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Q&A, Conversations for Admins

  • 155 Topics
  • 510 Replies
155 Topics
Kokoro N
Kokoro NNew Participant
asked in Admin Forum
Regarding License Changes and Plan Downgrade during Campaign Period

Our company is currently utilizing Box under a monthly subscription and is in the trial phase of implementing the service. We have been in the process of migrating data, and to further validate data migration and other aspects, we are considering upgrading to a higher-tier plan and increasing the number of users.We have a campaign currently applied to our Business organization, which offers a significant discount. We would like to explore the possibility of leveraging this campaign period for our validation purposes.In this context, we have the following questions:License Cancellation and Plan DowngradeIs it possible to temporarily increase the number of licenses or upgrade to a higher-tier plan during the campaign period for testing, and subsequently decrease the number of licenses or downgrade the plan to an appropriate level after understanding our actual use cases?Estimated Processing TimeIf license cancellation or plan downgrade is possible, what is the estimated turnaround time (

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Kokoro N
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Taylor MathisNew Participant
asked in Admin Forum
Restrict access to sub-folders?

Is it possible to provide access to a User to a parent-level folder with 4 sub-folders, but only have the User be able to see/interact with 3 of the sub-folders?  That is - can we block or restrict User access to sub-folders within an approved parent folder? Example:Firm has several folders for internal collaboration: 2025 > Clients, 2025>Documents, 2025>Firm Financials.If a User has access to the “2025” level,Can I give access to a User to the Clients folder, but then limit which clients are visible?Can I give access to a User to the Documents folder, but restrict which files/folders are visible?Can I restrict access to the Firm Financials folder entirely?

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Chris Hunter
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flesi BoxNew Participant
posted in Admin Forum
Box Drive Update! We are releasing Folder Redirection and ARM Support soon among other feature updates, Join Our Private Beta Now!!

Get ready for the next generation of Box Drive, now built on a cutting-edge technology stack for Windows! This new version is packed with a host of improvements, delivering enhanced functionality, greater stability, and a smoother user experience. Here are just a few of the exciting features and upgrades you can look forward to: Folder Redirection: Folder redirection allows you to seamlessly sync root folders from their local hard drive directly into Box, providing a more integrated experience. With this feature, users can easily change the location of a known folder to a new destination, either manually or through Group Policy. For example, the Documents folder—typically stored on a local drive—can be redirected to Box Drive, making it easy to backup and manage files stored on a user local hard drive. ARM Device Support: Microsoft and hardware manufacturers are heavily investing in ARM-based devices for Windows laptops due to their superior performance and support for Copilot (Micro

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Jey Bueno Box
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andriy boxNew Participant
posted in Admin Forum
How to join private beta of Box Drive with ARM support (Cloud Files)

Box Drive Cloud Files is a new version of Box Drive on Windows that uses the native Cloud Files API as its underlying file system architecture. This will in the future enable features like folder redirection, ARM device support, better performance and reliability improvements. In order to join the private beta and start using the Box Drive beta build, your administrator must sign the MBA first. You have two options to accomplish this:For a faster and more direct approach, reach out to your administrator directly so they can contact the account team to have the MBA sent and signed. Submit the request here: https://forms.gle/n7FZm68Jjmskdp218 and we will facilitate the process.After this, we will send detailed instructions on how to enable this for beta users. Thank you for your interest in beta testing Box Drive! 

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Jey Bueno Box
Olya Kryvtsova Box
Olya Kryvtsova BoxNew Participant
posted in Admin Forum
Introducing Box Hubs admin management capabilities

As part of Box's commitment to empowering admins with the tools they need, we are excited to announce new admin management capabilities for Box Hubs. These enhancements will provide admins with greater control and visibility over how Hubs are utilized within your organization. With these new features, managing Hubs becomes more efficient, allowing for improved collaboration and streamlined workflows across your entire organization.The updated admin management options enable admins to easily view, search, and sort all Hubs from a centralized location in the Admin Console. This means that you can quickly assess Hub usage at a glance and make informed decisions about access levels for co-owners and collaborators. Additionally, you'll have the ability to update settings or remove outdated Hubs effortlessly. By leveraging these powerful tools, admins can ensure that content is organized effectively and reaches the right users when needed—ultimately enhancing productivity across your organiz

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Olya Kryvtsova Box
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ChfaAdminNew Participant
asked in Admin Forum
Is it possible to create an aging report for files in a specific folder?

I have a folder in Box that has a retention policy applied to it. The retention policy permanently deletes files that are more than 180 days old. I would like to generate an aging report that shows files which are 160 days old to notify the owners of the folder that these files are approaching the end of the retention period. New to box and not seeing anything so far that lets me create a report based on the age of files. Any help or suggestions would be greatly appreciated. 

