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.

 

All_Files.png

 

basicShareWindow.png

 

 

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.

 

shareBoxConsulting.png

 

If you invite someone who is outside of your organization to collaborate, Box displays an alert that reminds you this folder's contents can be shared externally.

 

SecurityIndicators-ExternalCollaboratorAdvisory_19723.png

 

More on Box's security indicators.

 

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

Notes 

  • 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.
  • The message field does not permit URLs.
  • The message field is limited to 750 characters.

 

 

Comments

I have a few suggestions for the collaboration process.  

  1. Allow the creation of user groups so that a group of people can be invited to share a folder or file at once without having to put in the individual names.  
  2. Ability to import groups from Outlook or other email/contact list.
  3. Allow comparison of collaboration levels between objects (folders or files).  I may have one folder that has 163 users and another that has 159.  I'd like to know which users I forgot to invite to the folder that only has 159 users without having to scroll thru pages of names in 2 separate windows at a time.
  4. Ability to filter the collaborators based on their permission level.
  5. Ability to sort the list of collaborators based on first name, last name, date, etc. 
  6. Ability to export the list of collaborators as a table - preferably an Excel database.  Perhaps one that can be linked so that the table would automatically update with any changes.
  7. Ability to view a list of all folders and/or documents that a collaborator is part of - at least those documents/folders that I've shared with this collaborator.  

 

Are any of these possible now or in the future?  I currently find that I spend an inordinate amount of time managing the collaborators for our organization.  Being able to manage groups of collaborators at a time and sorting the lists of collaborators quickly and efficiently would be fantastic.

Thanks,

Tim

 

 

@jerryfranklin  Thank you for detailed article. I would like to know if there is any limit on number of contributors who can be added to a file ? If yes how can one increase the number ?

 

Thanks,

Giriraj

@gharkut  

Thanks for sending over this question.  The maximum amount of collaborators that can be added to a file is 100 users.  That number is enforced, so we are unable to add any more than that.  If you would like to provide some product feedback. please go to https://pulse.box.com and let us know what you would like to see improved in Box.

 

Thanks again for reaching out!