and hold CTRL anywhere next to each of the items you want. * On Mac machines, to select multiple items in a group, press and hold SHIFT and click anywhere next to the items you want. To select multiple scattered items, press and hold CMD and click anywhere next to each of the items you want. 2. In the top-right portion of the screen, click **the ellipsis (...)** to open the **Move or Copy** window. ### Moving large folders Moving large folders, that is, folders with thousands of files and folders with many sub-folders, may take an extended period of time, potentially several minutes or longer. During such a move, both the origin and destination folders, including all sub-folders, will be locked for the duration of the move, which means no move, create, copy, upload, delete, or restore operations can be performed on or in either folder until the move is complete. Here's an example of the alert when you * Move or copy a folder that contains more than 8,000 items. * Delete a folder that contains more than 8,000 items. * Transfer ownership of a folder that contains more than 8,000 items. ![lfo-confirmation-alert-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/lfo-confirmation-alert.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=99573af81582a3af039f43cdc39d0cc7) > [!NOTE] > > Copy and move operations are not supported for certain content types managed by Box applications, such as Automate workflow, AI sessions, etc. These items cannot be moved or copied. When the user is deactivated or deleted from the enterprise, this content moves along with the rest of their content. ### When folders have different access restrictions on content In certain scenarios when you move or copy content from one folder to another, and the destination folder has a less restrictive setting, Box displays an alert. When you copy content into a new folder, access permissions in the destination folder are inherited by the new folder.  If a user is directly collaborated in one of the source's child files/folders, this user does not have access in the copied folder. When you move content into a new folder, the following access changes happen: * The Owner of the parent destination folder becomes the Owner of the newly moved folder. * All collaborators of the destination parent folder inherit the collaborator access to the newly moved folder. * The collaboration roles of the previous owner and previous collaborators depend only on the roles they have in the destination folder's parent folder. * If a user was collaborated on one of the child files/folders directly, this user continues to have direct collaborator access to that folder, even after the move is completed. It’s possible your destination folder has a permission level less restrictive than that of your source content. This could affect your decision to transfer your content in the first place. But you can’t know this in advance. So Box alerts you to any potential change in the access level of the content you’re moving. Specifically, Box determines: * Whether the destination folder contains any files that include an external collaborator * Whether either the destination folder OR any of its parent folders contain any files with an open shared link. If either of the above are true, Box displays an alert so you can decide whether to complete your copy or move action. Here’s an example: 1. You have a folder labeled “Project Sherlock,” and only other people in your company can access that folder’s content. 2. You decide to move your “Project Sherlock” folder into another folder labeled “Project Watson.” * But the “Project Watson” folder allows external collaborators. This could be true if just one person outside your organization has collaborated on just one file in the “Project Watson” folder (because permissions must apply to all of a folder’s content – not just some of it). This extends to content transferred into the folder. 3. You move the “Project Sherlock” folder into “Project Watson,” unaware that by doing this you are allowing Project Sherlock files to be shared with others outside your organization. 4. Before completing the move, Box displays an alert advising you of the discrepancy in content access levels between your source and destination folders. 5. You can decide whether to continue with your folder move or cancel and find an alternative (for example, moving “Project Sherlock” into another folder). Here's the alert when the destination folder or any of its parent folders have a public shared link enabled: ![securityindicators-sharedlinkalertbox-50458-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-sharedlinkalertbox-50458.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=bc3cc115badf97b1ed631067b51b9593) Here's the alert when the destination folder or any of its contents include external collaborators: ![securityindicators-externalcollaboratorpresent-50458-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-externalcollaboratorpresent-50458.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=89660f489b488dda3880f5d95b7baee6) And here's the alert when the destination folder or any of its contents are owned or co-owned by an external collaborator: ![securityindicators-externalcollaboratorowns-50458-png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/securityindicators-externalcollaboratorowns-50458.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=53a88fe45e8db5bcbcda539fa539673c) [More on Box security indicators.](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/avoiding-unintentional-exposure-of-your-files-and-documents) # Rename Files And Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/rename-files-and-folders To **rename** a file or folder, **right-click** the item (or click the ellipses (**...**)), then select **Rename**. This will open up a text box where you can change the file name. ![File list with Rename option shown in the row actions menu.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/rename-file-more-options-menu.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=f5632533794c5d46722d5fdeac4ecffd) You can also rename a file from the preview screen. ![File preview with editable file name field at the top of the screen.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/rename-file-from-preview.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=8bf9d980f2f8e42706fa1f9ed5fcf35d) > [!NOTE] > > Folder paths have a limit of 255 characters so keep folder and file names as concise as possible to avoid running up against this limit. # Search for Files, Folders, and Content Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/search-for-files-folders-and-content ## Searching for Files and Folders **How to Search:** To search for a file or folder, click into the search bar shown in the center of the header. As you begin typing, suggested results will appear below the search bar. If one of the suggested results is the item you need, simply click on it to be taken to it directly. If you would like to see all the results for your search query or if you don’t see the file or folder you are looking for, press Enter/Return on your keyboard or click **See all** or **Search folders and files** at the bottom of the list of suggested results. > [!NOTE] > > The order of results in the drop-down may vary from the full results page. Based on your enterprise settings, the results themselves may differ as well. ![box-web-app-search-bar-results-jpeg](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/box-web-app-search-bar-results.jpg?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=41c2e961d80ab96bdb6a58e0d32f4b40) **Using Search Filters:** To open the filter menu, click the **Search Options** icon from the search bar. ![filter-settings-panel-jpeg](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/filter-settings-panel.jpg?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=1b6f125803bcae151dcb6b2069136589) You can filter results by: * Keywords * File type * Box Note * Box Canvas * PDF * Document * Spreadsheet * Presentation * Image * Audio * Video * Drawing 3D * Folders * Date modified * Anytime * Between last day to last year * Custom range * File Owner * In Folder * Anywhere in Box * In trash * Specify a folder * Search Only * Comments * Descriptions * File and folder names * File contents * Tags * File Size * Between 0 MB to 1 GB+ * Tags * Metadata * Select a custom template Box indexes the ten most recent editors of files, and enables you to search for a file's editors and creator by entering name or email address in the **Keyword** field. If you're using the API, Box provides the [`recent_updater_user_ids`](https://developer.box.com/reference/get-search#parameter-recent_updater_user_ids) parameter, which accepts a comma-separated list of user IDs to filter based on user ID. You can also set filters after viewing all search results from the search results page. Use the drop-downs at the top of the screen to filter by file type, date uploaded, search titles or open the filters panel. ![marketing-search-png](https://mintcdn.com/product-docs/VZLIcIGDdKj92oYw/images/box-fundamentals/marketing-search.png?fit=max\&auto=format\&n=VZLIcIGDdKj92oYw\&q=85\&s=568a1eb755dc2e8277d7c2f3f4ad6d83) **Search Suggestions** Use search suggestions to find alternatives for incorrectly spelled search terms. * Box’s search engine suggests an alternative “did you mean” search option for incorrectly spelled terms. * Click on the suggestion to execute a new query for the correctly spelled word. > [!NOTE] > > Search suggestions are available when the web page language is set to English. **Exact Match** Use double quotes (“ “) to search for exact matches on phrases. Parentheses are not valid in search expressions. > [!NOTE] > > Exact searches do not return search matches based on specific **character sequences**. Instead, they return matches based on phrases, that is, **word sequences**. For example: A search for "Blue-Box" may return search results including the sequence "blue.box", "Blue Box", and "Blue-Box"; any item containing the words "Blue" and "Box" consecutively. **Boolean Search** You can use Boolean operators in your search. The operators are AND, OR, and NOT. > [!NOTE] > > Box does not support lower case (that is, "and", "or", and "not") or mixed case (that is, "And", "Or", and "Not") operators. * **AND** returns items that contain both the search terms. For example: A search for ***marketing AND BoxWorks*** returns a result that has both ***marketing*** and ***BoxWorks*** within its text. It does not return a result that only has *BoxWorks* in its text. * **OR** returns items that contain either of the search terms. For example: A search for ***marketing OR BoxWorks*** returns a result that has either ***marketing*** or **BoxWorks** within its text. Using this operator is not necessary as we implicitly interpret multi-word queries as OR unless another supported Boolean term is used. * **NOT** returns items that contain the first search term but not the second. For example: A search for ***marketing NOT BoxWorks*** returns a result that has only ***marketing*** within its text. Results containing **BoxWorks** are omitted. **Long Queries** To preserve search performance, long queries (for example many words/tokens or many characters) may be truncated. **Saving Search Queries** * After you initiate a search, the search query term and any filters are encoded as part of the URL – even the filters such as **Date Modified** are preserved. * This makes saving a search query much easier. The two options to save a query are via Box’s bookmark capability or via the browser’s bookmarking feature: * When you’ve conducted a search that you want to save, just copy the URL into the clipboard. Then navigate to the **Files** page, click on **+ New** in the header and then click on **New Bookmark**. In the address field paste the address that you copied from the search. Each time you click that link – the same search is executed! * You can also bookmark that URL using your browser – each time you visit that bookmark the search is executed. ## How does search work? ### Search Indexing Box has a secure index for content much like the index in the back of a textbook. Every time a file or folder is changed, we add those words to the index in a process called indexing. When you conduct a search, we look in the search index for files and folders that match your query. When content is added, updated, or deleted in Box, we will update the search index accordingly. * **Search Availability**: It can take time between uploading or modifying a file for it to be fully indexed and ready to be searched. In most cases, you can expect newly added or changed files to be available via Box search in a few seconds. The current service load determines the index time and it may take more than a few seconds in some cases. * **Search Access**: Only content that you have access to (if you can preview and/or view) will display in search. Simply put, if you don’t have access to a file or folder within your account, it won’t show up in your search results.  Files that you recently accessed via shared link can also appear in your search results.  In addition, if you search within trash, the results display only content for which you have Viewer Uploader permission or above. * **Prefix Matching and Wildcard Search:** Trailing wildcards (also known as prefix matching) are implicitly included in search results because of the way text is indexed. Searching for Bo results in items with titles containing *Box* or *Boat* or *Boxer*. It is the equivalent of searching for Bo\* or Bo% in traditional search engines. Traditional wildcard notation is not supported by Box, such as %ox%. While we support prefix matching on titles, we do not support prefix matching on body content, suffix matching in the title or body content, or infix (middle of the word) matching in the title or body content. For example, a search on “cal” would match results for a file named “California” but not “decal” or “recall”. It would not match results with file body contents of prefixes, infixes, or suffixes including “California”, “recall”, or “decal”. * **Stemming**: Box Search uses [stemming](https://en.wikipedia.org/wiki/Stemming) to match terms from the query to terms in the index. Because of this, words that include the same stem may be included in the result set, even if the words do not contain the exact form in the query.  For example, “run” and “running” map to the same stem, so a search on “running” may return a document containing “run” in the title. * **File Content Searching**: The content within your files is also stored within the Box search index. The following file types support file content search: ‘boxnote’, 'csv', 'doc', 'docx', 'gdoc', 'gsheet', ‘gslide’, ‘gslides’, 'htm', 'html', 'msg', 'odp', 'odt', 'ods', 'pdf', 'ppt', 'pptx', 'rtf', 'tsv', 'wpd', 'xhtml', 'xls', 'xlsm', 'xlsx', 'xml', 'xsd', 'xsl', 'as', 'as3', 'asm', 'bat', 'c', 'cc', 'cmake', 'cpp', 'cs', 'css', 'cxx', 'diff', 'erb', 'groovy', 'h', 'haml', 'hh', 'java', 'js', ‘json’, 'less', ‘log’, 'm', 'make', ‘md’, 'ml', 'mm', 'php', 'pl', 'plist', 'properties', 'py', 'rb', ‘rst’, 'sass', 'scala', 'script', 'scm', 'sml', 'sql', 'sh', 'txt', 'vi', 'vim', 'webdoc', 'xbd', 'xdw', ’yaml’ * **Indexed Text per Document:** The Box search index stores up to 10,000 bytes (\~10,000 characters in English) per document for accounts from Business level and above. This amount can vary from document to document because of language, Box’s indexing method, and document type. * **OCR Support**: Box does not currently perform [OCR](http://en.wikipedia.org/wiki/Optical_character_recognition) on its documents. * **Document Versions:** Search only indexes content from the current version of a document, so that you do not have to sift through hundreds of irrelevant search results of outdated documents. You cannot use search to query non-current versions of a document. * **Language Support:** Box search supports the following languages: Chinese, English, French, German, Italian, Japanese, and Spanish. Box does not support indexing of multiple languages within a single document. * **Trash:** Searching the trash is available via the web and the API. ### Search Relevance The default order of the results displayed is based on the relevance score, which is our internal ranking system to predict which results are the most relevant for you based on your query. * **Factors Considered for Relevance:** We consider various factors in determining the order of results to show you. These include recency of the document, search query terms in the title, search query terms in the file contents and metadata (depending on account type and enterprise settings). * **Continual Improvement**: Search relevance is something that we are continuously working on improving. It is an iterative process and search relevance will improve over time. This means that result sets and ordering of results may change over time. * **Individualized Results:** You and your coworker may see different rankings for a variety of reasons such as you have access to different documents and you have varying personal histories in Box (for example, you have viewed/edited different files). * **Sort by Date:** If you prefer to see the results ordered by date updated, you can update the **sort by** drop-down to **Updated**. ### Punctuation and Special Characters * The Box search engine ignores the following punctuation and special characters: **!"#\$%&'()\*+,-./:;\<=>?@\[\\]^\_\`\{|}\~**. * If punctuation characters are within a word, the search function divides the word around the punctuation characters and returns occurrences of the multiple resultant strings, along with a concatenated version of the word.  For example, in searches for the strings "re", "organize", and "reorganize", search results include a folder titled "re-organize". # Using Collections Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/using-collections Box Collections enables you to create and name private collections of content in your Box account, where you can organize files and folders that you own or share.  And although the content may be shared, your collections are not shared and are visible only to you. Using Box Collections you can * intuitively organize your Box content into logical groupings of your choice, * name these groupings to provide clear and meaningful context, and * quickly find the content you need right now. **To create a collection:** 1. In the left sidebar, beside **Collections** click the **+** icon.  Box displays the Create a Collection window. ![collections-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/collections.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=7bde2ef4bb811e6226a0bb3c1cfb4649) 2. In the Create a Collection window, under **Name** type the name of the collection. ![createacollectionwindow-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/createacollectionwindow.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=51aac5ec086b07168e3a035fbaf13e3c) 3. Click **Create**. Box lists all your collections, along with your favorites, in the left sidebar, below **Collections**. Box enables you to expand or collapse a collection, and remembers which collection you most recently expanded.  The next time you log into Box, Box expands that collection, enabling you to pin a collection open for repeated quick access. **To view a collection:** In the left sidebar, click the name of a collection.  In the preview window, Box displays the names of the folders and files in the collection. **To add new items to a collection:** 1. In your **Files** window, highlight the items you want to add. 2. Drag-and-drop the items from your **Files** window into the collection listed under **Collections** in the left sidebar. > [!TIP] > > When you preview content or select an item and you see the star-in-a-box icon ![star-icon-png](/images/box-fundamentals/star-icon.png), click it. To add the item to a collection, click the checkbox beside the collection's name. ![iconmenu-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/iconmenu.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=a3d0c36c85bbf1cc00116c53e87ea82d) > [!NOTE] > > * After you add files and folders to a collection, the name of the collection appears next to the names of these files and folders throughout your Box account. > * Your **Favorites** category is now a collection. **To move items from a collection to a different collection:** 1. In the left sidebar, click a collection.  Box opens the collection in your Box window. 2. In the opened collection, highlight a file or folder. 3. Drag the highlighted item into the left sidebar, and drop it onto a collection. **To rename or delete a collection:** 1. In the left sidebar, under **Collections**, click the name of a collection. Box opens the collection in your Box window. 2. In the top of the window, next to the name of the opened collection, click the ellipsis, "**...**" and select either **Rename**, or **Delete**. **To remove an item from a collection:** 1. In the left sidebar, open the collection. 2. On the **My Collections** page, hover on the item and right-mouse click. 3. Hover on **Collections**. 4. In the drop-down menu, clear the checkbox next to the collection's name. > [!TIP] > > For a more personalized Box working space, make **My Collections** your Box home page. **To make My Collections your Box homepage:** 1. In the left sidebar, click **Collections**.  Box opens the My Collections window. 2. In the top of the My Collections window, click **Make this my Box Homepage**. ## Using collections in collapsed state You can also use your collections in the collapsed state. To do so, click the **Expand** icon ![A small blue right-pointing chevron icon used to expand a section or reveal more content.](/images/box-fundamentals/expand-icon.png) next to the collection you want to access. A list of files in the collection appears. ![The Box left navigation sidebar showing the Collections section with an expandable Favorites item below it.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/expand-next-collection-want.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=82c5b07e953053283d7ff9918a669208) # Accessing Commonly-Used Web Integrations in Box Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-commonly-used-web-integrations-in-box Just as Amazon and Netflix recommend items you may want, Box automatically surfaces relevant web integrations you may want to use to take action on a file, directly from Box Preview. This saves time you might otherwise spend searching for an integration and figuring out how it works with Box. It also makes it easier and faster to access a web integration's functionality. In Box, this is called **Recommended Web Integrations**. **Recommended Web Integrations** is a list of curated integrations. Preview a file in Box, and the Recommended Web Integrations list displays as a vertical list of integrations, immediately to the right of the body of the document. You never have to leave the Box interface, so there's no toggling back and forth between apps. Just click an icon to access the corresponding integration. In this way the Recommended Web Integrations feature distills the manual work across integrations down to several clicks. Depending on the integrations you have in your enterprise, you can: * Share a file to a Slack channel or a Facebook Workplace group * Start or join a Zoom meeting * Sign a file with DocuSign * Send a file via Gmail or Outlook * and so on Recommended Web Integrations display in the Preview sidebar for every Box account holder, without their intervention, unless an admin disables it. ### What web integrations are included, and what makes them "recommended?" A web integration is eligible to be recommended if: * it is an existing and functional Box Web App integration. * it is approved by the Box Admin for the organization. * it meets a minimum relevance threshold for each person and file type. See [the installation guide for recommended web integrations](/en/box-fundamentals/for-admins/staying-organized/organizing-and-tracking-content/installing-recommended-web-integrations-in-your-enterprise) for more details. Which web integrations Box actually surfaces depends on a variety of factors. These include how often and how recently you have accessed web integrations: * you personally use, * that are most popular in your organization, * that are most popular for all Box users globally, * that are most closely associated with the type of file you are previewing. Some of the recommended web integrations that may be available to you include: * Share with Slack * Send with Gmail * Join a Zoom conference * Send to DocuSign * Send to Outlook * Send with Facebook Workplace For instructions on creating a recommended web integration, please see [Box's developer documentation](https://developer.box.com/en/guides/applications/web-app-integrations/). ### Installing an approved web integration If you have not yet installed an approved web integration in your Box account, you can do so, and immediately begin using it, without leaving the Box Preview UI. You do not need to navigate away from your document and install the web integration from Box Integrations. To install a recommended web integration, when you preview a Box file, in the Recommended Web Integrations sidebar, click the icon of the integration you want to install. Then follow the prompts. ### Using Recommended Web Integrations Using a recommended web integration is simple and straightforward. **To use a recommended web integration** 1. Click on a file in Box to preview it. * In a vertical sidebar, Recommended Web Integrations displays shortcuts to web integrations relevant to what you may be trying to do. ![reccapps-sidebarhighlighted-png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/reccapps-sidebarhighlighted.