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Collaboration Through Invites

by on ‎07-25-2016 04:39 PM - edited a week ago (17,022 Views)

 A collaborator is an individual who has been invited into a folder. Collaboration invites are a great way to share content for long term projects. You can invite people to a folder and monitor updates over time. When a user is added to a folder as a collaborator, the folder will appear in their All Files page. If you send a collaboration invitation to a person without a Box account, that person will be prompted to sign up with Box before being able to access the content.

Note: New Box Experience

This page refers to the new Box experience. In Box, hover over a single file or folder with your mouse. If the item looks like the following image, you are in the right place.

 

Files and folders should look like this when you hover over them.Files and folders should look like this when you hover over them.

If the item does not look like the image above, visit one of the links below instead:

 

 

Inviting Collaborators

You can invite collaborators to any folder or file stored in Box. Note: Collaborators invited to a single file will be 

To invite a collaborator into a folder:

  • Open the folder in which you'd like to invite collaborators
  • In the Sharing tab of the right-hand sidebar, click Share this Folder
  • In the dropdown that appears, click Invite Collaborators.

collaboration - 1

Alternatively, you can:

  • Locate the folder in which you'd like to invite collaborators.
  • Click Share to the right of the folder name
  • In the dropdown that appears, click Invite Collaborators.

collaboration - 2

 

To invite a collaborator to a single file: 

  • Locate the file to which you'd like to invite collaborators.
  • Open the More Options menu (...) to the right of the folder name
  • In the dropdown that appears, click Share, then select Invite Collaborators.

 

Once you have chosen to Invite Collaborators using any one of the methods listed above, a pop-up window will appear:

 

collaboration - 3 

 

  • Input the names or email addresses of any collaborators you'd like to invite.
  • Set the access level that these collaborators will have in this folder. Note: Collaborators in a single file can only be granted the access level of Editor.
  • You can also set a personal message that will be sent out with the invitation.
  • Click Send Invites to send the collaboration invitations. Collaborators will recieve an email notifying them that they have been invited into a folder.
  • Single files with collaborators in them will display this Collaboration Icon next to the file name:   

 

Note: When someone with your enterprise’s domain receives an invitation to collaborate in a folder and they don’t yet have a Box account, an account will be provisioned and that user will automatically become 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 will show when the user was created by “Collaboration Invite”

 

Note: Collaborators can be invited into any folder you own. Currently, single file collaboration is only available for Box Notes, meaning you can invite collaborators directly into a Box Notes, without inviting them into its containing folder. For more info see: Box Notes.

 

Accepting Invitations

By default, you will automatically accept invitations to collaborate. If you would like to review invitations before accepting them, you modify your Account Settings. Navigate to the Sharing tab of your account settings, and uncheck the box under Incoming Invitations (in the Collaborating on Content section). If you have unchecked this Box, you will have to manually accept collaboration invitations by clicking the appropriate link in the email you receive. You can also view/accept/deny collaboration invitations from your Messages screen.

 

Pending Invitations

Pending invitations are invitations that have not yet been accepted or rejected by invited collaborators. If you want to remove/re-send a pending collaboration invitation, go to the folder/file and look at the Collaborators panel on the right.  Here you will see a list of all confirmed and pending collaborators.

 

Click the ellipses (...) beside the collaborator's email address.

collaboration - 4

 

This will bring up a menu with options to Resend Invite or Remove the collaborator.

 

Understanding Folder Permissions

Permission levels on Box follow a ‘waterfall’ design in which individuals only have access to the folder they are invited into and any subfolders beneath it. Please note that users can be invited into folders but not individual files.

 

For example, if John was invited to be a collaborator on the Internal Collaboration parent folder, he would see this folder and all subfolders (i.e., Design, Finance, Legal, etc).

 

 

However, if John was invited to be a collaborator in the Marketing subfolder only, he would only see the Marketing, Approved, and In-Progress folders. He would never see the Design, Finance, and Legal folders.

 

 

If an individual is a collaborator on a parent folder, their access level for a subfolder cannot be changed.  For example, if John was invited into the Internal Collaboration folder as an Editor, you could not change his access to Viewer in the Marketing folder.  See Collaborator Access Levels for additional details.

 

If you’d like to send a document to an someone who is not a collaborator in the folder, use a shared link! The recipient of the shared link will be able to preview or download the document.

 

FAQs/Troubleshooting

What is the difference between collaboration and shared links?

A collaborator is an individual who has been invited to a file or folder. Collaboration invites are a great way to share content for long term projects. This will allow you to invite people to a file or folder and monitor updates over time. In order to access a file or folder as a collaborator, a person will need a Box account. The file or folder will be listed under All Files when they log in to their Box account. If you send a collaboration invitation to a person without a Box account, that person will be prompted to sign up with Box before being able to access the content. 
 
A shared link is a unique URL that gives the recipient to access a specific file or folder. With customizable permission levels, security settings, and a URL that’s easy to copy and paste, shared links can be used to send important content both internally and externally. Unlike collaboration, individuals accessing your content through a shared link get "read-only" access and won’t be able to make changes to your files. 
 
Invite an individual into a file or folder as a collaborator if you are actively working with them on long-term projects. Collaboration provides a two-way relationship; depending on their access level, collaborators can view, edit, upload/download documents, leverage collaboration tools (comments, tasks, etc.), and receive updates on actions taking place in the folder. 
 
Folder collaborators will need a Box account.  If you send a collaboration invitation to an individual without a Box account, that individual will be prompted to sign up with Box before being able to access the content.
 
A shared link provides a one-way relationship, allowing the recipient to preview or download a given file or folder. With customizable permission levels, security settings, and a URL that’s easy to copy and paste, shared links can be used to send important content both internally and externally. Unlike collaboration, individuals accessing your content through a shared link get "read-only" access and won’t be able to make changes to your files. They can continue to reference that link for the most up-to-date version of the content. Think of a shared link as a secure email attachment replacement.

 

Why can't I see a folder I was invited to?

If a user is invited to collaborate on a folder and they do not accept this collaboration invitation (from the email notification received or the Pending Items Manager in the user's Box account) then the collaborative folder will not appear in the user's Box account until the collaboration invitation has been accepted. If a user does not accept an invitation within 30 days, the invitation is removed.

 

Additionally, if a user does not confirm their email address during the sign up process, they will not see the collaborative folder they were invited to until they confirm their email address. If a user is having trouble confirming their email address, please submit a support ticket for assistance.

 

I can't find a folder I was collaborating on and it's not in the trash. What happened to it?

If a collaborative folder that you do not own is missing from your Box account, it is most likely that the owner of the collaborative folder has removed you as a collaborator on the collaborative folder. You will have to contact the folder owner of the collaborative folder to have them reinvite you to that folder again.

 

Some files are missing but I didn't delete them.

All users collaborating on a collaborative folder who have an Editor access level or above on the folder will be able to move, edit, add, and delete contents within this collaborative folder. If you notice that content is missing or in a different location within this collaborative folder structure, it is most likely that another collaborator on the folder moved/deleted the item from its original location.

 

If an items was deleted within a collaborative folder by another collaborator on the folder, the deleted item would show up in the trash folder of the user who deleted the item and the folder owner of the collaborative folder.