Box Customer Resource News

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This social media company, like most companies, needed a better way to consolidate their content for their employees to easily access but also share through different platforms. That's why they rely on Box and the multiple integrations supported with best of breed apps like Slack and Google Docs. 

 

At this company, marketing would house large video files in Box for editorial teams to condense and finalize as public ready material. However, rather than sharing it through a company email, the marketing team would share the file through the Slack integration, setting the correct permissions in the selected slack channel while having the file still stored safely in Box. With the visibility and fast reactions provided by the Slack integration, the marketing team is able to quickly release content internally in a secure fashion.

 

Meanwhile, the agency teams took advantage of the new G-Suite integration and were able to collaborate with external vendors on Google Docs and Google Sheets realtime. The agency manager would create the google doc from his box account, maintaining ownership and issuing selected access to the right vendors. The productivity tool allowed for faster edits and requests from the agency team, finalizing their collateral content on time.

 

When the project was finished, the owner didn't have to worry about any lingering content stored on external users' account - instead, with the Google Doc being saved in Box, the content was stored in one secure location. Using collaborator auto-expiration, the content owner was also able to automatically remove the external vendor from the folder and files upon completion of the project. Safe and secure!

 

Have an integration that you enjoy using with Box? Comment in the post below to share your use case or give the post a kudos!

 

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How can cloud technology help professional sports teams maintain a competitive edge? 

 

A major league baseball team who have brought home multiple World Series wins has been leveraging Box Capture to not only find and recruit top-tier talent, but also to coach their athletes to become some of the best players in the world.

 

When looking for new talent, agents in the field will bring an iPhone or iPad with Box Capture installed. As they travel across the country scouting the minor leagues for star talent, they use Box Capture on their mobile devices to take video of up and coming athletes at games. Through Capture's technology, this video is automatically uploaded to a secure shared folder in Box and is immediately accessible by their colleagues, so prospective new recruits can be quickly evaluated, speeding up the time it takes to bring in new team members.

 

But Capture's impact on these athlete's careers doesn't stop there! Once these recruits are officially a part of the team, their coaches will use Box Capture to film them during team practice, and preview the video as a coaching tool later to point out suggestions and corrections, down to the second mark, in Box. 

 

With Box's video previewing capabilities on the Box mobile application, players can be coached using Box from any location–so world-class athletes can improve their technique from an office, the locker room, or standing in the middle of the outfield.

 

How else do you use Box Capture for your enterprise? Comment in the post below or give the story a kudos!

 

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Saving the environment can be a tough goal, but for one administrative team, it was a goal worth pursuing and achievable with Box!

 

With a few changes to each of their processes with remote workers and teams, here's how the University Admin Office made an impact:

  1. Used the Email Upload feature for any external collaborator to upload or send documents. Printing out numerous amounts of PDF forms and mailing them in were discouraged, and the admin office instead collected electronic copies that were neatly organized in the appropriate Box Folder. 
  2. Using Mentions for internal task management was an easy way to avoid clutter and allow admins to notify the right team to examine files in their workflow. For example, the admin office would @mention the finance team for example to review a student's forms and receive an email notification when the task was completed.
  3. Using Box Capture, field teams when reviewing leases would upload pictures of facilities to Box using an iPad. The workers could select the right location folder to upload the new pictures and @mention the admin office to review. That's it, that's the story, but compared to shipping hard drives and memory sticks, Box Capture was much easier for the both teams to use.  

 

With a few simple features and settings enabled, the University Admin office has made a bigger impact on their team's efficiency and the well being of their environment!

 

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A cyber risk management company who advise their clients on complex, compliancy issues (HIPAA, FedRamp, etc) was frustrated by something supposedly very simple: internal and external sharing. 

 

With their previous collaboration platform tool, the company had trouble inviting clients to their desired content with the proper permissions. With all the "red tape" getting in the way, the IT team decided to examine another solution, approaching Box with the question, "It shouldn't be this hard right?" 

 

The IT team made it simpler for each user to create their own folders with the caveat of restricting content creation at the root level. With the proper workspaces set up by the admins, users could create their respective projects in the appropriate folders, sharing internally and externally with the right collaborators. No admin delays or requests to create the right folders or set up the permissions - all could be enabled by the user themselves.

 

Last but not least, the IT team took a look at Box Governance, specifically applying retention policies on their project folders. To meet their compliancy standards, the company applied a retention policy that deleted project folders after a project was finished and moved to the "completed folder". 

 

Ever used the restrict content creation feature? How else do you set up workspaces for your users in your enterprise? Comment in the post below or give the story a kudos!

 

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A construction company is cleaning up their mess; nope, not the debris you'd see from a site, but the digital management of their files and projects, and they managed to do this with Box.