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=31ab42da9c24227bf39871a7dc6d8c2e) 2. Click the icon of the web integration you want. Box displays a dialog box that prompts you to confirm what you wish to do in that web integration. Click **OK**. 3. Another window opens. From here you can perform your desired action. # Accessing Version History Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-version-history Box overwrites a file and updates the version each time you: * Edit the file using an online editor, such as [Box Edit](https://www.app.box.com/download-box-edit), Microsoft Office Online, or the Google editing suite * Edit the file within your Box Sync or Box Drive folder * Use the **Upload New Version** button on the Web app * Upload a file into a folder that has an existing file with the **exact** same name in it on the Box Web app But instead of discarding older versions of files entirely, Box keeps track of them, and you can refer or revert to a prior version of a file at any time. And you can preview older versions almost instantly, without the delay of downloading them and then opening them in an online editor. This is especially useful when you want to: * Locate and navigate to a specific spot in a lengthy document or slide presentation * Compare the current version of a file with an older version * Identify the specific version in which a particular change was made > [!NOTE] > > The number of file versions that Box saves and that you can access corresponds to your Box account type: > > * Personal Free - 1 Version > * Personal Pro - 10 Versions > * Starter - 25 Versions > * Business/Business Plus - 50 Versions > * Enterprise - 100 Versions > * Enterprise Plus/Enterprise Advanced: Unlimited > > Customers who do not have Enterprise Plus or Enterprise Advanced but who have purchased the Box Governance add-on have the option of saving an unlimited number of file versions. > > Account administrators can [set or modify the maximum number of file versions](/en/box-admin-tools/how-to-guides-for-admins/adjusting-the-number-of-file-versions-to-preserve) that Box tracks and saves. On plans that support a finite limit, admins can enter any whole number from 1 to 100,000, up to the maximum the plan allows. File version history displays in the activity sidebar to the right of the file preview. To open this sidebar and access any file’s version history, navigate to your Box **Files** page and do any one of the following: * Click the version number badge displayed to the right of the file's name. This badge is available only when multiple versions of the file exist. or * Click the name of the file. Box opens the file in Preview mode. Click the more actions ellipsis (**…**) and then select **Version History**. or * Click the file. In the top of the file's preview window, click the blue version number displayed to the left of the file's title. When the list of file versions displays, each version has a separate listing. Click a version and Box displays a thumbnail image. If no thumbnail is available, Box displays the icon specific to the file type (e.g., the Word icon, the PhotoShop icon, and so on). Each file version also displays with a **more actions** ellipsis (**…**). Click the ellipsis to display a menu of actions you can take. The range of actions you can take varies somewhat based on your permissions, but typically, you can: * Preview a prior version by clicking **Preview**. * Download a specific file version by clicking **Download**. * Promote an earlier version of the file to be the most current by clicking **Make Current**. * Delete a file version by clicking **Delete**. ![versionaccesshistory-versionhistoryellipsis-50452-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/versionaccesshistory-versionhistoryellipsis-50452.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=cc5af406ef8d754b54583bfe08b5762e) > [!NOTE] > > * When you delete a version, it continues to display in the version history list, but is otherwise unavailable. If you need to view or download it again, you can restore it. To restore a deleted version, click on the version’s ellipsis (**…**) and then click **Restore**. > * Businesses and enterprises with a Governance license can save an unlimited number of versions and preview the recent 1000 versions.  To preview more than the recent 1000 versions, these businesses and enterprises can use the Box API. When you preview an older version, Box always displays the first page of the file -- not the page of the preview from which you trigger the preview action. Also, when Box displays the number of file versions, it does not include the current version of the file. That means there will always be 1 more version of a file than Box displays. For example, even if you limited the number of file versions to 1, you would still have 2 versions of the file: 1. the current version 2. the most recent prior version > [!NOTE] > > Uploaders can only view version history and restore an older version. Uploaders see “restore” when they click on the ellipsis. Also, they do not see the file thumbnail for any file type. You can see who made the changes directly in the version history or by going through Admin reporting within the Admin Console and running a [User Activity Report](/en/box-admin-tools/reporting-and-insights/user-activity-report). From there, you can identify the specific user who made that change. **Known limitations** * Previews of non-current versions for most Excel file types are not supported. * Previews of watermarked files are not supported. * If your enterprise automatically deletes trash and has Version Limits set, then the version number on the latest file remains at the maximum version number allowed.  You'll see the latest content in the file, but the version number remains unchanged.  In this scenario, in order to identify the version you need, use both the file's version number along with the Updated Date. # File and Folder Badges Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/file-and-folder-badges When you are viewing files and folders in either List View or Grid View, badges can appear to the right of the file or folder name to give you information about various statuses of the file or folder. This topic explains the meaning of the badges you might see.
BadgeBadge NameDescription
![icon\_badge\_classification.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-classification.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=944f6b60f95e2049f2aecde6d920e8c3)ClassificationIndicates that a security classification has been applied to the file or to at least one file within the folder. The color of the badge will match the color selected for the Classification policy. See [Classification Policies (Automated Classification)](/en/box-shield/shield-classification-labels-and-policies/classification-policies-automated-classification) for details.When you hover the mouse pointer over a Classification badge, a card will appear with details about any classifications applied, including:
  • Classification name and its corresponding color
  • Any security controls associated with the classification
![icon\_badge\_coauthoring.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-coauthoring.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=764726a02be6751acdb8e6eb6dba9c77)CoauthoringIndicates that coauthoring is enabled for a Microsoft Office document. See [Box for Microsoft Office coauthoring](https://support.box.com/hc/en-us/articles/5954058378899) for details.
![icon\_badge\_collaboration.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-collaboration.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=199047586331bb2541e53ba54a90f3d3)CollaborationIndicates that the file or folder has invited collaborators. See [Collaborate on Files](/en/box-fundamentals/for-users/getting-started/collaborate-on-files) for details.
![icon\_badge\_comments.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-comments.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=704f7da457fa02562bc045bdc2a6b851)CommentsIndicates that the file has [comments](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks). A number next to the badge (![icon\_badge\_comments\_counter.png](/images/box-fundamentals/icon-badge-comments-counter.png)) indicates how many comments that have been added to the file. See [Adding Comments and Tasks](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/adding-comments-and-tasks) for details.
![icon\_badge\_description.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-description.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=08738a6747a86beb3ac59d3336fbb482)DescriptionIndicates that a description has been added to the file or folder. See [Adding Descriptions to Folders and Files](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/adding-descriptions-to-folders-and-files) for details.
![icon\_badge\_expiration.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-expiration.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=decfef9ade45b302ff0a7892cdbc90dc)File ExpirationIndicates that the file has been set to auto-expire.
![icon\_badge\_lock.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-lock.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=ed51a94b447dbe87f3704dbeb5db02a1)LockIndicates that the file is locked. See [Locking & Unlocking Files](/en/box-fundamentals/for-users/collaborating/sharing-content-using-box/locking-unlocking-files) for details.
![icon\_badge\_quarantine.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-quarantine.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=6339a45cfdbbccb69ae446103be6b5b9)QuarantineIndicates that the file is quarantined. This occurs when Box Shield has detected a threat in the file and it cannot be accessed until the threat has been remediated and the file released by your administrator. See [Using Threat Detection](/en/box-shield/shield-threat-detection-rules/using-threat-detection) for details.
![icon\_badge\_shared\_link.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-shared-link.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=5f4b52b61c38175e188586260b68e07a)Shared LinkIndicates that a shared link has been created for the file or folder. See [Creating Shared Links](/en/box-fundamentals/for-users/collaborating/using-shared-links/creating-shared-links) for details.
![icon\_badge\_shared\_link\_expiration\_near.png](https://mintcdn.com/product-docs/Qyy8LmrN0pVKQFf5/images/box-fundamentals/icon-badge-shared-link-expiration-proche.png?fit=max\&auto=format\&n=Qyy8LmrN0pVKQFf5\&q=85\&s=3e21bab897721a646edb162b030d3e2f)Shared Link ExpirationIndicates that the shared link for a file or folder has an expiration date. See [Configuring Individual Shared Link Settings](/en/box-fundamentals/for-users/collaborating/using-shared-links/configuring-individual-shared-link-settings) for details.
![icon\_badge\_sign.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-sign.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=f8bf942835b7569911bfea704edd8374)SignIndicates a document linked to a signature request in Box Sign. See [Introducing Box Sign](/en/box-sign/box-sign-for-admins/introducing-box-sign) for general information about Sign.
![icon\_badge\_sync.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-sync.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=a89d6fc7c54e45cc32dd75d123f3d445)SyncIndicates that the file is in the process of being synchronized, typically with a Box Drive or Box Mobile user.
![icon\_badge\_version\_history.png](https://mintcdn.com/product-docs/FFgx8Ia-ECpN-LGR/images/box-fundamentals/icon-badge-version-history.png?fit=max\&auto=format\&n=FFgx8Ia-ECpN-LGR\&q=85\&s=a08faf0ced78a89bdebe0d747bd6fcb9)Version HistoryIndicates that the file has more than one version. See [Accessing Version History](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/accessing-version-history) for details.
# Introduction to metadata Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/introduction-to-metadata Metadata defines and stores custom information associated with your files in Box. This custom information can serve many different use cases, such as to classify legal contracts by signature date, or organize marketing assets by product line. You can set metadata within the Box web application or programmatically using the API. ## Where metadata works in Box You can apply, edit, and search metadata templates directly on files and folders in the Box web application. Beyond the web app, metadata integrates across several Box products: * **Box AI** can automatically extract metadata from supported file types using AI-powered extraction agents. * **Box Apps** lets you create views and filters based on metadata to build no-code applications. * **Box Automate** can drive automated workflows based on metadata values. Developers can programmatically create, read, update, and query metadata using the [Metadata API](https://developer.box.com/reference/metadata-templates-resources) and [Metadata Query API](https://developer.box.com/reference/post-metadata-queries-execute-read). ## Key terminology An **attribute** is a key-value pair that stores a single piece of information, for example "Contract date" or "Department." A **metadata template** is a grouping of attributes that define what values can be populated for a file or folder. Admins create templates in the **Admin Console** to enforce consistency across the enterprise. A **metadata instance** is the specific set of attribute values applied to a file or folder. An instance is created when a metadata template is applied to an item. ## Custom metadata vs. metadata templates Custom metadata is best suited for ad-hoc, one-off additions on individual files. Metadata templates, on the other hand, are designed for structured business processes. Templates enforce uniformity across metadata application, enable advanced search on specific attribute values, and support a SQL-like query API with logical operators. They also power views and filters in Box Apps and can drive workflows in Box Automate. When all content in Box shares a common property (for example, a department identifier), but only a subset of that content needs additional classification (for example, marketing assets that also need campaign and product-line tracking), you can apply multiple templates to the same file. Use one template for the shared property and a second for the specialized attributes. ## Suggested use cases Metadata is flexible enough to support a range of business functions: * Legal teams can classify contracts with attributes like signature date or contract term, making discovery easier. * Vendor Management teams can onboard and track vendor contracts for simpler reporting and cost management. * Sales teams can organize collateral by product line, use case, or geography, while Marketing teams can centralize digital asset repositories and streamline brand efforts. * Project Management teams can add structure and status to documents and work plans. * HR teams can standardize processes from hiring to retiring, using metadata to find common forms and analyze employee data. ## Account requirements Metadata is available for Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced accounts. To upgrade your account, contact your Box account team. It is also available on [free developer accounts](https://account.box.com/signup/developer#ty9l3). ## Next steps * [Using metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) - apply, edit, search, and delete metadata on your files * [Managing metadata templates](/en/box-admin-tools/managing-content/metadata/managing-metadata-templates) - create and manage templates in the Admin Console * [Metadata taxonomies](/en/box-admin-tools/managing-content/metadata/metadata-taxonomies) - define hierarchical metadata structures * [Cascading metadata in folders](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/cascading-metadata-in-folders) - automatically apply metadata across folder contents # Tracking User Activity on Files Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-user-activity-on-files Box enables you to track user activity on virtually any file in two ways: 1. Recent activity, via avatars that display when you preview a file 2. Lifetime activity via Content Insights, which provide comprehensive file usage statistics you can view or download These features enable you quickly and easily to see who has accessed a file and the action they took on it. > [!NOTE] > > Tracking file activity is available only on the files of **Starter, Business, Business Plus, and Enterprise** accounts, and only is visible if you're an owner, co-owner, or editor of the file. If the "Hide collaborators and their activity from non-owners" setting is turned on for a folder, owners and co-owners still see file activity, but editors do not. See [Managing Collaborators](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/managing-collaborators) for more information. ## Tracking recent file activity via avatars Depending on permissions (see the note above), Box displays avatars in the header of a file's Preview page. Each avatar represents someone who, within the prior 30 days, has taken one of the following actions on the file: * edited * commented * previewed * downloaded Click on any avatar to display a list that gives you a visual, at-a-glance indication of who has been active recently in a file and what action they took. This can be useful in many ways -- for example, if you're working on a time-sensitive document in Box and you need it reviewed. Preview the file in Box and see immediately who accessed it and what they did, so you can send a reminder to anyone for whom you may still be waiting. Here's what it looks like when you preview a file: ![web-presence-main-zoom-out-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-main-zoom-out.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=d910f7881bd81612ed3919d20ee9c9ec) Here's a closer look, with the list displayed: ![web-presence-main-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-main.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=1f2e847685450b93a0e5abc9595a484c) > [!NOTE] > > Hovering over one avatar displays that person's most recent action. Also, Box displays up to three avatars in the file preview page. If more than three people have acted upon the file within the past 30 days, Box displays the most recent three users and also a + sign indicating the number of additional people who've used the file. The limit is 103 people -- that is, you won't know if more than 103 people act on a file within 30 days. ![web-presence-hover-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-hover.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=2127552be715718a3288e7ab0df08b0a) > [!NOTE] > > Anonymous users -- people who are not logged in to Box and access a file using a shared link -- are not displayed in this recent activity indicator. However, they are included in the Content Insights feature detailed below. ## Tracking lifetime file activity via Content Insights "Content Insights" refers to the actions people take on a particular file. Box begins accruing these statistics the moment the file was uploaded, recording every time someone: * views the file * comments on the file * edits the file * downloads the file If an anonymous recipient accessed the file through a shared link that requires [email verification](/en/box-fundamentals/for-users/collaborating/using-shared-links/requiring-email-verification-on-shared-links), Content Insights shows the email address they verified. If the recipient verified more than one email address, Content Insights shows the first verified address that granted access to the file. Content Insights, in essence, are a full audit log of all user activity on a file -- who has accessed the file and what they did next. This can also be useful in many ways -- for example, if you're doing some folder cleanup. Use Content Insights to quickly view a file's history; if no one's accessed it in at least a year, you may consider deleting that file. You can also export file usage statistics into a downloadable Excel spreadsheet. ### Accessing Content Insights Accessing Content Insights is easy: you can view Content Insights from either your **Files** window, or from within the file. **To view Content Insights from your Files window:** 1. In your Box **Files** window, click next to a document's title but don't open the document. 2. In the right-hand **Details** sidebar, Box displays a summary of recent viewer activity. 3. To see further information, click **See Details**. ![all-files-folder-one-png](https://mintcdn.com/product-docs/Z6GH5HR7q80QNRdI/images/box-fundamentals/all-files-folder-one.png?fit=max\&auto=format\&n=Z6GH5HR7q80QNRdI\&q=85\&s=f2116520d6052bee3e321515f55ec560) **To view Content Insights from within a file:** 1. In your Box **Files** window, open a file.  Box displays the file in the preview window. 2. Do one of the following: * At the top of the window, click the Content Insights icon.  Box displays a summary of recent viewer activity. ![web-presence-main-zoom-out-png](https://mintcdn.com/product-docs/5crRvK1JJWJHGVGu/images/box-fundamentals/web-presence-main-zoom-out.png?fit=max\&auto=format\&n=5crRvK1JJWJHGVGu\&q=85\&s=d910f7881bd81612ed3919d20ee9c9ec) * Or, in the right sidebar, open the **Details** pane.  Under **Content Insights**, Box displays a summary of recent viewer activity. ![contentinsights-details-sidebar4-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/contentinsights-details-sidebar4.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=d6753158e352d1b5fad3f0e973c09731) 3. To see further information, click **See Details**. When you click **See Details**, the Content Insights window shows you totals for event types. * At the top of the Content Insights window, you can select to see events that have happened over the past week, month, quarter, or year. * In the **Activity** pane, you can search for viewer activities based on viewer, date, or activity type. ![contentinsights-activity-pane-new-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/contentinsights-activity-pane-new.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=40d24ef73fdfa5f3386115e62424aa9b) > [!NOTE] > > * File editors will not get Content Insights if the folder-level setting **Hide collaborators and their activity from non-owners** is enabled. For more information on this setting, please review the [article on Folder Settings](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings). Box displays the user names only for users who access the file while logged in. For people who access the content through a public shared link without logging in, Box displays only their IP address (a set of numbers) and their location. > * Content Insights enables you to see activity in Box Notes, but because Box Notes cannot be downloaded, Content Insights always reports "0" downloads for Box Notes. ## Understanding when "Someone" downloads your files "**Someone**" is anyone who downloads a file from a shared link while not logged into Box. You receive these updates if you or one of your collaborators has enabled “Open Access” shared links to content you own or have access to. "**Someone**" also displays if you're collaborating in a folder that has the **"Hide collaborators and their activity from non-owners**" option turned on. For added security reporting, admins of Business and Enterprise accounts can track the IP addresses associated with each notification referencing "**Someone**" within the Admin Console. ## Exporting Content Insights In addition to viewing Content Insights, you can also generate an export for further analysis. > [!NOTE] > > The ability to export data from Content Insights is available only on files owned by Business Plus and Enterprise accounts. It is not available to Personal and Personal Pro users. > [!NOTE] > > **Deleted user's information \[Name and Email]** > > If you run a report for less than one year, the deleted user's information, including  **Name** and **Email**, will not be available.  These fields are shown as **A prior collaborator**.  If you want a deleted user's information, you can run the 1+ year report, which will populate these fields with the name and email ID of deleted users. > > **Access via a shared link** > > **User Email** displays **A prior collaborator** when someone who is not logged into Box accesses a file through a shared link. **To export Content Insights for a file:** 1. In your Box **Files** window, open a file. 2. At the top of the window, click the Content Insights icon.  Box displays a summary of recent viewer activity. 3. In the summary window, click **See Details**. 4. In the **Activity** pane, click **Export All Activity** and select the filters you want to apply. * **Activity**: By default, all event types will be included in the export, though you can choose to limit the export to specific event types. * **Users or Groups**: You can optionally limit the export to only include activity performed by certain users or groups of users. * **Event Categories**: A Content Insights report created for a duration less than one year will show limited categories of events, compared to the report exported for more than one year. The events will be limited to the events you see in the UI (Previews, Downloads, Edits, Comments). * If you want all the events (Previews, Download, Edit, Comment, File Opened, Edited user) and you are an Admin, use the **User Activity Report**. * If you want all the events (Previews, Download, Edit, Comment, File Opened, Edited user), and you are NOT an Admin, export a report for a duration of more than one year. * **Date Range**: By default, the export will be limited to events in the past day, though you can choose to include events from a longer time period, including All Time or a custom date range. 