Inviting Collaborators


A collaborator is someone you invite into a file or folder. When you add someone as a collaborator to a file or folder, the item appears in his or her All Files page. 


If you send a collaboration invitation to a person without a Box account, Box prompts that person to sign up with Box before being able to access the content.

Note   When someone within your enterprise’s domain receives an invitation to collaborate in a folder but doesn't yet have a Box account, Box provisions an account and that collaborator automatically becomes a managed user under your enterprise instance.


Admins can identify all accounts created this way through the Admin Console reporting section:

  • Do not select any groups so the report captures all users.
  • Select Created new user under User and Group Management.
  • The details column shows when the account was created by “Collaboration Invite”.

Inviting a Collaborator

Simplified sharing enables you to quickly and easily share access to files and folders. Using the Share window, you can invite people to collaborate on a file or folder.


To open the Share window:

  1. In the Box window, hover on the file or folder.
  2. Click Share. You can also either click the right mouse button or the ellipses (...) to access Share.







To invite someone to collaborate in a file or folder:

  1. In the Share window, under Invite People, click Add names or email addresses.
  2. Type a collaborator's name or email address.
  3. Click the drop-down icon beside Invite as. Box displays a list of roles.
  4. Click a role you wish to assign to the collaborator.
  5. In the Message field, type a message of up to 750 characters for the collaborator.
  6. Click Send.






  • After you invite collaborators to a file, the Collaborator badge appears beside the file's name.


  • When inviting collaborators to a single file, the only available access level is Editor. You can change this access level to Viewer from the Manage Collaborators page. These are the only access levels available for collaborators on a single file. 
  • All collaboration settings configured by enterprise admins apply to both single files and folders.
  • Free Box accounts are limited to three collaborators across their account.