Step 1: Plan Your Folder Structure

by on ‎03-04-2015 06:10 PM - edited on ‎12-17-2015 01:10 PM by (35,003 Views)

In this article, you will learn: 

 

  • How to set up your folders in Box to maximize access and minimize confusion

  • How to determine whether an open or a closed folder structure will best suit your needs

 

At Box, we understand that every organization has unique requirements that influence the way they structure and operate their business. The needs of your organization will likely affect the way you set up and manage your Box account -- and, more specifically, how you define the folder taxonomy that is deployed to your team.

 

Box folders are the foundation from which your users work. Defining a folder taxonomy that is intuitive and easy to navigate will greatly increase user adoption and maximize productivity.

 

To help you determine the folder structure that best meets your organization’s needs, we’ve put together some evaluation criteria and best practices that have helped bring success to other Box customers.

 

What is the best folder structure for your team?

As you transition into Box, it is important to ensure that poor practices and inefficient workflows from previous content management systems are not repeated. Understanding Box’s folder permissions and collaboration features will help your team get the most out of Box.

 

Questions to help you evaluate:

  • Do your Admins and co-admins need full control of users and their content?

  • Will the Admin team determine which department, region, or groups will use Box?

  • Can you clearly define your company's need for Box? This includes: large file transfer, data room, internal/external collaboration, etc.
  • Does your organization prefer to give users the ability to create and manage their own top-level folders? Or does your organization prefer to own (and control) all root level folders? 

 

Folder Structure Basics: 

Generally speaking, there are two basic folder structures to choose from: open folder taxonomy and closed folder taxonomy. The model you choose is largely based on your internal security protocols and workflows. We’ll get into the details of each structure as we go.

 

Open Folder Taxonomy: Users can create their own root folders. By default, a user can provision collaborators and freely share files from the folders they own. This option requires less involvement from your administrators.

 

Closed Folder Taxonomy: Admins will create and own all root level folders. This option requires planning and heavy involvement from the administrative team. Users will not be able to create root level folders or private folders, and will need to be provisioned access to folders by Admins.

 

Admin Tip: Folder storage only counts against the user who owns the top-level folder (not the collaborators). Be sure to provide the right users with enough storage to meet their needs.

 

Creating Closed Folder Taxonomy relies on the Business or Enterprise Setting found via the Admin Console > Settings > Content & Sharing > Restrict Content Creation.

 

Building an Open Folder Structure:

The open folder structure is ideal for users who need to create and manage individual workspaces on demand, and is often deployed by organizations that don’t require strict IT oversight or handle highly-sensitive information.

 

For example, sales professionals use Box to establish private folders (or workspaces) where they can collaborate with prospects by sharing sales collateral, or negotiating contracts in a secure virtual deal room. Similarly, project managers often need to share and collaborate with those in remote offices and with external third parties by creating folders as needed. This ensures that information is organized and easily accessible by all.

 

Building a Closed Folder Structure: 

Choosing this option indicates the administrative team wants control of the users and their content. This is a specific use case that will require heavy provisioning by the administrative team such as folder setup, new user creation, and the assignment of groups and/or folders. The following are different use cases to consider:

 

Departmental Directories

This is a common folder structure for larger, enterprise accounts. In most instances, Box is replacing or phasing out another content management system (i.e. SharePoint). The administrative team will create a specific folder structure on the main account page.

 

The end user will only see and have access to folders beginning at the level which they were granted access—in this case, a root level folder.

 

Private Workspaces for Users

Private workspaces are most often provided to users working with in an open folder structure. This means users have the option to create a private folder for their own use. The manila folder icon denotes a private workspace, denoting that no one has been invited to this folder.

 

Step 2: Migrate Content

by on ‎03-04-2015 06:10 PM - edited on ‎12-17-2015 01:14 PM by (13,300 Views)

In this article, you will learn how to: 

 

  • Choose what content to move into Box 

  • Determine the best method for migrating content based on your storage needs

 

Choosing what content to migrate into Box is one of the most important steps you'll take as you're getting started. There's a lot to consider -- which documents do you expect your team to work on actively, and what can be housed in an archive? How much data in total do you need to work with? Below, you'll find a few questions to help determine your approach.

 

  • What is the specific goal of the migration?
  • How will you define success?
  • When do you need access to the content?
  • Will you focus on shared drives and content, personally stored content, or both?