 

The IT Admin wanted to have a unified folder structure and create a template folder structure that would be easy to replicate for all employees. Using Box, he utilized the Copy feature on the WebApp and set up template folders with organized sub-folders and files needed for each assigned collaborator to work on their construction projects.

 

No developers needed, just copy and paste using easy keyboard shortcuts, that allowed our admin to immediately set up multiple users right away!

 

What about when employees left companies or new managers needed to take over a current project? Without breaking any current collaborations or set up for employees, the IT team could easily change ownership of the folders to a service account before reassigning to the newly identified owner, all using their content manager tab from the Admin Console.

 

Have another way that you set up workspaces for your projects? Share in the comments below or kudos if you like the Copy feature!

 

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Did you know you can make the next great film right from your home? Well technically, you're going to still need the actors, film sets, director, producer, a budget, etc... so maybe, it's not that straight forward.

 

BUT, one movie studio made that possible without losing efficient collaboration in their creative process. With a goal to reduce their environmental impact, the studio enacted a remote work policy to reduce commute time. Keeping their files secure and having the right access for their team was possible through the use of Box.

 

First, the edit team would upload video and media content to their internal folders for their team to access. They would invite specific teams with higher editing permissions through the Group feature and avoid overlapping their edits using the Lock feature to alert others of their work in progress.

 

Once they wanted to share final edits for approval with the director and producers, they would invite them with a previewer permission access to the folder. Often on the move, previewing the video files was easy for the director and producers on their iPads with the Box for iOS app.

 

Despite all the moving pieces and remote access, the movie studio felt secure about their content since it was protected with Box Governance and had Watermarking available on their video files and scripts. No leaks or loose downloaded copies made possible!

 

Altogether, the movie studio has released multiple movies with Box, streamlining their workflow while reducing their carbon footprint with an efficient remote work policy. Just another day in Hollywood for this studio!

 

Feel free to add your questions in the comments. Or give this story a kudo if you liked it!

 

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When you think of creativity, you're not thinking of access stats are you?

 

Well, a retail company relies on just that to ensure that their creative team are in sync planning seasonal merchandise and placement in their stores.

 

Using BoxNotes, the creative team would brainstorm ideas realtime, uploading store images, annotating ideas on concepts, and commenting on what inventory items should be brought in, all on one BoxNote! When all ideas were finalized, the creative team would update their seasonal merchandise layouts in the respective folders on Box and then use Comments to alert the manager for approval. 

 

So where do the access stats come in? This team requires everyone to have viewed the files/plans before the team moves on with the final decisions, and with access stats on files in the WebApp, it's easy to see who has updated and viewed the assets most recently. With everyone's comments and discussion all organized on the sidebar in one file, the creative team can move forward with a unified vision!

 

Have another creative way of making sure your teams are collaborating on the right projects?

Feel free to add your questions or share your example in the comments. Or give this story a kudo if you liked it!

 

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At a biotech company, the VP of IT uses Box to enable their field sales team with the latest internal assets.

 

A lot of materials that the biotech company provide to their sales employees in the field are reviewed and updated frequently by their marketing and legal team for approval. With uncertainty over the numerous versions and what was the central source of truth, field sales teams would have to physically come back to headquarters during the year to get the latest assets.

 

Instead, with the use of the Box mobile app, sharing a central box folder with all field sales employees has helped make it easier to immediately have the latest content for their onsite customer meetings. Sales teams would use the Box app on iPads to access the latest collateral from accessible folders and then save the documents for offline preview while at their clients' site.

 

A once painful task to ensure every team had the same resources became easy thanks to a simple invite from Box!

 

Has your business struggled with content management and enablement? Feel free to add your questions or share your example in the comments. Or give this story a kudo if you liked it!

 

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Finding the next star can be tough, but the process can be easy, thanks to Box!

 

A talent agency constantly received audition videos or "screen-tests" from agents through email and other different platforms. Needing to streamline their submission process and easily organize their video files to be searchable, they decided to use Box!

 

  • Using the Upload by Email feature, agents can submit their videos to the agency without creating a Box account. 
  • Within the folder, the talent agency would preview the video files from Box rather than download and view on their computers.
  • Finally, the talent agency would use Tags and Metadata to easily organize the videos by agent, role, and project. As a result, the files were much easier to search and sort within the folder.

This once scattered hunt to organize all the screencasts became more efficient and easier for both parties thanks to Box! Even now, this talent agency is looking to make this screencast submission process into an app thanks to Box Platform!

 

Using Box in a similar way? Let us know in the comments, or give this story a +1 if you liked it!

 

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Our thanks to everyone who joined us at BoxWorks this year!

 

We've collected all the presentations for the Higher Education track here for your convenience, and to share with your colleagues:

 

 

Hope to see you again soon!

 

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