Sharing and Collaborating

How to share folders and collaborate in Box

This article will highlight the differences between sharing and collaborating and then detail how to share folders and collaborate with other users in Box. 

Contents: 

1. Differences between sharing and collaborating
2. How to share content
3. What are the differences between the levels of access when sharing links 
4. How to remove active shared links
5. How to collaborate
6. How to remove collaborators 

 

Sharing vs Collaborating

Sharing = sending and receiving URL links 

Collaborating = working with and managing shared content using Box in a web browser

Sharing

Sharing in Box occurs when a user creates a link to a file or folder in their Box account and then shares it with other Box users or other people in general (click here for more information regarding link access). Receiving a shared link allows users to view and download the content shared with them but they will not be able to edit or create new content. Furthermore, sharing links with other Box users will not add the shared content to their "All files" location or any other location associated with their Box accounts. 

Collaborating

Collaborating in Box occurs when a user invites other Box users or groups to collaborate on a folder or individual file. This allows collaborating users to access the shared content through their individual "All files" location within their Box accounts and in Box Drive (File Explorer). Depending on the permissions given, collaborating users may edit, update, move, delete, and comment on the content shared with them (click here for more information regarding permissions). Folders that users are collaborating on will be blue in Box on the web. 

 

How to Share content in Box

Using Box in a web browser

Right Click Method: 

1. Locate the file/folder you wish to share and right-click 
2. Hover over the "Share" button to display a small side menu
3. Select the "Get shared link" option
    
4. Copy the link provided to paste into an email OR enter individual email addresses to send the link directly from Box  

Three Dots Method:

1. Locate the file/folder you wish to share 
2. Hover over it to display the three dots (more options) button located to the right of the "Size" column
3. Click open the three dots and hover over the "Share" button to display a small side menu 
4. Select the "Get shared link" option
    
5. Copy the link provided to paste it into an email OR enter individual email addresses to send the link directly from Box  

Share Button Method: 

1. Locate the file/folder you wish to share and select it by clicking anywhere within its individual row 
2. Click open the "Share" menu located on the right side of the row corresponding to the file/folder you selected
3. Select the "Get Shared Link" option
    
4. Copy the link provided to paste it into an email OR enter individual email addresses to send the link directly from Box  

Send Items Button Method:

1. Locate the file/folder you wish to share and select it by clicking anywhere within its individual row. Various buttons will display near the upper-right corner of the page 
2. Click on the "Send Items" button to display the sharing menu
    
3. Enter the email addresses of the people you wish to send a link to 

i. You cannot copy the link from here, must use one of the other methods

Share Column Method:

1. Locate the file/folder you wish to share and select it by clicking anywhere within its individual row.
2. Click on the "Share this folder" button located under the "Sharing" column on the right side of the page to display a drop-down menu
    
3. In the drop-down menu, select "Get Shared Link"
    
    
4. Copy the link provided to paste into an email OR enter individual email addresses to send the link directly from Box  

Link Previously Created: 

 Files/Folders that already have an associated link will display a "Share this File/Folder" button under the "Share" column on the right side of the screen

1. Click on the "Share this File/Folder" button and select "Get Shared Link"
    
    
2. Copy the link provided to paste into an email OR enter individual email addresses to send the link directly from Box  

Using Box Drive (File Explorer)​​​​​

Copy Link Method:

1. Locate the file/folder you wish to share and right-click 
2. Scroll down to the "Box" options and select "Copy Link"
    
3. You may now paste the link wherever you wish

Email Link Method:

1. Locate the file/folder you wish to share and right-click 
2. Scroll down to the "Box" options and select "Email Link"
    
    
3. Your default email application will open with the hyperlink embedded in the body of the email 

View on Box.com Method

1. Locate the file/folder you wish to share and right-click 
2. Scroll down to the "Box" options and select "View on Box.com" 
   
3. You will be redirected to your Box account in a web browser and may have to log in
4. Follow any of the methods detailed here

What are the differences between the levels of access when sharing links

It is important to keep the different access types in mind when sharing links to avoid potential breaches of information.