 

A few general tips, as well: 

  • Understand your backup needs. Box is a platform for sharing and collaborating on content and is not the best tool for backing up things like .PST files, databases or other blobs of data. Traditional backup systems are often better for those types of files.

  • Keep things simple. Setting up a new Box system allows you to have a fresh start on your content. Resist the urge to move all of your old content to your new system just because you can. Make sure there is a business case for all content you migrate.

  • Plan a timeline. Just as it took more than a few days to build up your digital repository, it will take time to curate and migrate content to Box. A timeline can be as simple as start and end dates on your calendar or as detailed as a Gantt chart with milestones. 

 

Now that you've determined your approach, it's time to consider which migration method will best suit your needs. 

 

Drag and Drop Files

If you're uploading less than 1 GB of content, using drag and drop is the best option. It’s easy to drag and drop a file into the Box web application to upload it. Just make sure you are using Firefox, Chrome, Internet Explorer 9+, Safari, or any browser that supports HTML5.

 

Log in to Box.com.  Select and drag the file into the folder you want to upload the file to – it will immediately begin to upload. 

 


Upload Folders

Upload Folders is perfect for migrating up to 500 files at once. In the Box web application, hover over the Upload button and select the Upload Folders option.

 

 

You can use Upload Folders as an opportunity to evaluate your current folder structure and redefine it as necessary in Box so that it is clutter-free and intuitive.

 

Before using Upload Folders, create your master folder structure in Box. Then populate these new folders with files using Upload Folders. Your master folder structure can serve as your guide as you migrate content into the account. Work with your admins and co-admins to build and test your folder structure before you start migrating content in bulk.

 

FTP

You can also send files to Box using passive FTP. Using FTP is ideal if you need to migrate up to 100,000 files at one time.

  1. Download the Filezilla FTP client.
  2. Run the installation and follow instructions for Filezilla in Step 2. Be sure to choose an FTP client that supports passive (not active) FTP, as that is the only way you’ll be able to connect to Box.
  3. Connect to Box using Filezilla.

Open Filezilla and enter the following information on the Quickconnect bar:

  • Host: ftp.box.com
  • Username: your Box login email address
  • Password: your Box login password
  • Port: 990 for FTPS (implicit mode), 21 for standard FTP or FTPES (explicit mode)

 

Make sure that the default port (990 or 21) is open on your site. If your account uses SSO, you will need to create an external password in your account settings to access Box via FTP.

Note: Use port 21 for plain FTP or FTPES access, or 990 for a FTPS implicit connection. Transfers may be slower using this secure port.

 

If you have more than 100GB of data or 100,000 files to migrate to your Box account, you should consider using Box's paid Content Migration service. Although any Business or Enterprise can use the service, it is ideal for organizations with more than 100GB of data. Contact your Account Executive for more information on this service.

Step 3: Add Users

by on ‎03-04-2015 06:09 PM - edited on ‎12-17-2015 01:14 PM by (14,900 Views)

In this article, you will learn: 

 

  • How to add your teammates (and business partners) to your Box account

  • How to add multiple users to relevant folders at once via Groups

 

Adding Internal Users (Managed Users)

 

A managed user is a Box account that you directly control through your Admin Console; think of them as one of your employees, for whom you'll be able to control and curate nearly every part of the Box user experience. As an Admin, you will have the ability to edit, delete, enforce security settings, and run activity reports on these users. Any content that these users upload into folders they own (or, in other words, have created) will count against their individual storage allocation.

 

To add a managed user, follow these steps:

  1. Log in to your account and navigate to the Admin Console
  2. Click on the Users icon
  3. Click the "+ Users" button
  4. The interface will slide down and reveal new user entry fields. Enter the user's name, e-mail address, and storage quota.
  5. In the section marked Access Permissions, you can pre-populate the user’s account with folders you own, add the user to groups, and configure their access to the rest of the account (e.g. enable/disable Box Sync or restrict external collaboration). Click Add User to confirm the user’s addition.
  6. Once you complete this process, the newly added user will receive an email containing a confirmation link to create a password and log in to their account. 

 

Adding External Users

 

Adding business partners, customers, or consultants to your Box account does not require taking action in the Admin Console -- you'll merely want to add them as collaborators to a folder. Box will recognize that these individuals are not among your managed users, and will add them to the external user list for you to track in the Admin Console. Additionally, you'll see a small globe icon represented next to the name of each external user.