5. Once you’ve chosen your desired filters, select **Create** to generate the export. You can choose a destination folder for the report, or leave the default **Box Reports** folder. If that folder does not exist, Box creates it before uploading your export. For destination folder requirements, including enterprises with **Restrict Content Creation** enabled, see [Report destination folders](/en/box-admin-tools/reporting-and-insights/report-destination-folders). ![export-zoom-png](https://mintcdn.com/product-docs/iPwbarrlsv1nexQc/images/box-fundamentals/export-zoom.png?fit=max\&auto=format\&n=iPwbarrlsv1nexQc\&q=85\&s=6fdafe0b06516601e72037213d97f030) # Tracking User Activity on Folders Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/tracking-user-activity-on-folders Box enables folder owners to track activity in folders they own. Folder Insights allows a folder owner to see how many: * Internal and external collaborators exist for a folder * Shared links exist within the folder * Previews, downloads, uploads, and edits have occurred by collaborators within a defined time period Folder owners can also generate reports on any of the above. > [!NOTE] > > Each user is limited to 10 downloads per report type each day. This means users may download up to 10 Folder Activity reports, 10 Collaborators reports, and 10 Shared Links reports daily, for a maximum total of 30 reports per user per day. > > Reports are saved by default in the Box Reports folder, though you can select a different destination folder during the creation process. Learn more at [Report Destination Folders](/en/box-admin-tools/reporting-and-insights/report-destination-folders). ## Viewing Folder Insights 1. Select a folder. 2. Select **More Options** (![More Options button](/images/box-fundamentals/more-options-button-2.png)), and then select **Folder Insights**. Folder Insights information is shown in a set of data tiles. ## Folder Activity Tile The Folder Activity tile contains a line chart that gives you detailed statistics from the past 90 days (default date range) about how folder collaborators are interacting with your content. To see how many collaborators interacted with files in the folder at any given time, move your pointer anywhere along the graph. You can toggle which type of activity you view in the chart by selecting an item in the legend. ### Filtering Folder Activity Data The buttons at the top of the tile are where you can select which collaborators to show in the chart and the date range for their activities. For Collaborators, you can select: * All collaborators (default) * Internal collaborators * External collaborators For Date Range, you can select: * Last 30 days * Last 60 days * Last 90 days (default) * Custom range, and then select a start and end date ### Downloading Folder Activity Data The Download Report button (![Download Report button](/images/box-fundamentals/download-report-button.png)) generates a Folder Activity report of the data being currently viewed in the tile. When you generate a Folder Activity report, you select which folder you want the report saved to. When downloading a report, you can select the report destination folder. ## Collaborators Tile The Collaborators tile is a donut chart that shows the number of collaborators that have been invited to the folder, grouped by internal and external collaborators. Hover over any segment of the donut chart to see a count of how many collaborators fall into each category. You can toggle which type of collaborators you view in the chart by selecting an item in the legend. ### Downloading Collaborator Data The Download Report button (![Download Report button](/images/box-fundamentals/download-report-button.png)) generates a Collaborator report of the data being currently viewed in the tile. When you generate a Collaborator report, you select which folder you want the report saved to. ## Shared Links Tile The Shared Links tile is a donut chart that shows the number of shared links that have been created for any content within the folder, grouped by type of shared link. Hover over any segment of the donut chart to see a count of how many shared links fall into each category. You can toggle which type of shared links you view in the chart by selecting an item in the legend. ### Downloading Shared Links Data The Download Report button (![Download Report button](/images/box-fundamentals/download-report-button.png)) will generate a Shared Links report of the data being currently viewed in the tile. When you generate a Shared Links report, you select which folder you want the report saved to. # Using the Dispositions page Source: https://docs.box.com/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-the-dispositions-page The Dispositions page is only available if [access has been granted](/en/box-admin-tools/box-admin-reference/enterprise-settings-content-sharing-tab#trash). If available, **Dispositions** can be selected by clicking **More** in the sidebar menu from within Box. The Dispositions page contains: * All active, non-trashed, files under retention policy * The disposition date for the most recent file version (i.e. when the retention policy governing the files will expire and a [disposition action](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) will be executed at the end of retention) The list contains all files that the user owns or collaborates on. It shows files based on their most recent version, with expiration based on the winning policy (i.e. the policy with the longest duration) that has been enabled by the admin in [Governance Settings](/en/box-admin-tools/box-admin-reference/governance-settings). > [!WARNING] > > The list of expiring files is updated daily, i.e. bulk updates to the list are done once a day. This means there might be small discrepancies, such as if a file falls under a conflicting retention policy between data calculations. It may take up to 72 hours until changes are reflected on the page. Manual file extensions are immediately reflected in the list. File name changes and updated date changes are reflected after refreshing the page. > [!NOTE] > > After turning on the disposition page setting for at least one person, Box will start processing your enterprise's data. It can take up to 72 hours until the data starts to display. > > We prioritize the processing of files expiring in the next 12 months, then asynchronously process content expiring further in the future. This may lead to a situation where content expiring further in the future gradually displays in the subsequent days after enablement. Files within the Dispositions page can be: * Extended (if you are an owner or co-owner, and the admin has [enabled the required policy](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) setting) * If the policy doesn’t allow for an extension or if a user is not an owner or co-owner, the extend button will be disabled ## Extend the disposition date Owners and co-owners of files can extend the disposition date if your admin has [enabled the required policy setting](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action). To extend the disposition date: If an admin has [enabled the required policy setting,](/en/box-admin-tools/box-admin-reference/governance-settings#disposition-action) owners and co-owners of a folder can extend the disposition date of files contained within it. Up to 20 files at a time can be selected. ### Extend the disposition date for one file 1. From the sidebar, select **...More**, then **Dispositions**. 2. Hover over the file whose disposition date you want to extend. 3. Select the clock icon. 4. Select how long you want to extend the disposition date by. Options include 7 days, 30 days, or 1 year. ### Extend the disposition date for multiple files 1. From the sidebar, select **...More**, then **Dispositions**. 2. Hover over the files whose disposition dates you want to extend. 3. Select the files you want to extend. 4. Select **Extend** from the top of the page. 5. Choose how long you want to extend the disposition date by. Options include 7 days, 30 days, or 1 year. > [!NOTE] > > If a maximum extension length is configured, users cannot extend a file beyond that limit. In those cases, the **Extend** button will be disabled and users will see a tooltip explaining the maximum limit was reached. > > For example: if the policy allows a maximum extension of 6 months and the file has already been extended by 2 months, a request to extend it by 1 year will only add 4 more months, reaching the 6-month limit. An exclamation mark on the list indicates the file is governed by a policy which doesn’t allow for extension. Whether a file’s disposition date can be extended also depends on the winning policy settings, where the ‘winning’ policy is the one with the longest duration. If a shorter policy allows for extensions but a longer (winning) policy doesn’t, the user will not be able to extend the disposition date. # Box + SSO: Working with External Passwords Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/box-sso-working-with-external-passwords If your organization uses Single Sign On (SSO), you can use your company password to log into Box. However, Box also offers the ability to create an **External Password**. This can be used for: * Logging into Box if your company is set to [SSO Test Mode](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization). * Accessing Box via FTP, which does not support SSO. ## To set up an External Password 1. You can do so by logging into your Box via SSO. 2. Then go to your **Account Settings**. ![Profile menu open with Account Settings option highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-settings-authentication-tab.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=36143a8358c14a7c4330a38ea04f68a6) 3. Under **Authentication** you will see that you can choose Create Password. ![Authentication settings showing No Password Created and Create Password link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/authentication-create-password-option.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=1a45dd1d8e1df0a820cec480d2d3b4bd) 4. You can then create a new password. ![Create Password dialog with New Password, Confirm New Password, and Save button.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/create-external-password-form.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=dc8b684f09fb12b9b59f1dca2df3188a) ## If you wish to change your external password: 1. Go to **Account Settings**. ![Profile menu open with Account Settings option highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-settings-authentication-tab.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=36143a8358c14a7c4330a38ea04f68a6) 2. Navigate to **Authentication.** 3. Then select **"Change Password"** to change your external password. 4. However, you will need to enter your **"Current Password"** (external password you had set) in order to change it. If you do not remember it continue below to follow steps for "If you forget your external password". ![Change Password dialog with Current Password, New Password, and Confirm fields.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/external-password-authentication-settings.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=870bd3b502676dfadafda4fd6fbc6ce1) ## If you forget your external password: 1. Go to your **Account Settings**. ![Profile menu open with Account Settings option highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-settings-authentication-tab.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=36143a8358c14a7c4330a38ea04f68a6) 2. Navigate to **Authentication.** 3. Then select **"reset it here"** to change your external password if you have forgotten it. ![Authentication settings with reset password here link highlighted.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/reset-external-password-link.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=84c3420485cae4d2780f372ff10c69f0) # Changing Your Notification Email Address Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/changing-your-notification-email-address Box notifications enable managed users to efficiently stay up-to-date on the work they're involved in and on the work-related activity around them. By default, Box sends all notification emails to an account holder's primary Box email address. You can also enter a separate notification email address if you are a member of an organization that allows notifications to be sent to an email address other than your primary Box email address. Specifically, your admin must enable 2 settings in **Admin Console > Enterprise Settings > Notifications > Email Notifications**: * *Allow all users to receive Box notifications at an alternate notification email address* * *Allow all users to change their notification email* **To change your notification email:** 1. In the top-right corner of your Box window, click your account icon and select **Account Settings**. 2. Click the **Notifications** tab. 3. In the Email Notifications section, click **Change Email**. 4. Enter a valid email address to receive Box notifications. This address must be different from your primary email address. 5. Click **Save**. Box sends a verification email to that email address. 6. Log in to the inbox of the notification email address and find the verification email. 7. Click **Verify Email**. 8. Log in to your primary Box account to confirm the notification email. If you are already logged into Box with your primary Box account, you will see the confirmation page. Otherwise: * If you are not logged into Box with your primary Box account, you will be prompted to log in. * If your organization does not have SSO, clicking log in prompts you to enter your password. * If your organization has SSO enabled, clicking log in routes you to your organization's SSO login page. * If you are logged in with a different primary Box account, you receive an error. # Changing Your Password Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/changing-your-password If you can log in to your Box account, you can change your account password directly in your account settings. You might also be required to change your password to access content if your password is not strong enough. If you are blocked from logging in, you must [reset your password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password) with a link sent to you via email. > [!NOTE] > > If you are a member of an organization that uses [SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) for Box access, you may not have an account password defined, but you can [create one](/en/box-fundamentals/for-users/user-login-and-settings/creating-a-password). **To change your password in your account settings** 1. Click your account avatar in the upper-right, then go to [**Account Settings > Account**](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#account-tab). 2. In the [Authentication section](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#authentication), select **Change Password**. 3. Enter your current password, and a new password twice. The Admin for the organization that owns the content may have [minimum password requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined that your password must meet. The dialog box will indicate if the new password meets the defined requirements. 4. Select **Save**. **To change your password when required to access content** A password change could be required for any of the following reasons: * As a managed user of an organization, your password does not meet the [minimum requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined by your organization Admin. * As a user who has content shared with them from an organization, your password does not meet the [minimum requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) for external collaborators defined by that organization's Admin. * Your password is part of a known data breach. In such cases, your password must be changed before you can access content in Box. When you log in to Box, an "Action Required" banner will block you from accessing Box content until you change your password. 1. In the Action Required banner that says "Strong Password Required," select **Update**. 2. Enter your current password, and a new password twice. The Admin for the organization that owns the content may have [minimum password requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined that your password must meet. The dialog box will indicate if the new password meets the defined requirements. 3. Select **Save**. # Configuring Email for Box Notifications Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications ## Enabling email notifications from Box Box uses an email service provider to deliver notification messages, such as invitations to collaborate on content when a file has been shared. To ensure your organization can receive notifications from Box, you may need to update your filters to allow email notifications to reach your users. This means you must allowlist the Box email servers that send notification emails. If your organization uses email filtering, have your mail administrator allowlist (add as a safe sender) the following email address: * [noreply@box.com](mailto:noreply@box.com) And, if necessary, allowlist the following (sub)domains: * box.com * account.box.com * notify.box.com * reply.box.com * track.box.com * em2410.box.com Allowlisting specific IP addresses is not recommended because Box IP addresses are subject to change. If your organization requires filtering specific IP addresses, then reach out to the [Product Support team](https://support.box.com/hc/en-us/requests/new) ## Testing email delivery After you allowlist Box email servers, use the Box **Admin Console** to test whether Box email notifications are getting through. To do this, from the **Admin Console**, navigate to **Enterprise Settings** > **Notifications** tab. From there you can use the **Email Test** section to send a test notification. ### Related articles [Managing notification emails for managed users](/en/box-admin-tools/managing-box-users-and-admins/managed-users/managing-notification-emails-for-managed-users) # Creating a Password Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/creating-a-password Even if your organization uses [SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) to manage your Box account credentials, if you use external applications with Box that are not supported by SSO, you will need to create a password to access those applications. Also, if your organization Admin disables SSO, you would use this password with your username to access Box. 1. Click your user icon in the upper-right, then go to **Account Settings > Account**. 2. In the Authentication section, select **Create Password**. 3. Enter your password twice. Your organization Admin may have [minimum password requirements](/en/box-admin-tools/box-admin-reference/enterprise-settings-security-tab#password-requirements) defined that your password must meet. 4. Select **Save**. # Device Activation: Verify Your Identity with a One-Time Passcode Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/device-activation-verify-your-identity-with-a-one-time-passcode To help keep your account safe, Box may ask you to confirm your identity with a one-time passcode (OTP) when you log in. This is an extra step, in addition to your email and password, that helps prevent someone else from accessing your account if your current session cannot be verified. You won't be asked for a passcode every time you log in. Box only prompts you in specific situations where a sign-in looks suspicious. This passcode is for that single login only. ## When Box asks for a one-time passcode Box prompts you for a one-time passcode at login if you sign in from a new device or in a new location, or both. If you already have [multi-factor authentication](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account), [SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso), or Google sign-in enabled, you will not be required to go through the one-time passcode process. ## Logging in with a one-time passcode To verify your identity with a one-time passcode: 1. Go to the Box login page: [app.box.com/login](http://app.box.com/login). 2. Enter your email and password as you normally would. If verification is required, Box redirects you to the one-time passcode screen. 3. Retrieve your one-time passcode, sent to you by email. 4. Enter the passcode and click **Submit**. Once your passcode is accepted, Box logs you in to your account as usual. > [!NOTE] > > Your one-time passcode is valid for ten minutes. Beyond this time, you need to generate a new one-time passcode. ## Troubleshooting ### I didn't receive my passcode Begin the steps again that are outlined in [Logging in with a one-time passcode](#logging-in-with-a-one-time-passcode). If the passcode still doesn't arrive: * Make sure you're checking the correct inbox. * If the email address is correct, check if your email provider isn't blocking messages from Box. * Check your spam folder. * Wait a few minutes, as the messages can sometimes be delayed. ### My passcode isn't working or has expired Passcodes are valid only for a limited time. Request a new passcode and enter the most recent one you receive. ### I can't access where the passcode is sent If the code is going to an email address you can no longer access, you cannot finish verifying. If you have an active session on another device, sign in there and add an email address you can access in account settings. If you can't retrieve the code and don't have another signed-in device available, reach out to your email provider to ask for account recovery options for that email address. If the email address is permanently unreachable, set up a new Box account using a different username and email address. ## How do I turn this setting on or off? For security reasons, this functionality cannot be turned off. ## Related articles * [Logging in to Box](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-to-box) * [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) * [Logging in with Single Sign On (SSO)](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) # Enrolling in 2FA for External Collaboration Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/enrolling-in-2fa-for-external-collaboration If you want to use Box to collaborate on content shared by an enterprise, and you're not a member of that enterprise, you may need to enroll in two-factor authentication (2FA). Two-factor authentication asks you to provide two independent credentials to access an enterprise's shared content through Box. * If you're enrolled in your Box account’s 2FA or are using an SSO provider to access your Box account, you can access the shared content. * If you have access to shared content from an enterprise that requires 2FA, you need to enroll in 2FA from your Box account to access that shared content. * If you're directly logging in to your Box account without an SSO provider, and have not enrolled in 2FA, you cannot access shared content from an enterprise that requires 2FA. ## Enrolling in 2FA In the pending invitations panel on the **Files** page, Box displays the titles of shared content blocked by 2FA. Box also displays the titles of any newly-shared content from that enterprise. To gain access to shared content, you need to enroll in 2FA. ![The Box Files page Action Items panel showing a two-factor authentication required notification with Set Up and Details options.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/pending-invitations-panel-files-page.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=8516a47d879f78844b4fff8548df91a5) ### Details about content blocked by 2FA: 1. In the pending invitations panel under **ACTION REQUIRED**, hover on the blocked file or folder. 2. Click the ellipsis, (**…**) and select **View Details**. Box displays the **Pending Invitations: Two-Factor Authentication Required** window. ### Enroll in 2FA through the pending invitations panel: 1. In the pending invitations panel under **ACTION REQUIRED**, hover on the blocked file or folder, and click **Set Up**. Box displays the **Set up 2-Step Verification** window. 2. Select either: * **Authentication app** to use two-factor authentication with a supported app on your phone. * **Security key** to use two-factor authentication via a physical device. * **SMS Text Message** to use two-factor authentication via text message. * **Email** to use two-factor authentication via email. > [!NOTE] > > The administrators of the enterprise may require that external collaborators use a TOTP (time-based one-time password) authenticator app or security key, in which case the SMS Text Message and Email options will not be available. 3. Click **Next**, and then follow the directions on the screen to complete two-factor enrollment. See [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) for additional details. ### Enroll in 2FA via the mobile app: MFA is now available to use via the Box mobile app on iOS and Android: 1. Sign in to your account by entering your **Email Address** and **Password**. 2. When requiring access to 2FA-protected content, **Set Up 2-Step Verification** will display. 