How to Administer Groups in Box

Being assigned as a Group Administrator gives you the ability to add and remove people from the groups that you administer. As group administrator, you are ultimately responsible for ensuring that the right people have access to the content you administer, and that people who no longer need access are removed.

What are groups in Box?

Refer to the article on Groups in Box for information on what groups are in Box.

How do I manage my Groups in Box?

If you are a group administrator in Box, you will see a link to the Admin Console on the left side of the Box website. Click the link to go to the Admin Console.

Once in the Admin Console, you will see a list of all of the groups that you can manage. If you don't see a group that you should see, contact the Box Administrator to be added as a Group Admin.

To leave the Admin Console, click on "My Account" at the very top of the web page.

Admin Console

To edit a group (change the name, add and remove members, add or change folders), click on the group name.

Edit Group

Change the Group Name

To change the name of the Group, click on "Edit" next to Details.

Generally speaking, we don't encourage people to alter group names unless you have a specific need to clarify the name or the name of the group changes.

Once you've edited the name, click "Save" to save your changes.

Edit Group Name

Changing the Group Membership

The most common thing you'll do as a Group Admin is add and remove members to/from the groups you manage.

To edit the group membership, click on the "Edit" link next to Users. From there, you can add members or remove them.

To add members, click on the "Add Members" link near the top.

User List

Type in the user names you want to add. Box is a little weird in that you either have to type in the username (jsmith) or start by typing the user's first name (John). Typing the user's last name won't give you any results. Once the right user appears click on their name to add them to the list. If you want to add more users, start typing the next user's name. Click on "Add" when you are done (and don't forget to click on "Save" on the main group screen!).

NOTE: If a user's name does not come up, it is most likely because they do not have a Box account yet. 

Add a User

To remove members, move the cursor over the name of the group member you want to remove. A "Remove" button will appear. Click on that to remove the user from the group. Don't forget to click on "Save" on the main group screen to save your changes.

Remove a User

Adding Folders to the Group

If you want, you can add folders to the group so that the members of the group have access to other folders. You probably won't do this very often.

On the main group screen, scroll down and click on "Edit" next to Shared Folders. Click on "Share Folders" to add folders to your group.

Shared Folders

Select from the folders you have access to in order to give access to the group.  You can only share folders that you have editor/owner access to (even though Box allows you to select folders you have limited access to, it will give you an error when you try to save your changes). Click "Done" to save your changes.

Share Folders

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Article ID: 29954
Thu 5/4/17 8:31 AM
Mon 4/17/23 11:01 AM