There are three levels of access: People with the link, People in your company, and People in the folder. These levels allow users to decide exactly who is allowed to view the content they are trying to share. 

• People with the link: this is an open link that anyone can view without having to log in to Box. 
  • Be careful when using this option, if the link is forwarded to others, those people will have access to the content as well. 
• People in your company: creates a link that is restricted to Box users that have an @csuchico.edu email account. These users will have to provide their Chico credentials to view the content in the link. 
• People in the folder: creates a link that is restricted to Box users that are already collaborated into the folder that the file originated from. Users attempting to access the link will have to provide Chico credentials at the Box login page to view the content. 

This link provides further information regarding link access in Box: https://community.box.com/t5/Using-Shared-Links/Shared-Links-Frequently-Asked-Questions/ta-p/50248

How to remove active shared links

Using Box in a web browser

1. Locate the file or folder with the active link you wish to remove
2. Click the "active link" icon located to the left of the "Updated' column to open the "Share link" menu 
3. Click open the drop-down labeled "People in your company"
4. Scroll to the last option labeled "Remove Link"
    

• The link will no longer be active. People who previously had access to the folder/file via this link will not be able to access it anymore. 

How to Collaborate with other users on Box

Before you begin inviting users and groups to collaborate on files and folders, you will need to decide the permission level they will receive. Permissions go from Owner and co-owner (full access) to Previewer (read-only) and Uploader (upload-only). Box provides the following chart to help visualize the differences between the various levels of permissions. 

NOTES: Collaboration folders will have a blue folder icon. It is important to remember that permissions are inherited from the parent folder down. Giving someone editor permission at the top level of a folder means that they will keep the same permissions for everything in that folder including other folders. Personal folders (not collaborated) will have a yellow icon 

Using Box in a web browser

Right click method:

1. Locate the folder you want other users to collaborate on
2. Right click over it, hover over the "Share" option, and select "Invite Collaborators"
    
3. Type the name of the person or group you want to collaborate with, and choose their permission level.
4. (Optional) Write a personalized message that the users will see when they receive the invitation to collaborate. 

• If someone does not have a Box account through Chico, you will have to enter the email address associated with their personal Box account 
• Clicking "Learn More" will display the permissions chart
   ​​​​​​

Share Button Method:

1. Locate the folder you want other users to collaborate on
2. Hover over it to display the "Share" button located to the right of the "Size" column 
3. Click the "Share" button and then select "Invite Collaborators" from the drop-down menu 
4. Type the name of the person or group you want to collaborate with, and choose their permission level.
5. (Optional) Write a personalized message that the users will see when they receive the invitation to collaborate. 

• If someone does not have a Box account through Chico, you will have to enter the email address associated with their personal Box account 
• Clicking "Learn More" will display the permissions chart
   

Three Dots Method:

1. Locate the folder you want other users to collaborate on
2. Hover over it to display the three dots button located to the right of the "Size" column 
3. Click the three dots, hover over the "Share" option, and select "Invite Collaborators"  
4. Type the name of the person or group you want to collaborate with, and choose their permission level.
5. (Optional) Write a personalized message that the users will see when they receive the invitation to collaborate. 

• If someone does not have a Box account through Chico, you will have to enter the email address associated with their personal Box account 
• Clicking "Learn More" will display the permissions chart
   

Sharing Column Method:

1. Locate the folder you want other users to collaborate on and select it by clicking anywhere in its corresponding row
2. Click open the drop-down menu labeled "Share this Folder" located under the Sharing column on the right side of the page and select "Invite Collaborators" 
3. Type the name of the person or group you want to collaborate with, and choose their permission level.
4. (Optional) Write a personalized message that the users will see when they receive the invitation to collaborate. 

• If someone does not have a Box account through Chico, you will have to enter the email address associated with their personal Box account 
• Clicking "Learn More" will display the permissions chart
   

How to remove collaborators or change permissions

Using Box in a web browser

For Folders

1. Locate the folder you want to manage collaborators on and select it by clicking anywhere in its corresponding row
2. Find the user or group you want to remove under the "Sharing" column located on the right side of the page
3. Click the three dots next to their name
4. You can change the permission level or remove the user/group from the menu that displays