3. Select a sign-in option: * **Authentication App** (recommended) to use two-factor authentication with a supported app on your phone. * **SMS Text Message** to use two-factor authentication via text message. * **Email** to use two-factor authentication via email. > [!NOTE] > > The administrators of the enterprise may require that external collaborators use a TOTP (time-based one-time password) authenticator app, in which case the SMS Text Message option will not be available. 4. Select **Next** and follow the directions on the screen to complete the 2FA enrollment. See [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) for additional details. ### Enroll in 2FA through your Account Settings page: 1. Log in to your Box account. 2. In the top-right corner of your Box window, click your account icon and select **Account Settings**. 3. In the **Authentication** panel, check **Require 2-step verification to protect your account**. 4. In the top-right corner of the Box window, click **Save Changes**. ![2FA\_AccountSettingsRequire2FA2.png](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/2fa-accountsettingsrequire2fa2.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=16857250bb931111e4d60b3c6ff4131b) ### Remove yourself from collaboration: 1. In the pending invitations panel under **ACTION REQUIRED**, hover on the blocked file or folder. 2. Click the ellipsis, (**…**), and then select **Decline**. # Language and Time Zones Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/language-and-time-zones You can change your time zone or language in Box via Account Settings. ![Account Settings Account tab with Time Zone and Language dropdowns.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/account-language-timezone-settings.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=af8251cc55861ee454297ac743d50805) ## Changing the Time Zone * Sign into your Box account * Click your initials in the top-right corner to open the **Account Menu**. * Click **Account Settings**. * The **Account** tab should open by default. Locate the **General Options** section. * Select your preferred timezone from the pulldown menu under **Time Zone**. * Be sure to click **Save Changes** in the top right to save your settings. ## Changing the Language * Sign into your Box account * Click your initials in the top-right corner to open the **Account Menu**. * Click **Account Settings**. * The **Account** tab should open by default. Locate the **General Options** section. * Select your preferred language from the pulldown menu under **Language**. * Be sure to click **Save Changes** in the top right to save your settings. > [!NOTE] > > Account administrators can change the default language and time zone settings for their enterprise from the Admin Console. Simply open your Enterprise Settings, and navigate to the User Settings tab. ## Supported Languages Refer to [list of supported languages for Box products](https://support.box.com/hc/en-us/articles/360044192413). # Logging in on a Device That Is Not Yours Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/logging-in-on-a-device-that-is-not-yours When you log in on a computer, phone, or tablet that doesn't belong to you, use a [private browsing window](#log-in-using-private-browsing) to protect your account information Examples of shared devices: * Public computers at libraries or internet cafes * Shared company computers * Any device used by multiple people ## Log in using private browsing Private browsing features vary by browser. Review the specific instructions for your browser before proceeding. 1. Open your browser (computer) or browser app (phone or tablet). 2. Open a private window. For instructions, see the documentation for your browser: * [Chrome](https://support.google.com/chrome/answer/6130773) * [Safari](https://support.apple.com/kb/ph21413) * [Firefox](https://support.mozilla.org/en-US/kb/private-browsing-use-firefox-without-history) * [Microsoft Edge](https://support.microsoft.com/en-us/help/4026200/windows-browse-inprivate-in-microsoft-edge) 3. Go to [box.com](http://box.com) and log in to your account. 4. When finished, close all private windows or [log out](#log-out) of your account. ## Log out Always close private windows or log out when you finish using a shared device. 1. In the upper-right corner, select your initials. 2. Select **Log Out.** # Logging in to Box Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/logging-in-to-box ## Logging in with Box Credentials You can log in to your Box account from your web browser on [app.box.com/login](http://app.box.com/login) or on any Box app (on your mobile device or Box Drive on your desktop). To do this: 1. Type in the **Email Address** associated with your Box account. Click or tap **Next**. ![Sign In to Your Account dialog with Email Address field, Next button, and Sign in with Google.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/sign-account-dialog-email-address.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=dad054f922da3651782e38f528859c35) 2. Type in your **Password**. 3. Click or tap **Log In**. If you're logging in for the first time, Box displays a Welcome message that guides you through an introduction to Box functionality. ### Forgot your password? To reset your Box password: 1. Navigate to [https://app.box.com/reset](https://app.box.com/reset) and enter the email address associated with your Box account. 2. Click or tap **Reset Password**. 3. Box sends you an email that contains a link to reset your password. * Password reset links sent via email expire 3 hours after they are sent. If you need a new link after your current one has expired, visit [https://app.box.com/reset](https://app.box.com/reset) to have another link emailed to you. * If you do not receive an email from Box for this password reset, check to see if your Box account is associated with that specific email address or another email address. * Also, check the spam folder in your email client, as it may have been sorted there by mistake. ![Reset Password dialog with Email Address field, Reset Password button, and Sign In link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/reset-password-dialog-email-address.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=a71aefdc900db5d192a03d5977a3c468) > [!WARNING] > > You must have an active email address to create a Box account. Box also requires you to update and keep current the email address you associate with your Box account. And you must have access to this email account to change your account password. This security procedure enables Box to protect your account against unauthorized access. ## Logging in with Google Credentials You can use your Google account information (username and password) to access Box via Google OpenID authorization. **To use your Google account while logging in to Box** 1. Navigate to the Box login page: [http://app.box.com/login](http://app.box.com/login) 2. Click or tap **Sign In with Google**. 3. Navigate to the Google account login page and log in to your Google Account as you normally would. ![Google Sign in dialog for box.com with Email or phone field and Next button.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/google-sign-dialog-box-com.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=baec0d1e21219704252ecf2c6d86ec7f) If you cannot log in because your Google account address does not match your Box account address, you must change the primary address associated with your Box account. To do this: 1. Navigate to the Box login page: [http://app.box.com/login](http://app.box.com/login) 2. Sign in with the email address you currently use with your Box account. * If you do not know the password, click or tap **Reset Password**. 3. After you sign in, change your primary Box email address to match your Google account address. [Here are instructions](/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings#login-and-email-addresses) for doing that. ## Logging in with Single Sign On (SSO) If you're using Single Sign On (SSO) through your company or organization, you can log in to Box using the same password you use to log in to your organization's network. To do this: 1. At the bottom of the login box, click or tap **Sign In with SSO**. 2. Type in the **Email address** you use to log in to your organization's network. 3. Click or tap **Sign In**. The system redirects you to your company's login page. 4. Follow the steps from your SSO provider to log in to your organization's network. When your SSO provider authenticates your account, the system automatically redirects you to your Box account. Contact your Box Admin if you have any questions about SSO, or if you don't know the username and password you should use to log in to your organization's network. [More information about logging in with SSO](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) on mobile devices and applications. ## Two-step verification Two-step verification (sometimes referred to as two-factor authentication) is an additional layer of security to protect your account. The first factor is your password. The second factor typically is a code sent to your mobile device via SMS or a voice call, or accessed from a security application. Enter this code after typing in your username and password. This further verifies your identity before the system grants you access to your data. You or your account administrator can enable two-step verification. After you've done this, then after every time you enter your username and password, the system prompts you to enter a passcode. [More information on enabling](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) two-step verification. > [!NOTE] > > Two-step verification requires a device with which you can receive a passcode by an authentication app or SMS. If you do not have your device available, you can also log in with one of the backup codes you saved when you [enabled multi-factor authentication for your account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account). **To log in with two-step verification:** 1. Go to the Box login page: [app.box.com/login](http://app.box.com/login) 2. Enter your email and password. The system redirects you to the two-step verification screen. ![2-Step Verification SMS screen: enter 6-digit Authentication Code with Submit and Resend Code links.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/step-verification-sms-enter-digit.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=5fc0527227c6a3235959ec462ca7fe5a) 3. Enter the passcode you received. 4. Click **Submit**. * If you didn't receive a code, click **Resend Code**. **To log in with a backup code:** > [!NOTE] > > The use of a backup code for login is available only if you are using 2-step verification. You must have access to your saved backup codes. 1. Go to the Box login page: [app.box.com/login](http://app.box.com/login) 2. Enter your email and password. The system redirects you to the two-step verification screen. ![2-Step Verification SMS screen: enter 6-digit Authentication Code with Submit and Resend Code links.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/step-verification-sms-enter-digit.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=5fc0527227c6a3235959ec462ca7fe5a) 3. Click **Use account backup code instead**. 4. Enter a backup code. (The backup code you enter cannot have been used previously; each backup code can be used exactly once.) 5. Click **Submit**. ## If you are having a problem logging into your Box account There are several things you can do if you're unable to log in to Box. Verify the following: * You signed up for a Box account and not another service. * You are using the correct email address associated with your Box account to log in. * You are using the correct Box password. If you cannot remember your Box password, please go to [https://app.box.com/reset](https://app.box.com/reset) to reset your password. * Password reset links sent via email expire 3 hours after they are sent. If you need a new link after your current one has expired, visit [https://app.box.com/reset](https://app.box.com/reset) to have another link emailed to you. * If you do not receive an email from Box for this password reset, verify whether your Box account is associated with that specific email address or another email address. * Check the spam folder in your email client for this email. ## If you don't have access to the email address you have associated with your Box account If you can’t access the email address associated with your Box account, we recommend either contacting your email service provider (ESP) to regain access to your email account or creating a new account. Box is unable to help you regain access to your email account. You must have access to the email address associated with your account to change your account password. This security procedure enables us to protect your account against unauthorized access. # Logging in with Single Sign On (SSO) Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso ## Single sign on authentication Single sign on authentication (or SSO authentication) allows you to log in to multiple applications using a single set of credentials. If your administrator has enabled or required SSO for your organization, you can use your company credentials to log in to Box. **Follow these steps to log into your Box account using SSO authentication:** **From box.com:** * Enter the email address affiliated with your Box account. * In the bottom right, click **Sign in with SSO:** ![Sign In password screen with Log In button; red circle highlights Sign In with SSO link.](https://mintcdn.com/product-docs/6Q7nCk1JXzHqPpg6/images/box-fundamentals/sign-password-log-button-circle.png?fit=max\&auto=format\&n=6Q7nCk1JXzHqPpg6\&q=85\&s=6ec58b3f8c0464cb5802dcd9bfd34746) * You are redirected to your company's login page. Then enter your company credentials to gain access to your Box account. **From Company Branded Subdomain (yourSubdomain.box.com)** * If you are logging in via your company's branded Box subdomain (that is, yourSubdomain.box.com), and your enterprise has enabled or required SSO, the following prompt displays: ![Box for ACME sign-in screen with Email Address field, Next button, and enterprise info footer.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/box-acme-sign-email-address.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=93d3ab1a3b31e222167401a594c77825) * Click **Continue.** You are redirected to your company's login page. Then enter your company credentials to gain access to your Box account. ## SSO on mobile devices If SSO is enabled for your account, to log in to Box using SSO authentication on any mobile device, tap **Sign in with SSO** underneath the Log In button: ![Box mobile login screen with password field; red circle highlights Sign in with SSO link.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/box-mobile-login-password-field.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=f5483668e29c7baf811e9d15fc7a8d45) If your admin requires SSO for your account, you'll first need to sign in to Box, and then sign in to your account: ![Okta Sign In page for Box: Username field, Keep me signed in checkbox, and Next button.](https://mintcdn.com/product-docs/eGmBsXsUAf1Xqd2d/images/box-fundamentals/okta-sign-page-box-username.png?fit=max\&auto=format\&n=eGmBsXsUAf1Xqd2d\&q=85\&s=651454142f7b7cabff8bef839cfea2ed) After signing in, on the next page, enter the email address associated with your Box account. Clicking "Log In" will redirect you to your company or university login page. Enter your company or university credentials to log into Box. ## Using SSO to log in to 3rd-party mobile apps A majority of 3rd party applications and our OneCloud partners now support SSO and have a dedicated SSO login button labeled **Use Single Sign On (SSO)**. If your company has SSO required, you can click on the SSO log in button and then enter your Box specific email address. This should then redirect you to your company login page, where you will need to log in with your company credentials. **Follow these steps to log in with SSO:** * Inside of the application you want to use, locate Box by looking for "**App Integrations**" or "**Server Connections**" and select the "**Box**" connection. * Depending on the application, you may be asked to enter your username (email address) before you can see the SSO login button. ![SSO Login On 3rd Party Mobile Apps-1.png](https://mintcdn.com/product-docs/KMHkzrLNZXajl-XP/images/box-fundamentals/sso-login-on-3rd-party-mobile-apps-1.png?fit=max\&auto=format\&n=KMHkzrLNZXajl-XP\&q=85\&s=186f1c6e3b1616b9ca2a073b0f6377bf) * Select "**Use Single Sign On (SSO)**". * Enter your Box specific email address. * You will be redirected to your company login page. Enter your company credentials in order to gain access to your Box account. ## SSO passkey authentication support Passkey authentication as part of an SSO login flow is supported in the Box.com web application, but is not currently supported in the native Box mobile application. If your enterprise requires passkey authentication as part of its SSO flow on mobile devices, the current workaround is to enable the **Mobile Native Browser Auth** setting. This setting routes mobile SSO authentication through the device's native browser instead of the in-app browser, which supports passkeys. > [!NOTE] > > * The **Mobile Native Browser Auth** setting is not compatible with Device Trust. This includes Device Trust in Audit Only (test) mode. If your enterprise has any Device Trust policy enabled, including Audit Only, disable or remove that policy before Mobile Native Browser Auth can be enabled. > * To enable **Mobile Native Browser Auth**, contact [Box Product Support](https://support.box.com/hc/en-us/requests/new#). ## **Notes:** * While the Box API supports SSO login, because of the customization that goes into setting up SSO, occasionally there are apps or SSO configurations that are not optimized for SSO login on mobile. If it does not work for an app, you will need to create a ***Box-specific*** ***password*** in your account settings to log in with. * SSO won't work for any app using FTP. * 3rd Party App developers must also optimize their apps for SSO login, so you may see issues on an app-by-app basis. * If you are not able to log into your Box account from within a third party application, your admin may have disabled this application for the Enterprise from within the Admin Settings. You would have to contact your admin to have them enable the application for the Enterprise from within the Apps tab of the Admin Console. # Manage Account Settings Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/manage-account-settings The **Account Settings** page is where you modify the default settings for your account, change your account information or view log in activity. These settings apply only to your account, and if you are part of a Business or Enterprise organization, can be overridden by the settings set by an enterprise account administrator. ## Account Tab The Account tab contains the basic account settings for your account. ### General Options The General Options section contains settings for basic account operation. | Setting | Description | | - | - | | **Home Page** | Determines the default home page of your Box account, the first page you see when you log in. Select from: • Files (default) • Favorites • [Recents](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-recents) • [Admin Console](/en/box-admin-tools/how-to-guides-for-admins/admin-console-guide) (Available only if you are part of a Business or Enterprise organization and you are an Admin or Co-admin.) • [Collections](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/using-collections) | | **Files and Folders per Page** | Determines the number of files and folders displayed on pages other than the Files page. (The Files page provides infinite scroll.) Select from: • 20 (default) • 50 • 75 • 100 Selecting a larger number can make it easier to scroll through files, but can increase download time, depending on the speed of your network. | | **Time Zone** | Defines the time zone in which you are located. | | **Language** | Defines the language used in your account for the Box user interface. | | **Display Item Tags** | Determines whether you see [tags](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-tags) on files and folders. | ### Admin Options Available only for the user who is the administrator for an enterprise, this contains a **Business Settings** button that takes the admin directly to the Account & Billing section of the Admin Console, where you can purchase more seats or upgrade your account. ### Login and Email Addresses The Login and Email Addresses section contains your default email address, as well as any additional email addresses you've added to your account. In this section, you can update your email address. You can also link multiple email addresses to the same account in Box. Any collaboration invites that go to these secondary email addresses (or Email Aliases) will get funneled into your primary Box account. This also prevents anyone from creating a new Box account using that email address. Other users only see your primary email address and all notifications from Box continue to be sent to your primary address. You can also use the secondary email to log in if the single sign-on feature is configured to look for the secondary email instead of the primary email. To change your primary email address, complete these procedures in order. 1. [Add the new email address](#adding-an-email-address) and confirm it. 2. Make that secondary address your [primary email address](#setting-the-primary-email-address). 3. [Remove the old email address](#removing-an-email-address) if you no longer need it. #### Adding an email address **To add an email address:** 1. Select one of the following options: * For paid accounts, select **Link Email**. * For free accounts, select **Link Personal Email**. 2. Enter a valid email address. 3. Select **Save**. Box sends a verification email to the address you entered. Select the verification link in the email to confirm and add the alternate email to your account. > [!WARNING] > > For security purposes, the verification email for Admin and Co-admin users will be sent to their existing primary email address, not the newly entered email address. #### Setting the primary email address **To make a secondary email address your primary email address:** * Select **Make Primary** next to the email address you want as your primary email address. If you do not see this option, it's likely your enterprise has a feature enabled, such as [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization), that prevents users from changing their primary email address. In that case, you need to reach out to your primary admin for assistance. See [Changing an Email Address for a Single Sign-On Account](https://support.box.com/hc/en-us/articles/360043692934) for details. > [!WARNING] > > For security purposes, Admin and Co-admin users are prevented from making a secondary email address from a public domain (such as Gmail or Yahoo) or an unverified domain their primary email address. #### Removing an email address **To remove an email address:** 1. Select **Remove** next to the email address you want to remove. 2. In the confirmation dialog box, select **Okay**. ### Authentication The Authentication section contains your current password, obfuscated for security. If you do not have a password defined, you can [create a password](/en/box-fundamentals/for-users/user-login-and-settings/creating-a-password). To change your password, see [Changing Your Password](/en/box-fundamentals/for-users/user-login-and-settings/changing-your-password). If you are unable to log in to change your password, you can [reset your password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password). If your password has been found in a third-party database of leaked passwords, an informational banner appears in this section recommending that you change your password. Follow the instructions in the banner or see [Reset My Box Account Password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password) for more information. ### 2-Step Verification The 2-Step Verification section is where you can enable and configure 2-Factor Authentication (2FA) for your account. > [!NOTE] > > If your account has Single Sign On (SSO) required, you will not be able to turn on 2-step verification. See [Multi-Factor Authentication Set Up for Your Account](/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account) to learn about this feature. After the initial successful login, Box will remember the browser and you will not be prompted for 2FA if you need to log in again. Only clearing the browser's cache and cookies will re-prompt 2FA. ### Account Details The Account Details section contains information about your Box account, including: * **Account type** - Individual, Business, Enterprise, etc. * **Account ID** - The unique identifier for your account * **Storage Used** - How much storage you are using currently on Box, in megabytes (MB) and how much storage your account is allocated * **Max File Size** - The largest file you can upload to Box * **Login Address** - The direct URL you can use to log in to Box * **Admin Contact** - If you are in a Business or Enterprise account, the email address of your primary administrator If you are a Business or Enterprise customer and an administrator of the organization, you may also see an Upgrade Your Account button to enable you to upgrade or add features. If you are an individual account, you may also see a Permanently Delete Account link. ## Sharing Tab The Sharing tab is where you configure how you share your content and the default settings for sharing. ### Shared Links The Shared Links section contains default settings for shared links. These settings will only apply to shared links created on content you own.