353
Jey Bueno Box
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andriy boxNew Participant
posted in Admin Forum
Box Drive Cloud Files private beta for Intel / AMD x86-64 devices

Dear Box Admins, We invite customers to beta test Box Drive Cloud Files on Intel / AMD x86-64 devices. This new version offers a seamless migration from the current version (CBFS) to Cloud Files, making it easy for you to transition without any hassle. In addition, we have made significant improvements, including the ability to choose a custom location for your Box folder, better performance and enhancements in user experience (UX). The beta requires initial testing by your IT team, followed by testing from selected end users within your organization. For more details, please see the complete list of improvements below. To join our private beta program, please submit your request using the form linked below: https://forms.gle/Vh9DTtuL6cHAd2nAA We will provide detailed instructions on how to enable this feature for beta users. Make sure to acknowledge the Main Beta Agreement included in the email before starting to test the beta version of Box Drive. This new version includes many impro

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MJMilliganNew Participant
asked in Admin Forum
How do I enable email notifications when outside collaborators accounts are about to expire?

We have outside vendors who have access to our Box account. Their accounts automatically expire after 3 months. How do I enable notification of this expiration BEFORE it happens?

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Jey Bueno Box
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DKlavonNew Participant
asked in Admin Forum
Shuttle Upload Limit?

I’ve been working on uploading our local server to Box.com via the Shuttle service.  It’s gone relatively smoothly except now that I’m 2.3TB into the upload (of 4.5TB) I’m not seeing any progress.  I stumbled on a community thread talking about a 1TB monthly data transfer limit (inclusive of Shuttle).  But it’s unclear to me if that’s an official policy.  I’d love to find some customer support contact vector to talk with Box staff directly.  I’d be fine paying extra for a one-shot upload window.  Anyone have a suggestion or insight?  Thanks, 

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Jey Bueno Box
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AlanKNew Participant
asked in Admin Forum
Restricting Collaborators to View Folders Only - Not Files Within the Folders

I’m trying to set up restrictions for some collaborators to only be able to view the folders and the folders within the folders, but not actually view the content, the actual files.Is there a way to set this up?

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Chris Hunter
Jey Bueno Box
Jey Bueno BoxCommunity Manager
published in Admin Forum
Box’s New Admin Visibility on Third-Party Integration Usage (coming soon)
Box’s New Admin Visibility on Third-Party Integration Usage (coming soon)

Businesses rely heavily on third-party integrations to streamline workflows, boost productivity, and leverage a variety of cloud-based tools. With Box's ever-evolving set of features, the upcoming enhancement of admin visibility into third-party integration usage is a game-changer for organizations looking to optimize how they use external applications alongside Box. As part of Box’s ongoing commitment to giving admins the control and insights they need to manage integrations effectively, the new “Integrations Activity” report is on its way. The “Integrations Activity” report will allow Box admins to track third-party integration usage in greater detail. This new reporting functionality, available through the Admin Console, will help admins identify the most essential and utilized 3rd party integrations within their organization, and take more informed action in regards to integration strategy. These reports can be filtered by date (up to 90 days past), by users and groups, and by inte

402
Jey Bueno Box
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YAMAICHI DOKENNew Participant
asked in Admin Forum
How to stop using this service

Please tell me how to stop using this service.

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Jey Bueno Box
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sobermeyer BoxNew Participant
asked in Admin Forum
Search Default Within Folder

Hi everyone!  I’ve noticed recently within Box if I go to search and if I’m within a folder structure, the default is to search within that folder, rather than to search everywhere.  I’m the Box admin, so is it possible for me to change when searching even if I’m within a folder structure, it doesn’t search within the folder and just searches everywhere by default?   

331
Jey Bueno Box
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ZaheerNew Participant
asked in Admin Forum
Files Going Missing

I have a strange intermittent issue. I currently use a Macbook and saving to a folder which syncs box to the cloud. I found some files are missing but was certain it was uploaded to the cloud. I though I was imagining but yesteday again. I saved a file from Adobe InDesign to a folder. Closed it and was gone. We had to go back and re-create all that work. Kindly advise if you can investigate the issue. It is worrying for me as if my files are going missing without my knowlegde. I wont even know what old work is missing until I hunt and see its gone. I really need to know as if Box cannot provide a solution. I will have to migrate my stuff to another service.  

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Jey Bueno Box
mike.curry
mike.curryKnown Participant
asked in Admin Forum
Unable to download files/shared links not working

We have suddenly noticed that Downloading files via the web interface is not working on any files, and our public Shared Links are prompting users who view it to sign in. I don’t see anything on the status page indicating an ongoing incident. Is anyone else currently experiencing the same thing?

