Using Box Drive with G Suite

Box Drive enables you to work with all of your files, right from your desktop, and save them automatically to the cloud.
 
With Box Drive for G Suite, right from within Box Drive you can access and then work on your G Suite files stored in Box. The files save automatically, directly back into Box Drive.  You do not need Google Drive.
 
Note   You must have a G Suite enterprise account to use the new integration.  Also, you must be logged into both your Box account and your Google account.
 
To work on a G Suite file from within Box Drive
  1. Open Box Drive. Note that G Suite files display with G Suite icons display in Drive.
  2. Browse or search for the file you want.
    • Double-click the file you want.  It opens in the corresponding G Suite application.
    • To search for your file, type the file name in the Box Drive search box, and select it from the search results.
  3. Work on the file as you normally would. The G Suite app saves the file back to Box automatically.
  4. To ensure you’ve saved the latest iteration, return to Box Drive when you’re done with the file. The file displays in Drive with a revised timestamp indicating the latest save.  (There may be a lag of a few minutes.)
 
If you have both Google Drive and Box Drive installed on your machine, note that they cannot both act as the default storage. Examples:
  • if you open a .gdoc file from within Google Drive, the document saves to Google Drive, not Box Drive.
  • if you open a .gdoc file from within Box Drive, the document saves to Box Drive, not Google Drive
  • if you open a .docx file from within Google Drive, the document saves to Google Drive, not Box Drive.
IMPORTANT   If you mark a folder for offline availability, any G Suite documents within the folder are excluded, and not made available offline.  That’s because Box does not allow downloads of G Suite files.
Note   To save a new G Suite file into Box (and display it in Box Drive), you must use the Box Web application to create the G Suite file.  To do this, in Box go to File > New and select the file type you want.  If you use the G Suite application to create a new file, that file automatically saves to Google and displays in Google Drive.
 
To get existing G Suite files from Google Drive to Box Drive
Box Drive and Google Drive are not completely interoperable, primarily because:
  • Box can only maintain its robust content security on files stored in Box Drive
  • G Suite files contain just a URL, which is not same as the actual file content uploaded on Box.
The table below details what Box Drive for G Suite allows with regard to moving, copying, and deleting G Suite files in Box Drive.
 
Can you perform this action on G Suite files...
...in Box Drive for G Suite?
What happens
MOVE into Box Drive NO
You get an error message indicating G Suite documents cannot be moved into Box Drive.
MOVE within Box Drive YES
You get an error message only if you lack permission to move the file.
MOVE out of Box Drive NO If you move a G Suite file out of Box Drive, you are essentially moving just a shortcut –not the actual file.
COPY into Box Drive NO
You get an error message indicating G Suite documents cannot be copied into Box Drive.
COPY within Box Drive NO
The G Suite file is essentially just a shortcut, so you wouldn’t be copying the actual file.
COPY out of Box Drive NO If you copy a G Suite file out of Box Drive, you are essentially copying just the shortcut –not the actual file.
DELETE from Box Drive YES The file deletes as normal, and you can recover it from the trash later if you need.
 
If some else in your organization invites you to collaborate into a folder
There are multiple scenarios, depending on whether your enterprise administrator has opted in to the G Suite integration and whether you have a Google account that uses the same email address as your Box account.
  • If your admin has not opted in, the system prompts you to contact your admin to enable the Box Drive for G Suite integration.
  • If your admin has opted in but you do not have a corresponding Google account, the system prompts you to log into Google.
  • If your admin has opted in and you have a valid Google account, you can go ahead and begin working on folder contents.
 
If you try accessing a G Suite document without enabling the latest integration
If you have been using an earlier Box for G Suite integration and do not enable the latest version of the integration, Box displays an error message instead of the Google document.  The error message directs you to contact your Box account administrator to enable the integration.
 
Error message.jpg

 

Box opens the Google document, without displaying an error message, if you enable the latest version of the Box for G Suite integration.
 
If you have multiple Google accounts
You must enable the Box Drive for G Suite integration for every Google account you want to work with Box Drive.  For example, if you log into one Google account, but try to use Box Drive to access a file from a Google account not set up to work with Box Drive, Google prompts you either to switch accounts or contact the file owner to gain access.  (If both accounts are set up to work with Box Drive, you can work without interruption.)
Version history
Revision #:
4 of 6
Last update:
‎11-21-2018 07:49 AM
Updated by:
 
Contributors

Comments

@jerryfranklin, I have a folder shared with an external collaborator. If that external collaborator has a non-enterprise Box account and a non-enterprise Gdrive account, should they be able to use the Gsuite integration when accessing a folder stored in my organization's structure?

 

I used a test account and was able to open the file in a Gdrive editor after getting an authentication prompt, but none of the changes saved. Is this a known problem?