SettingDescription
**Allow Shared Links for**Defines the content type you allow to be shared. Select from:
  • **Folders and files** (default) - All content in your account use the shared link settings that follow this option.
  • **Folders only** - Folders in your account use the shared link settings that follow. Shared links for files can be created, but are accessible only by invited collaborators in the folder.
  • **Files only** - Files in your account use the shared link settings that follow. Shared links for folders can be created, but are accessible only by invited collaborators in the folder.
  • **Nothing, restrict sharing** - Disables shared links for everyone except invited collaborators to the file or folder.
**Note**You can share only content you own.
**People who can access shared links**Defines what access options are available for the content types selected above. By default, all options are enabled, meaning that you can choose, per item, what access permission to grant your content. Select from:
  • **People with the link, people in your company, and people in this folder** (default) - Anyone with the link can access. But you can still set a password or expiration date for these links. There is no login required.
  • **People in this folder only** - Only people collaborating in this folder can access its content from a shared link.
If you change this setting from a less restrictive setting to a more restrictive setting and then back again, shared links created before the setting changes retain their type.
**Default access for new links**Defines the default access level of newly-created shared links. If you have limited the access options in an earlier setting, your options here are limited accordingly.
  • **People with the link** (default) - The content is open to people with the link. File viewers do not have to log in.
  • **People in this folder** - Only people collaborating in this folder can access its content.
You can still change the access type when you generate a shared link.
**Actions link recipients can take**Defines the allowed and default permissions for file, folder, and Box Notes shared links. For files, folders, and Box Notes, you define both the maximum permission allowed and the default permission when users share links, and you select from the following values for each:
  • **Preview, download, and edit the shared item**
  • **Preview the shared item only**
For each part of these options:
  • Preview means that link viewers can only preview the item. Download and edit is disabled. Managed users cannot toggle this setting at the folder and file level.
  • Download means that link viewers can download the files, folders, and Box Notes. With this option enabled, you can toggle the download setting at the folder and file level.
  • Edit means that link viewers can edit the linked file, files in the linked folder, or the Box Note. More specifically, editable file sharing links are shared links that grant editing permissions to files stored in Box for people with those links. You will be able to select the edit option in the sharing modal for a file within Box if you include edit in the maximum permission allowed.
### Collaborating on Content By default, your account is set to automatically accept invitations to collaborate. **Uncheck** the box under **Incoming Invitations** if you'd like to have the opportunity to accept or reject collaboration invitations. ### Uploading Content (Box Accelerator) Box Accelerator is a global data transfer network that improves the speed of your uploads. If you’re having issues with uploads, try turning this off. If your uploads seem slow, you may have a problem with your network or firewall. See [Troubleshooting: Uploads](https://support.box.com/hc/en-us/articles/360044196773) for more information. > [!NOTE] > > This setting is available only to managed users in organizations with Business or Enterprise accounts. ## Notifications Tab The Notification tab is where you configure what you get notified for and how to get notified. ### Email Notifications The Email Notifications section is where you define for which Box events you are notified. Email notifications for Co-owners are controlled by **In Items I Own** checkboxes. For both folders you own and folders you've joined (in which you are a collaborator), you can get notified for: * Downloads * Uploads * Comments (the default is selected for folders you own) * Previews * Deletes (the default is selected for folders you own) Previewing and editing a Box Note in a folder you own or a folder you joined does not generate email notifications. If you are a member of an organization, email notifications can also be adjusted at enterprise-wide, account-wide, and folder specific levels. * [**Enterprise-wide email notifications**](/en/box-admin-tools/how-to-guides-for-admins/manage-notifications-for-enterprise-users): When email notifications are applied in the Admin Console, it will be the default for all newly created end users until the end user adjusts their settings. * **Account-wide email notifications**: When email notifications are applied in the Account Settings, it will be the default notification setting for all newly created folders in the account OR for folders that are set to "Use my default notification settings". * End users in a Box instance can have different account wide settings by manually adjusting their email notification settings. * [**Folder specific level email notifications**](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/box-folder-settings#email-and-notifications-settings): When email notifications are applied in the Folder Settings, it will be the default email notifications for all files in the folder and subfolders. Please note that you cannot trigger email notifications to yourself for actions you triggered. * Different users collaborating in a folder can set their own specific Folder level email notifications (if allowed by the folder owner). If you are not receiving email notifications as expected, please follow the steps in our [Troubleshooting Issues with Email Notifications](https://support.box.com/hc/en-us/articles/360043696174) article. ### General Emails and Notifications The General Emails and Notifications section is where you can control the emails you will receive from Box. You can choose to receive the following email: * Login Activity: Get notified when your account is accessed from a new device. * Shuttle Activity: Get notified about results of Shuttle jobs. The default state for this setting when accounts are created is enabled. ### App Notifications The App Notifications section is where you can enable receiving Box notifications in any third-party apps for which you have enabled integrations and that can receive those notifications. > [!NOTE] > > This section is available only if you are part of an organization that includes integrations with third-party apps. ## Security Tab The Security tab is where you get information about your account security. ### Login Activity The Login Activity section of your Account Settings is useful for monitoring access to your Box account. You will see a list of all the applications, devices, and locations you've used to log in to Box. ![Account Settings 5](https://mintcdn.com/product-docs/eEZ2SZ8FKaSHD273/images/box-fundamentals/account-settings-5.png?fit=max\&auto=format\&n=eEZ2SZ8FKaSHD273\&q=85\&s=94d7bf73cbeff07473c8d73d1bc327a8) Click the **X** next to a session to **forget** this mode of access. You can also click the **Forget All** button at the bottom of the page to forget all sessions. The next time someone tries to open this application or browser from your stolen device, they will be prompted to re-enter their Box login credentials. ## Profile Tab The profile tab contains information about your profile, including your name, profile picture, and contact information. ### User Profile The User Profile section lists the information you enter about your profile. **To edit your profile information** 1. Click into one of the text boxes. 2. Make any desired changes. 3. Click **Save Changes**. **To change your profile picture** * Click **Change.** * Select the image you would like to use from the file browser * Click **Open**. **To remove your profile picture** * Click **Remove**. ## Diagnostics Tab The diagnostics tab is useful when you encounter a problem with Box. Run a **Connection Diagnostics** test to check the status of your connection to Box. If you have filed a support ticket with Box, you may be asked to grant Box access to your account. You can do so by clicking the **Grant Access** button in the **Access to your Account** section. This will give Box Support access to your account for 5 calendar days. At the end of 5 days, access will automatically be revoked. You can manually revoke access at any time. To determine if you need to grant Box access to your account for support, please contact your administrator or customer success manager. # Multi-Factor Authentication Set Up for Your Account Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/multi-factor-authentication-set-up-for-your-account Multi-factor authentication (MFA) is a security mechanism where users must provide two or more pieces of evidence, or factors, before being allowed access to a product or service, such as Box. Most common is 2-factor authentication (2FA), where users are required to authenticate from 2 of: | Factor | Definition | Example | | - | - | - | | Knowledge | Something only the user knows. | Passwords | | Possession | Something only the user has. | Hardware and software keys | | Inherence | Something only the user is. | Fingerprints | If your organization does not require [single sign-on](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) (SSO) for authentication, Box enables users to set up 2-factor authentication for their accounts. The first factor is a password. The second factor is a one-time password (OTP), which is the possession factor. You can choose authenticator apps, SMS, security key, or email for the second factor. * SMS is short message service, the text messaging you use on your phone, and receives one-time passwords created from a secure random generator. * A security key is a physical device used as the possession factor in multi‑factor authentication. Security keys compatible with Box must support the FIDO2/WebAuthn standard. To authenticate, you insert the key into a USB port or tap it using NFC, then press the key’s button. Security keys work offline and help prevent phishing by validating the website you’re logging in to. Supported security keys include (but are not limited to): * Yubikey/Yubico * Google Titan * Feitian * Nitrokey * For troubleshooting tips, see [Security Key MFA Troubleshooting](/en/box-fundamentals/for-users/user-login-and-settings/security-key-mfa-troubleshooting) > [!NOTE] > > FIDO2/WebAuthn passkey authentication is supported in an MFA flow in the Box mobile application. However, passkey authentication in a [single sign-on (SSO)](/en/box-fundamentals/for-users/user-login-and-settings/logging-in-with-single-sign-on-sso) flow is not currently supported in the Box mobile application. * Authenticator apps use algorithms to generate one-time passwords, which are unique random passwords generated on demand by authenticator applications. These one-time passwords expire after a defined period of time, often a number of seconds or minutes. Box 2FA supports authenticator apps that are compliant with the TOTP (time-based one-time password) algorithm, which is defined by the [Internet Engineering Task Force specification, IETF-6238](https://tools.ietf.org/html/rfc6238). Applications that follow this specification include Google Authenticator, Microsoft Authenticator, Authy, Duo, and LastPass, however, your administrator may require that you use a specific TOTP-compliant authenticator app. * Email, similar to OTP authentication, sends a code to the user's selected email to access their Box account. This method ties login access to a user's email, preventing access from former users. > [!NOTE] > > Box recommends using a supported authenticator app or security key as your second 2FA method. There are known issues with using SMS for 2FA, including: > > * SMS may not be available because a user is traveling, offline, or in a country that does not support 2FA through SMS. Also, once you share a secret with an authenticator app, such as scanning a code with the app, the app is self-sufficient and no longer needs a network connection to generate future one-time passwords. > * There are known SMS security vulnerabilities, such as SIM swapping. > > However, using an authenticator app or security key is not supported for FTP access to Box for non-SSO (single sign-on) customers. If you enable 2FA and want to access Box via FTP, you must use SMS for 2FA. > > The administrator of your Box enterprise may require 2FA to be used for external collaborators. If so, the administrator may also require that the 2FA method be via an authenticator app or security key, or the administrator may also allow 2FA via authenticator app, SMS, email, or security key. > > Box also provides backup codes when you use an authenticator app, SMS, or security key as a second factor to allow login if your MFA device is not available, such as when you are in an area with no cellular signal, your device was lost or stolen, or you have a new device. These backup codes are generated during the app/SMS/security key MFA setup process for you to copy and store in a safe place. ## Enabling Multi-factor Authentication You can enable only one of authenticator app, security key, email, or SMS for 2-factor authentication, and only if your organization does not require single sign-on (SSO) for authentication. If it does, the 2-Step Verification section is not visible in your account settings. **To enable security key multi-factor authentication for your individual account:** 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. (Note: You will not see this section if your organization requires single sign-on (SSO) for authentication.) 3. Select **Security Key** and click **Next**. 4. Follow the instructions to insert the security key and touch or enable NFC, then click **Submit**. 5. Copy the backup codes. Once copied, paste them into a file only you have access to and save the file somewhere secure. 6. Click **Complete**. > [!NOTE] > > For a limited time after security keys are introduced, if you are enrolled in security key MFA and security key authentication is temporarily unavailable, you will automatically be switched to email-based MFA until security key functionality is restored. **To enable authentication app multi-factor authentication for your individual account:** 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. (Note: You will not see this section if your organization requires single sign-on (SSO) for authentication.) 3. Select **Authentication App** and click **Next**. 4. Open the authentication app on your phone and scan the QR code. (You can also enter the secret key located under the QR code into the authenticator app manually.) 5. Enter the code you received in the authenticator app and click **Submit**. 6. Enter a phone number for verification, which would be used by Box support to verify your identity in the case where you are not able to authenticate in the app, and click **Submit**. 7. Copy the backup codes. Once copied, paste them into a file only you have access to and save the file somewhere secure. 8. Click **Complete**. **To enable email multi-factor authentication for your individual account:** 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. 3. Click **Set Up**. 4. Select **Email** and click **Next**. * The following window confirms you’ll use email MFA to sign in. Click **Submit** to continue. 5. Select the email you’d like to use for the Box login. 6. Enter the code sent to the email you selected for MFA. After setting up MFA with your email, you're notified that email MFA is required the next time you log in. **To enable SMS multi-factor authentication for your individual account:** > [!NOTE] > > Your Box administrator may not allow SMS as an authentication method. If so, this option will not be available to you. 1. Go to **Account Settings > Account**. 2. In the **2-Step Verification** section, click **Set Up**. 3. Select **SMS Text Message** and click **Next**. 4. Enter your phone number and click **Continue**. Some countries do not support 2FA via SMS. 5. Enter the code you received as a text message and click **Submit**. 6. Copy the backup codes. Once copied, paste them into a file only you have access to and save the file somewhere secure. 7. Click **Complete**. ## Removing Multi-factor Authentication **To remove a multi-factor authentication method from your individual account:** 1. Click on your account icon in the top-right corner of the page, and select **Account Settings.** 2. Under the **Account** tab, scroll to the **Authentication** section. 3. Click **Remove** next to the authentication method you want to remove, then click **Remove** in the confirmation dialog box. > [!NOTE] > > If your administrator requires you to use multi-factor authentication and you remove all methods, you will have to add one before you can get authenticated next time you sign in. ## If your authentication code doesn't arrive If the one-time passcode doesn't arrive when you log in: * Select **Resend Code** on the verification screen to request a new code. * If you use SMS, the code may not arrive because you are traveling, offline, or in a country that does not support 2FA through SMS. * If you use email, check your spam folder and make sure your email provider isn't blocking messages from Box. See [Configuring Email for Box Notifications](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications) for the domains to allowlist. * If you saved backup codes during setup, select **Use account backup code instead** on the verification screen and enter one of them. * If you still can't log in, follow the steps in [If you're locked out of your account](#if-youre-locked-out-of-your-account). ## If you're locked out of your account If you find yourself locked out of your account due to a changed phone number, lost security key, or for some other reason cannot access the confirmation codes sent to your mobile device, please contact your primary admin, who can disable 2FA on your account. Business Plus and Enterprise admins can use the instant login feature in the Admin Console to disable 2FA in a user's Account Settings. If you are having issues with your existing security key enrollment, make sure that: * You are using the same security key that you originally enrolled with * Your security key meets the FIDO2/WebAuthn standard * Your security key meets the browser and operating system requirements: | **Web browser** | **macOS 10.15+** | **Windows 10** | **Windows 11** | **Linux** | **iOS 14.5+** | **Android 8+** | | - | - | - | - | - | - | - | | Chrome (Version 67 and later) Edge (Version 18 and later) Chromium-based Browsers (Version 18 and later) | Yes | Yes | Yes | Yes (No on Edge in Linux) | Yes | Yes | | Safari (Version 13, released on September 19, 2019, and later) | Yes | N/A | N/A | N/A | Yes | N/A | | Firefox (Version 60 and later) | Yes | Yes | Yes | No | Yes | Yes | | Samsung Internet v17.0+ | N/A | N/A | N/A | N/A | N/A | Yes | N/A signifies that the operating system doesn’t support the web browser. If you are in a Personal, Starter or Business account, please reach out to [Box Product Support](https://support.box.com/hc/en-us/requests/new#) for assistance. ### Resetting multi-factor authentication for Individual accounts If you lose access to your primary multi-factor authentication (MFA) method, such as your mobile device or authenticator application, you can reset your MFA settings to regain access to your Box account. This self-service reset tool is available only to customers on Individual and Professional Pro plans. If you belong to a managed enterprise account, contact your account administrator to reset your MFA. > [!NOTE] > > Self-service MFA reset is not available if email is your enrolled MFA method. Box sends the MFA reset link to the email address associated with your Box account, which is the same email address used for email MFA. If you have access to your email, sign in with the MFA code sent there. If you lose access to your email address and cannot log in, contact [Box Product Support](https://support.box.com/hc/en-us/requests/new#). #### Resetting MFA with a recovery contact If you do not have your backup codes, you can request an authentication reset using your registered recovery contact method, such as a recovery phone number. **To reset your MFA using a recovery contact:** 1. Open the Box login page and enter your email and password. 2. On the MFA verification screen, select **Use account backup code instead**. 