{"id":102,"date":"2018-04-18T19:53:41","date_gmt":"2018-04-18T19:53:41","guid":{"rendered":"http:\/\/blogs.oregonstate.edu\/osubox\/?p=102"},"modified":"2018-04-18T20:14:55","modified_gmt":"2018-04-18T20:14:55","slug":"collaboration-collaborating-shared","status":"publish","type":"post","link":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/2018\/04\/18\/collaboration-collaborating-shared\/","title":{"rendered":"Collaboration with Box"},"content":{"rendered":"

Box is a collaboration tool<\/strong>.\u00a0 The problem is that many users tend to think of it and use it as if it just another place to store your stuff.\u00a0 So, they put stuff in their Box folder and there is sits.\u00a0 Gathering dust.\u00a0 If they need to share a file they attach it to an email and send it to one or more recipients.\u00a0 If it requires editing someone edits it and sends it around.\u00a0 Soon there are multiple versions and different edits.\u00a0 So how do you get around all that using Box?<\/p>\n

Collaboration options<\/strong>.\u00a0 There are several options open to the Box user to short circuit the scenario above.<\/p>\n

Files<\/strong>:\u00a0 If you need to send someone a file and they are not at OSU and don’t have a Box account of any kind, you can send them a shared link.\u00a0 In fact, if you have Box for Office installed you can do this without ever leaving Outlook.\u00a0 \u00a0Shared links can also be used with users at OSU if you’re not planning on collaborating on the file.\u00a0 A shared link will allow the recipient to view and\/or download the file depending on the permissions you set.\u00a0 Here is a great how-to-video that goes over shared links<\/a>.\u00a0 \u00a0One short coming of a shared link is that recipients of the link can only view or download.\u00a0 They cannot edit and save the file back to its original location.<\/p>\n

What if you need to collaborate on a file, but you don’t want to collaborate on the entire contents of the folder that file is in?\u00a0 Previously, you had to create a new folder, move that file to the folder and invite a user as a collaborator to the new folder.\u00a0 Now it is possible to collaborate on a single file.\u00a0 You don’t need to move the file to a special folder, you invite a collaborator to the file and they will only see that file.\u00a0 They can edit and save the file back to Box.\u00a0 Note that the same restrictions apply, the collaborator\u00a0must have a Box account and the permissions are limited to editor or viewer.<\/p>\n

Folders<\/strong>:\u00a0 Shared links can also be used with folders.\u00a0 Like shared links on files the recipient of the shared link has the option of viewing and\/or downloading the folder contents depending on the settings you apply.<\/p>\n

You can invite users to collaborate on a folder or set of folders.\u00a0 Unlike files you have a greater range of permissions you can assign to those you invite as a collaborator.\u00a0 If you need more information, folder permissions are discussed in greater detail in our Box FAQ<\/a> on this subject.<\/p>\n

Shortcuts<\/strong>:<\/p>\n

Using a mail list:<\/strong> If you’ve ever setup collaboration for a group of people in the WebUI you know that it can take time to put each user’s information into the invite dialog.\u00a0 What if you have a mail list?\u00a0 Wouldn’t it be nice to be able to invite them using that?\u00a0 Well you can.\u00a0 Here is how you do that….<\/p>\n

    \n
  1. Go to the folder you want to invite user to collaborate in and highlight it.<\/li>\n
  2. Go to the “More options” (box with three dots) to the right of the folder name.<\/li>\n
  3. Click on it and scroll down to “Settings”.<\/li>\n
  4. Under Collaboration find “Allow anyone who can access this folder from a shared link to join as a collaborator” and check the checkbox.<\/li>\n
  5. Choose whether they can join as an editor or viewer.<\/li>\n
  6. Click “Save Changes” in the upper left of the screen to apply the changes.<\/li>\n
  7. Repeat steps 1 and 2.<\/li>\n
  8. Select “Share” and “Get a shared link”.<\/li>\n
  9. Copy the link into your email and send it to your mail list.\u00a0 Make sure you let them know it is coming so they don’t think this is a phishing email.<\/li>\n<\/ol>\n