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Jey Bueno Box
Jey Bueno Box
Jey Bueno BoxCommunity Manager
published in Admin Forum
Integrating Metadata, Forms, DocGen, and Box Apps for Seamless Content Management: A Demo by Julia Benivegna
Integrating Metadata, Forms, DocGen, and Box Apps for Seamless Content Management: A Demo by Julia Benivegna

During BoxWorks 2024, we explored key concepts such as metadata extraction, forms, Doc Gen, and Box Apps—essential tools for streamlining your content processes.Julia Benivegna, Senior Solutions Engineer at Box, provided an excellent demo on how these elements work together to enhance your content-centric workflows, making it easier to manage, organize, and automate your documents and data efficiently. ➡ Watch Julia’s Keynote Demo ⬅ Missed BoxWorks full keynote and product announcements? Watch it here!

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DonHammons
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pcehdgllcNew Participant
asked in Admin Forum
File dates in the future

Some of our files are showing dates in the future; i.e. 2101.

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Jey Bueno Box
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Enathanson BoxNew Participant
asked in Admin Forum
Admin's view of trash

Hi team- should an admin be able to view a user's trash items in the content manager if the user deleted the file(s)? We've confirmed that an admin can see the trashed files under the owner's account (in the content manager) but not under the user who deleted them. Any ideas why this might be or is this not expected functionality?

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Jey Bueno Box
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RNozNew Participant
asked in Admin Forum
Sharing box folder, edit access outside my organization

Hello, I would like to do the following and am looking for process advice/feasibilityCreate and share a spreadsheet in box, send it to someone outside my organization, have them be able to open it in excel online and enter data I’ve tested this and some people can edit the doc and some cannot and are asked to create a login, I don’t know why the difference Does this have price implications for by box account for any reason? Is it possible to turn off the option to open in google sheets so as not to cause confusion (this would disrupt existing formulas in the spreadsheet)

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Jey Bueno Box
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Charles YangNew Participant
asked in Admin Forum
how to manage files and folders belongs to team / project / department

Hello Community, How do you manage files and folders belonging to teams / projects / departments that need to survive beyond individual employment and its ownership?  GCP has a concept of “Shared Folders.”  It changes permission and ownership to become “Manager” instead of owner. I am not sure if there is a way in BOX to do this clear cut and straight forward.I apologize if there is another thread already discussing this concept. Please point me to a way to a solution.Thanks.

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Evy
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hiinoueNew Participant
asked in Admin Forum
Editing a Spreadsheet:

When I try to edit a spreadsheet in Box, I get the following message:"You need a Google Workspace account to edit work files."I have a Google Workspace Business Starter subscription. Even when I log in to Google and try to open it, I get the same error and can't open the spreadsheet.Could you please provide a solution?

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Jey Bueno Box
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DillardB BoxNew Member
asked in Admin Forum
Blocking IP Addresses

Is it possible to block IP addresses for accessing our Box environment? I know through Shield we can set up alerts based on IP location, but not a specific IP address (at least to my knowledge). 

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Jey Bueno Box
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MONOGrantNew Participant
asked in Admin Forum
Will removing excess data, versions improve performance?

We have been on Box for almost 8 years and have around 275TB of data and shuffle around 8.5TB/month. Much of that is legacy data archived on service accounts and files with many versions no longer relevant. Keynote collaboration for example saves hundreds if not thousands of versions of our files as we build decks...but we’re not reverting or looking at hundreds of versions of files that were presented 5 years ago. I’ve written a script to prune out old versions and will leave behind the 3 most recent versions plus 7 additional versions spaced out over the file’s life. In this way, I can find an archive folder with data many years old, provide that to my script, let it search, sort, and remove the excess data no longer needed. Other than reducing extra junk on the platform, will removing unneeded data (most of which is not visible to many users and stored only in service accounts for archival purposes) improve the performance on Box? Specifically navigation and search. Is it better to

231
Jey Bueno Box
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KabinBMNew Participant
asked in Admin Forum
Use of Content Delivery Network (CDN) in Box

Is Content Delivery Network (CDN) being used in Box? When I upload any file in any folder in Box, does it get cached all across the world and the user who downloads the file gets it from his/her nearest location (and therefore reduces the latency to a great extent) ? If that is so, it would be great if you can direct me to the right box documentation area / link.

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Jey Bueno Box
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btempleNew Participant
asked in Admin Forum
Locally Cached Files & Security

When you add or open a file in Box Drive, Box copies the file into the Drive cache folder, which creates a local copy of the file. Box has also confirmed that this cache folder is not encrypted. If you work for an organization that must keep sensitive data off of local machines, what is your work around? We thought using only the Box Online option and restricting Box Drive usage was an option but all files still open locally. The entire purpose of Box is to eliminate the need for sensitive data to be saved on local machines, but because of how the cache folder operates, that is not possible. 

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Jey Bueno Box

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