3. Select **reset Multi-Factor Authentication**. 4. Confirm your identity using the partially masked recovery phone number displayed on the page. 5. Select **Send Code** to receive a one-time passcode (OTP) via SMS. 6. Retrieve the OTP from your mobile device. The code remains valid for 15 minutes. 7. In the verification field, enter the OTP and select **Verify**. Box sends a notification email to your address with a link to cancel the request if you did not initiate it. 8. Open the confirmation email and select the link to complete the reset. 9. Log in to Box using your email and password. 10. Set up your new MFA method and save your new backup codes. > [!NOTE] > > You can attempt to enter the OTP up to three times. If you cannot provide the correct OTP after three trials, select the link on the screen to contact [Box Product Support](https://support.box.com/hc/en-us/requests/new#?\&referrerPageUrl=) for manual verification. # Removing Your Notification Email Address Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/removing-your-notification-email-address Your account may have a separate notification email address if you are a member of an organization that allows notifications to be sent to an email address other than your primary Box email address. You can remove that email address and have notifications sent to your primary Box email address. 1. In the top-right corner of your Box window, click your account icon and select **Account Settings**. 2. Click the **Notifications** tab. 3. In the **Email Notifications** section, click **Reset to Default**. 4. Click **Okay.** The system resets your notification email to your primary Box email address and removes the notification email address from your Box account. # Reset My Box Account Password Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password ## Why am I being asked to reset my password? The administrator has enabled *Strong Password Requirements*, *Exposed Password Detection*, or both. Depending on your permission level you will be asked to reset your password when you first log in or within Box. Select and follow the applicable steps: * [Resetting your Box password using Account Settings](#resetting-your-box-password-using-account-settings) * [Resetting your password after being blocked at login](#resetting-your-password-after-being-blocked-at-login) * [Resetting your Box password using the notification banner](#resetting-your-box-password-using-the-notification-banner) ## Resetting your Box password using Account Settings To reset the password for your Box account, follow this process: 1. Visit [https://app.box.com/reset](https://app.box.com/reset) and enter the email address associated with your Box account. 2. Check your email, you will receive an email with a link to reset your password. * * Password reset links sent via email expire 3 hours after they are sent. If you need a new link after your current one has expired, visit [https://app.box.com/reset](https://app.box.com/reset) to have another link emailed to you. * If you do not receive an email from Box for this password reset, check to see if your Box account is associated with that specific email address or another email address. * Also, [check your spam folder](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications) in your email client for this email. ## Resetting your password after being blocked at login If your organization has exposed password detection enforcement enabled and your password is found in a third-party database of leaked passwords, you are blocked from accessing Box after entering your credentials. Box displays a message informing you that you must reset your password. To reset your password: 1. Box automatically sends a password reset link to the email address associated with your account. 2. Check your email and select the reset link. * Password reset links expire 3 hours after they are sent. If you need a new link after yours has expired, visit [https://app.box.com/reset](https://app.box.com/reset). * If you do not receive an email from Box, verify that your Box account is associated with the email address you expect, and [check your spam folder](/en/box-fundamentals/for-users/user-login-and-settings/configuring-email-for-box-notifications). 3. Create a new password. Your new password cannot be a known exposed password. Follow the password strength guidance provided on the reset page. 4. After successfully resetting your password, return to [https://app.box.com/login](https://app.box.com/login) to log in. > [!NOTE] > > If you do not have access to the email address associated with your account, contact your Box administrator. Admins can generate a password reset link on your behalf from the Admin Console. ## Resetting your Box password using the notification banner When you log in to Box, you may receive a notification asking you to update your password. This can happen if your administrator requires strong passwords, or if your password has been found in a third-party database of leaked passwords. 1. Click **Update** in the notification banner to open the *Change password* modal. 2. Type in your **Current password** in the field provided. 3. Type in your **New password** in the field provided following the *Password strength* guidance. The list of password criteria will indicate what your password is missing with an "X." 4. With all password requirements met, retype your password in the **Confirm new password** field. 5. Click **Save**. You must meet all criteria to successfully save and update your password. After you click **Save**, you will see the notification, "Your password has been changed successfully." ### If you see an exposed password notification Box notifies you if your password has been found in a third-party database of leaked passwords: * A notification banner displays on the All Files page with an Action needed message advising you to change your password. * An informational banner displays in Account Settings > Authentication. You are not blocked from using Box, but Box strongly recommends that you [change your password](/en/box-fundamentals/for-users/user-login-and-settings/reset-my-box-account-password) as soon as possible to protect your account. # Security Key MFA Troubleshooting Source: https://docs.box.com/en/box-fundamentals/for-users/user-login-and-settings/security-key-mfa-troubleshooting To troubleshoot a security key: * Make sure it's securely connected. * Test a different USB port. * Skip USB hubs or adapters and plug it straight into the computer. * Try it on another device. * Address potential browser problems by switching to Chrome, Firefox, or Safari, keeping the browser up to date, and verifying the key responds during login. * Examine system settings. Reset Windows Hello if needed, and review Event Viewer for error logs. * Swap in another security key or apply any pending updates (such as Duo notifications). Simple fixes like restarting your computer or updating your browser often resolve the problem quickly. > [!NOTE] > > If you cannot use the security key on your Box mobile app, please [contact Box Support](https://support.box.com/hc/en-us/requests/new?\&referrerPageUrl=). ## Browser and operating system compatibility | **Web browser** | **macOS 10.15+** | **Windows 10** | **Windows 11** | **Linux** | **iOS 14.5+** | **Android 8+** | | - | - | - | - | - | - | - | | Chrome (Version 67 and later) Edge (Version 18 and later) Chromium-based Browsers (Version 18 and later) | Yes | Yes | Yes | Yes (No on Edge in Linux) | Yes | Yes | | Safari (Version 13, released on September 19, 2019, and later) | Yes | N/A | N/A | N/A | Yes | N/A | | Firefox (Version 60 and later) | Yes | Yes | Yes | No | Yes | Yes | | Samsung Internet v17.0+ | N/A | N/A | N/A | N/A | N/A | Yes | N/A means the operating system doesn’t support the web browser. ## Using NFC with your phone Some security keys require specific positioning when held near your phone for NFC to work properly. If you're experiencing connection issues, check your vendor's documentation for NFC positioning guidelines. For example, for Nitrokey, see the [NFC troubleshooting guide](https://docs.nitrokey.com/nitrokeys/nitrokey3/troubleshooting#nfc-is-not-working). # Box Sign metadata Source: https://docs.box.com/en/box-sign/box-sign-metadata Box Sign automatically saves the key details of each signature request as [Box Metadata](/en/box-fundamentals/for-users/staying-organized/organizing-and-tracking-content/using-metadata) on the resulting signed files. This rich metadata (such as recipients, the request status, and when it was completed) is applied to the signature request PDFs, so you can search for signed documents and use that metadata to automate workflows in [Box Automate](/en/box-automate/about-box-automate). Box captures this information in a single, standard global metadata template labeled **"Box Sign"**. Box creates and maintains this template for your enterprise. The template can't be accessed from the Admin Console and is not editable through the web app or Preview. Box Sign metadata cannot be used to create metadata views in Box Apps. ## Availability * Box Sign metadata is available on Business Plus, Enterprise, Enterprise Plus, and Enterprise Advanced plans. * The feature is on by default. Admins can turn it off for the whole organization. For more information, see [Disabling Box Sign metadata](#disabling-box-sign-metadata). ## What Box Sign captures Box records details about the signature request itself and about each recipient. The template stores details for up to five individual recipients, plus a field that lists all recipients. > [!NOTE] > > The Box Sign template is available in English only, so field names display in English no matter which language you use Box in. > > The values for **Request status**, **Recipient status**, and **Recipient role** are also English only. ### Request details | Field | Description | | - | - | | Request status | The current status of the request. Possible values: In Progress, Completed, Cancelled, Declined, Expired. | | Date sent | Date the signature request was sent out to recipients. | | Date completed | Date the signature request was signed by all recipients. Set only when the request status is Completed. | | Sender email | The email address of the person who sent the request. | | Sender full name | The full name of the person who sent the request. | | All recipients | A comma-separated list of all recipients included in the signature request, including **Get a Copy** recipients. | | Request ID | Unique Box Sign signature request ID. | | Template ID | Unique Box Sign signature template ID. | | Last activity | Date of the last signature request activity. | ### Recipient details Box captures the following fields for each recipient, for up to five recipients (Recipient 1 through Recipient 5). Only recipients with the **Signer**, **Approver**, or **In-Person** role get their own numbered slot. Box lists **Get a Copy** recipients in the **All recipients** field instead. | Field | Description | | - | - | | Recipient email | The recipient's email address. For a recipient group or a forwarded signature, this captures the person who actually signed. | | Recipient full name | The recipient's full name. | | Recipient status | The recipient's current status. Possible values: Email Sent, Email Viewed, Email Bounced, Document Viewed, Waiting on Another Recipient, Signed, Declined, Cancelled, Expired, or Reassigned. | | Recipient role | The recipient's role. Possible values: Signer, Approver, or In-Person. | Box determines the recipient's full name from the value of the **Name** field on the request. If the request uses separate **First name** and **Last name** fields, Box combines them. If the **Name** field is not available, for managed users, Box uses the name from their Box profile. Otherwise, the Recipient full name is empty. ## When metadata is captured and updated Box applies the Box Sign template to the files when the signature request is sent, and keeps the metadata updated in real time throughout the signing process. * **On send.** When a signature request is sent, Box records the request details for each recipient, such as email, full name, status, and role. * **On every status change.** Each time the request status or a recipient's status changes, Box updates the metadata so it always reflects the latest updates. For example, as soon as the first of three recipients signs, Box updates that recipient's status and the request's last activity date. * **After a revision.** If a signature request is revised, Box updates the metadata to match. If you remove a recipient during a revision, Box clears that recipient's fields. > [!NOTE] > > Metadata might not be instantaneously displayed. If you don't see populated metadata within the metadata panel in Box Preview, continue to reload the page until it displays. ### Which files get metadata Box applies the Box Sign metadata to: * Every file within the signature request. * Any files that recipients attach to the request. Box does not apply metadata to the signing log. Box applies metadata only to the sender's copy of the signature request files in the designated save location folder. ### Supported request types Box captures metadata for the following request types: * Standard signature requests * 21 CFR Part 11 requests * [Batch send](/en/box-sign/templates/using-batch-send-templates) requests * [Ready-sign links](/en/box-sign/sending-a-document-for-signature/using-ready-sign-links) * API requests, including the Box Automate Sign outcome Box does not capture metadata when the sender is the only recipient or in Sign Myself requests. ## How recipients map to fields Box assigns each tracked recipient to a numbered slot (Recipient 1 through Recipient 5). How recipients map to these slots depends on your signing order setting: * If the signing order is toggled on: Recipients are numbered in their signing order. Recipient 1 is the first to sign, Recipient 2 is the second, and so on. If two recipients share the same signing order, their numbering stays consistent across every request from that template. * If the signing order is toggled off: Recipients are numbered to match the order in which they are listed within the signature request. If the request was created from a template, this is the order in which the sender added the recipients to the template. This order stays consistent across every request initiated from the same template. ### Recipient groups and forwarding When initiating requests using recipient groups, Box handles the group's metadata as follows: * The recipient email field lists all group members' email addresses, separated by commas, until someone from the group executes the request. Once a member signs, Box replaces the list with the email address of the person who actually signed. * The recipient status reflects the status of the recipient group. * The recipient's full name stays empty until a member of the group completes the request. If a recipient reassigns their signing responsibility to someone else, Box captures the metadata of the recipient who actually completed the request in the recipient email field, and sets the recipient's status to **Reassigned**. The **All recipients** field lists both the original recipient and the recipient the request was forwarded to. ## Viewing metadata To view a file's Box Sign metadata: 1. Open the signed document in Box Preview. 2. In the preview window's right sidebar, select **Metadata**. Box displays the **Box Sign** template along with any other metadata templates applied. The Box Sign template can't be modified, and you can't edit metadata field values from the Box Preview window. Box Sign metadata is read-only when accessed through Box Preview in the Box web app. Metadata values can still be modified through the Box Metadata API. ## Using metadata Because signature request details are stored as standard Box Metadata, you can use them across Box: * **Search:** Box Sign metadata values are indexed by Box search, so you can find signed documents by signer, request ID, completion date, and so on. * **Box Automate:** The Box Sign template is available in [Box Automate](/en/box-automate/about-box-automate). Use metadata values to trigger workflows. For example, you can dynamically rename signed files with the signer's name and completion date, or route completed requests to the right folder or team. * **Box Metadata API:** You can search Box Sign metadata values through the [Metadata API](https://developer.box.com/guides/metadata) for custom integrations. ## Disabling Box Sign metadata Box Sign metadata is on by default. Admins can turn it off for the entire organization from the Admin Console. When it's off, Box doesn't apply Box Sign metadata to new signature requests. For detailed instructions, see [Configuring Box Sign enablement settings](/en/box-sign/box-sign-for-admins/configuring-box-sign-enablement-settings#enabling-or-disabling-box-sign-metadata). # Understanding the signer's file storage and permissions Source: https://docs.box.com/en/box-sign/file-storage-and-permissions/understanding-the-signers-file-storage-and-permissions A signer receives an email with a link to copies of the signed document and the signing log.  Anyone with the URL to this link will be able to access the signed document and signing log, so the signer should share these links only with people they want to share the signed document and signing log with. These open links expire in accordance with the timelines described in the email.  Where the signed document is added to a signer’s existing Box account, these copies will be available in the signer’s Box environment until the signer deletes the documents, or deletes their Box account. If a signer does not have a Box account at the time of signing, Box sends the signer a link to create a Box account. Completing the first request with that email can create a new account. The signer's copy of that first request is available for 80 days through the link in the email. It is not stored indefinitely in the new account. > [!NOTE] > > Download the signed document and signing log within 80 days. After that, contact the requester for a copy. Later completed requests can be stored in a **My signed documents** folder in the root of the signer's account. In some cases, Box may not be able to link the recipient's email to an existing Box account, create a user account, or create this default folder.  In this case, the recipient receives a link to the document that expire in accordance with the timeline provided in the email.  However, after the link expires, the recipient will not be able to access this document through Box, and must instead contact the requester to get a copy of the document. If the signer's email address domain is part of an organization with a Box instance, but the signer did not have a Box account at the time of signing the document, Box delivers content to the signer based on the following table.
Box ConfigurationBox will...
  • [Auto enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment): Yes
  • [Auto provisioning](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization#sso-on-the-fly-registration-auto-provisioning): Yes
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) enabled: Yes
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) required: Not applicable
  • create a managed user account in the organization instance, and
  • upload content to the user's account in that organization instance when the document is finished (all recipients have completed their required actions).
  • [Auto enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment): Yes
  • [Auto provisioning](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization#sso-on-the-fly-registration-auto-provisioning): No
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) enabled: Not applicable
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) required: No
  • [Auto enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment): No
  • [Auto provisioning](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization#sso-on-the-fly-registration-auto-provisioning): Yes
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) enabled: Yes
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) required: Not applicable
  • [Auto enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment): Yes
  • [Auto provisioning](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization#sso-on-the-fly-registration-auto-provisioning): No
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) enabled: Yes
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) required: Yes
  • store the content for 80 days in a unique instance associated with the organization that respects organization settings such as Zones and KeySafe, and
  • provide a download link to the user via email that is active for 80 days.
