Best Practice - Managing External Parties

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neerajk

• May 09, 2018 10:17

External Business Partners/Users are given Ownership rights on Folders which need to be identified and the offenders need to be notified. This is a serious issue within the Enterprise. Once the ownership goes out of the tenant it becomes hard to get to the Folder to bring the ownership back.

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  Howard

  • May 11, 2018 10:46

  Hi ,

  Welcome to the Box Community and thanks for your first post in the forum!

   

  Thanks for the detailed question! When managing external parties, it's best not to give them ownership of the folders and have them only as collaborators (editors and below). You should not transfer ownership of the folders to the external party. 

   

  To identify your external users, you will want to use the admin console reporting function and check for your external collaboration: https://community.box.com/t5/How-to-Guides-for-Admins/Running-Reports/ta-p/26790

   

  Hope that helps and clarifies!

   

   

  Be sure to read our guidelines, Subscribe to content you like, and complete your profile on the community.

   

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  neerajk

  • May 25, 2018 12:50

  Hi Howard,

   

  Thank you for your response!

  I acknowledge that it should be general practice not to transfer the ownership to external business partner. However, in our organization there are contractors, vendors and contingent workers who are given the ownership accidently or mistakenly. If that happens it would be difficult to trace the 'folder name' which has been moved out of the tenant. Do you have any solution to get the folder name so we can notify the offender along with folder so we can restore it back quickly.

   

  Regards,

  Neeraj Kumar 

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