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Archiving and removing collaborators access

  • June 16, 2026
  • 1 reply
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As users leave our org, we archive their data to an admin profile using the Admin option: (1) "Delete User" 2) "Transfer content and workflowss to another user”.

After that we don’t want the data accessible by anyone that it was shared with though. We find that the data is still accessible after it’s moved, which is logical.

What would be the best course of action to deny access? Before deleting the user + transfer content...Would it be to:

  1. Login to box.com as an Admin
  2. Go to the user content
  3. Login as the user
  4. Go to user Profile > Collaborators
  5. Remove collaborators one-by-one

Best answer by Rona Box

Hi ​@cmoses2, 

Welcome to Box Community, and we understand that you’re looking for ways to prevent the existing collaborators from accessing the folders, we’re glad to help! 

 

Rather than logging in as the user and removing collaborators one-by-one from the user's profile, Box provides a more efficient Admin-level tool called Content Manager that lets you manage collaborators directly — without needing to log in as the user and go through each folders just to remove collaborators. 

 

Prior deleting the user and transferring his/her contents, here’s how you can remove collaborators via Content tab:  

  1. Log in to Box.com and navigate to Admin Console> Content tab
  2. In Content Manager, select Users.
  3. Click the Expand control (▶) next to the departing user's name.
  4. Navigate the folder structure of items the user owns.
  5. Hover over an item and select Manage Collaborators (or select the item and choose Manage Collaborators from the top action bar).
  6. In the Collaborators dialog, you can:
    • See all users and groups with access 
    • Identify whether access is direct or inherited from a parent folder.
    • Change or remove collaborator permissions directly from the Permission column.

In reference to this, please visit this article. 

Do you have additional questions regarding deleting managed users? Please feel free to reply in this thread. 

 

Thanks for posting! 

 

 

1 reply

Rona Box
  • Rona Box
  • Community Manager
  • Answer
  • June 16, 2026

Hi ​@cmoses2, 

Welcome to Box Community, and we understand that you’re looking for ways to prevent the existing collaborators from accessing the folders, we’re glad to help! 

 

Rather than logging in as the user and removing collaborators one-by-one from the user's profile, Box provides a more efficient Admin-level tool called Content Manager that lets you manage collaborators directly — without needing to log in as the user and go through each folders just to remove collaborators. 

 

Prior deleting the user and transferring his/her contents, here’s how you can remove collaborators via Content tab:  

  1. Log in to Box.com and navigate to Admin Console> Content tab
  2. In Content Manager, select Users.
  3. Click the Expand control (▶) next to the departing user's name.
  4. Navigate the folder structure of items the user owns.
  5. Hover over an item and select Manage Collaborators (or select the item and choose Manage Collaborators from the top action bar).
  6. In the Collaborators dialog, you can:
    • See all users and groups with access 
    • Identify whether access is direct or inherited from a parent folder.
    • Change or remove collaborator permissions directly from the Permission column.

In reference to this, please visit this article. 

Do you have additional questions regarding deleting managed users? Please feel free to reply in this thread. 

 

Thanks for posting! 

 

 

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