  • [Auto enrollment](/en/box-admin-tools/how-to-guides-for-admins/domain-management-verification-and-auto-enrollment#domain-auto-enrollment): No
  • [Auto provisioning](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization#sso-on-the-fly-registration-auto-provisioning): No
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) enabled: Not applicable
  • [SSO](/en/box-admin-tools/box-security/setting-up-single-sign-on-sso-for-your-organization) required: Not applicable
# About Box Sync Source: https://docs.box.com/en/box-sync/using-box-sync/about-box-sync > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective > December 2026. For more information visit the > [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). Box Sync is a productivity tool that allows you to mirror data stored on Box to your desktop. You can then navigate and modify content stored on the Box website through your computer’s native file browsing interface, without using a web browser. Content that syncs down to your computer are available for offline access. If you make changes to the synced files locally, these changes automatically sync back up to your Box account. > [!NOTE] > > * Box Sync only supports syncing **100,000 files and up to 100GB** to ensure best performance. > * Box does not support using smartcards for authentication in Box Sync on Mac. ## Learn more about Box Sync * [Installing Box Sync and System Requirements](/en/box-sync/using-box-sync/installing-box-sync) * [Marking Content for Box Sync](/en/box-sync/using-box-sync/marking-content-for-box-sync) * [Modifying the Location of the Box Sync Folder](/en/box-sync/using-box-sync/modifying-the-location-of-the-box-sync-folder) * [Setting the Box Sync Folder as the Default Save Location](/en/box-sync/using-box-sync/redirect-my-documents-folder-to-automatically-be-box-sync-default-folder-location) * [Reinstall Box Sync on a New Computer](/en/box-sync/using-box-sync/reinstall-box-sync-on-a-new-computer) # Deleting Synced Folders Source: https://docs.box.com/en/box-sync/using-box-sync/deleting-synced-folders > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). You receive a "Confirm Deletion" prompt when * you **delete a folder you own** from **your Box Sync folder** that **has collaborators in the folder**, or * you are a **non-owner collaborator**, and you try to **delete a sub-folder**. ![Deleting Synced Folders-2.png](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sync/deleting-synced-folders-2.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=d1d85327fc7b2712d045e4f3ae9c4ca1) You can optionally check the **Always delete** check box if you always want Box Sync to delete the folder on your Box account. You will no longer see this pop-up for any future deletions of folders that you own that contains collaborators. ### Scenarios where you will not receive a "Confirm Deletion" prompt: When deleting content from your local Box Sync folder, * you will not get this prompt if you **delete a folder you own** that **has no collaborators**. The **folder will be deleted** from your **Box account**. * you will not get this prompt if you **delete individual files**. The **file will be deleted** from your **Box account**. * you will not get this prompt if you **delete a folder** that is **owned by another user**. The **folder will be unsynced** for **you**. > [!NOTE] > > * Moving a folder from your Box Sync folder to anywhere outside of your Box Sync folder is equivalent to the folder being directly deleted from your Box Sync folder. > * If a folder is [partially synced](/en/box-sync/using-box-sync/about-box-sync), additional items not visible on your computer may also be permanently deleted from Box. Deleting parent folders locally from your Box Sync folder could cause subfolders that you haven't synced to be deleted inadvertently. You can always recover deleted items from the [**Trash**](/en/box-fundamentals/for-users/staying-organized/managing-files-and-folders/managing-trash) page. ## Deleting vs Unsyncing When you **delete** a collaborated folder, that folder is permanently deleted from every collaborator's account. When you **unsync** a collaborated folder, you are only removing it from your computer ﹣ it remains in the parent folder and all other collaborators continue to have access to that folder. This action must be taken from the Box web application. # For Box Admins: Changing the Default Location for the Box Sync Folder Source: https://docs.box.com/en/box-sync/using-box-sync/for-box-admins-changing-the-default-location-for-the-box-sync-folder This article provides details on how IT admins can customize the Box Sync folder location while deploying Box Sync 4.0 for the enterprise. If you are not an Administrator in an enterprise and want to change your folder location, [click here](/en/box-sync/using-box-sync/modifying-the-location-of-the-box-sync-folder) for more information. ## Prerequisites and Limitations * **Sync 4.0 installer:** If you've already installed Sync 4.0, you'll need to [uninstall Box Sync](/en/box-sync/using-box-sync/uninstalling-box-sync-manually) before proceeding. * **Hard drive format:** The Box Sync folder must be located on a local drive with a NTFS, HFS, or HFS+ file system. * **Moving the Box Sync folder:** * Do not move the Box Sync folder while Sync is installed. * If Box Sync 4.0 is already installed, you must first uninstall this version before you can take the steps below to move the Box Sync folder location. * Do not move the Box Sync folder to a shared network drive or an external hard drive. * If your Sync 3 folder is already at a custom location, Sync 4.0 will place the new Box Sync folder (called *Box Sync*) next to the existing *Sync 3 Box Documents/My Box Files* folder at this same location. To allow this to occur, install Sync 4.0 over Sync 3 without uninstalling. * If your administrator has customized the Box Sync folder location, you cannot override it. * Do not try to manually create a "Box Sync" folder in your desired location. Doing so will block the automatic creation of the Sync folder by the application. ## Customizing the Sync Folder Location The steps below outline the process for customizing the Sync Folder location on either Mac or Windows operating systems. **Mac:** You can customize the location of the local Box Sync folder by specifying the folder path in a .plist file (**com.box.sync.plist**) that must be created in the **Macintosh HD/Library/Preferences/** directory. In this procedure, the Box Sync folder is saved to the desktop. > [!NOTE] > > Sync 4 only supports **plain text plist files.** To specify the Box Sync folder location in the .plist file, follow this procedure: 1. If you have already installed Box Sync 4.0 on your Mac and logged in for the first time, you'll need to [uninstall Box Sync](/en/box-sync/using-box-sync/uninstalling-box-sync-manually) before proceeding. 2. Delete any pre-existing Box Sync .plist files in the **Macintosh HD/Library/Preferences/** directory. Be aware that Box Sync .plist file(s) will exist if you previously tried to customize the Box Sync folder location. 3. Open a new text file. 4. Copy the following example and paste it into the new text file: \\\\SyncRootFolder\\/Users/\/Desktop/Box Sync\\\ 5. In this text file, update the folder string location **/Users/\/Desktop/Box Sync** with your desired path. Be sure to include the entire file path. The greater\*-*than and less-than characters, "\< " " >" are special characters and cannot be used in the Box Sync folder path. The path is case-sensitive*.\* 6. Save this text file as **com.box.sync.plist** (a .plist file) in the **Macintosh HD/Library/Preferences/** directory (note that this directory is separate from the Users/userprofile/Library/Preferences directory). Be sure to save this as a plain text file. (You can save this file as plain text from the **Format** menu if you're using TextEdit on your Mac.) 7. Install Box Sync 4.0. Box Sync will now read the .plist file and create the Box Sync folder in the new location. **Windows:** To set the location of the Box Sync folder in Sync 4.0, you must set the registry key in the HKEY\_LOCAL\_MACHINE (HKLM) software settings ***before*** logging in to Sync 4.0 for the first time. If Sync 4.0 has already created the Box Sync folder in the default location, you ***must*** uninstall and reinstall Sync 4.0. 1. If you have already installed Box Sync 4.0 on Windows and logged in for the first time, you'll need to [uninstall Box Sync](/en/box-sync/using-box-sync/uninstalling-box-sync-manually) before proceeding. If you have *not* logged in to Sync 4.0, proceed to step 4. 2. Delete the following folders: 3. C:\Users\\AppData\Local\Box\Box Sync\\ 4. C:\Users\\Box Sync\\ 5. [Install Sync 4.0](/en/box-sync/using-box-sync/installing-box-sync). Once you have installed Sync 4.0 and before logging into Sync 4.0, set the folder location in the registry key: 4. Open Registry Edit by going to the Start menu and searching for **regedit**. 5. In the left pane, navigate to **HKEY\_LOCAL\_MACHINE** > **SOFTWARE** > **BOX** > **BoxSync** 6. In the right menu, right-click and select **New** > **String Value**. Name this new value **SyncRootFolder**. 7. Right-click the newly created **SyncRootFolder** value, select **Modify**, and set the **Value data** to the required path. End the path with the name of the new Sync 4.0 folder. For example: C:\Users\[username]\Desktop\[Desired Box Sync Folder Name]. > [!NOTE] > > This path is case sensitive. It may contain Windows environment variables (see [http://technet.microsoft.com/en-us/library/dd56074 4%28v=ws.10%29.aspx](http://technet.microsoft.com/en-us/library/dd560744%28v=ws.10%29.aspx) ). > [!NOTE] > > In order to specify another location for the Sync folder, the parent folder must exist. If the parent folder does not exist, the Sync folder will be installed in the default location. Windows Administrators can also redirect their users' My Documents folder to their Box Sync folder. See [this article](/en/box-sync/using-box-sync/redirect-my-documents-folder-to-automatically-be-box-sync-default-folder-location) for more information. # Installing Box Sync Source: https://docs.box.com/en/box-sync/using-box-sync/installing-box-sync > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). Box Sync is a productivity tool that enables you to mirror data stored on Box to your desktop. You can then navigate and modify content stored on the Box website through your computer’s native file browsing interface, without using a web browser. Content that syncs down to your computer is available for offline access, and if you make changes to the synced files locally, these changes automatically sync back up to your Box account. ## macOS ### Box Sync system requirements for macOS * [Supported OS versions](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support) * HFS+ or APFS formatted hard drive. ### macOS install steps 1. Download the Box Sync Installer DMG file. 2. Open the DMG file when the download is complete. 3. Drag the Box Sync app icon into your Applications folder. 4. Double-click on Box Sync in your Applications folder. Your synced files are stored in a new folder called **Box Sync**. You can access this folder from the **Favorites** section in the left pane of your Finder window. ## Windows ### Box Sync system requirements for Windows * [Supported OS versions](https://support.box.com/hc/en-us/articles/360043696234-Understand-the-Box-Policy-For-Browser-And-OS-Support) ### Windows install steps 1. Download the Box Sync Setup .MSI file. 2. Open the .MSI file when the download is complete and follow the installation instructions. 3. Box Sync starts automatically when the installation completes. Your synced files are stored in a new folder called **Box Sync**. You can access this folder from the **Favorites** section in the left pane of Windows Explorer. Alternately, right-click the **Box Sync** icon in the system tray (bottom right corner of your screen - near the clock) and click **Open Sync Folder**. ## Changing the location of the Box Sync folder See: [Modifying the Location of the Box Sync Folder](/en/box-sync/using-box-sync/modifying-the-location-of-the-box-sync-folder) ## Marking folders for Sync See: [Marking Content for Box Sync](/en/box-sync/using-box-sync/marking-content-for-box-sync) # Logging in to Box Sync with WebView2 Source: https://docs.box.com/en/box-sync/using-box-sync/logging-in-to-box-sync-with-webview2 > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). With Microsoft [ending support for Internet Explorer browser](https://learn.microsoft.com/en-us/lifecycle/faq/internet-explorer-microsoft-edge), the login modal that previously used IE WebView component was replaced. Box Sync uses a modal dialog with a Microsoft Edge WebView2 component when logging into Box. This WebView component was updated in Box Sync 4.0.8085. To use this updated browser component, have your users install the Microsoft Edge WebView2 component on their device here: [WebView2 - Microsoft Edge Developer.](https://developer.microsoft.com/en-us/microsoft-edge/webview2/#download-section) * We recommend installing the Evergreen Standalone Installer, so that the device will keep the Runtime up to date. While Microsoft has not announced the end of support for the IE WebView component, SSO providers and other vendors may drop support for it, leaving users unable to log in to the Box desktop. # Marking Content for Box Sync Source: https://docs.box.com/en/box-sync/using-box-sync/marking-content-for-box-sync Control the content that is synced to your local Box Sync folder by marking content in your Box.com account. A folder that is marked for Sync displays a blue check mark icon beside its name. ![synced-to-desktop-original-png](https://mintcdn.com/product-docs/xuuPWgNpL6dP84bD/images/box-sync/synced-to-desktop-original.png?fit=max\&auto=format\&n=xuuPWgNpL6dP84bD\&q=85\&s=18098ebcf09542ca71abc2d20a3f4149) > [!NOTE] > > You must have [Editor Access](/en/box-fundamentals/for-users/collaborating/collaborating-by-inviting-others/understanding-collaborator-permission-levels) or higher to use Box Sync in a folder. ### Marking a folder for Sync To mark a folder for Sync, navigate to your Box.com account and follow the steps below. 1. Select a folder by clicking beside its name, or click the folder name to open the folder. The right hand sidebar should display information about the folder you've selected or opened. 2. Click **Details** in the sidebar. 3. Click the **Sync to Desktop** slider to mark this folder for sync. By default, this will mark all contained folders for sync as well. You can unmark specific subfolders within a synced folder, if you only want certain content to be synced. ![using-box-sync-1](https://mintcdn.com/product-docs/xuuPWgNpL6dP84bD/images/box-sync/using-box-sync-1.png?fit=max\&auto=format\&n=xuuPWgNpL6dP84bD\&q=85\&s=8835322aa13a729314d85e31b6fe3cb0) Adding files and folders to the Box Sync folder on your computer will automatically upload them to your account on Box.com and mark them for Sync. > [!NOTE] > > If you have content that appears in Box but is not appearing locally, the parent folder may be **partially synced**. ![9nmuq6thpwhpmfmtd4dkvxf4p2ia6ucm](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sync/9nmuq6thpwhpmfmtd4dkvxf4p2ia6ucm.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=5f54cfda09ee2a9463360b2d122b5f9b) When a parent folder is **partially** synced (hovering over folder icon displays the **This item is partially synced** status), new subfolders or files created within this parent folder will not be marked for Sync automatically. To fully sync a partially synced folder, you must **unsync** the partially synced folder, then **sync** it again. ### **Viewing All Synced Items** You can view a list of all items marked for sync on the **Synced** page. Click **Synced** in the left hand sidebar. ![marking-content-for-box-sync-png](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sync/marking-content-for-box-sync.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=e589ca851a27907b2562841f8c3398c5) ### **Syncing Subfolders** The subfolder sync feature in Box Sync 4.0 allows you to selectively sync or unsync any subfolder in Box. ### **Using Subfolder Sync** * Identify a directory structure in the Box website where nothing is synced. * In your Box website account, select the folder and [mark it for sync](#marking-a-folder-for-sync). Verify the corresponding sync status in your Box Sync directory on your computer. * Within the folder, you can decide to only sync the one subfolder and unsync the other subfolders. Simply select the subfolder you'd like to unsync and ensure that the Sync to Desktop slider is disabled. > [!NOTE] > > * You cannot unsync individual files within a synced folder. If you sync a folder to your desktop, all individual files contained will be synced as well. > * If you mark a subfolder for sync, its parent folder will be marked for sync as well, meaning that the individual files in that parent folder will be synced to your desktop in addition to the marked subfolder. No unmarked subfolders contained by the parent folder will be synced. > * Any subfolder created in a parent folder that is partially synced will not be synced by default. New folders created in that same directory on Box will be unmarked for Sync by default. ### **Problem Files** Some files cannot be synced to Box. If you attempt to sync these files, the file will not be synced, and you will receive an error notification. For more detailed information on these error messages, [check out which file types are ignored or blocked](https://support.box.com/hc/en-us/articles/360044195433) or [read basic troubleshooting steps here](https://support.box.com/hc/en-us/articles/360043697594). # Modifying the Location of the Box Sync Folder Source: https://docs.box.com/en/box-sync/using-box-sync/modifying-the-location-of-the-box-sync-folder > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). These instructions apply to both Windows and Mac Box Sync users. When you first log into Box Sync (the first time after installing Box Sync or when you log in as a different user) you have the option to customize the location of the "Box Sync" folder where Box Sync will store your synced content. ![windowsSyncWelcome.png](https://mintcdn.com/product-docs/xuuPWgNpL6dP84bD/images/box-sync/windowssyncwelcome.png?fit=max\&auto=format\&n=xuuPWgNpL6dP84bD\&q=85\&s=8c76ee18b002ad04110da9c90bb0bd37) ![macSyncWelcome.png](https://mintcdn.com/product-docs/YMOwVUgFUdMY5Pw5/images/box-sync/macsyncwelcome.png?fit=max\&auto=format\&n=YMOwVUgFUdMY5Pw5\&q=85\&s=67157d63e995107e057ed00bbaa9fd8b) If you decide to change your folder settings, follow this procedure: 1. Click the **Customize Folder Settings** link on the **Welcome to Box Sync** page. You cannot customize the folder location after clicking **Start Syncing**. ![Box Sync settings on macOS showing user Chittal Chetty and local sync folder path with Change button.](https://mintcdn.com/product-docs/k1A7rbgAIf6Gx9pT/images/box-sync/zt5g5rk1cet90sdtffc2t2u16vlgavgq.png?fit=max\&auto=format\&n=k1A7rbgAIf6Gx9pT\&q=85\&s=d0e97fa35547e1aea495c1f50c7c8aa9) 2. Click the **Change...