Managing Groups in Box

Quick Links: | Understand Box Groups | Manage Group Membership | Update Group Details | Manage Group Access to Folders | View Access to a Folder |

Understand Box Groups

Box groups help departments and teams manage access to multiple folders at once.

Managing Access Individually	Managing Access with Groups
Users must be added to each folder separately.	Users are added to a group once.
Access can become inconsistent across folders.	Access remains consistent across folders shared with the group.
Changes take longer to manage.	Changes are made in one place.

When someone joins or leaves a department or team, a Group Administrator can add or remove that person from the group. Their access updates for all folders shared with that group.

Group Administrators are responsible for keeping group membership accurate and removing users who no longer need access.

Manage Group Membership

If you are a Group Administrator, you will see Admin Console in Box.

To manage group membership:

1. Sign in to Box.
2. Select Admin Console.
3. Select the group you want to manage.
4. Select Edit next to Users.
5. Add or remove group members.
6. Select Add if you are adding new members.
7. Select Save on the main group screen.

When adding users, search by username or first name. Searching by last name may not return results.

Note: If a user does not appear in search results, they may not have a Box account.

Update Group Details

Group names should usually remain unchanged unless the current name is unclear or the group’s purpose has changed.

To rename a group:

1. Open Admin Console.
2. Select the group you want to update.
3. Select Edit next to Details.
4. Update the group name.
5. Select Save.

Manage Group Access to Folders

Group Administrators can assign folders to groups so all group members receive access to the folder.

You can only share folders where you have sufficient access. In most cases, you need Editor, Co-owner, or Owner access to assign a folder to a group.

To add folder access for a group:

1. Open Admin Console.
2. Select the group you want to manage.
3. Select Edit next to Shared Folders.
4. Select Share Folders.
5. Choose the folder.
6. Select Done.
7. Select Save on the main group screen.

View Access to a Folder

You can review who has access to a folder from Box on the web.

To view folder access:

1. Select the folder in Box.
2. Review the Sharing panel on the right side of the page.
3. Review the users and groups with access.
4. Select a group name to view group membership.

 Still need help? Contact IT Support Services for further assistance.
  
 Help us improve our Knowledge Base! Click Yes or No below, then let us know what worked — or what didn’t. Your feedback helps us improve our content and provide the best possible support.