Purpose:
This document serves as a comprehensive guide for managing folder assignments, ensuring proper file organization, and sharing folders with users in Box. By following these guidelines, team members can streamline assignments, reduce unnecessary escalations, and empower folder owners to share information directly with users.

Admins:

  • Jesse and Bruce are the designated Box administrators.

Section 1: Box Assignment Guidelines

  1. Check Folder Structure:

    • Before assigning a file or task to Bruce, verify that the file is placed in the correct folder within Box.
    • Carefully review the parent folder structure since certain files, especially those marked by MRX numbers, may reside within a broader parent folder rather than in specific subfolders.
    • Note: MRX numbers are not always reliable for pinpointing a folder location, as they often fall under higher-level parent folders without clear categorization.

  2. Assignment Process:

    • Confirm the file’s correct folder placement before assigning the task to Bruce.
    • Assign tasks to Bruce only if further action is needed and after verifying the proper folder location.
    • Use discretion to avoid redundant assignments or unnecessary escalations unless absolutely necessary.

  3. Escalation to Admins:

    • If additional permissions or structural changes are required within Box, escalate to Jesse or Bruce as appropriate.
    • Contact Bruce only when you are confident that the file is in the correct folder, which helps streamline the assignment process.

  4. Best Practices:

    • Regularly review and familiarize yourself with Box’s folder hierarchy.
    • Avoid relying solely on MRX numbers for locating or categorizing files.

Section 2: Folder Location Request Template for Users

To ensure accurate folder organization and reduce dependency on administrators, use the following template when asking users to provide specific folder details:

Subject: Folder Location Request for Box

Hello [User's Name],

To help us locate and organize files efficiently in Box, please provide the exact folder path where your file is stored. This will ensure it is in the correct location for further action. Here’s what we need to streamline the process:

  1. Parent Folder Name: Please include the main parent folder or project name, if known.
  2. Subfolder Structure: List any specific subfolders within the parent folder, if applicable.
  3. Relevant Details (if applicable): Include additional information that might help us identify the correct folder (e.g., project title, department, team).

Example Request:
Could you please specify if the document "XYZ Report" is under Client Projects > Project Alpha > Q4 Reports?

This approach will reduce confusion and ensure files are assigned accurately. Thank you for your assistance!

Section 3: Guide for Folder Owners - Sharing Information with Users in Box

This section provides folder owners in Box with instructions on sharing folder contents directly with users, ensuring efficient access management and reducing administrative workload.

  1. Determine Appropriate Access Level:

    • Before sharing, confirm the access level needed by the user:
      • Viewer: Allows users to view and download files but not edit.
      • Editor: Grants permission to view, edit, upload, and download files.
    • Choose the level that matches the user’s needs without granting unnecessary permissions.

  2. Steps to Share a Folder with a User:

    • Navigate to the Folder: Open the Box folder you want to share.
    • Select Share: Click on the "Share" or "Invite Collaborators" button, typically located next to the folder name.
    • Enter User’s Email: Type the user’s email address in the invitation field. Ensure accuracy to prevent misdirected invites.
    • Set Access Level: Choose the appropriate access level (Viewer, Editor, etc.) based on the user’s requirements.
    • Send the Invite: Click "Send Invite" to grant access. The user will receive an email notification with a link to the folder.

  3. Generate a Shared Link (Optional):

    • If permanent access is not needed, you can create a shareable link:
      • Click on “Share” next to the folder or file you wish to link.
      • Toggle Link Settings: Adjust settings such as expiration date, password protection, and access level.
      • Copy the Link: Share the link directly with users through email or chat for temporary access.

  4. Manage and Monitor Access:

    • Regularly review the list of collaborators in each folder to ensure only authorized users have access.
    • To manage or change permissions:
      • Open the folder, click "Manage Collaborators," and adjust permissions for specific users or remove access as needed.
    • Periodically remove unused or outdated permissions to maintain security.

  5. Best Practices for Folder Owners:

    • Organize Files: Keep files structured and labeled to facilitate easy navigation for users.
    • Descriptive Folder Names: Use clear labels for folders to reflect their contents or the project, making it easier for users to find necessary files.
    • Set Expiration Dates for Temporary Access: For temporary access needs, set expiration dates on shared links or user permissions.

Example Scenario: Sharing a Project Folder

Suppose you’re the owner of a folder titled Project Alpha. Here’s how you can share it with a collaborator:

  1. Open Project Alpha in Box.
  2. Click "Invite Collaborators" and enter the email of the person you wish to invite.
  3. Set their Access Level (e.g., Editor for modifying files or Viewer for reviewing documents).
  4. Send the Invite to provide access.

If temporary access is preferred, use the shared link option, adjust link settings as needed, and share the link directly with the user.