    If you are on Windows with Outlook and have Box for Office installed, you can skip steps 7 and following and create the shared link from within your email.\u00a0 In your email message click on the “Message” menu and select “Attach from Box” that appears in the ribbon bar.\u00a0 Browse to the folder you selected in step 1, highlight it, set the Access level.\u00a0 Then click “Insert”.\u00a0 This will insert a link in your email.\u00a0 Now send your email as normal.<\/p>\n

    Upload by email<\/strong>: What if you wanted to allow users to upload files but they don’t have a Box account, or you don’t want them to see the files in the folder?\u00a0 \u00a0Follow steps 1 through 3 above.\u00a0 This time scroll down until find “Uploading”.<\/p>\n

      \n
    1. Check the check box for “Allow uploads to this folder via email”.<\/li>\n
    2. if you want to limit this to collaborators, check the “Only allow email uploads from collaborators in this folder”.<\/li>\n
    3. Copy the displayed email address which will look something like this, 00-I2_U.mc2z086dytvxqknp@u.box.com<\/em>, then send that email address to your users.<\/li>\n<\/ol>\n

      Recipients will be able to send an email with an attachment to the address.\u00a0 Once received, Box will save the attachment to the folder.\u00a0 Note<\/strong>: none of the email body or text is saved, just the attachment.\u00a0 \u00a0This includes images and graphic items included in a person’s email signature.<\/p>\n

      Using the Web<\/strong>: If you wanted to share content with anyone with an internet connection and a browser inviting them as a collaborator or sending emails isn’t going to work well.\u00a0 In this case you can use an embedded widget in a web page.\u00a0 \u00a0Follow steps 1 and 2, but when you get to step 3 skip settings and continue on to “… More actions”.<\/p>\n

        \n
      1. Mouse over more actions and in the pop up menu you will see “<\/> Embed Widget” and\u00a0 possibly “Upload Embed Widget”.\u00a0 You won’t see the later if you are not the folder owner or co-owner.<\/li>\n
      2. Select one or the other and check or select the appropriate settings.\u00a0 \u00a0Click the following links to get more information.
        \n        Embed Widget<\/a>
        \n        Upload Embed Widget<\/a><\/li>\n
      3. Select “Preview” if you want to know what it will look like, otherwise copy the code provided and embed it in your web page.\u00a0\u00a0An example of using an embedded widget can be found near the bottom of our <\/span>Getting Started<\/a> page.<\/span><\/li>\n<\/ol>\n

        Hopefully, this has helped.\u00a0 If you have more questions browse over to http:\/\/box.oregonstate.edu<\/a> and check out the content in Getting started or in the FAQs.\u00a0 Drop us a request<\/a> if you have a question or need assistance\u00a0 with using Box.<\/p>\n","protected":false},"excerpt":{"rendered":"

        Box is a collaboration tool.\u00a0 The problem is that many users tend to think of it and use it as if it just another place to store your stuff.\u00a0 So, they put stuff in their Box folder and there is sits.\u00a0 Gathering dust.\u00a0 If they need to share a file they attach it to an … <\/p>\n

        Continue reading “Collaboration with Box”<\/span><\/a><\/p>\n","protected":false},"author":4179,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[217],"tags":[],"class_list":["post-102","post","type-post","status-publish","format-standard","hentry","category-training"],"_links":{"self":[{"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/posts\/102","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/users\/4179"}],"replies":[{"embeddable":true,"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/comments?post=102"}],"version-history":[{"count":14,"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/posts\/102\/revisions"}],"predecessor-version":[{"id":117,"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/posts\/102\/revisions\/117"}],"wp:attachment":[{"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/media?parent=102"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/categories?post=102"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/dev.blogs.oregonstate.edu\/osubox\/wp-json\/wp\/v2\/tags?post=102"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}