** button to select an alternate folder location. * If your [administrator has already customized the Box Sync folder location](/en/box-sync/using-box-sync/for-box-admins-changing-the-default-location-for-the-box-sync-folder), you will not be able to override your administrator's changes. You will see an error message if you attempt to change the location. * Select the parent location for the "Box Sync" folder. Note: you are selecting the folder where Box Sync will create the "Box Sync" folder. For example, if you select C:\Users, then Box Sync will sync your files to C:\Users\Box Sync. * You can only change the *name* of the "Box Sync" folder via [administrator customization options](/en/box-sync/using-box-sync/for-box-admins-changing-the-default-location-for-the-box-sync-folder). * You cannot have an existing folder called "Box Sync" in the location you select * The Box Sync settings window automatically displays the newly-selected folder location for Box Sync. Click **Done**. The Box Sync settings screen reverts to the Box Sync home screen. * Click **Start Syncing** to begin syncing your items to the new location. # Redirect My Documents Folder to Automatically Be Box Sync Default Folder Location Source: https://docs.box.com/en/box-sync/using-box-sync/redirect-my-documents-folder-to-automatically-be-box-sync-default-folder-location > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective > December 2026. For more information visit the > [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). IT Administrators may want to redirect users' My Documents folders to Box Sync. This type of configuration would allow an organization's users to use their My Documents folder as they're accustomed to, while providing added benefits of having those files backed up to the user's Box account. This is also convenient for certain applications that default to save documents to My Documents. > [!NOTE] > > **Disclaimer:** Please note that the configurations identified in this document are not officially supported by Box and any configuration changes performed by users or organizations are at your own risk. As these configurations reference changes made to individual machines, Box User Services is not able to provide support and assistance in trouble shooting any issues encountered. This guide will walk through two ways an administrator can create an end user-initiated utility to assist in this type of folder redirection. ### Method 1: Utilizing Microsoft APIs ### Method 2: Utilizing Changes to End Users' Registries * [Overview](#registry-changes) * [Example Code](#example-code) > [!NOTE] > > ***Note:** Both of these options require that an end user has successfully logged in to Box Sync and that a Box Sync folder has been successfully created on their machine. It is not possible to provide redirection of the Box Sync folder before it has been created through a successful authentication.* ## Microsoft APIs Use of Microsoft APIs allows for a more streamlined solution and does not require end users to restart their machines for the changes to take effect. The information referenced within this section can be written in any language that can access COM APIs (e.g., C, C++, C#, Python, Perl). Refer to the following link for Microsoft's information on the Windows Shell: [https://msdn.microsoft.com/en-us/library/windows/desktop/ff521731(v=vs.85).aspx](https://msdn.microsoft.com/en-us/library/windows/desktop/ff521731\(v=vs.85\).aspx) The following flags are recommended for use: | | | | - | - | | Flag | Description | | **KF\_REDIRECT\_COPY\_CONTENTS** | This copies the existing contents (both the files and subfolders) of the known folder to the redirected folder location. | | **KF\_REDIRECT\_DEL\_SOURCE\_CONTENTS** | This deletes the contents of the source folder after they have been copied to the redirected folder. | | **KF\_REDIRECT\_UNPIN** | This unpins the source folder. | | **KF\_REDIRECT\_PIN** | This pins the target folder. | ## **Example Code** ***(written in C)*** `// Create the KnownFolderManager object` `IKnownFolderManager *folderManager = 0;` `CoCreateInstance(CLSID_KnownFolderManager, NULL, CLSCTX_ALL,` `IID_IKnownFolderManager, (void **)&folderManager);` `// Perform the redirection` `LPWSTR error;` `folderManager->Redirect(FOLDERID_Documents, NULL,` `KF_REDIRECT_COPY_CONTENTS |` `KF_REDIRECT_DEL_SOURCE_CONTENTS |` `KF_REDIRECT_UNPIN | KF_REDIRECT_PIN,` `boxSyncDocumentsPath, 0, NULL, &error);` ## Registry Changes Use of registry changes is a secondary approach that can be used by administrators to redirect the user's Desktop. Documents, Favorites, Pictures, Music, Video, etc. folders to point to folders inside the Box Sync folder. Please note that this option requires a restart to the users' machines before the change takes effect, and that any movement of files may cause document paths to change. As a result, users may experience unintended impacts (e.g., accessing an old file through "Recent Files" may fail). With this redirection in place, applications will, by default, offer to save files in these folders, and saved documents will automatically be uploaded to Box. Configuration changes should be made by going to the registry at: * HKCU\Software\Microsoft\Windows\CurrentVersion\Explorer\User Shell Folders The registry can be changed through standard registry APIs. For additional reference material, refer to the following page: [https://msdn.microsoft.com/en-us/library/windows/desktop/ms724871(v=vs.85).aspx](https://msdn.microsoft.com/en-us/library/windows/desktop/ms724871\(v=vs.85\).aspx) To migrate all content within a user's default My Documents folder, the following folders will need to be created within the user's Box Sync folder: * Box Sync\FileSync\Desktop * Box Sync\FileSync\Documents * Box Sync\FileSync\Favorites * Box Sync\FileSync\Pictures * Box Sync\FileSync\Music * Box Sync\FileSync\Video Below are the configuration changes that should be made: | | | | | - | - | - | | **Registry Value (Example)** | **Old Value (Example)** | **New Value (Example)** | | **Desktop** | %USERPROFILE%\Desktop | %USERPROFILE%\Box Sync\FileSync\Desktop | | **Personal** | %USERPROFILE%\Documents | %USERPROFILE%\Box Sync\FileSync\Documents | | **Favorites** | %USERPROFILE%\Favorites | %USERPROFILE%\Box Sync\FileSync\Favorites | | **Pictures** | %USERPROFILE%\Pictures | %USERPROFILE%\Box Sync\FileSync\Pictures | | **Music** | %USERPROFILE%\Music | %USERPROFILE%\Box Sync\FileSync\Music | | **Video** | %USERPROFILE%\Video | %USERPROFILE%\Box Sync\FileSync\Video | ###### ***Note:** On Windows 10, it is a known issue that the 'Quick Access' links do not work in this configuration.* ## Example Code The following is an example of a script that can be used as a starting place for your customized script: [https://gist.github.com/anonymous/53b81a190d0e24e93cbb00dd48ab5cc7](https://gist.github.com/anonymous/53b81a190d0e24e93cbb00dd48ab5cc7) *** Disclaimer *The configurations identified in this document are not officially supported by Box and any configuration changes performed by users or organizations are at your own risk. As these configurations reference changes made to individual machines, Box User Services is not able to provide support and assistance in trouble shooting any issues encountered.* # Reinstall Box Sync on a New Computer Source: https://docs.box.com/en/box-sync/using-box-sync/reinstall-box-sync-on-a-new-computer > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). Many users often find themselves upgrading their own machines or are provisioned new machines from their IT team needing access to their Box content locally. If users are syncing items to their local machine and need Box Sync on their new machine, users should follow the workflow below: 1. **Ensure all the items on the cloud are up to date**. Box Sync will bring down all the items that are marked for sync on box.com. Users are responsible for ensuring their items are up to date on the cloud, so the new machine syncs the most updated content to the new machine. 2. **Quit Box Sync or uninstall Box Sync on the old machine**. If the old machine is no longer used, either option is acceptable to ensure sync is not running. However, do **not** copy the old Box Sync folder to the new machine. 3. **Install Sync on the new machine and log into the user's Box account.** [Download the Box Sync installer](/en/box-sync/using-box-sync/installing-box-sync) and follow the installation prompts. 4. **Let the new machine sync all the items**. Make sure the computer does not go to sleep during the syncing process, since Box Sync requires a stable internet connection to sync your content between the cloud and your machine. You're all done! Box Sync is now ready on the new machine. > [!WARNING] > > * If users copy the old Box Sync folder from the old machine to the new machine, items will get duplicated, and users will need to manually delete the duplicated items on their end. > * Some disaster recovery tools (i.e. Time Machine, Carbon, Genie Timeline) may have a "backup", "restore", or "sync" function. These functions **should not be used to move Box Sync content** from one device to another. We recommend using the instructions for reinstalling Box Sync on a new device as mentioned on this page. > * Data migration tools such as Apple Migration Assistant **should not be used to move Box Sync content** to a new device. We recommend using the instructions for reinstalling Box Sync on a new device as mentioned on this page. # Setting Box Sync as a Default Save Location in Windows Source: https://docs.box.com/en/box-sync/using-box-sync/setting-box-sync-as-a-default-save-location-in-windows > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). Some Box Sync users may want to set their Box Sync folder as their home directory - the default place on your computer where content is saved. This is convenient for users who want their desktop applications (for example, the Office suite) to save files to Box by default. It is **not** possible to configure Box Sync to use "C:\Users\\\\Documents" as the folder that Box will synchronize, as Box Sync must create the synchronized folder itself. However, there are a couple ways that users can work around this restriction. > [!NOTE] > > **Disclaimer:** > > Please note that the configurations identified in this document are not officially supported by Box and any configuration changes performed by users or organizations are at your own risk. As these configurations reference changes made to individual machines, Box User Services is not able to provide support and assistance in trouble shooting any issues encountered. ## 1. Store files saved to "My Documents" in your Box Sync folder Although you cannot use your Documents library as your synced folder, you can modify the location where files in the "My Documents" folder are stored. Setting this location as your Box Sync folder will mean that any files saved to "My Documents" are actually stored in the Box Sync folder. * Right-click on "My Documents," then select **Properties** to open the properties menu. * Select the **Location** tab. * Click **Move...**, then choose the Box Sync folder. * **Apply** all changes. Files saved to "My Documents" will now automatically be stored in the Box Sync folder. ## 2. Add your Box Sync folder to your "Documents" library Alternatively, you can set your Box Sync folder as one of the locations included in your Documents library, then set the folder as the default save location. * Right-click on the "Documents" library in the sidebar of the explorer, then select **Properties** to open the properties menu. The menu should display the **Library** tab by default. * Click **Include a Folder...**, then select your Box Sync folder to add it to the library. Content in your Box Sync folder will now appear in the "Documents" Library. * Once you have added the Box Sync folder, select it in the window, then click **Set Save Location** to set the Box Sync folder as your default save location. * If you'd like your "Documents" library to contain only synced files, you can remove the original "My Documents" folder from the library by selecting it and clicking **Remove**. * **Apply** all changes. # Uninstalling Box Sync Manually Source: https://docs.box.com/en/box-sync/using-box-sync/uninstalling-box-sync-manually > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). Before uninstalling Box Sync, please quit the application by clicking the Box Sync icon in your system tray (Windows) or menu bar (macOS). Then click **Quit**. > [!NOTE] > > To delete the content contained in the Box Sync folder, first verify that your files have been synced. To do this, look for the blue check mark adjacent to the folder or file name. Then follow the instructions, below. ## Mac 1. Uninstall Box Sync: 1. Quit Box Sync. To do this, click the Box Sync icon in your menu bar. Then click **Quit**. 2. Open your **System Preferences** > **Extensions** > **Finder** and clear the **Box Sync Finder Extension**. 3. Delete **Box Sync.app** from your **Applications** folder. 2. Locate your Box Sync folder and delete it **only** if all of the content is synced up to Box. * The default location is /Users/USERNAME/Box Sync 3. Delete the remaining Box Sync components * Delete the following items if they exist: * /Users/USERNAME/Library/Logs/Box/Box Sync/ * /Users/USERNAME/Library/Application Support/Box/Box Sync/ * /Library/PrivilegedHelperTools/com.box.sync.bootstrapper * /Library/PrivilegedHelperTools/com.box.sync.iconhelper * Delete the Box Sync password items in your Keychain: 1. Open **Keychain Access** from **Applications** > **Utilities**. 2. On the top left, below **Default Keychains**, click **login.** 3. Select the **Passwords** tab, and then enter "box" in the search bar. 4. Right-click on any **Box Sync** items in the list of results, and then click **Delete "Box Sync"**. ## Windows 1. Uninstall Box Sync from [Control Panel > Programs and Features](https://support.microsoft.com/en-us/help/4028054/windows-repair-or-remove-programs-in-windows-10) 2. Delete the remaining Box Sync folders: * C:\Users\USERNAME\Box Sync * Do **not** delete your Box Sync folder if it contains content that is not synced up to Box. * If you do not want to delete the old Box Sync folder you can rename it (for example, to "Box Sync Old") to break the association between Box Sync and your Box.com account. This avoids any confusion when installing a new instance of Box Sync. * C:\Users\USERNAME\AppData\Local\Box Sync > [!NOTE] > > The folder **AppData** is hidden by default on Windows systems. To view this folder, click [show hidden folders](https://support.microsoft.com/en-us/help/14201/windows-show-hidden-files) in Windows. # Unsyncing a Folder Source: https://docs.box.com/en/box-sync/using-box-sync/unsyncing-a-folder > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective December 2026. For more information visit the [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). If you have a Box folder marked to Sync to your desktop but would no longer want it to be Synced, there are a number of ways to remove that folder. Choose one of the options below to **Unsync** your desired Box folder. **Method 1:** 1. Highlight the folder 2. Select the **Details** tab on the right 3. Toggle the **Sync to Desktop** option ![Box folder Details panel with the Sync to Desktop toggle switched off for the selected SyncThis folder.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sync/unsyncing-folder.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=fd6937f7d3f376c84e9281b35a5b6d3b) **Method 2:** 1. Select **More Options** button for the folder 2. Hover over **More Actions** 3. Select **Unsync** ![Box folder context menu navigated to More Actions and Unsync for the selected SyncThis folder.](https://mintcdn.com/product-docs/k_cVDAikA-WH1Bx6/images/box-sync/folder-unsync-context-menu-alt.png?fit=max\&auto=format\&n=k_cVDAikA-WH1Bx6\&q=85\&s=eb1e5a9b608cf5dd4f31edf74e34086e) **Method 3:** 1. Select **Synced** menu 2. Select **More Options** button for the folder 3. Select **Unsync this Item** ![Synced folder - unsync this item.png](https://mintcdn.com/product-docs/xuuPWgNpL6dP84bD/images/box-sync/synced-folder-unsync-this-item.png?fit=max\&auto=format\&n=xuuPWgNpL6dP84bD\&q=85\&s=19b3e640b61af3b70ba19c67f3f3432d) # Using Box Sync To Link To Other Box Files Source: https://docs.box.com/en/box-sync/using-box-sync/using-box-sync-to-link-to-other-box-files > [!NOTE] > > End of Life (EOL) has been announced for Box Sync effective > December 2026. For more information visit the > [official announcement page](https://support.box.com/hc/en-us/articles/47220952814867). Different Box Sync users generally have different paths (for example, C:\Users\\Box Sync) for their respective Box Sync folders. As such, some files may contain links to other documents that use ***absolute paths*** and are not accessible to another collaborator. For example, a finance department may have a complex Excel workbook that references other workbooks and Excel searches for the full path of another Excel file at V:\Finance\Excel1\Excel2. This results in a broken link for other collaborators. To work around this problem, use the Box Sync workflow provided below. ### Box Sync Solution Ensure that all users collaborating on Excel files use the same path for their Box Sync folder (e.g. C:\Box Sync). This ensures that all link references resolve correctly for all users collaborating on that content. This solution only works for users who access Excel files using Box Sync. Collaborators who use Box Edit or download the files from the Box web application will not be able to use this solution. For this workaround to function as expected, each collaborator must use the same local folder drive letter and ensure that they don't alter the location. ### Process to Set up Linked Spreadsheets 1. Install Box Sync 4.0. If you have already installed and logged into Sync 4.0 without customizing, you must uninstall and reinstall sync in order to change its location (see [Installing Box Sync](/en/box-sync/using-box-sync/installing-box-sync) and [Uninstalling Box Sync](/en/box-sync/using-box-sync/uninstalling-box-sync-manually)). 2. Before logging into Box Sync 4.0 for the first time you must designate a sync folder location that all users can access (often the C: Drive). To designate a sync folder location, see [Modifying the Location of the Box Sync Folder](/en/box-sync/using-box-sync/modifying-the-location-of-the-box-sync-folder) or [For Box Admins: Changing the Default Location for the Box Sync Folder](/en/box-sync/using-box-sync/for-box-admins-changing-the-default-location-for-the-box-sync-folder) 3. Sync all folders containing spreadsheets that link to one another. You can now collaborate with your team on linked spreadsheets via Box Sync. # Allow Box domains local network access in Chrome, Edge and Firefox to avoid Box Tools disruption Source: https://docs.box.com/en/box-tools/using-box-tools/allow-box-domains-local-network-access-in-chrome-edge-and-firefox-to-avoid-box-tools-disruption With the release of Google Chrome 142, Microsoft Edge 143 and Firefox, Box users are prompted to allow or block local network access when a website tries to connect to software on their devices. Box relies on this mechanism to communicate with the Box Tools software on the same device for features like Open in Desktop, Device Trust posture checks for user logins, and CAC/PIV signature workflows. Because the Box web app relies on local communication with Box Tools, if the user does not grant permission, these features will stop working. This browser prompt is used only for authentication. Box will not access or read information from other devices on your local network. It communicates only with the device where Device Trust, Box Edit, or CAC/PIV signature workflows are being used. Below are the details of the user impact and the actions admins or end users can take to prevent this disruption. *** ## Impact to End Users if Permission is Blocked or Not Granted Users may see an unexpected browser permission prompt asking for local network access. Selecting **“Block”** will impact: * **Box Edit** (“Open in Desktop App”) will no longer function * **Device Trust login flows** will fail — users may be unable to log in to box.com * **CAC/PIV signature workflows** will not complete *** ## Admin Action Required to Suppress Prompt Administrators in managed Chromium environments can pre-grant local network access to trusted domains so end users never see the prompt. To learn more about this policy and guidance on configuration from Google, see [here](https://chromeenterprise.google/policies/#LocalNetworkAccessAllowedForUrls).\ To learn more about this policy and guidance on configuration from Microsoft, see [here](https://support.microsoft.com/en-us/topic/control-a-website-s-access-to-the-local-network-in-microsoft-edge-ef7eff4c-676d-4105-935c-2acbcd841d51). Firefox has not yet published enterprise policy options for this configuration. This article will be updated once Mozilla publishes official guidance. Allow the following domains under **Local Network Access**, along with the https scheme: * \*.box.com * \*.box.net * \*.boxcn.net * \*.boxcdn.net * \*.boxenterprise.net Also allow any domain from which Box Web is embedded. Be sure to save changes and allow the policy to propagate. This same configuration can be set at the individual browser level for end users. ## End User Instructions to Allow Access ### Chrome & Edge If you are prompted with “**Look for and connect to any device on your local network**” while using Box, click **Allow**. To help, we’ve added in-app guidance (for Chrome & Edge) that explains this new browser behavior and walks you through allowing access. Box only communicates with Box Tools on your own device—it does not access other devices on your local network. If you embed the Box Web app as an iframe in a website or webapp, the \