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Challenges with Linked Files

  • May 22, 2025
  • 7 replies
  • 81 views
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It's common for some lines of business, like finance teams, to leverage linked spreadsheets, or design teams to utilize programs that link disparate files together. These links typically reference another file using the path to that file. If one of the folder names in the path to that file changes or is moved during migration, the link will break. However, in some cases just migrating the file to a new system can break the link because the path includes the full path, all the way to the drive letter or server name (in the case of file servers, for example).

It is possible to use Box with linked files (configuring the default Box Drive folder location is an important part of this solution), but note that these links will need to be updated to reflect their new location in Box before they will work.

If you're concerned that the content you want to migrate has a lot of linked files, we recommend working with Box Shuttle managed services to put together a plan for the migration. Additionally, your account team can put you in touch with a Box partner that can assist with updating these links in bulk.

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    @kenneth libeson, 364124178068392602922993176531142 please share here further thoughts on this. Greg, I believe you said you were looking at a partner CimCon? If you need help from the Box team please reach out.

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    We use SkySync for file replication between Box and our internal file servers. So it gets messy. I'm not sure if Box Shuttle has a way to detect files that have embedded links in them as that will help identify the extent of the challenge. We think the default path may not work if users have different access to folders even if we use a default location. For example, if we have an excel file stored in Folder \Top\SubA\SubSubA with a link to a file in folder \Top\SubB, it will work for me using a default path. However, if another user opens that excel file but doesn't see folders \Top\SubA and only \Top\SubSubA , then their link wouldn't work.

    We were wondering if instead Box and Office could build an integration that leveraged fileIDs from Box instead of paths. Then it wouldn't matter what the underlying path was for any user so long as they have access to the linked files. Additionally, if a file was moved, it wouldn't break the link to the fileID. I realize this may not be possible today as fileID references are typically a URL reference and Windows/Mac File Explorers may not be able to recognize a URL for a linked file. So I'm not sure what work would be involved.

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    I spoke with our team and Shuttle does have a feature called Content Scanning that runs on Windows file sources and detects links inside Office files and PDFs, and can include them in exportable analysis reports. 

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    Is this a tool we can get access to if we don't use Box Shuttle?

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    6173771847 from the Shuttle team "it is only available as a capability in Box Shuttle. Shuttle does it along the way as we're scanning for things like size, folder structure, who can access the file, etc. I will say that once they get into Box Shuttle, you don't have to do that as part of migrating the data. There is an Analysis option that looks only at the source and doesn't actually put any files/folders into the target Box account(s)."

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    We used SkySync for about 10% of our migration before engaging with the Shuttle team. Shuttle team recommended solutions from LinkTek and Cimcon.   

    Both seem to do the job.   We haven't purchased either yet because of Box's awkward default path solution, which will fail for the reasons Klibeson describes above. 

    How are your organizations dealing with this?  I recall one org opting to leave their spreadsheets on file servers for this reason.  Is anyone part of the Office beta?  I understand it can't be discussed but I hope it addresses the linked document behavior.   

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    It should also be noted, that links in creative applications also cannot rely on the current solution of a single defined path for link resolution as each creative work would have its own unique set of linked assets in various locations. Would be interested to know if anyone has heard of such a tool that helps bridge this gap in the creative sector.

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