I'm trying to figure out how to create a shared folder where the contents are viewable by anyone that has access to our internal corporate instance. I've tried just about every combination I can think of, but in the end, I always have to explicitly add users as collaborators if I want them to see my content. This is HUGELY inconvenient in a large organization, causing you to spend more time managing access then it's worth. If there's no way to acheive this simple and basic functionality, I guess I'll dump Box as it's pretty useless with having this capability.
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You actually have multiple options to do this. Say a little more about your need. Here are a couple of ways I could interpret your need. Which of this most closely fits?
All of these are possible. What's your pleasure? Or is it something else?
Thank you for your response. From your list, I think option 2 would suit my needs well.
Excellent. Here is how you accomplish that.
I think that should do it. Give it a shot and see if that works for you. If not, post back and we can tweak.
How can I enable option 4. We'd like to place a link to one (and only one) branch of our folder tree (photos) on a webpage and restrict visitors to only that branch. Downloading is okay.
Here's what you do:
This will create a shared link for that folder and everything below it. It will require login and will be accessible only to those within your company. Users with access will be able to view and download anything under that top folder.
Is there any way to eliminate the need to login? This would essentially for our public on a. Public webpage.
Is this a different use case? In your last post you talked about restricting it to certain users.
If you would like to put a folder of photos on a public web page I recommend you use a Box Embed Widget. It's a nice user experience and your staff just keep files up to date in Box.
Is that what you are looking for?
HI Bob, What is the instruction for option #3?
You want to allow users in your company to be able to click a link you can post anywhere (or email) and get access to the contents of the folder to view (and download if you opt to allow).
I have a folder within a folder holding files I want to share with an extended team. Team members change too frequently to easily manage adding collaborators, and I don't want them to have to work hard to access these team files. How to I manage access settings to the folder so they can view/download files. Don't really want them editing files or adding files. Thoughts?
A couple clarifying questions.
The easiest thing is to not invite them to collaborate, but just give them a shared link that will allow them to view and/or download.
If you really need to invite them in as collaborators, say you do want them to be able to comment on the files, can be managed with a Box Group. You can just invite the group at, say, Previewer level. You would just need to keep membership of the group up to date. Your Box admin can delegate control of group membership to someone or you can link, with some minimal coding, the Box Group to stay in sync with an external group source like Active Directory. Some identity providers, like Okta, can also manage that linkage.
Does that answer your question?
Ya, prefer not to have to try to keep up with changes in membership, who are all in organization. Issue seems to be if main folder doesn't have public access, the folder (and files) inside main folder are not accessible. Is that true?
I'll hairsplit a little on terminology in the interests of accuracy. Folders don't have access levels. You can create a sharing link to a folder and set an access level on it. Your options for access on that link. You have "People with the link" (public access, but can be password protected), "People in your company" (it requires that the user to a) log into Box and b) be a part of your organization), and "People in the folder" (only those who already have access to the folder/files - typically used as a shortcut for collaborators). Oh, I said four, right? The forth is "remove link". ;-)
So, without full details of your use case it sounds like me that you'd want to identify the folder, the contents of which you need to make available to others in your organization, and make a shared link with "People in your company". You can set this link at any level. (Does not have to be a parent folder.) Then anyone in your org can get to the folder and everything inside it. You can choose whether to allow them to download or not.
I think I have the similar problem. Instead of sharing the link of the parent folder I want to share(embed) the specific file link in our wiki, do I need to create the shared link for each file and set the access control to everyone in the settings? I want to have a solution like doing one time setup at the parent folder, then the direct link to different folders/files in that folder can be shared to everyone in my company, is it possible?
If I understand your use case, you are saying that you have a folder full of content that you want to make available to everyone in your company, but you want individual links for each file in the folder to use on the company wiki. Is that correct?
First a tip about links to Box content. You never want to use the URL in the browser address bar for a folder or file. Anytime you want to point someone to a specific asset, you want to use a shared link. This will future-proof the link against moves, renaming, changes to the Box UI, etc.
If you want a direct link to an individual file you can copy that link when you set it up. When you set up that link for an individual file or folder you would set the access level to "people in my company". That is the link you can link to in your wiki.
If you are dealing with large number of files you can use the Box API to programmatically set and return the shared links to content. You can find details in the Box API documentation at https://developer.box.com. There is even an API recipe for Upload File & Create Shared Link all spelled out in the recipe book.
Best of luck,