Struggling with waterfall permissions

Contributor

Struggling with waterfall permissions

So I am working with a governance group to determine the folder structure of our Box instance that will be used as a document repository for a multi-year IT project.  Here is an example.  We have a folder labeled Occupational Change Management (OCM).  Inside are some general documents that all users would have access to.  Then inside of the OCM folder we want to give each of our 34 colleges in our system, their own college folder that only members of their own college could access.  Well this won't work with waterfall permissions.  The only thing I can think to do is create an  "OCM (general)" folder and, at the same level, 34 OCM -CollegeName folders.  I can appreciate inheriting permissions from a parent object, but it sure would be nice to be able to break inheritance (like in SharePoint). 

 

 Is there some other option with respect to permissions I'm not seeing?

7 REPLIES 7
Box Certified Professional

Re: Struggling with waterfall permissions

@AFrench,

 

No. I think you've got it. Waterfall is currently the reality in Box. There are many pros and cons to that reality, but it is still a reality. 

 

The structure you have outlined is what I would recommend. Is the general folder read-only? If so, you might consider just making that a shared link and bookmark it in the individual folders. This could be done easily by creating template folder with the bookmark and copying it each time you need to create a new individual folder.

 

Best of luck,

 

Bob

 

Indiana University
University Information Technology Services
Contributor

Re: Struggling with waterfall permissions

Thanks Bob.  I was thinking about linking back to the general folder.  How would I have to permission that folder so that they don't have to be bothered with actually seeing it?  Is that possible? What do you mean by "template folder?"  Something that I would just see for handy copy/pastes?  Also, what happens if links get broken when doing this sort of thing?  Seems like it could be hard to manage if a lot of that went on.

Box Certified Professional

Re: Struggling with waterfall permissions

@AFrench,

 

The general folder would have no collaborators. That way they won't see it. You create a shared link to the folder, giving it the access level necessary. If I recall correctly, many of your users are outside your company. You would need to create an open access link. This is a drawback of this approach. You could password protect it and even put that password in their folders. 

 

RE: Template folder - Let's say there are certain elements you want everyone to have in their folder. This could be a bookmark of the shared link to the general folder, maybe a readme file, etc. You create a folder that has these elements that every one of your college folders will have. Whenever you want to create a new college folder rather than going to New -> Folder you go to your template folder, copy it to the spot where the college folder needs to be and rename it. It will have the bookmark, the readme and any other common elements in it. 

 

HTH,

 

Bob

Indiana University
University Information Technology Services
Contributor

Re: Struggling with waterfall permissions

What would be the drawback of the open access link, if the only place it is shared is as bookmark in a folder they have access to?

Box Certified Professional

Re: Struggling with waterfall permissions

@AFrench,

 

They would not have access to the folder, right? That would be the point. At least not collaborator access. The drawback is that an open access link means anyone with the link will have access to download and/or ready any of the folder's contents. If that's not a problem, then this is an easy fix. However, if you need individually authenticated access to the folder, then this is not a solution for this situation. 

 

Bob

Indiana University
University Information Technology Services
Contributor

Re: Struggling with waterfall permissions

So our governance team decided, for the time being at least, that we will not permit shared links for "anyone with this link."  So, darn, I don't think this approach will work because the only share option remaining is "people in this folder"  which means I'd have to invite them to collaborate on the folder which means they would see it.  I wish the permissions were more flexible, or that that inheritance could be broken. I feel like I've got my hands tied.

First-time Contributor

Re: Struggling with waterfall permissions

Hi.

 

Completely Argee.

This waterfall rights restriction finally come to be a major issue, as files cannot be organized in a way that is cohesive with classical folder organisation.

Things are then getting whorse when people have to access to hundreds of folders, and wants to use Box Sync/Drive, as links and bookmark workarounds seems useless in that case.

Users ends up to have a flat structure or folders that cannot be organized in a hierarchical way.

 

Because of this, we consider transfering files on a MS.Sharepoint and cancel our company's Box subscription, currently, despite geat advantage of Box in terms of usability.

 

I understands the waterfall principle for rights, but I whish there would be a way to present folder and files to users in a hierachical way (to remain similar to a classical folder tree structure, or even better, in a table/matrix in our case) independently of the actual logical organisation...

 

Does anyone have more Insights / feedback on such requirement, and how to address it ?