 

Setting up Groups

 

On Business Plus, Enterprise, and Elite plans, Groups enable you to add multiple users to your folders and decide what permissions they’ll have in those folders – quickly and easily. See this video below for how to set up Groups, as well as this in-depth guide to using Groups.

 

 

 

Step 4: Choose Essential Admin Settings

by on ‎03-04-2015 06:09 PM - edited on ‎12-17-2015 01:15 PM by (7,599 Views)

In this article, you will learn how to: 

 

  • Configure critical sharing settings in the Admin Console

  • Determine the impact of an open vs. closed folder structure

The "Content & Sharing" tab in "Admin Settings" allows you to enable or disable various permission types that are available to managed user when collaborating and sharing files.

 

Collaboration Restrictions

This section allows you to set restrictions for how collaborators can be invited to the content in your, or your managed user's accounts. See a detailed explanation of each permission level.
 
 
  • Restrict invites: This option allows you to set who can invite collaborators. If this option is enabled then only folder Owners and Co-owners and Admins (including Co-admins and Group Admins) will be able to invite collaborators to a given folder.
  • Enable invite links: If you enable this function, users will be permitted to use invite links to collaborate.
  • Enable group invites: Enabling this option makes it possible for users to invite groups to collaborate in folders.
  • External collaboration:
    • Enable external collaboration: This allows your users to collaborate with users outside your company.
    • Limit collaboration to users within your enterprise: Enabling this option restricts collaboration to inside your organization, which is defined as users, which is defined as the managed users in this Box account.
    • Restrict collaboration to whitelisted domains: You can choose to restrict collaboration to an approved set of domains, or a whitelist. To enable whitelisted domains:
      • Click the button to enable.
      • Click View Whitelist.
      • Once the Collaboration Whitelist window pops up, you can add, review, or delete domains from your whitelist
  • External Collaborator Invitations: This allows you to restrict external collaborators from inviting other external collaborators into content owned by your enterprise and to prevent them from increasing other external collaborators' permission levels.
 
Notes on collaboration restrictions: 
  • The external collaboration features are available to Enterprise and Elite customers only and will not display until enabled by request. Please contact your Box Representative or Box User Services to enable these features. 
  • Collaboration restrictions can be set at the enterprise, user, and folder level. We'll use the most restrictive setting at any given time. For example, if an enterprise allows collaboration with 100 domains and a user within the enterprise further restricts collaborators for a particular folder (in the example below, the user has restricted collaboration to users within box.com and box.net), that folder will be governed by the user's more restrictive settings. 

 

Content Creation

  • Prevent content creation at root: This prevents your users from creating any new folders, restricting their use of Box to those folders to which you've granted them access. 

 

Step 5: Customize Your Account's Branding

by on ‎03-04-2015 06:07 PM - edited on ‎03-18-2016 01:45 PM by (6,200 Views)

In this article, you will learn how to: 

 

  • Alter the look and feel of your account to match your corporate branding

 

Custom branding -- available on Business, Business Plus, Enterprise, and Elite accounts -- allows you to swap out Box's standard color scheme for your very own, better situating internal and external users alike in your new account.

 

 

To set up custom branding on your account, follow these steps:

  • Log in to your account and navigate to the Admin Console
  • Click on the gear icon in the top right corner and select Enterprise Settings from the drop-down menu

 

  • Click on the Company & Branding tab
  • Company Profile: Here you will have the option to include your company name as well as designate a custom URL

 

  • Branding: In this section you will have the opportunity upload your company’s logo and customize your account’s color scheme. Your logo and colors will replace the Box defaults for managed users and shared links. Choose from pre-made color schemes or enter in specific Web hex color codes. To create your own custom color, click on the small, blue downward arrow to the right of ‘Header background.’ A pop-up window will appear in which you can use a color palette to specify a color. Once you have found the right color, click on 'Apply' to save your selection.  
  • Login Page: This section will allow you to customize your company’s unique Box login portal for all managed users. 

 

 

Video: 5 Admin Skills to Get Started Fast

by on ‎03-27-2015 06:41 PM - edited on ‎03-18-2016 09:40 AM by (7,500 Views)
Little time to read? We've got you covered. This six-minute video covers five essential skills for Box Business Admins.