Using Box for G Suite

The Box for G Suite integration provides direct access to G Suite’s content creation features – creating, collaboratively editing, and auto-saving documents in Google Docs, Sheets, or Slides – right from within Box.  Create, edit, and save Google documents all from within Box, without any dependency on Google Drive.  You can:

  • Create, open and edit Google documents using the Google editing suite, and auto-save them directly in Box, eliminating the need for re-uploading content.
  • Invite and work with others in real-time, and track all changes in Box.
  • Access version history and commenting features both in Google editors and in Box.
  • Make use of Box’s 7 different permission levels and ensure your content is protected by Box security, compliance, and governance.
  • Open and edit Microsoft Office documents using G Suite editors within Box, and have all changes saved directly back to Box in the original file format.  (This feature is currently in beta with a Google.)

IMPORTANT   If you have a paid Box enterprise account, you can connect it only to a paid G Suite account.  You can only connect a free/personal pro Box account to a free Gmail account.  This is a significant security enhancement, ensuring an enterprise-to-enterprise account connection.

Creating a Google document from within Box

  1. From the Box All Files page, click New.
  2. From the dropdown menu that displays, click the document type you want.

New Google docs.png

 

  1. At the prompt, name the document.
  2. Click Create.

The corresponding Google editing suite opens.  Any changes you make save back automatically in real time to Box at least every three minutes, as well as one final save when the editing session ends.

Note   The system prompts you to log in to Google, and then to accept the integration, when:  

  • you do this for the very first time
  • you clear your browser cache
  • you open a new browser session

You can preview existing Google documents as you would with any document in Box.

 

Important   You must enable cookies and third-party cookies to log in to the Google editor,  To do this in Chrome: 
  1. In the address bar, go to chrome://settings/content/cookies 
  2. Enable this option: Allow sites to save and read cookie data (recommended)
  3. Disable this option: Block third-party cookies

 

Opening a Google document from within Box

  1. Click on the file to open it in Box Preview, OR next to the file you want to open, click the ellipsis (). 
  2. Click Open With, and then click the G Suite editing application you want.
  3. Edit as you normally would.  Any edits you make save back automatically in real time to Box.

When you open a Google document from Box, from an editing standpoint it’s exactly the same as if you had opened a Google doc from G Drive instead of Box.   You still have access to Google’s set of editing tools.  

IMPORTANT  You can also use a Google application to open and edit any Microsoft Office document (Word, Excel, or PowerPoint).  The document automatically saves back to Box in its original Microsoft file format.  Please note this feature is currently a Google beta; you may lose some formatting on conversion.  The system displays a warning message in the G Suite editing session that this may be the case.

Using G Suite to open and edit Microsoft Office documents (this feature is currently in beta with Google)

  1. Click on the file to open it in Box Preview, OR next to the Office file you want to open, click the ellipsis ().
  2. Click Open With, and then click the corresponding G Suite editing application you want.
  3. Edit as you normally would.  When the document saves, it preserves the Microsoft format.

Please note this feature is currently a Google beta; you may lose some formatting on conversion.  The system displays a warning message in the G Suite editing session that this may be the case.  To verify the original file format of the document you’re working on, look at the top left of the screen; the file extension displays prominently for Microsoft Office file formats.

 

Commenting on a document

EITHER
On the top navigation, click (the Add Comment icon). A window opens in the side panel.
OR
Highlight any portion of the text. The + displays to the right of the highlighted text.  Click + to open the  Comment window.

Google Doc comment box.png

 

Then, in the text entry line, type your message and click Comment.

 

You can @mention or tag people to insert comments in Google documents or assign them specific tasks.

 

@Mentioning/Tagging others

  1. On the top navigation, click + (the Add Comment icon). A window opens in the side panel.
  2. In the text entry line, type @, followed by the name of the person with whom you want to collaborate. The system auto-fills a list of choices, which you can ignore if you wish.
  3. Press ENTER, type your message, and click Comment.

 

Assigning document tasks to others

  1. On the top navigation, click + (the Add Comment icon). A window opens in the side panel.
  2. In the text entry line, type @, followed by the name of the person to whom you want to assign a task with this document. The system auto-fills a list of choices, which you can ignore if you wish.
  3. Press ENTER, type your message, and click Assign to…
  4. Click Comment.

 You can invite or assign tasks to multiple people.

Comment box.png

Note   When you @mention someone or assign them a task, the person you designate receives an email from Google, with a link to the precise location in the Box file from which you made the mention or task.

Inviting others to collaborate on the file

Inviting collaborators on a Google file in Box is just like adding collaborators in any other file in Box.  You can invite people at the folder level (with a choice of 7 different levels of collaboration) or at the individual file level (where collaborators can only be editors or viewers).  See the Related Links section below for more information.

 

IMPORTANT   If you invite people who aren't in your enterprise to collaborate, they can view and download Google files.  They can also edit these documents IF one of the following is true:
  • They have a Box enterprise account and a corresponding paid G Suite account AND the integration is turned on for their enterprise
  • They have a free/personal pro Box account and a corresponding free Gmail account AND they have enabled the integration for their personal account

 

See document versioning history

You can see a document’s version history either from within Google Docs or from within Box.

  • From within Google Docs:
    1. Open the Google document.
    2. Above the top navigation, click All changes saved in Box.
    3. A window opens in the righthand pane, listing the document versions.
  • From within Box:
    1. Preview the file as you normally would.
    2. If the Activity pane is not already open, click the ellipsis () to open it.
    3. Click on the version history to open a window that lists the entire version history of the Box file.

Version history.png

 

Google documents save automatically, as they normally do, at least every three minutes.  The documents save to the same location in Box from which you created or opened them.  They also save one final time, when your editing session ends.

 

If you work most frequently – or exclusively – with G Suite apps to create, edit, and collaborate on documents, you can set Google to be your default editor.

 

Setting Google as your default editor

  1. On the top righthand corner of your Box screen, next to the circle with your image or initials in it, click the down arrow. Then click Account Settings.  The Account Settings page displays.
  2. In the top navigation, click Integrations.
  3. Scroll down to the Opening Integrations Next to the file type you want, click the corresponding Open With down arrow and then click G Suite.
  4. Click Save Changes.

     

    Default open with.png

Related Links

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Last update:
‎12-14-2018 02:50 PM
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